Fort Dox is the easiest to use, most affordable document imaging solution on the market today. The following User Guide is designed to help you get the most out of your Fort Dox account. For the latest information on Fort Dox, you can always refer to our website at www.fortdox.com. E-Mail: contact@fortdox.com 1730 S. Federal Highway Phone: 877.883.0704 Suite 160 Fax: 866.480.7107 Delray Beach, FL 33483 Copyright 2001-2015 Fort Dox TM Inc. All Rights Reserved.
Table of Contents 1 INSTALLATION... 1 2 LOGGING INTO FORT DOX... 1 2.1 LAUNCHING FORT DOX... 1 2.2 ACCOUNT/BILLING INFORMATION UPDATES... 2 2.3 CHANGING YOUR PASSWORD (MY PROFILE)... 2 3 ADMINISTRATION... 4 3.1 ACCOUNT SETTINGS... 4 3.2 USERS... 5 3.3 GROUPS (OPTIONAL)... 7 3.4 DOCUMENT TYPES... 9 3.5 BACKUP... 13 4 SCANNING... 15 4.1 ATTACHING YOUR SCANNER... 15 4.2 PREPARING FOR SCANNING DOCUMENTS... 15 4.3 SCANNING AND INDEXING DOCUMENTS... 15 4.4 SEPARATOR PAGE GENERATION ADVANCED SCANNING... 19 4.5 IMPORTING DOCUMENTS... 21 4.6 IMPORTING VIA INBOXES... 22 4.7 COMPLETE SCANNING (SAVING TO FORT DOX)... 24 4.8 APPENDING PAGES TO SAVED DOCUMENTS... 26 5 SEARCHING... 28 5.1 SIMPLE SEARCH... 28 5.2 ADVANCED SEARCH... 28 6 DOCUMENT ACTIONS... 29 6.1 VIEWING DOCUMENTS... 30 6.2 EXPORTING DOCUMENTS... 32 6.3 PRINTING DOCUMENTS... 33 6.4 E-MAILING DOCUMENTS... 33 6.5 EDITING DOCUMENT INFORMATION... 34 6.6 DELETING DOCUMENTS... 35 6.7 CONVERT TO PDF DOCUMENT... 35 7 DOCUMENT OCR / FULL TEXT SEARCHING... 37 7.1 DOCUMENT OCR PROCESSING... 37 7.2 FULL TEXT SEARCHING... 37 8 FORT DOX USEFUL HINTS AND TIPS... 39 8.1 SETTING UP YOUR DOCUMENT TYPES... 39 8.2 CLEARING YOUR GRIDS... 39 - i -
1 INSTALLATION Each user will go to the Fort Dox link (you can get this from your Fort Dox representative). From this web page, any user can click Download Now and choose Open and/or Run from the presented window. After running the setup program, you will need to choose where to install Fort Dox. We suggest leaving the default options and clicking Next. This will install Fort Dox in the default location on your PC and create the desktop icon and Windows group for Fort Dox. You have installed Fort Dox. You will see a new icon on your Windows Desktop named Fort Dox. By clicking on this icon, you will start Fort Dox. 2 LOGGING INTO FORT DOX 2.1 Launching Fort Dox After installation, you will see an icon on your Windows Desktop named Fort Dox. By clicking on this icon, you will start Fort Dox and receive the Login window. 1
When you signed up for Fort Dox, you received an Account, Login Name, and Password. You will now need these in order to login to your account. Enter your Account, Login Name, and Password and then click OK. At this point Fort Dox will scan to make sure you have the latest version. If you do not have the latest version of Fort Dox, you will see an automatic update being loaded. Please wait until the entire update has occurred. You will see a completed message, just click OK, and you will be logged into Fort Dox. The Automatic Update feature allows us to distribute new, exciting upgrades to the Fort Dox system without further installations. If you receive a message such as Invalid Login, you may have one of the following issues: - You mistyped your Account, Login Name, and/or Password. - Your user has been deactivated. - Your account has been deactivated. In the event of an Invalid Login, please make a few attempts to login then check with your Fort Dox administrator. Fort Dox support will also be able to help with login issues. If you have forgotten you password, you can enter your Account and Login Name and click the Click Here link at the bottom of the Login window. An e-mail will be sent to this user s e-mail address contained in Fort Dox. The e- mail will contain the password for this user in Fort Dox. 2.2 Account/Billing Information Updates After logging into Fort Dox, you may receive a window asking for account and billing information updates. This window will appear only for Administrators of your account and will ask for your most updated information in order to bill your account. Please review and enter any updated information here in order for us to process your payment. You will then be able to enter your Fort Dox account. Non-admin users will also not be able to enter the account until these updates have been completed by the administrator. Please contact Fort Dox whenever there is an issue regarding account and billing information/payment. 2.3 Changing Your Password (My Profile) The My Profile option is available for all users under the Tools menu. Each user can change their password and other information (such as e-mail address). New Password and Confirm Password must be the same in order to save. Fort Dox suggests changing your password when first using Fort Dox as well as periodically throughout your use of Fort Dox. Fort Dox also suggests retaining a valid e-mail address for each user in Fort Dox. 2
Use the OK button to save the information or Cancel to keep the previous information. The Preferences box offers various choices that define the functionality and user interface options for the logged in user. Open Advanced Search On Startup: If this option is checked, the Advanced Search panel will appear on the left side of the application after logging-in. If not checked, the Simple Search will be in the toolbar and Advanced Search will not be shown by default upon login. Show Document Count (when search returns more than limit): If this option is checked, all documents will be counted and reported in the status bar even though the results may be limited. Limit Search To: This count will determine how much results actually get returned after searching. The larger the limit, the longer it may take to get back the search results. Language: Choose the language you would like Fort Dox to display in. Currently only English is supported. The Preview box offers various choices that define the functionality and user interface options for displaying scanned images (TIF files). Preview electronic files in Add Documents window: If this option is checked, electronic files will be displayed in their native application. This takes time and may delay movement in the document tree. Preview TIF files in Built In viewer: If this option is checked, double clicking a scanned image (TIF) document in the results grid will launch the Fort Dox Viewer. If unchecked, the default Windows application set to display TIF files will be launched. Viewer thumbnail cache images: This set number of images will determine how quick the Fort Dox Viewer will display thumbnails and images inside the TIF. Setting this to 10 is the recommended amount. 3
