Admin Training. PaperSave Miami Green Way, 11th Floor, Miami, Florida USA

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1 Admin Training PaperSave Miami Green Way, 11th Floor, Miami, Florida USA PaperSave is a product of WhiteOwl -

2 TABLE OF CONTENTS 1 INTRODUCTION PAPERSAVE HELP PAPERSAVE ICON (SYSTEM TRAY) ADD DOCUMENTS ACQUISITION METHODS MULTIASSOCIATION RELATIONSHIPS PAPERSAVE BATCH SCANNER SERVICE SCANLATER WORKFLOW SAMPLE DATA ENTRY ONLY WORKFLOW SAMPLE APPROVAL ROUTING WORKFLOW PAPERSAVE ADMINISTRATOR CHECKLIST BARCODE CONFIGURATIONS AND TESTING STEPS TO TEST PAPERSAVE BARCODES ENABLE PAPERSAVE SERVICES CONFIRM NOTIFICATIONS ARE ENABLED STORING AS TIFF VS. PDF FILE TYPES HOW TO KEEP THE WORKFLOW ID ASSIGNED IN SAME ORDER AS SCANNED ORDER SET WORKFLOW ENTRY VIEWER S STACK SIZE REDACTION ANNOTATION PAPERSAVE CAPTURE END USER CHECKLIST SCANNOW SCANNER SETTINGS USER PREFERENCES ADD A NEW PAPERSAVE DOCUMENT - <TRANSACTION TYPE> WORKFLOW ENTRY VIEWER ADDITIONAL RESOURCES Page i

3 1 INTRODUCTION The purpose of this document is to give you an overview of some of the features and functions a PaperSave Administrator may come in contact with, and a guide to configure your environment. 1.1 PAPERSAVE HELP There are two types of User Guides 1) User Guide for PaperSave Application System select Help > PaperSave User Guide from a. PaperSave Management Console b. PaperSave Workflow Explorer c. PaperSave Capture 2) Host Specific User Guide - launch your Host Application Option 1) Help tab > PaperSave User Guide (from any PaperSave window) Option 2) Right mouse click on PaperSave icon in system tray > Help > PaperSave Help Page 1

4 1.2 PAPERSAVE ICON (SYSTEM TRAY) PaperSave 5.2 Menu Name Additional Comments Workflow Entry Viewer (formerly known as ScanFirst Viewer) Relate Workflow Items to host record using this Viewer window Workflow User Other Documents (formerly known as External Document Folder) ScanNow Settings (1) Show the TWAIN Driver Window Disable PaperSave Show Open Record Window Help Search Documents (1) ScanNow Settings each user with local scanner needs to set their ScanNow Settings PaperSave recommendation: 300 DPI, black & white, TIFF or new PDF feature Page 2

5 2 ADD DOCUMENTS Users will add PaperSave documents as they create a new Host record, or relate to an existing record. Examples of Host Transaction Type records are Accounts Payable Invoice, Vendor, Constituent or Gift. For a complete listing of your Host s Transaction Types integrated with PaperSave, open the Specific User Guide, expand Appendix on the Contents tab and select PaperSave supported Transaction Types for your Host Application. Page 3

