InStar Imaging User s Guide

Transcription

1 InStar Imaging User s Guide Contents InStar Imaging User s Guide 1 Introduction 3 System Requirements 3 Dedicated Server* 3 Server Shared with InStar* 3 Server CPU 3 Document Storage 3 Input/Output 3 Scanners 3 Terms 3 Agency Workflows 4 Back End Scanning 4 Front End Scanning 5 Distributed Scanning 5 Integrated and Independent Operation 5 Software Components 6 This and Other Documentation 6 Installation and Configuration 7 InStar Update 7 Imaging Module 8 InStar Imaging Setup Choices 9 ODBC 10 Configuration 14 Workstations 14 Licensing 15 Front End Scanning and Processing 15 Scanning 15 Using Barcodes 16 Using an MFP 17 Processing 17 Lookup 18 VCS 18 InStar Imaging Page 1 of 27 6/22/2006

2 Exceptions 19 Datalink Latency 19 Back End Scanning and Processing 19 Processing 20 Scanning 20 Barcoded Cover Sheets 20 Virtual Cover Sheets 20 Using an MFP 21 Datalink Latency 21 Desktop Scanning and Processing 21 Integrated Retrieval 21 Finding Documents 21 Viewing Documents 23 ing 23 Reference 24 Integrated Filing Requirements 24 Template Requirements 25 Templates Provided 26 Customizing Cover Sheets 27 docstar Users Upgrading to InStar Imaging 27 InStar Imaging Page 2 of 27 6/22/2006

3 Introduction InStar and docstar, a division of AuthentiDate Holding Corp., have cooperated to develop and release the InStar Imaging module. InStar Imaging provides easy-to-use, powerful, and fully integrated document management functions to InStar users. With InStar Imaging, or simply Imaging, you can capture (scan or import) documents, file them with respect to clients, policies, and Transactional History (T-Hist) items, and of course retrieve them. System Requirements InStar Imaging requires version of InStar, or later. Dedicated Server* Server Shared with InStar* Server CPU 2.0 GHz Pentium GHz Pentium 4 Operating System Windows 2003 Server or Windows 2000 Server RAM 512 MB 1 GB Primary Hard Drive (excluding document storage) 40 GB 120 GB Document Storage A separate partition (minimally) or device (preferred) is required for document storage. Input/Output Approx. 40 GB per 1,000,000 pages. Two-Tier storage (with removable second tier) or other daily backup system is required. One USB port is required for licensing key. Scanner may require SCSI or USB. Scanners 32-bit ISIS driver required. See list of tested, approved scanners at * Note: a dedicated server with no other applications (except for InStar, approved antivirus and system management software) is recommended. Terms The following terms have specific meanings when working with Imaging. Page A page is a single image obtained from the scan of either the front or back of a piece of paper. Thus, two sides of one piece of paper are really two pages. InStar Imaging Page 3 of 27 6/22/2006

4 Document File (verb) A document is a single page or a tightly bound collection of pages, which are stored and retrieved as a unit. Imaging supports two general categories of documents: images and native files. Images are generally captured from a scanner, camera, or multi-function device. They may be stored in TIFF, JPG, or PDF format. Native files include s, spreadsheets, and other files produced with popular PC applications, including nonimage PDF s. All are described below. The process of assigning key information to documents and associating them with a client, policy, and/or T-Hist is called filing. To save time and assure consistency, templates are used to control the filing of documents. Information from InStar is used to file most documents, but you may also file documents which are unrelated to your InStar system. Agency Workflows Different agencies employ Imaging in different manners. The fundamental difference is whether documents are scanned (captured) before or after they are processed by customer support reps, producers, and other users. A single agency may use different workflows for different departments. Review the following to determine how Imaging will be employed in your agency. Back End Scanning Agencies receive paper via mail, fax, and courier. These documents must be processed, generally by customer service reps (CSRs), who often need to enter or verify information in InStar from the document. The Back End Scanning approach does not change the process of receiving and distributing paper to CSR s who then perform their data entry or verification or other processing tasks. However, after processing is complete, the CSR prints a barcode cover page from InStar and places it on top of the document. Documents with barcode cover sheets are collected and scanned. Thanks to the barcode cover pages, filing is completely automated and requires no specialized knowledge. InStar Imaging Page 4 of 27 6/22/2006

