New Mexico State University. Financial Systems Administration - RMR BDMS Scan/Load and Indexing

Transcription

1 New Mexico State University Financial Systems Administration - RMR BDMS Scan/Load and Indexing November 11, 2016

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3 Table of Contents Business Rules... 1 Terminology... 2 Synchronizing Banner Security with Banner Document Management Suite... 3 Access BDMS... 6 Scan/Load the First Time... 7 Load a File into BDMS... 9 Scan Directly into BDMS Verification Step Indexing Modify Index Fields Add Page(s) to an Existing Document Load a File Scan Directly into BDMS Rotate a Page Delete a Page Change Page Order Reorder Thumbnails Load s into BDMS Send BDMS Documents via Perform a Query Add Annotations in BDMS Add a Text Box Add Highlighting Drawing Annotations Add a Rubber Stamp Appendices Appendix I: Preparation of Documents for Scanning Appendix II: Scanner Set up and Configuration Adjusting Scanner Settings Appendix III: Index from a Batch Appendix IV: Delete a Batch... 67

4 Appendix V: Handling a Unique Key Violation Appendix VI: BDMS Icons Appendix VII: BDMS Applications Help... 78

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6 Business Rules A scanned or electronic document is not considered the official copy until it is verified and indexed in BDMS. You must sign a Responsibilities for Use form before you are given access to BDMS. R:\RMR\A Documentation\BDMS Scan and Index Manual.docx 1

7 Terminology Annotation - An annotation is a note or a shape added to a document or batch page, typically to focus attention on a particular part of the page. Users can use annotations to comment on the contents of a page, block areas of the page from view, or highlight important information. When a user creates an annotation, it is associated with the BDMS document page it is created on. The types of annotations available include text, highlighting, lines, arrows, shapes, and rubber stamps. Append - Attach one or more pages to the document. Application - A BDMS application is an index-driven data storage structure where documents can be stored and retrieved. Glossary Authentication - Authentication requires all users to enter a valid user name and password to access software modules. Document - A document is a page or group of pages stored in an application (storage cabinet) and identified by index information. Each page of a document is comprised of a single object such as a scanned image file or a word processing document. To create a new document, users add an object to an application and attach index information to it. Subsequent objects can be added as additional pages of the same document. Glossary Query Process used to look up data. Different operators may be used (=, >, <, <>, >=, <=, etc.) to limit the search. Users can use operators to combine index words or text strings into a single expression. For example in the ID index field enter, Expression: > Index - A BDMS index contains a group of fields where descriptive information pertaining to documents can be stored. The index is how documents are retrieved or looked up. Glossary Page - The word "page" typically implies a single entity. Since BDMS supports multiple object types, the term page is redefined within BDMS to mean a single object. A page could also be, for example, a single scanned image, a 30-minute video clip, or an audio recording. Each page of a document has the same index record attached. Glossary Redaction - A redaction is a filled and opaque annotation shape, which can be used to secure or hide portions of image and text document pages. Users can apply redaction to all available shapes: lines, freehand lines, arrows, rectangles, rounded rectangles, and ovals. When applied, the area of the page behind the redaction is not visible. Wildcard - A single asterisk (*) is used as a wildcard in the search value criteria to represent one or more characters. For example, in the ID index field enter * instead of R:\RMR\A Documentation\BDMS Scan and Index Manual.docx 2

8 Synchronizing Banner Security with Banner Document Management Suite In order to use Banner Document Management Suite (BDMS), a user must first login to Banner and synchronize their password for Banner with BDMS. Log in to Banner via mynmsu or The Production Banner Environments page will be displayed Click the Banner link. R:\RMR\A Documentation\BDMS Scan and Index Manual.docx 3

9 Enter your Username and Password. 3. Click Connect Enter the appropriate Banner form name. 5. Press Enter. Note: The form name will be different depending on the BDMS application. R:\RMR\A Documentation\BDMS Scan and Index Manual.docx 4

10 8 6. Click the BDMS Display Document icon on the tool bar. Note: The screen above is only a representation. Your screen may look different depending on the form you use. The Message from SCT Banner XtenderSolutions window will be displayed which indicates your password has been synchronized Click OK. Note: You must synchronize Banner and BDMS every time you change your Banner Password; otherwise, you will receive a login failure message when you attempt to log in to BDMS. R:\RMR\A Documentation\BDMS Scan and Index Manual.docx 5