6 2.1 ACQUISITION METHODS From within the Host application, a user can add documents using one of these methods: 1) ScanNow (paper documents, use when workstation has local scanner) a. Each User on their Workstation must set ScanNow Settings b. Right mouse click on PaperSave icon in system tray > ScanNow Settings c. Select Output Type (applies to TIFF File Type) 2) ScanLater (paper documents, use with network scanners or kiosk workstations) 3) Attach File 4) Drag and Drop (PaperSave 5.1 New Feature) The following acquisition methods are available to Everyone (all Active Directory Windows Users) to add items to the Workflow or relate documents to existing Host records 5) External Saving (right click on file > Add to PaperSave) 6) Office Integration (Outlook, Word, Excel, PowerPoint) 7) Workflow (formerly known as ScanFirst) 8) PaperSave ReCapture (add-on module) 9) PaperSave Printer (PaperSave 5.2 New Feature) When choosing an existing Host record, the User will be able to view the Host s Transaction Type Header information, such as Invoice Amount, Gift Amount). Security is set using Windows Users or Windows Groups and by default Everyone has permission rights to View the Host Transaction Type record data and Add and View Documents. Access to view the Host record s Transaction Type can be locked down at the Transaction Type level by removing Everyone and only giving permission rights to specific the Windows Users/Groups. Document and Annotation Security Permissions are set for each Document Type. Security settings are set in the Management Console. It is important to review Transaction Type and Document Type Security settings, updating where necessary. 2.2 MULTIASSOCIATION RELATIONSHIPS Users may also view indirectly related documents created by PaperSave Multi-Association Service. The PaperSave Multi-Association Service must run to create the records in the PaperSave database. To view a complete listing of your Host environment s MultiAssociation relationships 1) Open PaperSave Management Console > General > MultiAssociation 2) Select your Host Application to view the Parent and Child Transaction Type and see if the relationship IsActive (if set to True, the PaperSave table is being populated with the Parent and Child ID values, giving the user the ability to View Associated Documents. Page 4

7 These relationships are bi-directional syncs. Using the Vendor-Invoice relationship as an example, select Show Associated Documents 1) From one Vendor will return this Vendor s documents and all related Invoice documents 2) From one Invoice will return this Invoice s documents and all related Vendor documents The User can launch MultiAssociation from any one of these options when they select a Host Transaction record or are viewing a related document. It is important to set Document Type security to restrict Windows Users/Groups where necessary. Page 5

8 3 PAPERSAVE BATCH SCANNER SERVICE Documents can be scanned using a local scanner and PaperSave Capture (a stand-alone application) or you can configure your local or network scanner to create the multi-page TIFF files and save into the related Watch Folder. We recommend 300 DPI black and white TIFFs. Separate Watch Folders are created for 1) ScanLater 2) Workflow Queues (Workflow Type 1.0) 3) Workflow Drop Points (Workflow Type 2.0) 3.1 SCANLATER 1) This method is used when the User has paper to add to the Host record and does not have a local scanner. The User will select Add Document from the Host record, select ScanLater acquisition method and print a single use ScanLater coversheet. The coversheet is placed on top of the related documents and the User can build up a stack. This stack can be a mix of different Transaction Type records, and even different User s ScanLater coversheets. The ScanLater stack is then taken to the scanner and scanned using the ScanLater preset. PaperSave Batch Scanner Service will read the coversheets, splitting into separate documents each time the ScanLater coversheet is read, then route the documents back to the Host record(s) and discard the coversheet (by default). 2) By default the barcode coversheet is a single time use and will be rejected if scanned a second time. This is a Document Type setting and will affect all items using ScanLater for this Document Type. ScanLater Duplicate Coversheet Behavior options are a. Append - adds to existing Document (not recommended if there was an approval process on the original document) b. Create New creates another new Document, using the Document Type and Profile Field values on the ScanLater coversheet c. Reject (default) creates one document using the Document Type and Profile Field values on the ScanLater coversheet; if the barcode is scanned a second time, and Notification will be sent provided Notification has been enabled in the PaperSave Management Console d. Replace replaces existing Document with this new document 3.2 WORKFLOW Paper or Electronic Files are added to the Workflow to create Workflow Items. Users can then review, route for approval if necessary or submit for processing. Workflow 1.0 Queues and Workflow 2.0 Drop Points are configured with a unique Watch Folder and Separation Type. Each non-tiff file saved into the Watch Folder will create one Workflow Item per file. However, each TIFF File saved into the Watch Folder will create separate Workflow Items based on one of the follow Separation Types: 1) Barcode a. Used when the page count is variable b. Reusable coversheets are placed on top of the one or more pages of documents c. The stack is scanned into the Workflow or Queue d. The PaperSave Batch Scanner Service reads the barcode, splits into separate Workflow Items, converts TIFF to PDF (default) and discards the coversheet Page 6