3 ADMINISTRATION The following options are only available to Users flagged as Administrators. 3.1 Account Settings The Account Settings option is available for all administrator users under the Tools > Administration menu. The administrators of an account may alter these fields at any time to reflect changes in their account information, billing information, or account preferences. The Account Info tab contains information about your account such as your contact information and billing/payment data. Please check and update this information regularly. You can request to cancel your account from this window or call/e-mail us with any issues regarding billing. The Settings tab contains all account preferences configured for your account. Use Groups: If this option is checked, then you will see a Groups option in the Administration menu. A Group is basically a collection of Users. For example, you may setup an Accounting group which contains all users in the 4
accounting department. This group can then later be assigned to specific Document Types that the group can access. Groups are a useful feature for larger companies with more complex security needs. Allow Document Type Inheritance: If this option is checked, you will be able to create and manage a parent-child relationship between different document types. A Document Type is a document category that contains index fields related to the category. Documents are then assigned a Document Type. Associated index fields are entered or keyed-in for the Document based on this assigned Document Type. For example, you may setup a Document Type called Contract which has three index fields called Contract Number, Signed Date, and Vendor Name. By checking this option, Allow Document Type Inheritance, you can assign a Parent to this Document Type which in turn inherits all the index fields from the parent. Therefore in this example, the parent Document Type could have been Company which has two index fields called Company Name and Tax ID. When a Document is assigned the Document Type Contract, the users indexing the Document would be presented with five fields to index: Company Name, Tax ID, Contract Number, Signed Date, and Vendor Name. Document Type Inheritance is complex and is only recommended for situations where fields are shared between documents categories. Use Inboxes: If this option is checked, you will be able to create and manage Inboxes. Inboxes can be used to create favorite directories in order to quickly access files to import. These files may be deposited from MFP devices or external devices/application and easily imported into Fort Dox via Inboxes. Allow Private Inboxes: If this option is checked, each user will be able to create their own Inboxes that are only visible to that user. Backup Scanned File as PDF : during backup to your local computer, TIFF scanned files will be converted to PDFs 3.2 Users / User Management The Users option is available for all administrator users under the Tools > Administration menu. The administrators of an account may add, edit, or delete Users. When entering the Users option, you will receive a list of Users in your account. You can highlight/select a User to Edit or Delete. You cannot Delete the user admin. This user will always remain as a user in your account. 5
By choosing Add or Edit, you will be presented with a window to enter information about a User. The General tab contains all user information such as password and login name. Login Name: This name will be used by the new user to login to Fort Dox after installation. You can only use letters and numbers in the Login Name. Password/Confirm Password: You must enter a password and confirm the same password for this user. You are responsible as the administrator to provide the password you create to this new user. We suggest all new users change their password after their first login. Active: You can activate or inactivate a user. Inactive users cannot login to Fort Dox. Admin: You can give administration rights to any user. By checking this, the user will see all administrative options including account and billing information. The Permissions group box contains a set of action level permissions the administrator can set or take away from a user. If an action is checked, the user can perform the activity. If an action is unchecked, the user cannot perform the activity. The Security tab contains a list of all Document Types this user can access. All Document Types in the selected list can be accessed by this User. The Allow User Management feature (when checked) allows the user to be able to access the User option even thought they are not an admin (Tools/Administration/Users). As an admin, you can assign this feature to any of your other users, therefore allowing that user to be able to maintain your user list. The user will have a limited capability on actions regarding Users but will be able to create, change passwords, change information, assign some permissions, and delete users. 6
The Groups tab contains a list of all Groups this user is a member of. All Users in the selected list are a member of this Group. Groups are optional and must be activated in the Accounts Settings option by an administrator. 3.3 Groups (Optional) The Groups option is available for all administrator users under the Tools > Administration menu. The administrators of an account may add, edit, or delete Groups. 7
When entering the Groups option, you will receive a list of Groups in your account. You can highlight/select a Group to Edit or Delete. You cannot delete the group Everyone. This group will always remain as a group in your account. The Everyone group will contain all users in your account as members of the group. By choosing Add or Edit, you will be presented with a window to enter information about a Group. The General tab contains all group information such as name, description, and e-mail. Name: This is the name of the group such as Accounting. Description: Free text field describing this group. E-mail: You can optionally assign an e-mail address to the group. E-Mailing documents to this group will send e- mail to this e-mail address NOT to each user in the group. User Available/Selected: The selected list will contain all users that are members of this group. The Security tab contains a list of all Document Types this Group can access. All Document Types in the selected list can be accessed by this Group (all users assigned to the group). 8