5 Alternately, users may generate a virtual cover sheet (VCS) rather than printing a cover sheet. When they do so, the system reports an ID number for the VCS, which the user writes in a corner of the document. The virtual cover sheet stores the same information that would be printed in barcodes. During filing, an operator types in the ID number recorded on each document to retrieve the filing information from the VCS. Proponents of this workflow favor it because it involves minimal change to the work processes for the CSRs. However, it lacks some of the advantageous of front end scanning. Front End Scanning A higher level of automation and efficiency can be gained by scanning (or importing) incoming documents as soon as they are received and routing them to appropriate CSR s through their respective Inboxes within Imaging. Each CSR is responsible for checking his or her Inbox, processing it, and then filing each document. This may be done with a Virtual Cover Sheet (VCS) described above, or with the InStar lookup function within Imaging. Both are detailed below. Front end scanning involves more change for CSRs, who must now do their work from images, rather than from paper. However, front end scanning saves labor and speeds processing by not requiring paper to be distributed. It also avoids the possibility that a document will be lost during distribution or processing by the CSR. Finally, it gives managers a way to monitor workload with each CSR. Note that working from images is made more convenient through the use of dual displays, which have become physically compact and very affordable. Imaging runs on one display while InStar runs on the other. This is not a requirement, however. In fact, Imaging includes an on top mode to make entering data into InStar from an image more convenient. Distributed Scanning Most Imaging users employ a single, centralized scanner. However, desktop scanners may be employed by each CSR. In this case, workflow is essential front end, in that paper is distributed and processed first. The CSR s can file documents using the VCS or lookup methods. Integrated and Independent Operation Of course, InStar Imaging is fully integrated with InStar to make filing and retrieving your clientrelated documents fast and easy. However, InStar Imaging is not limited to managing clientrelated documents. Accounting, human resources, general accounts payable, and other types of documents may be filed and retrieved. These documents are not integrated with InStar, but can still be filed and retrieved quickly and easily. InStar Imaging Page 5 of 27 6/22/2006

6 Software Components The InStar Imaging module includes new functions within the InStar application plus several new applications, which are external to it. This table describes the functions found in each of these applications. InStar InStar Imaging (Thick Client) InStar Imaging (Thin Client) InStar Imaging Administration InStar Imaging (Service) Imaging is activated and configured through the Main Setup window. Once configured, it is accessed through the Imaging window, which is opened by the function button at the bottom of the Customer Information window. Quick commands for Imaging are also found in the Imaging menu. The InStar Imaging client application is launched automatically from InStar when viewing documents. It is used directly for scanning, checking your Inbox, and filing documents. It is also used for retrieving documents, particularly those that aren t related to clients and integrated with InStar. A web-based client program may also be used for integrated retrieval of documents from InStar. The Administration program is used to configure and maintain InStar Imaging. It is generally accessed only on the InStar Imaging server. The InStar Imaging service runs invisibly on the server, performing background tasks like importing documents from multifunction devices and updating the system s index. This and Other Documentation InStar Imaging User s Guide (This guide) DocSTAR Reference Manual DocSTAR Administrator s Guide This guide provides installation and configuration instructions and an overview of the normal operations of scanning, filing, and retrieving documents in an integrated fashion. Additional information is found in the following provided documentation. A comprehensive, screen-by-screen, reference for the InStar Imaging thick client application. In particular, it covers thee topics, which are not included in this Guide: creation and modification of templates, security settings, use of Imaging folders, and working with non- Integrated documents. This is a screen-by-screen reference for the Administration program, in which importing, backups, audit trail, and other functions are configured. InStar Imaging Page 6 of 27 6/22/2006

7 Installation and Configuration This section should be reviewed before installing or configuring InStar Imaging. InStar Update Install of InStar Configure Imaging by going to Main Menu, Setup System> Main System. Click Edit (at the top) to edit the form, and then click the InStar Imaging checkbox to enable it. Now click Setup Information next to InStar Imaging. The InStar Imaging URL is the machine name or IP address, with the appropriate protocol prefix, for the InStar Imaging server. InStar Imaging Page 7 of 27 6/22/2006