9 2) Image Page predefined count, such as 2; a stack of 10 pages will create a new Workflow Item every 2 pages, for a total of 5 Workflow Items 3) File Based every one file will create one Workflow Item; good for inbound faxes saved to TIFF files SAMPLE DATA ENTRY ONLY WORKFLOW Workflows can be as simple as scanning documents into a Data_Entry Step, the User views using PaperSave Workflow Entry Viewer and relates the Workflow Item to a new or existing Host record, then selects a button (aka raises an event) to move the Workflow Item to the Completed Step (Entered in the sample below). Page 7

10 3.2.2 SAMPLE APPROVAL ROUTING WORKFLOW Workflows may also be customized to follow your business process. Below is an example of an item that is reviewed first, before sending to the Accounting Department for Data Entry. Your actual process may be different, and require decisions based on the dollar amount, Department or some other criteria based on your business rules. You will review your process requirements with your PaperSave Consultant. New Workflow Items are created by scanning paper documents or adding electronic files to the Workflow Items start in the Review Step The Reviewing User will open PaperSave Workflow Explorer, select their Items, update Profile Fields and add Annotations, as necessary and then raise, or select, the Approve event to move the item into the DataEntry Step In Data Entry, the Accounting Department User will open Workflow Entry Viewer and o If the item is not ready to be processed, User will select, or raise, the Reject event to return the Item back to Review Step in this Workflow o If the item is ready for processing, User will relate the Item to a new or existing host record and raise the Approve event to move the item to the Completed Step (Items in this Step will not show in Workflow Explorer when Hide Complete Items is enabled) Page 8

11 4 PAPERSAVE ADMINISTRATOR CHECKLIST 4.1 BARCODE CONFIGURATIONS AND TESTING You have the capability to set a Prefix and Suffix value for each of the following types of PaperSave Barcodes: 1) ScanLater coversheets 2) Workflow Queue reusable coversheets (PaperSave 5.2 Workflow Type 1.0) 3) ReCapture Barcodes (pre-printed when the document is created, scanned into ScanLater watch folder for routing to the Host record; requires PaperSave ReCapture add-on product) 4) Upload Doc (SharePoint Integration Only) 5) Drop Point reusable coversheets (PaperSave 5.2 Workflow Type 2.0) If a PaperSave Barcode errors out or is not processed successfully, test using the PaperSave Barcode Test Utility and confirm your system s current Configuration Settings and potential changes. Page 9

12 4.1.1 STEPS TO TEST PAPERSAVE BARCODES 1) Open PaperSave Management Console > General > Configuration > Global Configurations > confirm your current Preprocessing settings (by default the values are set to False unless previously updated in your system) 2) Open PaperSave Management Console > Utilities > Barcode Test Utility 3) Select Advanced Options; this will give you the current barcode Config Values in your system 4) On the General Tab, check the related box if your PreProcessing Config Value in Step 1) was set to True Page 10

13 5) Select the file that Errored by selecting the button to the right side of File 6) Select Test Barcode All pages of the file will be read and the results will be displayed, along with the message below if at least one barcode at the beginning of the stack was valid. Page 11

14 4.2 ENABLE PAPERSAVE SERVICES 1) PaperSave Batch Scanner Service monitors ScanLater and Workflow Watch Folders, separates TIFF files into separate documents based on Separator Type (barcode, image page count or file based), and relates to host records or creates new Workflow Items. This service should be checked if documents are not processing as expected. 2) PaperSave MultiAssociation Service crawls the data of the Host Application where relationship record IsActive is set to True and creates relationship records in the PaperSave database. This service runs between the Start and Stop time designated in PaperSave Management Console > Records Management > MultiAssociation. 3) PaperSave Retention Policy Server (optional) must be enabled if Retention Policy is defined in the PaperSave Management Console >Retention Policy. 4) PaperSave Timer Service processes Workflow Notifications configured in Workflows or Queue Approvers. There are two types of notifications a. Per Item will send one for each item moving into the Workflow Step or State b. In Group will send one per distinct Workflow/Drop Point or Workflow/Queue/State; In Group s are sent according to these Config Values set in PaperSave Management Console > General > Configuration Page 12