11 Access BDMS Once you are in Banner INB and have navigated to the appropriate form, you will be able to access BDMS. For some forms, the top section (key block) of the form must be selected to access BDMS. This varies depending on the Banner form. Key Block 1 2 Key Block 1. Enter the Number or ID (this will vary depending on the application). 2. Click the BDMS - Display Document icon. The window that displays when the BDMS icon is selected depends upon: A. If there are documents indexed (attached) to the Banner record. B. If there are documents attached, do multiple Document Types exist? BDMS will open in a new browser window. Dual monitors are a great tool to allow viewing of both Banner and BDMS at the same time. R:\RMR\A Documentation\BDMS Scan and Index Manual.docx 6

12 Scan/Load the First Time If there are no documents indexed to the ID yet, the Query Criteria for Application <Application Name> window with the No Documents Found! warning will display Click OK. 4. Click the Application List icon. R:\RMR\A Documentation\BDMS Scan and Index Manual.docx 7

13 The Application List will be displayed Right click the appropriate BDMS application and select New Document. Once you have selected New Document you are ready to scan or load the document. 6. Prepare the documents for scanning. See Appendix I: Preparation of Documents for Scanning. To Load a File into BDMS, see page 9 of this manual. To Scan Directly into BDMS, see page 11 of this manual. See Appendix VII: BDMS Applications for complete list of BDMS Applications. R:\RMR\A Documentation\BDMS Scan and Index Manual.docx 8

14 Load a File into BDMS PDFs, TIFs, JPGs, spreadsheets, and word documents may be indexed into BDMS Click the Page Menu drop down menu. Select New Page Select Import File Select one of the three options: (i.e., Insert After, Insert Before or Append). (Insert After and Insert Before will not be available if this is the first scan). Note: Insert After option will add new document after current page. Insert Before option will add new document before current page. Append option will add new document after last page. R:\RMR\A Documentation\BDMS Scan and Index Manual.docx 9

15 The Import File window will open Select the file to upload. 3. Click Open. 4. Continue to the Verification Step on page 12 of this manual. R:\RMR\A Documentation\BDMS Scan and Index Manual.docx 10

16 Scan Directly into BDMS If you have a scanner at your computer, you can scan your documents directly into BDMS Verify that the scanner has been set up and configured prior to attempting to scan and index. See Appendix II: Scanner Set up and Configuration. 2. Place documents on the scanner s feed tray. 3. Click the Page Menu drop down menu. Select New Page Select Scan Select one of the three options: (i.e., Insert After, Insert Before or Append). (Insert After and Insert Before will not be available if this is the first scan). Note: Insert After option will add new document after current page. Insert Before option will add new document before current page. Append option will add new document after last page. 4. Continue to the Verification Step on page 12 of this manual. If the Append option is not available, follow the instructions in Appendix II: Scanner Set up and Configuration. R:\RMR\A Documentation\BDMS Scan and Index Manual.docx 11

17 Verification Step 1 1. Verify the quality of the scanned or attached document using the Next page icon or the Previous page icon to review pages in the document. VERIFY STEP: You are verifying the quality of the document. a. Does it look as good as the original or pretty close? b. Is the required detail readable? c. It is important because the scanned copy or document in BDMS will become the official record. 2. If the document looks good, proceed to Indexing on page 13 of this manual. If you are unable to read any of the pages in the document, or the answer is no to any of the above, you can adjust the scanner settings, re-scan or load the page(s), then delete the bad page(s). See page 30 for instructions on how to Delete a Page. If the document is only one page in length, rescan the page then delete the bad page. If the document cannot be verified, you must keep the paper document until it has met its retention requirement. R:\RMR\A Documentation\BDMS Scan and Index Manual.docx 12

18 Indexing Indexing attaches or links the document to the Banner information Click the New icon to display the index fields. If you were interrupted and exit the document before indexing it, follow the instructions in Appendix III: Index from a Batch. R:\RMR\A Documentation\BDMS Scan and Index Manual.docx 13

19 2 2. Enter the main index value in the first value field (this will vary depending on the application) and press Tab. Required index fields are bolded. Note: The Index Name and Field Value information will vary depending on the application. Refer to the <Application Name> Indexing Info Sheet. R:\RMR\A Documentation\BDMS Scan and Index Manual.docx 14