8 Access control should be set to anonymous, unless you ve purchased the optional Access Management module. If you have the module, you may establish basic authentication by specifying a username and password, which has access to all integrated documents. For advanced security, use thick client integration (as described above) and leave this set to Anonymous. The InStar Listener port should generally be set to This must match the setting in the docstar Administrator s program. It should be a TCP/IP port that is not used for another purpose. The ability to add attachments from within the InStar Imaging application to an InStar client requires NTML authentication through the server. Three fields need to be setup to use NTML authentication: Domain: Username: Password: Domain of the InStar Imaging Server User on the domain of InStar Imaging Server Password on the domain of user on the InStar Imaging Server - The TCPTalk listener has the ability to run on every workstation, but should really only run on the server. After setup, click Close in this form and Save on the prior form. You may come back to Setup Information after saving and click on the Server Information button. This is used to confirm communication with InStar Imaging. Imaging Module First install the InStar Imaging module on its server. On the server (or host), the SETUP program will install the MS-SQL database, Imaging service, Imaging client, Imaging Administrator, and integration components including web pages and ODBC drivers. On other workstations, SETUP will install only the Imaging client program. InStar Imaging Page 8 of 27 6/22/2006

9 InStar Imaging Setup Choices The SETUP program will allow you to change the destination folder, but it is highly recommended that you stick with the default location. If you feel that an alternate location is needed, please consult technical support. Next, you must choose the type of installation. Choose InStar Imaging Host only for the server. Choose Scan Station only for workstations equipped with a scanner with ISIS drivers. Choose View/File client for most other workstations. (A View Only client is not allowed access to the Inbox, and would not be used by most agencies.) Also, determine what additional software is desired. The Adobe Reader should be installed only if Adobe is not already present on your system. The InStar Imaging Plug-In for Microsoft Office provides a special button for conveniently capturing documents from MS-Word, Excel, and Outlook; it should be installed on every workstation where this is desired. InStar Imaging Page 9 of 27 6/22/2006

10 Attaché is used to publish documents to a removable medium. It is generally included in the base system, so check this box to install it. WebView provides web-based access to remote users. (Not needed if accessing remotely through Citrix or Terminal Services.) Attaché (note the accent on the 'e') is a tool for publishing documents onto removable device, like a memory stick, CD or DVD. Next, choose the correct database version. You ll be provided the appropriate database based upon the number of users you have licensed. ODBC The SETUP program will install ODBC (Open Database Connectivity) drivers for the InStar (OMNIS) database. You ll need to identify the InStar database file for the ODBC driver. InStar Imaging Page 10 of 27 6/22/2006

11 To determine the database location on your system, run InStar and go to File > About. The About box shows the Current Data File. Type this location or find it using the Select button to complete the ODBC setup. Note: Some customers have set up two distinct databases, which are not fully supported by InStar Imaging. Please contact technical services for assistance in a multidatabase configuration. On the InStar Imaging Host, this will be the host s network machine name. On each user workstation, the same machine name must be entered. InStar Imaging Page 11 of 27 6/22/2006

12 The archive path is only set up on the InStar Imaging Host. InStar Imaging may be configured to store documents on many types of fixed, networked, or removable devices which can be recognized as a writable device in Windows. Also, with an optional license, it may be configured to store documents to two devices in a Two-Tier configuration. Your InStar support technician will guide you through configuring the system for single tier or two tier storage. Typically, the backup settings shown here will be used. This will automatically backup the database and index to the specified path and the specified time. Adding the Inbox to the backup will require more space on the backup device. If your Archive device is a removable drive, and you are backing up the database to it, then check Use Archive Volume. Otherwise, specify the volume label of your backup device. This will ensure that backups are written to the correct device. If you ve installed or plan to install Symantec s WinFax Pro on your Imaging server, select the appropriate option to enable integrated faxing through WinFax. Otherwise, choose None. The DocSTAR Legacy Fax Server option is provided for users of older versions of docstar. Note that this affects faxing from within InStar Imaging only and not faxing from within InStar. Also note that any fax server that is accessible as a Windows printer can be used through the Print command within InStar Imaging, even if none is selected here. InStar Imaging Page 12 of 27 6/22/2006

13 Generally, you should copy the setup files as shown. Then the SETUP folder can be shared on your network to speed installation of each workstation. You should also clear the error logs, unless there is currently an issue under investigation. It is recommended that you create the desktop icons for all users. You can determine whether or not you wish to launch the InStar Imaging client program every time your system is booted. Note that the InStar Imaging service runs automatically on the host regardless of this setting. Done! InStar Imaging Page 13 of 27 6/22/2006