15 4.3 CONFIRM NOTIFICATIONS ARE ENABLED Notifications will use your SMTP Server and must be enabled before Error notifications and Approver Notifications for ScanFirst Queue Item(s) will be sent. Best Practice Tip: Test whenever making any changes to Notification Settings. 1) Launch PaperSave Management Console > General > Notifications 2) Confirm Send Notification is checked a. SMTP Server value below is for the Blackbaud Boston Datacenter; For details for your Hosted Datacenter, refer to Blackbaud s Solution ID BB724168: BA - SMTP Relay servers by Data Center b. SMTP Port is always 25 c. From can be any address; this is what will show on the Notification as the From Party d. Diagnostic must be a single, valid address. This can be a Windows User or Distribution Group s Address. This is where all Error notifications will be ed To. e. User Name and Password are optional; populate only if your SMTP requires. If your SMTP Server requires a User Name and Password, and the Password changes, s will not be sent until the Password is updated. 3) Select and Test 4) Confirm Diagnostic address received Test 5) Select Update Page 13

16 4.4 STORING AS TIFF VS. PDF FILE TYPES PaperSave 4 saved all TIFF files in the TIFF format. PaperSave 5 has the option to convert TIFF to PDF with the following Acquisition methods: 1) ScanNow if you have a local scanner, ask your PaperSave Administrator if you should save as TIFF, Non- Searchable PDF or Searchable PDF. For additional information, refer to ScanNow Scanner Settings in the End User Checklist. 2) ScanLater and Workflow Items (formerly known as Queue Items) processed by the PaperSave Batch Scanner Service. The setting to determine File Type (TIFF vs. PDF) is set for each Document Type in the PaperSave Management Console, and must be set when the Document Type is first created. Contact PaperSave if you need to make a File Type change for future scans. To confirm your current Settings at the Document Type level, select PaperSave Management Console > Records Management > Document Type Setting: Convert TIFF documents of this type acquired through Batch Scanning to Searchable PDFs: Checked will convert the TIFF to PDF Unchecked will keep in TIFF format When selecting Print, Save or options to reproduce document(s): 1) Selecting multiple TIFF File Types have the option to create one single TIFF or separate TIFF Files 2) Selecting multiple PDF File Types will always create separate PDF files 4.5 HOW TO KEEP THE WORKFLOW ID ASSIGNED IN SAME ORDER AS SCANNED ORDER PaperSave processes more than one stack of files at a time, and splits into separate documents using a multithread process. If it is important to keep all Workflow IDs created in the same order that the documents were scanned, change the LoadDocumentByCapturedOrder Config Value from false to true. Be sure to select Update if any changes were made. Page 14

17 4.6 SET WORKFLOW ENTRY VIEWER S STACK SIZE PaperSave s Workflow Entry Viewer, formerly known as Scan First Viewer, is used to view the Workflow Items in a Step that Can Associate the document to a new or existing Host record. To open Workflow Entry Viewer, launch host application to load PaperSave Client and right mouse click on the PaperSave icon in the system tray. More than one User can open the same Workflow/Queue and process the documents, relating the document as the user creates new host records or to existing host records. The Stack Size allows you to set how many items are being delivered to one specific user, to avoid duplicate entries. By default, the value is set to load 10 Items. Using 10 stack size with two users as the example, when the first user opens Workflow Entry Viewer and selects the Workflow/Queue, the first user will get the oldest 10 Items. The second user opens the same Workflow/Queue and will get the next 10 oldest items that are not locked. If the first user closes the Workflow Entry Viewer and finished 7 of the 10, the remaining 3 would be released and available the next time the stack is loaded for this Workflow/Queue. Select Load Next Stack from the toolbar to retrieve additional stacks, repeating the process until the button is disabled (and all items have been locked for this Workflow/Queue). This value can be changed, but the change will affect all of the Workflows and Queues. Before making a change, confirm with all Workflow Entry Viewer users how all of the workflows in the system are being used and then test it out. If each user has their own Workflow/Queue to process, the number can be increased to load all items, such as In PaperSave 4, the value was set in the Registry. In PaperSave 5.2, the SlideShow Stack Size Config Value is set in PaperSave Management Console > General > Configuration. You can change the value and Update. If the value was changed while the User is in the Workflow Entry Viewer, the user can either close Workflow Entry Viewer and reopen, or Refresh the Cache for this window by selecting Refresh Local Cache from the Workflow Entry Viewer Menu and Refresh. Page 15