3.4 Document Types The Document Types option is available for all administrator users under the Tools > Administration menu. The administrators of an account may add, edit, or delete Document Types. Before scanning, we suggest you analyze the documents you would like to scan and store in Fort Dox. Fort Dox allows you to categorize documents into various user-defined Document Types. A Document Type is a document category defined by a set of index fields. For example, you may want to scan your Contracts (Document Type) and capture index data for each document such as Contract Number, Signed Date, and Vendor Name. As you scan your documents, you will have the ability to assign a document as a Contract and then enter the index field values for Contract Number, Signed Date, and Vendor Name. When entering the Document Types option, you will receive a list of Document Types in your account. You can highlight/select a Document Type to Edit or Delete. You cannot delete the Document Type called Document. This document type will always remain as a document type in your account. You can also not delete any Document Types with documents assigned to the Document Type. All documents must be deleted or reassigned from this document type in order to delete it. By choosing Add or Edit, you will be presented with a window to enter information about a Document Type. The General tab contains all document type information such as name, parent document type, and all the index fields. Document Type Inheritance is an optional feature and must be activated in the Accounts Settings option by an administrator. If this is on, you will be able to assign a Parent Document Type to the current Document Type. This means that all fields assigned to the Parent Document Type will now be listed under this Document Type. In this example, the Contract Document Type has a Parent Company. You will see the index fields for Company listed under the chosen parent. When a document is assigned Contract, the user will also be presented the index fields for the parent Company. 9
If you choose Document or do not have inheritance turned on for the account, you will just enter the Document Type Index Fields. Any index information you would like to capture for this Document Type must be entered here as an Index Field. In this example, Contract has three index fields Contract Number, Signed Date, and Vendor Name. 10
Each Index Field will be defined by clicking Add/Edit: - Name: This field name will display when a user is indexing documents of this document type. - Data Type: A drop down list to define the field type. This field type will determine how the user will index documents of this document type. The following field types are provided in Fort Dox: o Text: Free text field such as alphanumeric or string. o Integer: A whole number without decimals such as 123. 11
o Numeric: A number with possible decimals such as 123.90. o Date: A date such as 01/01/2007. Date fields display a calendar making it easy to select From and To dates. - Number of Characters: This only applies to the Text field type. For Example, you could set the character length to 9 digits if you were entering Social Security Numbers since they will always be 9 characters in length. - Required: If you check this box, the field must be entered during indexing. The List Values tab allows you to create an Index Field with pre-defined entries. You can create a drop down list here so the user can choose an item from the list during indexing. For example, a list of Colors, States, or Countries could be listed in a List Values field and then presented to the user as a drop down list during indexing. Force Match will only allow a user to index this field from the dropdown list values. The user will not be able to manually enter data in the field and must choose an item from the presented list values. Document Autonaming is at the bottom of the Document Type definition window. You will define a pattern/template here if you would like the Document Name to be constructed based on particular Document Type index field values. 12
Every document in Fort Dox must have a Name. You can enter the Name for a document manually at anytime. The Automatic Document Naming option allows the document Name to be automatically constructed based on certain document type index fields/values. For example, for an Invoice document you may want your document Name to always be the {Invoice #}*{Department}. This can be accomplished by entering a template into the Automatic Document Naming Template text box. You must decide which Document Type index fields you would like your Name to be composed of. Here are some template examples to show how automatic naming can be accomplish for different document types: {Invoice#}*{Department} {Contract Number}-{Vendor Name}*{Date Signed} {Employee SSN}--{Employee Name} {Customer ID}_{Customer Name}_{Department} You can build the templates by surrounding each document type index field in {}. If you enter the document type index field name incorrectly, you will not pass validation. The {} must only contain document type index field names. You can include any separator text (such as - _ * % #) around these brackets to create your document name. When documents are indexed using a particular document type with an Automatic Document Naming Template, the document Name will be constructed based on the values entered on the document. For example, you may have a template {Invoice #}*{Department} for a document type Invoice. When adding a new document as Invoice, you will enter the Invoice # and Department such as "123456" and "Accounting". The document Name would then be constructed as "123456*Accounting". 3.5 Backup The Backup option is available for all administrator users under the File menu or from the main toolbar. The administrators of an account may perform Full and Incremental backups of the account at anytime. Full Backups must be performed on a chosen directory/folder for the first time. The backup will download all the documents in your account. Incremental Backups can be performed once a Full Backup has been completed to a chosen directory/folder. By clicking OK, you will be downloading and updating your documents since the last backup on the date/time shown. 13
This backup is searchable based on document name using the Windows search tool that comes with all Windows operation systems. 14
4 SCANNING 4.1 Attaching Your Scanner You must purchase, install, and configure a scanner to image files with Fort Dox. Fort Dox will support most scanners out-of-the-box. Any scanner having a Twain interface is appropriate to use with Fort Dox. Follow your scanner instructions during installation and make sure the scanner supports Twain interfacing and that you load the Twain drivers. If you open the Scan module and choose Options, you will see the default scanner. You can also change the scanner if you have more than one scanner attached to the computer. 4.2 Preparing for Scanning Documents Before scanning, we suggest you analyze the documents you would like to scan and store in Fort Dox. Fort Dox allows you to categorize documents into various user-defined Document Types. A Document Type is a document category defined by a set of index fields. For example, you may want to scan your Contracts (Document Type) and capture index data for each contract document such as Contract Number, Signed Date, and Vendor Name. As you scan your documents, you will have the ability to choose the Contract Document Type and enter the index field values for Contract Number, Signed Date, and Vendor Name. Document Types can only be configured by an administrator. After logging in, go to the menus Tools > Administration > Document Types. The option will then list all Document Types in your account. You can define an unlimited number of Document Types and the associated index fields for each Document Type. For more on defining Document Types, see Document Types in the Administration section. 