14 Configuration In the Administrator program, open the Integration Setup. Enter the machine name or IP address of the InStar Server. - This should be pointing to a common server typically. If the agency is using a workstation as a dual client server workstation then it would point to that workstation. It would only point to localhost if the InStar Server and InStar Imaging server are on the same machine. Note that no punctuation (slashes) is used. Also note that InStar must be running while filing documents. Use the test button to confirm that InStar is receiving and responding to these requests. If necessary, consult the Server Information button described earlier. Workstations Run the SETUP on each workstation. For convenience, you may share the SETUP folder on the Imaging server and install each other workstation through your local area network. There are some important settings to be made on each workstation after installing the Imaging client program. Launch the program and click the Options > Setup menu item. InStar Imaging Page 14 of 27 6/22/2006

15 Go to the Integration Settings tab. Generally, you should choose to use the Thick integration client which provides the richest user interface. Other options often will be set as shown above. If you don t have the Access Management module, Logon Information must be left blank. If you do have this module, you should still leave this blank if your Imaging logon is integrated with your Windows credentials, which is recommended. (This is set in the Administrator s program, Users and Security section; see the Administrator s Guide.) Otherwise, you may specify the user name and password for integrated retrieval here. Licensing Enable InStar Imaging in the Main Setup window by going to Main Menu > Setup System > Main Setup. From here the InStar Imaging checkbox can be selected. A password is required to access the module and can be obtained from InStar support. InStar Imaging is also licensed through a special key, which is generally attached to a USB port on your server. You should have received a key which is preprogrammed with appropriate licenses. Additional licenses can be added through the Administrator program, under the direction of the InStar help desk. Front End Scanning and Processing This section explains processing and scanning operation in an environment where scanning takes place before paper has been distributed to CSR s and producers (processors). Scanning In a front end workflow, the scanner operator is responsible for routing documents to the appropriate processors, effectively sorting the mail through InStar imaging. To scan a single document, the operator loads it into the scanner and opens the Scan window in InStar Imaging. InStar Imaging Page 15 of 27 6/22/2006

16 He or she chooses the Inbox of the appropriate recipient. For a document with special scanning requirements: light images, dark backgrounds, fine print, etc. it may be necessary to adjust scanner settings. Or, the operator may choose a template with predefined scanner settings for a particular type of document. See Chapter 2 of the InStar Imaging Reference Guide for more details. After adjusting settings, he or she clicks Scan. When the document is complete, the operator clicks No when asked to add more pages. That document is now scanned and sent to the selected InStar Imaging Inbox. Another Inbox may be selected and another document scanned now. If scanning multiple documents to the same Inbox, the operator can save time by inserting blank sheets between each document and scanning the whole stack at once. In this case, the Blank Page Separators option must be selected. In this way, a whole stack of documents may be sent to an Inbox in one step. The operator should monitor the scanning process to ensure that blank pages are detected. (This is reported along the top of the Scan window.) Over time, dirt on the pages or in the scanner can cause blanks to be missed. Scanner cleaning or settings adjustment is then necessary. Some scanners feature a special separator page, which works like a blank page, but is more reliable. Choose Scanner Separator Pages and separate documents with the special sheets provided with your scanner, if your model is so equipped. Using Barcodes With the barcode add-on module, documents may be automatically separated and routed to appropriate Inboxes using barcoded sheets between each. Barcode detection is enabled through the Template editor in the InStar Imaging program, and barcoded sheets are printed from there, too. (See the Reference Guide, Chapter 4.) If barcodes are used, a template which specifies barcode separation and routing will be set as the default. The operator sorts documents, places the appropriate cover sheet on each, and scans them as a single stack. The barcode sheets may then be pulled out and reused. InStar Imaging Page 16 of 27 6/22/2006

17 Using an MFP A multifunction product (MFP) or multifunction device (MFD), which performs scanning, printing, and copying, is becoming increasingly popular for capturing documents. Depending on the capabilities of the MFP, it may be able to route documents to different Inboxes through controls on its front panel. Refer to the documentation of your MFP and the DocSTAR Administrator s Guide for configuration info. Processing CSR s, producers, and any other users can receive and process their mail through InStar Imaging. First, launch the InStar Imaging application and then click on File/Inbox to see your Inbox. One or more items can be selected and Viewed by pressing Manual File. Viewing the image, you can zoom in, step from page to page, or rotate the image using controls on this window. Thus, you can perform whatever work you would normally perform when receiving the document on paper, including data entry in InStar as required. To work from the Image on a single display, click on the pin tool on the toolbar. This reduces the image to half size and keeps it on top, allowing you to work in InStar without flipping back and forth between the two windows. After working with the document, you need to file it. You can do so in either of these two ways. InStar Imaging Page 17 of 27 6/22/2006