18 4.7 REDACTION ANNOTATION Once the User adds a Redaction Annotation to the document, it is permanently burned into the image and cannot be reversed, deleted, moved or hidden.) 1) Determine if you want to allow users to see and potentially use the Redaction Annotation button. 2) Copy this SQL Query below and run against your PaperSave database to review your current settings Select h.name as [Host], m.name as [Module], tt.name as [Transaction Type], dt.name as [Document Type], dt.redactionannotationprincipals as [Users with Redaction Annotation button], dt.id as [Document Type ID] from DocumentType dt inner join TransactionType tt on tt.id = dt.transactiontype_id inner join Module m on m.id = tt.module_id inner join HostApplication h on h.id = m.hostapplication_id order by [Users with Redaction Annotation button] desc, h.name, m.name, tt.name, dt.name 3) If changes to your settings are necessary, update this Annotation Security Permission on the Document Type in the PaperSave Management Console. 4) If you need to update all Document Types to set the Redaction Annotation permission, advise your Project Engineer or Consultant for open Projects, or PaperSave Support. 5) Click here for KBA How to Use the PaperSave 5.1 Redaction Annotation 4.8 PAPERSAVE CAPTURE PaperSave Capture is a stand-alone product, used to add scanned documents or electronic files into PaperSave. Prior to PaperSave Capture, third-party products were used, such as Microsoft Office 2007 Tools Microsoft Office Document Scanning, to setup ScanLater and Workflow watch folder shortcuts. 1) PaperSave Capture - Admin Benefits c. Installed one time on individual scanning workstations, using link from start.aspx d. No need to configure the name or watch folder path (all data seamlessly pulls from published Workflows in PaperSave Management Console) 2) PaperSave Capture - End User Benefits a. Name the Stack i. Used for Batch Naming and Filtering on File Name in Workflow Explorer and Workflow Entry Viewer ii. Sight verify Separator count of Workflow Items and total number of pages b. Insert or delete barcode separators c. Once proofed, select Post to process d. The stack of documents are saved into the Processing subfolder of the watch folder s path and the items are processed by the PaperSave Batch Scanner Service e. PaperSave Capture: KBA2591 Page 16

19 5 END USER CHECKLIST 5.1 SCANNOW SCANNER SETTINGS 5) Confirm ScanNow Settings (Users with local Scanner using ScanNow) a. Do this one time per User and workstation b. Launch Host Application > right click on PaperSave icon > Scan Now Settings 6) PaperSave recommendation: 300 DPI, black & white, check with your PaperSave Administrator for Output Type (TIFF or one of the new PDF features) Page 17

20 7) Choose one of the three Output Types 8) Scanning Tips a. If you choose the option to Show TWAIN Window, the TWAIN window will open each time you scan and will override the settings in PaperSave s ScanNow Settings or PaperSave Capture. b. ScanLater or Workflow Items using Barcode Separators - If you notice all odd pages are blank starting with Page 1, your ScanNow Setting is probably set to Duplex. If you want to keep set as duplex and only save both pages when there is content on both sides of the page, check to see if your scanner has a Skip Blank Page Detection to enable. Page 18