4.3 Scanning and Indexing Documents Once you have connected and installed your scanner, please login to Fort Dox. You will see a Scan Button in the Toolbar (top left). Click the Scan button and you will enter the Fort Dox scanning module. At this point, you will need to decide which scanning options you would like to setup. The following options will need to be configured by the scanner operator/user: - Document Separation: If you place multiple documents at one time into the scanner tray, you will need to decide how Fort Dox will handle document separation. In other words, how the system will know where one document begins and ends. There are five types of Document Separation available in Fort Dox: o o Manual: You will scan all pages into Fort Dox and then manually decide where each document begins and ends. You will create individual documents from a collection of scanned pages. Fixed Pages: Fort Dox will create a new document after a set number of pages are scanned. You will choose the number of pages. For example, if you were scanning one page invoices, you could 15
set Fort Dox to create a new document for every page scanned. This would result in every one page invoice being its own document. o Separator Pages: Fort Dox will create a new document after finding a Separator Page. A Separator Page must be placed at the beginning of each document before scanning occurs. You can print our Fort Dox Separator Page by going to the menus Tools > Separator Pages > Single Page. The Separator Page will be removed from the documents. Also Separator Pages created by the Separator Page Generator can be used here to separate AND read index information for the document. o Separator Pages (Keep): Fort Dox will create a new document after finding a Separator Page. A Separator Page must be placed at the beginning of each document before scanning occurs. You can print our Fort Dox Separator Page by going to the menus Tools > Separator Pages > Single Page. The Separator Page will remain in the documents. Also Separator Pages created by the Separator Page Generator can be used here to separate AND read index information for the document. The Separator Page (with Barcode) will remain in the documents. o Separator Stickers: Fort Dox will create a new document after finding a Separator Label/Sticker (www.avery.com) on a page. A Separator Sticker must be placed on the first page of each document before scanning occurs. You can print our Fort Dox Separator Stickers by going to the menus Tools > Separator Pages > Avery Stickers 5160. - Scanning Options: By choosing Options from inside the scanning window, you will be able to setup specific options for your scanning input and output. o o o o Scanner: You can choose a scanner if you have more than one attached to your computer. Blank page threshold: You can determine at which threshold Fort Dox should discard a page during scanning. By setting a minimum number of bytes (e.g. 1,500 bytes), you configure Fort Dox to remove any page that is less in total size than this number of bytes. This option is an excellent way to eliminate blank pages and reduce document size. Preview Pages During Scanning: Allows user to view scans as they are being imaged. The pages will appear in the right frame viewer during scanning. Do Not Upload First Page: Before uploading scanned documents, remove the first page. This is useful when you choose Separator Page (Keep) in order to view the index page as the files are imported/scanned but you would not like that separator page stored with the document. After choosing Separation Method and setting the Options, you will click the Scan Button to begin scanning. You must prepare the scanner by filling the feeder/tray with the documents you would like to image. A scanner window will now appear related to your particular scanner. Please configure any settings you require such as DPI (dots per inch), Simplex (one-sided scan)/duplex (two-sided scan), or any other options. After choosing your settings, click the Scan Button, and scan the documents. The scanned pages will now appear in the Documents Tree (left side). Based on the type of Document Separation you choose (Manual, Fixed Pages, Separator Page, or Separator Stickers), the documents and pages will be listed in the tree. From the Document Tree, you can perform various tasks to organize the scanned pages: 16
- Create Documents: You can multi-select/highlight multiple pages that are not yet associated to any document (also called Loose Pages ). This option will take the highlighted loose pages and create a new document containing these pages. - Combine Documents: You can multi-select/highlight multiple documents and choose this option to combine the selected documents into a single document. - Split Document: You can click on an individual page underneath a document and choose this option to split the document into two separate documents. - Insert Page: You can scan additional pages after the selected page. - Replace Page: You can scan an additional page to replace the selected page. - Delete: You can highlight multiple documents and pages and choose this option to delete them all. - Expand All: Displays all documents and pages in the Document Tree. - Collapse All: Displays only documents in the Document Tree. Within the Document Tree, you can highlight and move various pages from document to document. You can also reorder pages within a document. Once you have organized all the documents with their associated pages, you will need to define the Document Type and associated index values for each document. Document indexing is the process of tagging the documents with searchable information or fields. When searching for documents in Fort Dox, you will either search on information you indexed by Document Type or by Document Name. The Document Information panel (located below the Document Tree) displays the associated document information for the document highlighted/selected in the Document Tree. After selecting a document in the Document Tree, you can choose a Document Type. For example if you choose Contract, you would then see the associated index fields 17
for Contract such as Contract Number, Vendor Name, and Activation Date. You can now enter index values for each field for this document. Once you have finished, you can tab or enter to move to the next document in the tree. When indexing, you can also choose a checkbox called Sticky next to the Document Type or associated index fields. The sticky option will hold the same data value for that field as you go to the next document. This helps to reduce keystrokes for index fields that remain the same across all the documents scanned. You can view the scanned pages and imported files on the right side panel. Scanned pages will be displayed when individually selected and electronic files will display if the native application is supported. The scanner can manipulate the viewer for scanned pages in the following ways (using the toolbar above the view window). - Rotate: You can rotate a scanned page 90, 180, or 270 degrees - Fit To Page: You view the scanned page by fitting the entire page in the window, horizontally fit into the window, or by actual size. - Move: You can click and drag an oversized image around in the viewer and drop it in a location - Zoom Area: You can click and create a box around a specific area in the viewer. Release the box and you will zoom into this area. - Zoom In: You can zoom closer into the scanned page. - Zoom Out: You can zoom further out from the scanned page. 18