20 3 3. Click the DOCUMENT TYPE drop down menu and select the document type that applies to the document (this will vary depending on the application). Note: This is a required field. R:\RMR\A Documentation\BDMS Scan and Index Manual.docx 15

21 4 4. Verify that the index information is correct. Click Save. Note: In order for it to be recognized as an official document in BDMS and to be able to destroy the paper as part of the FSA-RMR destruction process, the verification of the document and indexing information must be performed The New icon has been replaced with the Document Index icon. R:\RMR\A Documentation\BDMS Scan and Index Manual.docx 16

22 6 6. When the scanning and indexing is completed, exit BDMS by clicking the Logout icon Click OK. Note: Once uploaded documents are verified and indexed, delete the electronic files from where they were originally stored. R:\RMR\A Documentation\BDMS Scan and Index Manual.docx 17

23 Modify Index Fields If a document is incorrectly indexed, the index information may be changed using the process outlined below Click the Document Index icon to display the index fields. R:\RMR\A Documentation\BDMS Scan and Index Manual.docx 18

24 2 2. Click Modify. R:\RMR\A Documentation\BDMS Scan and Index Manual.docx 19

25 In the application, only certain index fields may be changed. Make the necessary index field value changes. Note: The Index Name and Field Value information will vary depending on the application. Refer to the <Application Name> Indexing Info Sheet. 4. Click Save to save the changes. Note: A Unique key violation warning message will display if another document with the same key Index Field values exists and will prevent the changes. If this occurs, click OK and refer to Appendix V: Handling a Unique Key Violation. R:\RMR\A Documentation\BDMS Scan and Index Manual.docx 20

26 The index field values are saved. 5 Note: All the pages in the document now pertain to the new index field values. 5. When finished, click the Logout key icon Click OK. R:\RMR\A Documentation\BDMS Scan and Index Manual.docx 21

27 Add Page(s) to an Existing Document Access BDMS following the steps on page 7 of this manual. The document in BDMS will open automatically, as displayed in the screenshot below. Note: When adding or deleting the page(s) to an existing document, if the document has already been indexed, it will remain indexed after adding or deleting pages. R:\RMR\A Documentation\BDMS Scan and Index Manual.docx 22

28 Load a File 1 1. Click the Page Menu drop down menu. Select New Page Select Import File Select one of the three options: (i.e., Insert After, Insert Before or Append). (Insert After and Insert Before will not be available if this is the first scan). Note: Insert After option will add new document after current page. Insert Before option will add new document before current page. Append option will add new document after last page. 2. Continue to the Verification Step on page 12 of this manual. R:\RMR\A Documentation\BDMS Scan and Index Manual.docx 23

29 Scan Directly into BDMS Click Page on the tool bar 2. Select Enable Scanning. R:\RMR\A Documentation\BDMS Scan and Index Manual.docx 24

30 The Scan icons will display. When the scanning option is enabled, the Scan, Rescan, and Scanner Setup icons are displayed on the Toolbar. If the Scan icon is faded out, follow the instructions in Appendix II: Scanner Set up and Configuration. R:\RMR\A Documentation\BDMS Scan and Index Manual.docx 25

31 3 3. Click the Page Menu drop down menu. Select New Page Select Scan Select one of the three options: (i.e., Insert After, Insert Before or Append). (Insert After and Insert Before will not be available if this is the first scan). Note: Insert After option will add new document after current page. Insert Before option will add new document before current page. Append option will add new document after last page. 4. Continue to the Verification Step on page 12 of this manual. R:\RMR\A Documentation\BDMS Scan and Index Manual.docx 26

32 Rotate a Page After a document is indexed, a page may be rotated and saved Click the appropriate rotate arrow. R:\RMR\A Documentation\BDMS Scan and Index Manual.docx 27

33 To save the rotated page, click the Page menu icon drop down menu. 3. Click New Version. 4. Select Current View. R:\RMR\A Documentation\BDMS Scan and Index Manual.docx 28

34 5. The rotated page will now be saved as a new version. R:\RMR\A Documentation\BDMS Scan and Index Manual.docx 29