21 5.2 USER PREFERENCES PaperSave Add Document As you select each Transaction Type, set your own User preferences ADD A NEW PAPERSAVE DOCUMENT - <TRANSACTION TYPE> 1) Select Host Transaction > Add Document > Document Display > Select Document Type > Options tab 2) Set your preferences for the following options a. Show Save Confirmation will bring up a confirmation window after the Document is saved b. Save and Exit on Acquisition is good when you don t need to review, annotation or populate Profile Fields; the document will be added and the Add Document window will close c. Ask me to add again, when checked will bring up this prompt to Add Document after saving host record i. If you previously checked Remember my answer and then Yes or No.and now you want to change your mind, check Ask me to add again and then you can set your new options to uncheck or check Remember my answer with Yes or No selection d. Show On Top will keep this window above all others when it is launched; otherwise hover over the PaperSave icon in the taskbar to launch the window e. ScanNow Settings is another way to open, usually used to switch between Simplex and Duplex 3) If you were just setting your preferences and you don t have a doc to add right now, just close this window. The Settings will still be saved for the next time Page 19

22 5.2.2 WORKFLOW ENTRY VIEWER 1) Open Workflow Entry Viewer (right click on PaperSave icon in the system tray) > Select Workflow or Queue > Options tab 2) Set your preferences for the following options a. Remember Layout will remember the position of the panes for Thumbnail Pages, Document Profile and Workflow Items the next time Workflow Entry Viewer is opened b. Prompt for Comment will open this window when the Event is raised (button in Review on Home tab) i. If you previously selected Don t show again and want to be prompted in the future, enable this Prompt for Comment button ii. If you want to record the Comment of the User/Date at the time the Event was raised, select Submit and do not check the checkbox Don t show again iii. The comment will be displayed in both the Workflow History and Conversation Panel bubble Page 20

23 c. Prompt to Add Document, when checked will bring up this prompt to Add Document from the Workflow Entry Viewer after saving host record i. If you previously checked Remember my answer and then Yes or No.and now you want to change your mind, check Prompt to Add Document and then you can set your new options to uncheck or check Remember my answer with Yes or No selection d. Auto Save, when enabled will automatically save changes; when disabled will as if you want to save changes e. Workflow User i. The Windows User Name and Address is auto-populated when setting Security or Queue Approvers in the Management Console Page 21

24 ii. Notification Style can be defined to use the User s preference in Workflow Type 2.0 using Drop Points iii. Profile Picture, displayed in the Conversation Panel iv. Out of Office is used in Workflow Type 2.0 using Drop Points; each Workflow Item has one Current Owner. When Out of Office is enabled, the Workflow Item will be routed to the designated User responsible for the Current Owners items during their absence. Page 22

25 f. Export will copy the line item details of the records in the Workflow Items pane into an Excel file g. Save Workflow History will save the Workflow History details into a html file h. Show All Comments when enabled, all comments will be shown in the Conversation Panel; if the user did not enter any text into the Comments box, the text Raised the xxx event will be populated When disabled, only the comments will show that had text entered at the time the Event was raised Page 23

26 i. Show Hidden Fields when enabled, will show all Profile Fields; when disabled, if the Workflow Type 2.0 is configured to hide fields during a Step, only the configured Fields will be displayed j. Audit Trail will display the Audit Actions, Date, User, and Machine, based on the Audit configurations set in the PaperSave Management Console k. Change Owner is used in Workflow Type 2.0, to select a different Owner for this Workflow Item NOTE: Based on your monitor s resolution and Security permission rights, your icons may not be displayed with the text. You may be able to Maximize your screen (upper right corner of the window) or you can hover your mouse over the icon and the text description will appear below the icon. Page 24

27 6 ADDITIONAL RESOURCES Training Videos and KBA articles are available on the PaperSave Customer Portal PaperSave Capture KBA2591 Customer Portal Quick Reference Guide KBA3220 Note: Links require logging into PaperSave s Customer Portal, then select the hyperlink See your company s PaperSave Administrator if you do not have a Customer Portal login and password Page 25