4.4 Separator Page Generation Advanced Scanning Using Separator Pages (as described above) has a main benefit of automatically defining the start of each document so the scan person will not have to do the manual work. This allows a person scanning many documents in a higher volume to not have to worry about scanning them one at a time. A stack of documents can now be collated with each documents having a Separator Page or Separator Sticker and then scanned all at once. Fort Dox would then separate the documents as they are scanned in. The scan person would then have to index each of these documents one at a time (ie. Invoice Number, Vendor Name, etc). The Separator Page Generator (Tools > Separator Pages > Separator Page Generator) option acts the same as a Separator Page. The main additional feature is that this page will contain all the necessary index information inside of a barcode so Fort Dox can automatically index the document. A user will launch this option and will be brought to the same index panel described in the Scanning module. A user can index documents by choosing the Document Type and entering all index information for the document (ie. Invoice Number, Vendor Name, etc). For each Separator Page, you will click New then enter the document information below. At any point you can click Preview to see all Separator Pages before you print them out. When you have generated all Separator Pages, click Print to produce the actual pages that you will place at the front of each document. The Separator Page will contain your Account, all document information and a barcode containing the information. 19
Also when generating Separator Pages, the user can choose to generate multiple Separator Pages based on an index field dropdown list by choosing [All Values]. For example, if you are a Title Agency you may have a Title File with many Sections where each Section must be its own document. A Title File may have index information such as File Number and Client Name plus multiple Sections such as Final Docs, Estoppel, Correspondence, and Miscellaneous. Choosing [All Values] in the Section field will now produce one Separator Page for each item in the dropdown list. So in this example, four Separator Pages will be produced for each Title File. Now when you Preview and Print, you will receive all four Separator Pages and you can then place the pages appropriately in the Title File. Now that you have stack of documents separated by your Separator Pages, you will scan into Fort Dox. You must choose Separator Pages or Separator Pages (Keep) as the Document Separation Method. These methods will split/separate the documents and automatically fill in the document information. The Keep method will keep the Separator Page as the first page of your document (so you can see the information). One major benefit of Separator Page Generation is that you can allow document indexing BEFORE actually scanning files. For example, you could be a Mortgage company with many branches/offices but all file processing and scanning occurs at one main office. You could have your branches use the Separator Page Generator to create the pages and place them on the documents. Now when they bring files to be scanned, the documents have already 20
been separated AND indexed at the branch office. The central office will only need to scan the documents without indexing. The Separator Page Generator will automatically do all the work of separation and indexing. 4.5 Importing Documents Fort Dox allows you to choose any documents from your local computer or server and import them into Fort Dox. By choosing Add Files, you can multi-select documents into the Scan module. Electronic files such as MS Word or PDF documents will not have pages but scanned images such as TIFF files will be imported as individual pages. Once the documents from your local computer are imported, the same indexing and document manipulation occurs as if they were scanned documents. You also have the option of importing one document at a time from the main toolbar. Choose Import and you will receive the Import window where you can choose a file from your local computer and index it (document type and index values). By clicking OK, the document will be imported into Fort Dox. 21
4.6 Importing via Inboxes Inboxes are favorite directories that can be setup for the entire account (Public) or for an individual user (Private). Inboxes is an option that must be setup by the account administrator. In the Tools / Account Settings window, the Inbox options can be turned on. Inboxes can be useful for users with MFP devices that scan to defined network directories. If Inboxes is turned on, users will see a menu item in Tools / Inboxes. By choosing Inboxes, you will be able to define an Inbox. This Inbox will need a Name and Directory as well as be assigned Public or Private. Only admins can make Public Inboxes. Private Inboxes are only visible to the user creating the inbox. Once you have created Inboxes, you can now access them inside the Scan window by clicking the Add Files button. In this Add window, you can select files to import into Fort Dox directly by searching through your file system. If you have Inboxes defined, you can choose from this Inbox dropdown list in order to quickly go to the directory assigned to the Inbox. From here you can now choose any files to import into Fort Dox. At the bottom of the Add window, you have the option to import the files and leave them in their location or delete them permanently. 22
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4.7 Complete Scanning (Saving to Fort Dox) Once you have done some scanning/importing, you need to save the documents into Fort Dox or you need to save this batch to be completed at a later time. Saving documents into Fort Dox now will make them available for searching, e-mailing, printing, and exporting. Saving the documents as a batch will allow you to complete your scanning and indexing at a later time (therefore the documents will not yet be available within Fort Dox). Clicking the Save button on the Toolbar will be present the options for saving. If you are saving a Batch, you will need to name the batch so it can be loaded later on using the Batches button. 24
