127 Church Street, New Haven, CT O: (203) E: GlobalSearch ECM User Guide

Transcription

1 127 Church Street, New Haven, CT O: (203) E: GlobalSearch

2 Table of Contents GlobalSearch ECM... 3 GlobalSearch Security... 3 GlobalSearch Licensing Model... 4 Extending Existing SmartSearch LAN Licensing to the Web... 4 Add Web Access Clients to an Existing LAN Installation... 4 Accessing GlobalSearch... 4 The GlobalSearch Home Page... 5 My Queues... 5 Archive Activity Options... 6 To Expand the Archive Structure... 6 Document Capture... 7 Importing Records into an Archive... 8 Dragging and Dropping Records into an Archive... 8 Documents Searches... 9 The Search Results View Results Paging To Change the Results Paging Search Result Filters To Filter Search Results Document Actions Executing a Workflow from the Results Screen Exporting Documents The GlobalSearch Document Viewer Document Paging Document Zooming Changing Orientation To Change the Orientation of a Record Annotations To Apply an Annotation Signing and Writing on Documents To Sign a Record Executing a Workflow To View Workflow Commands Printing ing Documents Development Changes Simplifying Business. Simplifying Life. Page 2

3 GlobalSearch ECM Square 9 Softworks is pleased to introduce the next generation of Content Management with the release of GlobalSearch ECM (Figure 1.1). Built using HTML 5, GlobalSearch is optimized for performance as a browser based application. As a fully cloud enabled product, GlobalSearch can be utilized using a hosted or on premise model. With an ASP.Net zero footprint viewer, GlobalSearch ECM is designed to deliver a desktop experience through the browser while being fully touch optimized for mobile devices. GlobalSearch offers true crossplatform support and can be run on Internet Explorer, Chrome, Safari, Firefox and Opera. GlobalSearch can also be extended to your mobile device through a native ios application for the ipad and app for the Android platform. GlobalSearch Security As an extension to SmartSearch, GlobalSearch leverages the same granular security model using a combination of database, archive, feature and search level permissions to secure access to your documents. In addition GlobalSearch secures documents presented over the web in two ways. First, all web traffic can and should be run over an SSL (Secure Socket Layer) connection. This ensures the connection between client and server are secure and cannot be compromised. On top of 128 bit or 256 bit SSL, GlobalSearch further secures access to data and documents by validating all requests against a 256 bit one way advanced encryption key. Through the use of advanced encryption, GlobalSearch prevents any unauthorized access through attempts at manual manipulation of the URL and ensures users have access only to the records and documents they are requesting. Simplifying Business. Simplifying Life. Page 3

4 GlobalSearch Licensing Model GlobalSearch is offered with client and server licensing strategies that will allow it to be both scalable and affordable. This model will also allow users to either: 1. Extend their existing SmartSearch LAN licensing to the web, or 2. Add Web Only clients to their LAN installation Extending Existing SmartSearch LAN Licensing to the Web To extend existing licensing, customers will only require the GlobalSearch Server License. The server license will web enable any LAN licensing and provides the customer with the added benefits of the GlobalSearch RESTful API, GlobalSearch for ipad and GlobalSearch for Android. The Extended Licensing model for the web provides users with GlobalSearch Web Edit licensing. Add Web Access Clients to an Existing LAN Installation For customers who wish to add Web Access Only licenses for mobile users in addition to extending their existing licensing, GlobalSearch offers two different types of web clients; GlobalSearch Read Only and GlobalSearch Web Edit. Note: That the GlobalSearch Server License is required for adding Read Only or Web Edit clients. GlobalSearch Read Only For users who only require view access to documents stored within SmartSearch, GlobalSearch Read Only is the perfect solution. Tools include, panning, scaling and rotating images with and print capabilities all within a fast and secure Web 2.0 interface. GlobalSearch Web Edit With the web edit license, users have all of the functionality of the Read Only client with the addition of document annotations, index field editing, and ability to trigger user initiated workflows. Accessing GlobalSearch GlobalSearch is automatically installed as part of your installation provided that you have purchased this option. To access the GlobalSearch interface, simply navigate to Simplifying Business. Simplifying Life. Page 4

5 Once authenticated, the user will be directed to the home page. In a multi-database environment, the user will be presented with a list of the databases to select from. The user will only see the databases that they have permission to access (Figure 1.3). The GlobalSearch Home Page The home page of GlobalSearch (Figure 1.4) is a clean, intuitive interface that provides users with easy means for interacting with their documents. As a fully touch optimized interface it can be easily navigated through any modern browser on either a desktop or mobile device. At log on the user is presented with two sections; My Queues and the core database structure, which includes options for searching and capture. My Queues In GlobalSearch, users have rapid access to their documents through either browse-based searches or advanced stored searches. Searches can also be individualized through the My Queues panel, which Simplifying Business. Simplifying Life. Page 5

