docalpha Scanning Station

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2 Contents 1. docalpha Scan Station Overview What's New in docalpha Scan Station Working with Scan Station Starting the Scan Station Creating a New Batch Retrieving a Redirected Batch Retrieving a Postponed Batch Scanning / Image Acquiring Sending Batch to Server Postponing a Batch Toolbar and Menu Scan Station Main Toolbar docalpha Scan Station Shortcuts Modifying docalpha Scan Station Shortcuts The Scan Station Options Scan Station Help Menu

3 1. docalpha Scan Station Overview The docalpha production environment stations include Auto-Registration, Scanning, Recognition, Universal Concurrent Station (SimpleCapture Verification Station), and Export Station. The Monitoring Station is not a part of production workflow cycle but it can be used to monitor and impact the processing done on the production environment stations. The main purpose of Scan Station is to obtain new images from the scanning device using the TWAIN interface version 1.9 or above. The operator can set up scanning parameters, start and stop the scanning process, review the images prior to submitting them, organize the images in documents if desired, apply some pre-processing and filtering (such as blank page deletion) and then register a new batch. When registering a new batch, the operator can enter some registration parameters that can be later used for tracking, monitoring and reporting purposes. The registration parameters can also be obtained in automated manner, refer to the Admin Guide for details of setting up the manually keyed and auto-populated batch registration parameters. The Scan Station is used as the main UI station for operator to interact with the scanning device from inside of docalpha product. The fully automated alternative (when operator's control and participation are not desired) is the Auto-Registration Station. Refer to the Registration Settings node of the Admin Guide for details of setting up the automatically monitored sources such as local and network hot folders, FTP and SFTP locations, addresses, etc. for any incoming images to register them automatically with docalpha Server as new batches. The licenses used by the Scan Station are called Concurrent User Licenses. This type of license limits the number of started stations at the same time and is share among all Scan Station and Verification Station operators. As soon as an operator of Scan or Verification Station logs off the system, his license is returned to the licenses pool available for the rest of the Scan Station / Verification Station operators. docalpha Scan Station has the architecture of Windows.NET application. It can be run on any supported OS (MS Windows XP, Vista, Windows 7, Server 2003, Server 2008, each operation system listed supported for 32-bit and 64-bit platforms). Refer to the Installation Guide for the details of operation system versions and service packs required. The Main UI window of docalpha Scan Station: 2

4 The two main panels in the station user interface are: Document Tree Panel (Batch Window) the left panel that lists the documents of the current Batch and their pages. It allows loading a selected document page image to the document image preview panel, rotating and deleting pages from documents. Document Image Panel - the panel on the right, used for preview the images during the scanning / image acquiring. Refer to the "Working with Scan Station" section for further details on the station operation. 2. What's New in docalpha Scan Station 4.5 Scan Station Operation Provide scanning operator with the list of available batch types (workflows) updated real-time, based on their latest versions and operator's access rights. Obtain existing batches for scanning, if they are being redirected to the station by any 3

5 operator at Monitoring Station or by the system during batch processing (for example, for rescanning of incorrectly scanned documents). New ability Break the document. Allows to split multipage document onto two or more documents. Ability to view and modify the batch parameters after the batch has been created with the Batch parameters button. Modified document`s structure tree. Postpone batch either locally (i.e. only current user on current machine can continue batch processing) or globally (i.e. any user on any machine with appropriate rights can continue batch processing). Ability to select from the list of batches returned for scanning and postponed batches which batch the operator wants to do next. Option to apply workflow-based image pre-processing profiles to the scanned documents immediately, to standardize and centralize the image cleanup parameters in distributed scanning operations. Configuration & Support Transfer mode options are moved to the server for centralized administration. File sorting option added to the Options. Override GUI language option added (option to select a UI language different from the overall docalpha installation UI language, locally by the station operator). Ability to change the station hotkeys based on operator s preferences. Log depth can be specified for the station (providing an option for detailed troubleshooting if necessary, or minimize the hard drive space used, if required). 3. Working with Scan Station The main purpose of the Scan Station is to obtain the images from the scanning device and register a set of those images as a new batch (a new job to be processed by docalpha). The operator can preview any images and make decision to delete/re-scan the problematic images, or rotate them to proper orientation. (Note: docalpha can auto-detect the proper image orientation and auto-rotate to fix improper incoming orientation if the Workflow settings allow for that. Refer to the Admin Guide on details of how to turn on the Auto-Rotation for a workflow document pages). To start the Scan Station, select Start > All Programs > Artsyl docalpha > docalpha Stations >Scan Station from the Start menu or use the dektop product accelerator icon. As with any other station, the user will be required to enter the user name and password for authentication. After the authentication is passed successfully, the station main UI window is loaded. At this point the 4