Do you want to save this batch for completion at a later time?: Choosing this option will save the batch (all documents and index data) by the Batch Name. The batch can then be loaded for additional processing at a later time. The batch will be listed in the Batches window which can be started by clicking the Batches button in the Scan window. You can then select a Batch and click the Open button. Do you want to save this batch to your account now?: Choosing this option will queue the documents in this batch to be saved into Fort Dox. You will see the Batch Save Status window which displays the batch being saved. Do you want to save this batch locally?: You can save the files on your local computer and they will NOT be stored in Fort Dox. All documents and their indexing data will be deposited into the chosen directory. Don t Save: Choosing this option will rollback any changes you made to this batch and exit you from the Scan window. Back: Choosing this option will return you to the Scan window and the current batch. A Batch is a locally saved collection of scanned documents and their index values. Using batches allows the operator to scan documents and enter index information at their own convenience. For example, if you would like to scan a batch of 20 documents and you only are able to scan 10 documents in a certain time period, then you can optionally save this batch and open it later on to continue your scanning and indexing. This batch of documents and their index values will not be available inside Fort Dox until the batch is saved to Fort Dox. The Batches button on the Toolbar will provide a list of all batches you have saved. Each batch can be loaded by clicking on the Batch Name and choosing the Open button. The batch (all documents and their index values) will be loaded into the Scan window for further scanning and/or indexing. These batches are saved locally on your PC until saved to Fort Dox. From the Batches list you can also delete a batch or save a batch into Fort Dox. Each batch has a Status which tells the user the current state of the batch. The following are possible Batch Statuses: - Idle the batch is ready to be loaded and changed or saved into Fort Dox - Incomplete the batch is not ready due to pages not being assigned to documents ( Loose Pages ) or required fields missing - Suspended the batch has been interrupted during the save and needs to be saved again into Fort Dox for total completion - Completed the batch has been saved into Fort Dox and can be deleted - Saving the batch is currently being saved into Fort Dox - Waiting To Save the batch is queued to be saved into Fort Dox Open: The chosen Batch will be loaded into the Scan window for further scanning and/or indexing. 25
Delete: The chosen Batch will be deleted from your local PC. The batch (all documents and index values) will not be saved into Fort Dox and cannot be recovered after deletion. Save into account: The chosen Batch will be saved into your Fort Dox. All documents and index values will be saved into Fort Dox. The Batch will then be removed from your local PC. If another batch is currently being saved, this batch will be given a status of Waiting To Save. Cancel: Returns user to the Scan window Batches can be saved into Fort Dox one at a time. If more than one batch is set to be saved, the batches will be queued up and saved into Fort Dox. When a batch is being saved, you can view a progress window by choosing Tools/Batch Save Status from the menus. The Batch Save Status window will display the currently saved batch using a progress bar and show how many more batches are queued up to be saved to Fort Dox. The Batch Save Status window can be closed and saving into Fort Dox will still continue. Clicking the Tools/Batch Status option will redisplay the Batch Status window. The Stop Saving button on the Batch Save Status window will halt saving to Fort Dox and mark all the batches as Suspended. 4.8 Appending Pages To Saved Documents Appending pages to scanned documents in Fort Dox can be accomplished by using the Fort Dox Viewer. The Fort Dox Viewer can display scanned images by choosing the option Preview TIF files in Fort Dox viewer in your My Profile window/option. By viewing scanned documents in the Fort Dox Viewer, you will not need a native application installed on your local PC and you will have the ability to manipulate and append pages to existing documents. Any documents saved in Fort Dox (only scanned documents/tifs) can be viewed in the Fort Dox Viewer by double clicking the document in the Search Results grid. The Fort Dox Viewer will display all pages as thumbnails and provide a variety of options for manipulating and viewing pages of the document. You have two options to append pages to the end of an existing document: - Scan Pages: You scan pages that will be appended to the end of the document. The scanning will occur as described in the scanning section of this document. All pages scanned will be appended to the end of the document and will be saved with the document. - Import Pages: You import pages that will be appended to the end of the document. The importing of a document will occur as described in the scanning section of this document. All pages of a TIF document will be appended to the end of the document and will be saved with the document. Only scanned documents (TIF) can be imported in the viewer. 26
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5 SEARCHING 5.1 Simple Search Fort Dox provides two methods of searching: Simple and Advanced Search. The Simple Search feature is located on the main toolbar. You can type any text into the Simple Search text box and then click the Search Button to return the results of your search. Any documents containing this text in the Document Name or any Document Type index values will be displayed in the search results. 5.2 Advanced Search The Advanced Search (Search Button) can be chosen from the main toolbar. When Advanced Search is turned on, the left side of the main screen will become a search panel and Simple Search is turned off. The Advanced Search panel can be used to make simple and complex searches on your documents. You can perform searches based on Document Name, Date Created, and Date Modified as well as specific Document Types and their associated index fields. For example, you can choose to find all documents that are of Document Type Contract and have a Contract Number containing 123. All documents matching these search criteria will be listed in the Search Results. In another example, you can choose to find all documents in all Document Types ( Document ) that were created on or after June 1 st, 2006. Only documents you have access to will be displayed. For example, if you search for Contracts and your user login name is not allowed to access Contracts, you will not see any results. The Document Type security is setup by the administrator. 28