6 presents frequently accessed queries or workflow events where the user is a participant. The SmartSearch administrator would apply permissions at the Archive level to determine which searches would appear in the My Queues space (Figure 1.5). Archive Activity Options In the panel titled Select for Options, a list of the GlobalSearch archives are presented. Users can expand this view to see any sub-archives in the database or click directly on an archive to view options for document capture and searching. To Expand the Archive Structure: 1. Click on the chevron to the right of the archive (Figure 1.6). 2. The archive view will change to expose any sub-archives, which reside in the parent folder. Simplifying Business. Simplifying Life. Page 6

7 3. A chevron will appear to the left of the expanded archive (Figure 1.7) to allow the user to return to the previous view. Alternatively the user can also use the Back button on the browser to navigate backwards from the expanded archive. Document Capture When an archive is clicked, it expands to present options for document capture and searching (Figure 1.8). Capture options include a standard file import as well as drag & drop functionality. Simplifying Business. Simplifying Life. Page 7

8 Importing Records into an Archive: 1. To add records to GlobalSearch simply click on the Import button that appears below the selected archive. 2. A standard file viewer will appear (Figure 1.9) allowing the user to select the records to be imported. 3. Once the records have been selected, an indexing prompt will appear (Figure 1.10) allowing the user to enter the fields that describe the record(s). Dragging and Dropping Records into an Archive: 1. To capture a record through drag and drop, begin by having the options panel open for the archive destination. 2. Click and hold down on the record dragging to the Archive Options panel marked Drop files here! (Figure 1.11). Simplifying Business. Simplifying Life. Page 8

9 3. Release the record. 4. An indexing prompt will appear allowing the user to enter the fields that describe the record(s). Documents Searches During the database design process a browse-based search is automatically created upon archive creation for easy document searching. Your administrator can also design advanced queries, which can be stored to meet the individual needs of your organization. GlobalSearch supports static, variable and full text search capabilities. Each of these are accessed by clicking on an archive and exposing the Options panel. 1. Click the Searches button to display the list of pre-defined searches. 2. Select the preferred search by clicking on it. 3. The prompts for that search will be presented (Figure 1.12). 4. Enter the relevant data for your search and click Run Search or click close to cancel. Simplifying Business. Simplifying Life. Page 9

10 The Search Results View Upon execution of a Search, a results view will be presented to the users (Figure 1.13). If the Search was run against multiple Archives, a dropdown list of the archives will be presented at the top of the results view (Figure 1.14). Select the Archive for the document type desired by clicking on it or click the Back button to return to the Home page. Note: When a full text search is run against an archive the Search Results will include the number of times the keyword appeared in each record. The hits number will appear below the thumbnail view of the record. Results Paging By default, GlobalSearch presents search results at 10 records per page. Users can expand the number of records presented per page after a search is run. This is especially helpful when filtering search results or when performing actions against a results set. Simplifying Business. Simplifying Life. Page 10

11 To Change the Results Paging: 1. Run any search to return a result set. 2. Click the Pages tab located at the top of the window. 3. Select the preferred results per page setting (Figure 1.15). 4. GlobalSearch will automatically change the results per page to the preferred setting. Search Result Filters The results of a search can be further filtered in the event a large number of records are returned. Filters can be applied to any regular field including those that are not displayed on the results screen. In addition to regular fields, filters can also be applied to all available values in a multi-value field. When filtering tabular data, the filter will apply to either the last table row field or the relevant field row (i.e. when a search is configured specifically to query table field data and the user search for table field data). To Filter Search Results: 1. Run any search to return a result set. 2. Enter a value that will further refine your results into the Filter Results window (Figure 1.16). 3. Your results will be automatically filtered with each character that is entered. Note: When applying a filter, the field s document ID can skew the filterable results if you are searching for broad, numeric data items. Our recommendation is to filter alpha data or very specific numeric data. Filtering single digit fields or very large fields without decimals may produce unintended documents in the filtered result. Simplifying Business. Simplifying Life. Page 11

12 Document Actions From the results grid a user may select one or more documents to perform an action against. Available actions include performing a workflow or exporting a record or set of records. Simply check the Select Document box above the thumbnail of the returned document(s) and select the action to be performed (Figure 1.17). Executing a Workflow from the Results Screen Workflow actions defined in the SmartSearch Administration tab are presented in GlobalSearch allowing users to trigger an action from either the viewer or the results screen. As in SmartSearch, workflow actions are conditionally presented and will only appear if the workflow condition is met. Triggering workflows from the results screen allows users to act on a list of documents without opening each record in the viewer. To trigger a workflow action: 1. Select the documents (s) from the results screen 2. Select Workflows from the list of available actions (Figure 1.18) 3. If a workflow condition is met, a list of applicable actions will be presented (Fig. 1.19). If no condition is met, a message will be presented indicating that no workflow action is available. 4. Select the appropriate workflow action to trigger the event or click close to cancel the action. Simplifying Business. Simplifying Life. Page 12