6 user can continue working with the previoulsy postponed batch or create a new batch. If operator creates a new batch, he is shown a list of batch types available to him. Batch types (workflow types) are set by the administrator using the Admin Station. The administrator also sets up the user rights for all the stations and activities in docalpha system. So what the operator sees in his available batch types list depends on the types of workflows that 1) have the Scan Station included in their diagram, and 2) allow this operator to work with them as the Scan Station operator for this workflow type. When a postponed batch is opened or a new batch is created, the scanning process can begin. The operator can initiate the scanning, set up the scanning parameters, review, rotate, delete and re-scan the pages, documents and the whole batch. After all documents that operator wants to register as a new batch are scanned successfully, the operator then registers the batch. That creates a new processing job for docalpha, and the batch then travels from station to station based on the workflow diagram set for that workflow type. At the registration point the batch can be supplied with one or more batch registration/tracking parameters, either in manual or automated mode, based on the workflow settings set in the Admin Station for this workflow. Refer to the Admin Guide, "Creating Workflows" section for details about setting up workflows and to the Admin Guide, "Extended Parameters" section for details of working with batch registration parameters. Refer to the "Scan Station Toolbars and Menu" section below for the menu options and toolbar buttons used for the operator's work. 3.1 Starting the Scan Station There are two ways the Scan Station can be started: either directly from the Start Menu: Start Programs Artsyl docalpha Artsyl docalpha Stations docalpha Scan Station, and providing the user name and password in the login screen: Or from the Single Sign-On Utility that allows signing up just once and then launch any station that the operator has credentials to start without having to re-enter the user name and password: 5

7 by clicking on the Scanning Station button. Note: The Single Sign-On Utility window (the docalpha Startup Panel) lists only the stations to which the operator has the credentials to log in. If the station that the operator needs to start does not show up on the panel, the operator is lacking the credentials to start it and needs to contact the Administrator of docalpha to get the proper credentials. The starting process includes detailed step-by-step audit process that provides detailed information for any possible connectivity, licensing and other issues that may prevent the operator from logging in successfully and starting up the station. If the login is unsuccessful, the step-by-step tracking table is shown which shows what steps were performed successfully and where the problem happened: In the screenshot above, the login process went through the four steps successfully and failed on the step 5 checking the user login credentials. Below is the detailed explanation of each login step, listing the step name, explanation of what is done on that step, and what to do (troubleshooting steps) in case the login process fails at that step: 6

8 Login Step Name Details of the Step Troubleshooting Get Network Data Server Connection Server License Check SQL Server Check User Credentials Check Station Versions Check Get Stations Identity Acquire License Set Station Online This step is responsible for getting network identity and detecting the gateway to connect to the server. This step checks if the main docalpha application server runs on the specified address and replies to the client requests This step checks that docalpha server itself has a valid license This step checks that docalpha Application Server is connected properly to the SQL Server This step checks user credentials. This step checks that station has appropriate files version. This step checks station ID in database, or creates a new ID on the first station start This step checks for an available concurrent seat license Set station status to online. 1. Computer is disconnected from the network check the network connections. 2. There are two or more gateways on the computer (for example in case of VPN) choose the correct gateway option in the login screen. Check if docalpha Server Service in started and that firewall settings allows connection via the specified ports (the ports are 8008 and 5000). Check license options on docalpha server. If licensing was installed locally, check whether the license server service is in the online state. Check that the SQL Server services are running and that docalpha SQL connectivity options are correct. Check the user name and password. Check that the user has enough rights to start the station. Install the appropriate stations update or turn on the Auto-Updater option. Errors on this step mean a critical inconsistency in the internal database. Please contact Artsyl support to troubleshoot if this happens. Check online stations of Scan and Verification type. The total number of simultaneously running stations cannot exceed the number of the concurrent seats in the license. If you need to increase the number of stations, please contact your Artsyl authorized reseller. Only critical connectivity errors can cause this step to fail. Please contact Artsyl support to troubleshoot your installation network configuration. 7