35 Delete a Page If a page within a document needs to be removed, it may be deleted using the process outlined below. If there is only one page in the document, first scan or load the new page into the existing document then delete the page that needs to be removed To view the pages within a document, click the Previous page icon or Next page icon. 2. Navigate to the page that needs to be deleted. R:\RMR\A Documentation\BDMS Scan and Index Manual.docx 30

36 3 3. Verify that the page being displayed is the page that needs to be deleted. Click the New Page icon drop down menu and select Delete Page Click Yes. Note: Be sure this is the page that needs to be deleted. Once deleted, it cannot be recovered. If only one page exists in the document, the Delete Page option will not be available. To delete the entire document, submit a Correction Request Form to the FSA-RMR Office. The form may be found on - click the Correction Request Form link. R:\RMR\A Documentation\BDMS Scan and Index Manual.docx 31

37 The page count at the bottom of the screen is decreased by one. If other pages need to be deleted, repeat instructions starting on page 30 of this manual. 6. When finished, click the Logout icon Click OK. R:\RMR\A Documentation\BDMS Scan and Index Manual.docx 32

38 Change Page Order If the page is out of order, there are several methods for reordering the pages. Reorder Click the Page tab. 2. Select Reorder Page. 3. Select one of the following: Move to First Move Up Move Down Move to Last Note: If Reorder Page cannot be selected because it is unavailable or shaded, select Disable Scanning (right above the Reorder Page option) then try step 2 again. R:\RMR\A Documentation\BDMS Scan and Index Manual.docx 33

39 Thumbnails Only use this method if the document is relatively small. Documents with many pages will take a long time since all the pages must render before any action is performed Click the Toggle document thumbnail view icon. R:\RMR\A Documentation\BDMS Scan and Index Manual.docx 34

40 2 2. Select the Reordering check box. Note: The thumbnail size may be increased by adjusting the control next to the % indicator. R:\RMR\A Documentation\BDMS Scan and Index Manual.docx 35

41 Click and drag the page to where it is supposed to be located. Location is indicated by a vertical red line as the page is moved. 4. Click the Toggle document thumbnail view icon to return to the document. R:\RMR\A Documentation\BDMS Scan and Index Manual.docx 36

42 It is possible to load an into BDMS. Load s into BDMS 1. Launch Microsoft Outlook Right click on the that needs to be imported and select Copy. R:\RMR\A Documentation\BDMS Scan and Index Manual.docx 37

43 3 3. Right click on the appropriate application and select New Document. R:\RMR\A Documentation\BDMS Scan and Index Manual.docx 38

44 Select the Page Menu drop down. 5. Click New Page, Clipboard Paste Special, and Append Select Message File (*.msg). 7. Click OK. R:\RMR\A Documentation\BDMS Scan and Index Manual.docx 39

45 The and any attachments appear in BDMS along with the metadata at the top. Follow the instructions for verifying and indexing on page 12 of this manual. Note: Once uploaded documents are verified and indexed, delete the electronic files from where they were originally stored. R:\RMR\A Documentation\BDMS Scan and Index Manual.docx 40

46 Send BDMS Documents via To send a BDMS document via , you must first export the document or page(s) of a document. Open the BDMS document that needs to be sent Click the Open Document icon Click the Print Current Page drop down menu icon to export the current page or the Print Document/PDF Print drop down menu to export the entire document. 3. Select Export. R:\RMR\A Documentation\BDMS Scan and Index Manual.docx 41

47 Choose or create a folder on the drive or share drive to save the file to. 5. Enter a meaningful name into the File name: field. 6. Click Save. The file(s) are now saved on the computer and available for ing. This same process may be used to move pages that are in the wrong BDMS document. Once the file is saved, see page 13 of this manual for indexing a file into BDMS. R:\RMR\A Documentation\BDMS Scan and Index Manual.docx 42

48 Perform a Query The Query Criteria window allows you to find documents using a variety of filter criteria based on the indexes associated with the BDMS application and document A query can be done to search for a document using any of the Index Name fields. 2. These can be selected or deselected by clicking on the Show check boxes by each Index Name. 3. A wildcard * may be used alone or with any portion of the word. 4. Click Submit after choosing the desired Search Value(s). The results will be populated according to the chosen fields. R:\RMR\A Documentation\BDMS Scan and Index Manual.docx 43