6 DOCUMENT ACTIONS When documents are found by searching, the documents are listed in a Results grid. The list of documents will display columns based on the Document Type that was searched on such as Contract. The Results grid will display fields associated with the searched Document Type. Each user can configure the Results grid column in the order they choose. Each user can also sort the documents in the grid by any of the columns. Using the column headers in the grid, you can sort ascending and descending on the resulting documents. For example, if you wanted to sort the search results by Contract Number, you would click on the column header to sort ascending and descending (based on arrows). Each user can configure the Results grid by changing line display and colors in the grid. By checking off these items, you will remove or add lines onto the Results grid. You also can choose the color of the lines in the Results grid. Use right-click on the Results grid to find the Lines option. 29
Each user can configure the Results grid for each Document Type you search on by checking off which fields they want to display in the grid. By checking off each field, you will add that column to the grid. By not checking a field, you will remove that column from the grid. Each Document Type can have different fields displayed in the grid for each user. Use right-click on the Results grid to find the Columns option. The documents listed in the Results grid can be manipulated by the logged in user as described in this section. You can multi-select documents by using (Shift & Click) and (Shift & Control) and perform some actions such as Export, E-mail, Delete, and Convert PDF. Other actions can only be done on a single document selection such as Print and Information. You can choose these options from the Document Toolbar or from the right-click popup menu on the results grid. 6.1 Viewing Documents Any documents listed in the Search Results can be viewed on your local PC by the document s native application. Viewing a document in its native application can be accomplished by double clicking the document in the Search Results grid. For example, if you double click a Microsoft Word document in the Search Results, the Microsoft Word program will be launched and display the document. Native applications (i.e. Microsoft Word, Adobe PDF, etc.) will have to be installed on the local PC in order to view and/or edit documents. By highlighting documents in the grid (Control & Shift), you can select multiple documents. Scanned images or TIF documents can be viewed in the local PC native application or using the Fort Dox Viewer. The Fort Dox Viewer can display scanned images by choosing the option Preview TIF files in Fort Dox viewer in your My Profile window/option. By viewing scanned documents in the Fort Dox Viewer, you will not need a native application installed on your local PC. 30
The Fort Dox Viewer will display all pages in a scanned document as thumbnail images on the left panel. These thumbnail images give smaller views of each page in the document. The right panel will display the selected page. You have various options by selecting pages and right-clicking in the thumbnail panel: - Export Pages: You can multi-select/highlight multiple pages in the thumbnail panel and export them to your local PC. This works exactly like the Export option. - Print Pages: You can multi-select/highlight multiple pages in the thumbnail panel and print them to your default printer. This works exactly like the Print option. - E-Mail Pages: You can multi-select/highlight multiple pages in the thumbnail panel and e-mail them using your default e-mail program. This works exactly like the E-Mail option. - Rotate Pages: You can select one page in the thumbnail panel and rotate and save the page. This allows the user to adjust pages that are not correctly displayed in the document. You can rotate any page 90, 180, or 270 degrees. - Delete Pages: You can multi-select/highlight multiple pages in the thumbnail panel and delete them from the document. NOTE: Deleting pages is permanent. - Enlarge Thumbnails: Choosing this option will make all the thumbnails larger in the thumbnail view panel. - Reduce Thumbnails: Choosing this option will make all the thumbnails smaller in the thumbnail view panel. The Fort Dox Viewer also provides various options in the toolbar at the top of the viewer: - Scan Pages: You scan pages that will be appended to the end of the document. The scanning will occur as described in the scanning section of this document. All pages scanned will be appended to the end of the document and will be saved with the document. - Import Pages: You import pages that will be appended to the end of the document. The importing of a document will occur as described in the scanning section of this document. All pages of a TIF document will be appended to the end of the document and will be saved with the document. Only scanned documents (TIF) can be imported in the viewer. - Rotate: You can rotate one single page 90, 180, or 270 degrees. - Fit To Page: You view the page by fitting the entire page in the window, horizontally fit into the window, or by actual size. - Move: You can click and drag an oversized image around in the viewer and drop it in a location - Zoom Area: You can click and create a box around a specific area in the viewer. Release the box and you will zoom into this area. - Zoom In: You can zoom closer into the page. - Zoom Out: You can zoom further out from the page. 31
6.2 Exporting Documents Any documents listed in the Search Results can be exported to your local PC. By highlighting documents in the grid (Control & Shift), you can select multiple documents. Right clicking will display a menu of document options including Export. Choosing Export from the right-click menu or Toolbar will display an Export options window where you can decide how you want your documents exported. The options are defined as follows: - Export To: You need to choose the directory/folder where the documents will be exported. - Page Range: This option is only for scanned images (TIFFs). You can select individual pages you would like to export instead of the entire document. - Overwrite Documents: This option will overwrite any local documents on your PC if downloading as the same document name. - Convert TIFFs to PDFs: This option is only for scanned images (TIFFs). You can choose to export documents as PDFs (Portable Document Files). - Export TIFFs as Single Pages: This option is only for scanned images (TIFFs). You can export a multipage scanned document as individual one page documents. - Export Indexes: This option will download a Excel XLS file of the data in the grid of documents you chose to download. You can name the index file and also choose to only download the index file without the documents. 32