9 3.2 Creating a New Batch To create a new batch after the previous has been registered or postponed, or after the station is started, click on the "Create Batch" button on the toolbar. The windows will be opened with the list of workflow types to which this operator has the right to supply new jobs: Each job in docalpha belongs to a specific workflow type. A workflow can include or not include the Scan Station in its diagram of processing steps. Only workflows that include Scan Station show up in the "New Batch" list. Next, the operators may be dedicated to some document types only; so the workflows list is also filtered to only show such workflows for which the current operator has enough credentials. Finally, the workflow must have at least one published version. The new batch is always created based on the most current active (published) version of the workflow. To sum up, the following conditions should be met for the operator to see the workflow in the Workflows list of Create Batch screen: The workflow includes Scan Station in its workflow diagram; Operator has enough credentials to work with documents from this workflow; The workflow is published with at least one production version (called active version). To select a workflow for which the new batch is being scanned, select it in the "Workflows" list and click "Load". That will pre-load to the batch all the knowledgebase necessary to process this batch in docalpha. After that the batch is ready to be scanned. 8

10 If the workflow includes batch registration parameters, the operator can enter the registration parameters or accept the default values: In the example above, workflow has six registration parameters: "Subject" is defaulted to be "CustomDefault", "TestAlias" to "Alex". The "Body_Text", "MessageFrom", "MessageSubject", "MessageDate" don't have a default value in the screenshot above. The operator can accept the defaults or modify the values as needed for the batch registration. Also the batch parameters can be modified after the batch has been created. To provide the changes click onto the Batch parameters button: Note! This button became an active only after the batch has been created. The next window has been appeared: 9

11 After the necessary changes (value`s changing, entering the new values to the Value column) has been provided click onto the OK button. Click onto the Discard button to discard all the changes provided during the current session. 3.3 Retrieving a Redirected Batch In case there are existing redirected batches, it is possible to get them for continue working on them (usually for adding new documents). To do that, click on the Get Next Batch button on the tool bar and choose the option you want from the drop-down menu: A first option opens the next redirected batch according to the priorities. Second option allows choosing a batch from a list of redirected batches by operator. Then the redirected batch is loaded from the server with all documents, pages and associated meta-data. 10

12 3.4 Retrieving a Postponed Batch In case there are existing postponed batches from previous scanning sessions, it is possible to continue working on them. To do that, click on the "Get Postponed Batch" button on the toolbar. The postponed batch is loaded from the previous saved scanning session, with all documents, pages and other information already entered restored, so that the operator can continue the process from the place where the previous session was left off. In case there are no postponed batches, the operator will be notified about that with a message. Note: The batch can be postponed to the same operator or to a generic queue, to all operators that have access to this type of workflow. Because of that, when retrieving the postponed batch, operator has access to his own batches as well as to all batches postponed to the generic scanning queue for this workflow by other operators. 3.5 Scanning / Image Acquiring docalpha Scan Station allows obtaining the images from the attached scanning device that supports TWAIN interface (TWAIN Standard 1.9 or above), as well as adding images from image files located in the file system. Scanning To start scanning, click on the "Scan" button on the toolbar. The first step is to confirm the selected scanning device, and, if desired, change the currently used sequential file numbering: After that, the TWAIN interface of the default attached scanning device will display. If there is no default TWAIN device registered for the system, docalpha will offer an interface to select the scanning device from all registered TWAIN sources for this machine: 11

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14 Select the device from the list and docalpha will remember the selection for the following scanning sessions. In the TWAIN interface main dialogue box, you can set the scanning parameters, set pre-set settings or settings groups, such as pre-set color or black and white scanning parameters, or select a previously created pre-set of options: Note: the exact list of options visible in TWAIN settings screen differs per scanning device. The basic parameters such as resolution in dots per inch, brightness and contrast, and color depth per pixel are 11