18 Lookup Choose one of the Lookup Templates included with InStar Imaging. If the document should be associated with a particular policy, choose Lookup Policy. Otherwise, choose Lookup Client. Run the template. You ll be asked to pick a client and policy (or just a client). Then you ll be asked for a document type and a brief description. The template will identify the document and tie it to the selected item in InStar. Click on File Permanently to close the document and remove it from your Inbox. VCS First, generate a virtual cover sheet from any of the filing places in InStar: If the document is related to a transaction history (T-Hist) item, select the item and choose Generate VCS from the Imaging menu. If the document is related to a policy, select the policy and choose Generate VCS from the Imaging menu. (You can also open the Imaging window, select the policy, and click the VCS button.) If the document is related only to a client, deselect all policies, and choose Generate VCS from the Imaging menu. (You can also open the Imaging window, select All Documents, and click the VCS button.) A browser-based form is used to capture information about each document when a cover sheet or virtual cover sheet is created. The form asks for a transaction date, which is usually the current date but you can alter this if you re recording a transaction after-thefact. It also looks for a transaction type. (See Customizing Cover Sheets, below.) InStar Imaging Page 18 of 27 6/22/2006

19 Finally, the form requests a description of up to 60 characters, which will help identify the document in a list and provide text-based retrieval. After entering data, click on the Generate (Virtual) Cover Page button. The virtual cover sheet looks like this. You can verify that the information you entered was captured properly. The CLCODE, CS_USER, P_ID, and TH_TRANPROCID are sent from InStar. The latter two fields identify the policy and T- Hist item referenced by the VCS; they will be zero if the VCS does not reference a policy or T- Hist, respectively. Remember the VCS number displayed. Then, in InStar Imaging, choose the VCS template and click Run Template. Enter the VCS number. This will identify the document. Click File Permanently to remove it from your Inbox and complete the process. Exceptions If you receive documents in your Inbox, which have been incorrectly routed, you can move them to another Inbox. Choose the Move to Inbox command in the File menu, or right-click on the document to open the context menu. You may also receive a document, which you cannot process immediately. In this case, enter a temporary description in the title and return it to the Inbox. You can also set a priority flag or a process by date for each document in your Inbox through the context menu or the Edit menu. Datalink Latency Note that new client and policy records entered into InStar are updating in Imaging periodically not immediately. Depending upon the configuration of your Datalinks (see Administrator s Guide), they may be updated every hour or only once per day. Accordingly, you will not be able to immediately file documents that pertain to new records. It is necessary to set these back in your Inbox, and file them later after the data update has occurred. Back End Scanning and Processing Your agency may prefer to process documents first and then scan them. InStar Imaging Page 19 of 27 6/22/2006

20 Processing After completing processing and data entry in InStar, you should generate a barcoded cover sheet or virtual cover sheet (VCS) to help file the document. Choose Generate Cover Sheet from the Imaging menu. Enter a description and choose a document type. Print the sheet and place it on top of the document. Set the document aside for later scanning. Alternately, choose Generate Virtual Cover Sheet. A VCS may be printed, but it is designed to file the document without generating an extra sheet of paper. When the VCS is generated, an ID number is displayed. Write the ID number clearly in the top right corner of the document. It will be used by the scanner operator or designated filer to file the document. Place a blank sheet or a scanner-specific separator page between each document. Coversheets and VCS s may be generated from a T-Hist item, policy, or a client. Scanning The scanner operator performs the following tasks in a Back End workflow. Barcoded Cover Sheets The scanner operator opens the scan window and selects the Barcode template (if it is not already selected by default.) Then he or she stacks the documents with the appropriate cover page on each and clicks the scan button. The template is configured to automatically separate documents and file them using the barcodes. Thus, there is generally nothing else to do. Occasionally, documents will fail to file, due to an error reading a barcode or other problem. These will be sent to the Review box. The responsibility of checking documents in the Reviewbox and rescanning or refiling them as needed may be assigned to the scanner operator or another individual. Virtual Cover Sheets It is most convenient for the scanner operator if document processors place separator pages (either blanks sheets or scanner-specific separator sheets) between each document. In this case, the scanner operator chooses the VCS template and selects the separator type, unless either or both of these settings are already set by default. Documents are scanned to the operators Inbox and may be filed immediately or later. Filing may be done through the Automatic File or Manual File modes. Automatic File requires fewer key clicks, but Manual File provides an opportunity to rescan individual pages or make other adjustments, if needed. During filing, the scanner operator (or another person responsible for filing documents) keys in the VCS ID numbers recorded on each document by the CSR s. Each VCS ID may be used only once, and only valid ones will be accepted. Once a valid VCS ID number is entered, the document is filed completely automatically. (In Manual File mode, the filing clerk or operator must click on File Permanently after the VCS has been processed.) InStar Imaging Page 20 of 27 6/22/2006