49 Click any highlighted blue field title to sort the results by that field. 6. Click the Open Document icon to select a document to view. Note: Documents queried from the Application List are indexed official BDMS documents. The BDMS window will open and the first page of the selected document will be displayed If a document has multiple pages, use the Next page icon or the Previous page icon to review pages. 8. Click the Query Results icon to return to the Query Results for Application window. 9. Click the New Query icon to return to the Query Criteria for Application window and change the search criteria. R:\RMR\A Documentation\BDMS Scan and Index Manual.docx 44

50 Add Annotations in BDMS Annotations may be added to documents to add text, bring attention to certain portions, hide portions from view, or add rubber stamps and signatures. Once the annotations are saved to the document, they become available to view with the document. The annotation toolbar will be available for use whenever a document is displayed. Annotation Toolbar Annotation Toolbar R:\RMR\A Documentation\BDMS Scan and Index Manual.docx 45

51 Add a Text Box Use the Text tool to add textual annotation to a document Click the Text icon. 2. Place the cursor on the document and click; this is where the top left corner of the text box will be located. Note: For deleting the text box, see page 49 of this manual. Clicking the Text icon may change the cursor into the text tool ( ). R:\RMR\A Documentation\BDMS Scan and Index Manual.docx 46

52 The Annotation Text Editor window is now displayed The text in the Annotation Text: will appear on the document Expanded 4. Enter the text. 5. Click the Advanced >> button for more options 6. Click OK. R:\RMR\A Documentation\BDMS Scan and Index Manual.docx 47

53 8 7 7a 7. The annotation text box will be displayed on the document or a. will display as an icon (if display as icon was chosen). 8. To save the annotation, click the Save Changes icon. Note: If logout is attempted before saving the annotation, the following will be displayed. 9a 9b 9. a. Click Yes to save the annotation(s) to the image and close the document. b. Click No to close the document without saving the annotation(s). R:\RMR\A Documentation\BDMS Scan and Index Manual.docx 48

54 10 12 To delete an annotation: 10. Click the Select icon. 11. Place the cursor on the annotation and click the left mouse button to select the annotation. 12. Click the Delete Item icon or press the Delete key on the keyboard. Clicking the Select icon may change the cursor into the Select Tool ( ). R:\RMR\A Documentation\BDMS Scan and Index Manual.docx 49

55 Add Highlighting Add highlighting to portions of a document to draw attention to information Click the Highlight icon. 2. Position the cursor over the area that needs to be highlighted. Clicking the Highlight icon may change the cursor into the Highlight Tool ( ). R:\RMR\A Documentation\BDMS Scan and Index Manual.docx 50

56 5 3 DRAG 4 3. Click and hold the left mouse button to start highlighting. Yellow highlighting will appear as the mouse is dragged over the area. 4. Drag the cursor across the area that needs to be highlighted and release the mouse button when highlighting is complete. 5. To save the annotation, click the Save Changes icon. Note: If logout is attempted before saving the annotation, the following will be displayed. 6a 6b 6. a. Click Yes to save the annotation(s) to the image and close the document. b. Click No to close the document without saving the annotation(s). R:\RMR\A Documentation\BDMS Scan and Index Manual.docx 51

57 Drawing Annotations The drawing tools can be used to create shapes that will draw attention to parts of the document. The Freehand tool allows the user to draw freehand shapes around the portion of the document to draw attention of the reader. The Line tool The Arrow tool of the document. allows the user to draw straight lines. allows the user to quickly and easily create arrows to draw attention to parts The Rectangle tool allows the user to draw rectangles around the portion of the document to draw the attention of the reader. The Rounded Rectangle tool allows the user to draw a rectangle with rounded edges around the portion of the document to draw the attention of the reader. The Oval tool The Polyline tool The Polygon tool document. allows the user to draw circles or ovals around parts of the document. allows the user to draw line segments connected end-to-end. allows the user to draw irregular-shaped polygons around portions of the R:\RMR\A Documentation\BDMS Scan and Index Manual.docx 52

58 Add a Rubber Stamp Sometimes a rubber stamp is created for an individual or a group for use in BDMS. 1. Click the drop down arrow for the Rubber Stamp icon. 2. Click More rubber stamps 3. Select the rubber stamp you want to use. 4. Click OK. 5. Click on the document where you want to place the rubber stamp. R:\RMR\A Documentation\BDMS Scan and Index Manual.docx 53