13 Exporting Documents 1. Select the documents (s) from the results screen to be exported. 2. Select Export from the list of available actions (Figure 1.20). 3. Name the exported document(s) by selecting a corresponding field value (Figure 1.21). 4. Users can continue to work in GlobalSearch while the export job runs. When the export job has been completed, a notification will appear in the upper right hand corner of the results screen (Figure 1.22). 5. Click the down arrow to complete the export. 6. The completed export will appear as a zip file in the lower left corner of the browser (Figure 1.23). Note: The behavior described can vary slightly based on the browser used this sequence is based on a Chrome browser session. Simplifying Business. Simplifying Life. Page 13

14 The GlobalSearch Document Viewer Clicking on the thumbnail view of a document in the results screen will open it in the GlobalSearch viewer. With the document open, the user can interact with the record in a number of ways: Document Paging 1. By rolling the mouse wheel or holding down on the window slide, the user can easily scroll through pages of the document. 2. Alternately the user can click the next and previous arrows (Figure 1.24) located on the toolbar to navigate back and forth between pages. Document Zooming To increase or decrease the size of the record being presented, the user can incrementally change the view with the Zoom In or Zoom Out controls located on the toolbar (Figure 1.25). Changing Orientation To Change the Orientation of a Record: 1. Click the Document Rotation control and select whether to rotate the document to the left or right or flip to rotate 180 degrees (Figure 1.26). 2. To save the orientation of your record, click the Changes Detected Click to Save button which will appear whenever a document is edited. Simplifying Business. Simplifying Life. Page 14

15 Annotations Document Annotations may be added to your records; tools include: Highlighter Sticky Note Redaction Stamp To Apply an Annotation: 1. Click the Annotation control (Figure 1.27). 2. Select the desired annotation. 3. Draw the annotation on the record by starting in the upper left corner and dragging the mouse down and to the right. 4. To save any annotation on your record, click the Changes Detected Click to Save button which will appear whenever a document is edited. 5. To remove an annotation, simply click on it to activate and click Delete Selected from the Annotation drop down menu. Signing and Writing on Documents GlobalSearch takes mobile productivity even further by allowing you to sign a record or even write notes directly into the viewer (Figure 1.28). As with all GlobalSearch functionality it is completely touch friendly allowing you to apply handwriting with your mouse, stylus or finger. Because the signature and handwritten edits are burned into the image upon saving, the GlobalSearch Signing feature provides complete ESIGN compliant means for approving your digital records. Simplifying Business. Simplifying Life. Page 15

16 To Sign a Record: 1. From the GlobalSearch document viewer page, click the Sign button at the right of the toolbar. 2. Using your mouse, stylus or finger, define the area where you want to write. Simply click on the document and draw down and to your right. 3. The signature panel will open on the page allowing you to sign or write notes right onto the document (permissions allowing). 4. If you are unhappy with what was written, simply click the Clear button (Figure 1.29) and start again with a clean signature panel. Simplifying Business. Simplifying Life. Page 16

17 5. After closing the signature panel, the written edits can be moved or deleted by clicking on them to activate. Either drag the signature to another position or right click to delete. 6. Click OK to close the panel. Note: You must save the record to keep the applied signature. Once saved, the signature becomes a permanent part of the record and cannot be removed. Executing a Workflow For users who have purchased the optional Work XChange module, the ability to view and trigger workflow commands is available from the GlobalSearch viewer. To View Workflow Commands: 1. Open a document in the GlobalSearch viewer. 2. Available workflow commands will be presented on the lower right side of the document viewer. Printing 3. Select the appropriate action to initiate your workflow. 1. Select the Action icon on the GlobalSearch toolbar (Figure 1.31) to expose the Print command. Simplifying Business. Simplifying Life. Page 17

18 2. Follow the prompts for printing the record based on the browser installed. Figure 1.32 is an example of the print interface on Google Chrome. ing Documents 1. Select the Action icon on the GlobalSearch toolbar (Figure 1.33) which will expose the command in a dropdown list. 2. Follow the prompts for ing the record based on the options provided by your browser. Figure 1.34 is an example of ing through Google Chrome. Simplifying Business. Simplifying Life. Page 18

19 Development Changes As noted previously, a new RESTful API has been released with SmartSearch v3.7 (Figure 1.35). Documentation for the API has been posted to the Support and Developer forum and is available at While the previous API will no longer ship with new installations of SmartSearch, it will continue to be supported on any upgraded installations for the time being. Square 9 will discontinue support for the legacy API on December 31 st 2014 so it is strongly recommended that anyone who has developed on this platform migrate their projects prior to this date. Simplifying Business. Simplifying Life. Page 19