15 supported by all TWAIN-compatible devices; but additional vendor-specific options may be very different per different scanning manufacturers. Recommended Scanning Settings Several of those scanning options are very important for proper recognition results. The most important parameters are: Resolution: how many dots per inch will be used. This gives direct impact on quality and speed of automatic documents processing. The optimum setting here is 300 DPI for normal office documents. Higher DPI is recommended for documents with very small fonts (pitch 6-8 and smaller). 200 DPI is the minimum acceptable level of details, but 300 DPI images will provide considerably better accuracy for OCR (Optical Character Recognition). Bit depth (also called color mode, color depth, or BBP/bits per pixel): this parameter defines if the scanning will be done in black & white (1-bit), Grayscale (typically 8-bit, but may have other options) or Color (typically 24-bit today, but may be smaller). Black & White documents are recommended to be processed in 1-bitblack & white mode, since the file size will be very substantially smaller than when scanned with deeper bit rates. Color documents where the full range of colors has to be preserved should be processed with 24-bpp color mode for maximum authenticity of colors, but with the price paid as the large file size. Compression: This parameter dictates how much the image is compressed when stored to the image file. Compression is beneficial because it reduces the file size. At the same time the compression can be loss- or no-loss-type compression. Only no-loss-type compressions should be used for optimum OCR quality. For example, for 1-bit scanning of typical black & white documents, the most recommended compression is CCITT Group 4. These recommendations are reflected in the screenshot below: 12

16 If the same settings should be used over and over again, make sure to save them as the default scanning preset. Then these steps will not have to be repeated in the future scanning sessions. Adding Images from File System The images can be added by Scan Station operator from image files (single-page or multi-page, based on the files opened or all to the same destination multi-page image file). To add a new image document from the file system, click on "Load Pages" button on the toolbar. In case all of them need to end up in the same multi-page image file in docalpha batch, add a new empty document first by clicking the "Add Document" button on the toolbar. Creating Documents There are two ways to create new documents in the batch: Automatic creation: based on the images you add, either single-page or multi-page. The document is created and filled with pages at the same time, typically when pages are added to 13

17 the batch in result of scanning or adding pages from image files. The document is named automatically based on the naming convention set for the workflow. Manual creation: by clicking on "Add Document" button, an empty document is created and can be named by the operator. The operator can provide a custom name for the document: Building Documents from Pages There are several possible modes of adding pages to documents: Based on scanning settings: the documents in docalpha batch are auto-created based on how documents are acquired from the scanner, all pages as individual document image files or all pages scanned together saved as one multi-page image document file Based on opened documents: if images are added from file system instead of acquiring by scanning, the documents in docalpha batch are also be auto-created All pages to the same document: If required, the documents can be engineered in more than one step, with some sections scanned, some sections added from file system, etc. In this case, make sure to create a new document manually before starting adding the sections. Refer to the section "Creating Documents" above for details. 3.6 Sending Batch to Server When all documents and their pages are scanned or added to the batch, the operator then clicks the "Send Batch to Server" button to initiate the processing of a new job in docalpha based on the workflow that was used when creating the batch. All batch pages are then copied to the server Batches folder and the confirmation is displayed when the batch transfer is completed: 14

18 3.7 Postponing a Batch Any batch can be postponed at the end of the shift, because another job needs to be scanned first, or for any other reason necessary. To postpone the current batch, click on "Postpone Batch" button on the toolbar. The following dialogue allows selecting the postponing destination: Operator can select if the batch should be postponed to a specific operator, or it should be returned into a common queue of postponed batches, from where it will be available to all operators with enough credentials to work on batches of this workflow type to complete. 3.8 Toolbar and Menu docalpha Scan Station offers the main toolbar and menu to control all scanning and batch registering steps, control the station settings and access help and support. The main window user interface can be customized by the operator to suit the individual workspace preferences, such as changing the panel size by grabbing the panel borders and dragging them to the desired size. The access to the station operations is performed via the following UI controls: Main Toolbar: Provides access to all operations from creating a new batch to sending the fully scanned batch to the server. Refer to the "Scan Station Main Toolbar" section below for full description of all toolbar buttons and their actions. Menus: o Options Menu gives access to all Scan Station options.refer to the "Scan Station Options" section below for full description of the station options and working with them. o Help Menu that provides access to the station help and support functionality. Refer to the "Scan Station Help Menu" section below for full reference on help and support options available for the Scan Station operator. 15