59 6. If you need to reposition the stamp, select the Select icon, click on the rubber stamp and drag it to reposition it. R:\RMR\A Documentation\BDMS Scan and Index Manual.docx 54

60 Blank Page R:\RMR\A Documentation\BDMS Scan and Index Manual.docx 55

61 Appendices Appendix I: Preparation of Documents for Scanning It is important to prepare your documents for scanning. This will minimize tears, jams, and misfeeds. 1. Remove all staples and paper clips. 2. Tape down all sides of Post It Notes. 3. Receipts, envelopes and any paper smaller than 8.5 by 9 may be taped to an 8.5 by 11 sheet of paper to eliminate the need to reset the paper guides. 4. Any pages that are torn should be copied before being scanned. 5. Remove any unnecessary stickers or stray tape that may be attached to the page. 6. Do not fold legal size paper. 7. Place the pages in order. This is the order they will be scanned into BDMS. R:\RMR\A Documentation\BDMS Scan and Index Manual.docx 56

62 Appendix II: Scanner Set up and Configuration Click the Scanner Setup drop down menu. 2. Select the Select Scanner... option. 3. A progress bar will appear as the program searches for scanner drivers no action is necessary. R:\RMR\A Documentation\BDMS Scan and Index Manual.docx 57

63 When the Select Scanner window appears, select the appropriate ISIS driver for your scanner. 5. Click OK. Note: If your printer does not have an option for the ISIS driver, choose the TWAIN driver If the Configure Device Settings window appears, click OK. This window may appear twice. R:\RMR\A Documentation\BDMS Scan and Index Manual.docx 58

64 Click the Scanner Setup drop down menu. 8. Select the Driver Configuration option. R:\RMR\A Documentation\BDMS Scan and Index Manual.docx 59

65 Verify that the scanner set up matches the above settings. Note: Different scanners will have different properties screens. The actual values of the settings are what are important. 10. Click the Setting button. Mode: use Black and White, 300 dpi, for all scanning. If necessary, the use of grey scale may be used for a page that does not scan well enough in black and white. This should be used sparingly. DO NOT use the color setting, this creates extremely large files and takes up room on the server. R:\RMR\A Documentation\BDMS Scan and Index Manual.docx 60

66 Adjust the setting as shown above. Note: This may be adjusted as needed to ensure blank pages are skipped. 12. Click OK Click OK. R:\RMR\A Documentation\BDMS Scan and Index Manual.docx 61

67 Click the Scanner Setup drop down menu. 15. Select the Auto Feed option. R:\RMR\A Documentation\BDMS Scan and Index Manual.docx 62

68 The Scan icon is now available and depending on the function being performed, at least one Scan option should be available from Insert After, Insert Before, or Append. R:\RMR\A Documentation\BDMS Scan and Index Manual.docx 63

69 Adjusting Scanner Settings If the scan quality of the page(s) is not acceptable, try adjusting the settings as shown below On the Brightness tab, both the Brightness and Contrast may be adjusted to improve the scan quality. 18. Click OK. Note: This may require some experimentation. We recommend that you experiment with the settings for your scanner and become familiar with them. R:\RMR\A Documentation\BDMS Scan and Index Manual.docx 64

70 Appendix III: Index from a Batch If a document is scanned or imported but is closed before being indexed, a batch is created with the naming convention of username activity date (i.e. L :26:37). The batch can be accessed and the document can be indexed without having to rescan or re-import it Click the Batch List icon or right click on the appropriate BDMS Application and select Batch Index (List) R:\RMR\A Documentation\BDMS Scan and Index Manual.docx 65

71 Using the Previous Page and Next Page navigation icons, locate the appropriate batch needing to be indexed. 3. Click the Open Batch for Indexing icon to open the batch for indexing. 4. Follow the instructions starting on page 12 of this manual for verifying and indexing. R:\RMR\A Documentation\BDMS Scan and Index Manual.docx 66

72 Appendix IV: Delete a Batch Click the Batch List icon or right click on the appropriate BDMS Application and select Batch Index (List) R:\RMR\A Documentation\BDMS Scan and Index Manual.docx 67

73 2 2. Check the box next to the batch, or batches, that need to be deleted. R:\RMR\A Documentation\BDMS Scan and Index Manual.docx 68