21 Using an MFP Documents with cover sheets or VCS numbers may be scanned using a multifunction product or multifunction device. The auto import function can be configured to assign the proper template (Barcode or VCS) and import the documents to the Inbox of the filing clerk. The filing clerk must select the documents in his or her Inbox and file them probably with the automatic file command. Barcoded documents will file completely automatically. VCS documents require that the VCS ID is keyed in for each. Datalink Latency As noted above under Front-End Scanning and Processing, new client and policy records entered into InStar are updating in Imaging periodically not immediately. Depending upon the configuration of your Datalinks (see Administrator s Guide), they may be updated every hour or only once per day. Accordingly, you will not be able to immediately file documents that pertain to new records. The best practice for Back-End Scanning is to generate documents and cover pages (or Virtual Cover Pages) today and scan/file them tomorrow. Thus, they will not be filed until after the data update has occurred. Desktop Scanning and Processing Integrated Retrieval All documents related to InStar clients and filed using one of the integrated templates may be retrieved from within InStar. This is integrated retrieval. Finding Documents There are actually two ways to retrieve Imaging documents from within InStar. First, there is the InStar Imaging window, accessed through the Imaging function button at the bottom of the Customer Information window. InStar Imaging Page 21 of 27 6/22/2006

22 This window shows all documents for the customer. You can select a specific policy to filter the list of documents to that policy. (Note, if Active Policies was selected on the Customer Information window, only Active Policies will be listed here. Choose All Policies on the Customer Information window before opening the Imaging window to make all policies available here.) The following operations are available from this window: View View All (PDF, TIF, or Native) Import Cover VCS Include Attachments Search / Clear View the selected document. The document may be viewed in the InStar Imaging thick client or thin client, as set in the Client Settings/Integration Settings screen in the thick client accessed through the main Options menu. You may also view a document just by double-clicking on it. View all of the documents listed. Documents may be viewed, sequentially, in the thick or thin client. Click to send the selected document(s) in an . Documents may be viewed as PDF files, TIF files, or in their respective native formats, which may include TIF or PDF. Launch the InStar Imaging (thick) client application, from which documents may be imported. You may also import documents just by dragging and dropping them onto the InStar Imaging application icon. Generate a barcoded cover page for the current customer and the policy selected, if any. If All Documents is selected, the cover page identifies only the customer. Generate a VCS for the current customer (and policy, if any). Check this box to include attachments sent to this client in the InStar Imaging window. Filter the search result using keywords. Click Clear to show all documents again for the current customer (and policy, if one is specified). InStar Imaging Page 22 of 27 6/22/2006

23 Viewing Documents As mentioned above, you may view documents in either the InStar Imaging thick client application or the thin client, which runs in Internet Explorer. Use of the thin client is explained in its on-line help. The thick client is fully described in Chapter 5 of the DocSTAR Reference Manual. ing A special note is required about ing documents. There is an function built into the InStar Imaging window. There is also an option, under the Send To function, within the Imaging application. For all customer-related documents, the recommended practice is to use the function within the Imaging window. This automatically logs the within InStar, along with all other customer activity. Note that Imaging documents may also be attached to any InStar through the Letters function button. Create a new letter as you usually would. Save the and click on Attachments. The Imaging window may now be opened to add attachments. InStar Imaging Page 23 of 27 6/22/2006

24 Select the document(s) you wish to attach and click Attach. These documents are now attached to your and ready to send. Reference The following information is more technical in nature. It is provided for system administrators, information technology staff, and people who create or modify templates for integrated retrieval. Integrated Filing Requirements InStar Imaging s template-based filing system allows documents to be filed easily and consistently. The system administrator may create new templates or modify the ones provided to file documents in a way that matches the needs of your agency. InStar Imaging Page 24 of 27 6/22/2006