19 3.9 Scan Station Main Toolbar The main window of docalpha Scan Station contains the main toolbar. Depending if the batch is already crated or not, different buttons are available (enabled) on the main Toolbar to highlight which operations are possible at that moment. When there is no batch created yet, the "Create New Batch", Get Next Batch and "Get Postponed Batch" buttons are available, while the rest are disabled: When the batch is under processing, the "Create New Batch", Get Next Batch and "Get Postponed Batch" buttons are disabled, while the rest of the buttons are available: Some of the buttons, such as "Rotate" or "Delete" are available only if the object (document or page) is currently selected in the Batch Tree. Also if there is a currently selected object zoom buttons appear and the panel`s view example is next: The Main Toolbar Buttons Description Create New Batch: Create a new batch for scanning. Operator selects the workflow type from the list of all published workflows to which this operator has enough credentials to work with. Get Next Batch: receive a batch, redirected to the scanning station. Operator can choose from two options: either getting a batch from a general queue based on the priorities set in the system, or choosing from the list the batch to do next that the operator wants. Only the batches for which the operator has enough credentials are shown in both cases. Scan: Initiates TWAIN-based scanning session Add Document: Creates a new named empty document for manual document assembly, possibly with pages coming from different sources 16

20 Add/Load Pages: Allows adding pages to the document or single/multi-page image documents to the batch from file system Delete: Allows deleting the selected document or page. Disabled if there is no page or document currently selected Rotate image clockwise (make sure you select an image first, otherwise this button is disabled). Rotate image counter-clockwise (make sure you select an image first, otherwise this button is disabled). Postpone Batch: allows postponing the batch to the same operator, or to the general queue, i.e. to any operator with enough credentials to have access to scanning of this workflow type batches Send Batch: sends the fully scanned batch to the server Open Batch: allows to receive the batch postponed previously by the same or different operator. Only the batches for which the operator has enough credentials are shown. Batch Parameters: allows to get access to the current batch`s custom parameters window Zoom Panel: This panel allows to simplify the document`s preview. Available functions are: - Zoom In - Zoom Out - Fit to width - Fit to height - Original size Note! Make sure that you select an image first, otherwise Zoom panel is disabled docalpha Scan Station Shortcuts docalphascan Station has a number of preset shortcuts (hotkeys) for commands indicated below: Command Shortcut New Batch Ctrl + N 17

21 Scan Ctrl + C Send Batch Ctrl + S Postpone Batch Ctrl + P Open Postponed Batch Ctrl + O Delete Selected Page (or Document) Ctrl + X The pre-defined shortcuts can be altered based on the user preference. See the next section for the detailed instructions how to do that Modifying docalpha Scan Station Shortcuts docalphascan Station has a number of preset shortcuts (hotkeys) for commands (see the previous section for details). Those pre-sets can be modified based on the user preferences. To do that, use the menu Options Change Hot Keys. The dialogue box comes up displaying the current settings: Click inside the text box with the setting that you want to modify and press the keyboard combination that should be used. It is reflected in the text box immediately. For example, the next screenshot shows selecting a key combination of Ctrl + B to begin a new batch instead of the predefined Ctrl + N combination: 18

22 Click Ok to save the changes. The changes become effective immediately upon the saving The Scan Station Options The Scan Station Options are available through the Options menu of the Scan Station. Select the "Options --> Station Options" from the main menu to get to the Options dialogue box: The Options dialogue box allows setting the following settings: The Folder for temporary files sets the location where the scanned batch pages not sent yet to the server are stored. Sort Files: Sets the sorting order for the image files that are added to the batch by clicking on the Add/Load Pages toolbar button. The sorting options are: 19

23 Alphabetically Creation Time File Size Latest Write Time Latest Access Time Interface Language: Shows the default UI language selected for all stations of docalpha by the administrator. However, it is possible to override the default UI language for this particular station by checking the combo box Interface Language and selecting the desired UI language from the drop-down list: 3.13 Scan Station Help Menu The Help menu provides access to the Help file, logs, configuration and support: 20

24 Contents (F1): provides access to the help file. Logs > Open Log Folder: opens the directory that contains detailed log files for the Scan Station. Note that the detailed log files are compressed encrypted files, they would only become necessary if requested by the vendor support team. Logs > Open User Log: provides access to the User Log Viewer utility that shows the most important events and issues in user-friendly text format arranged by the date and time of the event. Help > Configurations > Open Configuration: allows viewing and editing of the local station configuration XML file. Help > Support > Send Support Request: generates an addressed to the proper vendor support team and auto-inserts as attachments the necessary configuration information, logs, etc. The operator can add additional comments and/or attachments to the and send it to the support. This provides a single-click issue reporting capability to the operator. About: provides detailed information about the station and all components and interfaces used. The About window contains "Copy to Clipboard" button that allows copying all the details to the clipboard in case they are needed for reporting, to be able to simply copy-paste all details: 21