74 3 3. Click the Delete Batch icon Click OK. R:\RMR\A Documentation\BDMS Scan and Index Manual.docx 69

75 Appendix V: Handling a Unique Key Violation When indexing a scanned or imported document without doing an initial search for the student documents, a Unique key violation has occurred! warning may displayed if a document with the same index values exists for the student. BDMS does allow the new documents to be added to the student s existing document Click OK Click the Key Reference and Indexes icon. Indexing from a batch, the Select Indexes icon may be displayed as well. Either icon can be selected to add to the existing document. R:\RMR\A Documentation\BDMS Scan and Index Manual.docx 70

76 Scroll to the right, using the scroll bar, to view the index field values. 4. Click the Attach to Document icon to attach the displayed (current) page to the document. R:\RMR\A Documentation\BDMS Scan and Index Manual.docx 71

77 When there are multiple pages, only the first page is attached to the document. BDMS allows users to add another single page or all of the rest of the pages to the same document Click the Attach Current Page icon to attach the displayed (current) page. Or Click the Attach All Pages icon to attach all the remaining pages to the document. You will receive the following message: 6. Click OK. Note: If the document has only one page, the icons shown in step 6 above will not appear. R:\RMR\A Documentation\BDMS Scan and Index Manual.docx 72

78 7 7. To verify that all of the pages have been indexed correctly select View Indexed Document When finished, click the Logout key icon. R:\RMR\A Documentation\BDMS Scan and Index Manual.docx 73

79 9 9. Click OK. R:\RMR\A Documentation\BDMS Scan and Index Manual.docx 74

80 Appendix VI: BDMS Icons Icon Description Click the BDMS Display Document icon from a form within Banner to access BDMS. Click the Open Document icon to select a document to view. Click the Application List icon to access the Application List page. Click the Back arrow icon to access previous pages in a document. Click the Forward arrow icon to access the next page in a document. Click the New Query icon to query BDMS for documents. Click the Query Results icon to access the Application Query Criteria page. Click the Batch List icon to view the Application Batch List. Click the Open Batch for Indexing icon to open a batch for indexing. Click the Page Menu drop down menu to scan, delete, add or import a page. Click the Attach Current page icon to add an additional page to a saved document. Click the Attach All pages icon to add all pages to a saved document. Click the Logout key icon to log out of BDMS. Click the New icon to display index fields. Click the Text icon to draw a text box in a saved document. R:\RMR\A Documentation\BDMS Scan and Index Manual.docx 75

81 Click the Save Changes icon to save annotation changes to a document. Click the Highlight icon to highlight in a document. Click the Freehand icon to draw freehand shapes around portions of the doc. Click the Line icon to draw straight lines. Click the Arrow icon to easily create arrows to draw attention to portions of a document. Click the Rectangle icon to draw rectangles around a portion of the document. Click the Rounded Rectangle icon to draw a rectangle with rounded edges around a portion of the document. Click the Oval icon to draw circles or ovals around parts of the document. Click the Polyline icon to draw line segments connected end-to-end. Click the Polygon icon to draw irregular-shaped polygons around portions of the document. Click the Line Width icon to select a thicker or thinner line for drawing. Click the Color icon to select a change of color for Redactions. Click the Redaction icon to make shapes appear opaque. Click the Fill icon to cover portions of the document. Click the RubberStamp icon to select from a list of stamps available. Click the Select icon to resize, move, or delete annotations or redactions. R:\RMR\A Documentation\BDMS Scan and Index Manual.docx 76

82 Appendix VII: BDMS Applications B&F_SPA_EFFORT B&F-SPA_EDP B-F-DOCS B-F-GRNT B-G-ID B-H-EMPL B-H-ID B-R-TREQ B-S-ADMIN Application Name Use SPA Effort Reports Files SPA Expense Distribution Files JV Backup Document Files Reimbursement/Invoice Document Files PCard Receipt Files Grant & Contract Files Security Access Forms Files Human Resources Files Payroll Files International NRA Files Financial Aid Files Registrar/Admission Files R:\RMR\A Documentation\BDMS Scan and Index Manual.docx 77

83 Help If you need HELP with BDMS: Call the FSA RMR Office at 646-TECH (8324) For online help, visit our website at: R:\RMR\A Documentation\BDMS Scan and Index Manual.docx 78