25 Template Requirements However, for integrated retrieval and full compatibility with the InStar Imaging window, the following requirements must be met by every template. (Templates for non-client documents which are not integrated with InStar are not restricted.) CLCODE P_ID TH_TRANPROCID Keywords This custom field must be populated with a valid client code. This can be accessed from the InStar database using a Datalink, as described in the DocSTAR Reference Manual. It can also be transmitted by InStar through a cover sheet or VCS. The policy ID custom field may be populated to link a document to a particular policy. Note that a document is linked to a particular policyyear, not just the policy number. The VCS template fills in a P_ID of 0 for documents not related to policies, but this is not a requirement for integrated retrieval. This custom field is used to store a link to a T-Hist item. It is set through a cover sheet or VCS when attaching to a pre-existing T-Hist item. This field is set automatically when creating a T-Hist item during filing. To enable this feature, click the Create InStar Transaction box on the Options tab of the template. Click the Info button for a list of other custom fields, which are used to create T-Hist items. You may also look at the Lookup templates provided as examples. The keywords field may contain any description, the first 40 or so characters of which will display in the Imaging window. The description must be followed by a special delimiter symbol, a double colon, ::, and then text in the following format: TransDate=<value>, TransType=<value>, User=<value>, LOB=<value>, PolNo=<value>, EffDate=<value> Each <value> may be any value for the specified field which contains no commas or spaces. The field names (egs. TransDate, User, etc.), equals signs, and commas are required. (LOB is short for line of business, meaning policy type.) A <value> may be blank, but the field name should still appear, as in: homeowners application Arf 'n Bark Doggie Daycare :: TransDate=03/12/2006, TransType=APPL, User=DSD, LOB=, PolNo=, EffDate= InStar Imaging Page 25 of 27 6/22/2006

26 Templates Provided The following templates are provided with InStar Imaging Barcode VCS Separates documents based on the presence of any barcode cover sheets. Then reads, for each document, barcodes for client code (CLCODE), optional policy id (P_ID), optional transaction history id (TH_TRANPROCID), transaction date, user, transaction type, and description. Additional policy information is accessed from the InStar database. Similar to the Barcode template, except automatic separation is not provided. A policy id and transaction history must be included in the VCS, so a value of zero (0) is automatically inserted for documents that do not related to a policy or T-Hist item, respectively. By default, this template selects blank page separation. It may be modified to use barcodes or scanner-specific separator pages. Lookup Policy Prompts the user to select a customer/policy and a transaction type, and to enter a description. The current date and login information is used for the transaction date and user, respectively. Additional policy info is accessed from the database. This template may be modified to route documents to Inboxes using barcodes for front end scanning. Lookup Client VCS-N, Lookup Policy-N, and Lookup Client-N. (default) and (native default) Similar to Lookup Policy, except only a customer is selected. Policy info is left blank. This template also may be modified to route documents to Inboxes using barcodes for front end scanning. Native file versions of these three templates are included. Barcode reading doesn t apply to native files. Default templates prompt for a title and keywords. These or customerdeveloped templates may be used to file non-integrated documents. Each of these templates fills in all of the custom fields required for integrated retrieval. They also place the document description, the client name, and the delimited policy information in the keywords field. Additionally, notice the generate a document title, which is important for retrieval outside of the InStar Imaging window: <transaction type> <transaction date> (policy type) (policy number) Note that the transaction type and date are always present. The policy type and number are included only if a policy is specified. InStar Imaging Page 26 of 27 6/22/2006

27 Customizing Cover Sheets The browser-based forms used to capture cover sheet and virtual cover sheet information can be customized. The list of transaction types can easily be changed by editing the text files doctypes.txt. This file is located at C:\INETPUB\WWWROOT\DSWV on the Imaging Server. Contact Technical Support if you d like assistance finding and editing this file. Note that the lists within the various Lookup templates must be edited separately. Other customizations to the forms are possible: additional prompts, agency-specific logos, etc. However, these require knowledge of ASP and HTML programming codes. Please contact InStar for a quote for customization services. docstar Users Upgrading to InStar Imaging Current users of a docstar system may upgrade to InStar Imaging and retain all of their current functionality, while gaining integrated features. The templates provided with docstar may be modified to fit your current practices. Recall that you can continue to file documents with titles, keywords, and custom fields as you now do, as long as the template requirements described above are met. InStar Imaging Page 27 of 27 6/22/2006