6.3 Printing Documents You can select a document from the results grid. By choosing Print on the document toolbar or results grid popup menu, you will be sending the document to be printed by your default printer. Documents will be printed exactly as if you did printing from Windows Explorer. 6.4 E-mailing Documents Any documents listed in the Search Results can be e-mailed using your local e-mail program. By highlighting documents in the grid (Control & Shift), you can select multiple documents. Right clicking will display a menu of document options including E-Mail. Choosing E-Mail from the right-click menu or Toolbar will display an E-Mail options window where you can decide how you want your documents e-mailed. The options are defined as follows: - Page Range: This option is only for scanned images (TIFFs). You can select individual pages you would like to e-mail instead of the entire document. - Convert TIFFs to PDFs: This option is only for scanned images (TIFFs). You can choose to e-mail documents as PDFs (Portable Document Files). - E-mail TIFFs as Single Pages: This option is only for scanned images (TIFFs). You can e-mail a multipage scanned document as individual one page documents. 33
6.5 Editing Document Information You can select a document from the results grid. By choosing Info on the document toolbar or results grid popup menu, you will be presented with a window containing this document s information. On the Document Information window, all document data can be edited and saved with the document. The Document Information window contains all document data for editing or viewing by the user. 34
Name: Document Name is usually the main field identifying the document. This is the first field on this window and describes the document and how it will be represented as an exported file name on your computer. Type: The format of the document such as Microsoft Word, PDF, TIFF. Size: The actual file size for this document (in Bytes). Created Date: The date and time the document was saved to Fort Dox (View Only). Modified Date: The date and time the document index data was last edited (View Only). Document Type: The document type is the category or class of this document. This is usually assigned during scanning or import but can be edited here. The Document Type decides which Index Fields (below) will be displayed and editable for this document. Index Fields: The Index Fields of the chosen Document Type will be listed here. In this example, the Document Type is Contract therefore all Index Fields are listed: Company Name, Tax ID, Contract Number, Signed Date, and Vendor Name. All information about the Index Fields will be applied here such as Required Fields and Field Types (Text, Integer, Numeric, and Date). The Document Type Document has no Index Fields and will therefore not have anything listed in the field grid. Clicking OK will save the document information. Name is required and all required index fields must be filled. Cancel will not save any changed information. 6.6 Deleting Documents You can select a document (or multiple documents) from the results grid. By choosing Delete on the document toolbar or results grid popup menu, you will be prompted to permanently remove the selected documents from your account. NOTE: Once documents are deleted from Fort Dox, the documents cannot be recovered. 6.7 Convert To PDF Document 35
You can select a document (or multiple documents) from the results grid. The documents must be scanned images called a TIFF documents. These scanned documents can be converted to PDFs (or Portable Document Format by Adobe). By choosing Convert on the document toolbar or results grid popup menu, the documents will be converted by the system into PDFs. You will see the TIFF (scanned image) document icon turn to a PDF document icon. Now when you export or view this document, you will be using Adobe Acrobat Reader (www.adobe.com) or another Adobe product to view the file. NOTE: Once a scanned document is converted to a PDF, the document can NOT be converted back to a scanned image/tiff document. 36
7 DOCUMENT OCR / FULL TEXT SEARCHING Accounts may have an additional feature called OCR / Full Text Search. This feature must be turned on by Fort Dox. The Fort Dox system will allow uploaded documents to be tagged for OCR Processing. The document images will be scanned and text will be processed and store with the document. If the document is saved as a TIFF (scanned image) then you can use our Fort Dox Viewer to see the document and search for text inside the file. If the document is saved as a PDF document, then you can download and search for text inside the document via Abode Reader software. 7.1 Document OCR Processing OCR stands for Optical Character Recognition. With this option, all scanned documents (TIFF images) can be run through an OCR process before being uploaded into your account. The OCR process will look at each page in the document and try to read all characters on the page. The text that is extracted from the images will be associated with the document inside Fort Dox. Therefore you can search your scanned images by information contained in the document, not just index information. OCR processing should only be used when it is necessary to find documents based on their content. OCR Processing happens after uploading and will be completed on the Fort Dox servers. OCR processing is selected during the Save process. If OCR is optionally turned on for your account, you will see an additional Output Option in the Save area of the Scan/Batches window. 7.2 Full Text Searching Full Text Search is defined as searching for documents based on their content, not their indexed values. Full Text Search can only be accomplished on non-image documents and scanned documents that have been OCR processed. A Full Text Search will be done inside Fort Dox using the Advanced Search panel. The search option Document Text allows you to enter any text that you are looking for inside a document. For example, if you are researching all invoice files in your account that contains the word widget inside the document s text. You would choose Document Text and then enter widget in the value field. Click Search and you will receive all scanned OCR images and non-image documents that contain the word widget. 37
You can also use the Simple Search toolbar option by just typing in any text and clicking find. For example, you could type ABC in the toolbar area and get all documents with ABC in the text. You can also perform full text searching within a scanned OCRed document. By using the Viewer and opening a document, you can type in a word to search for inside the document. The arrow buttons can then be used to traverse through each page containing this text. 38
8 FORT DOX USEFUL HINTS AND TIPS Fort Dox has developed a small list of various hints and tips designed to make your document scanning, imaging, and management experience easier and more efficient. We have also included a few hints regarding use of the application. 8.1 Setting Up Your Document Types Document Type Creation is the key to having an efficient document solution from the start. We suggest taking all different documents from your company and brainstorm how you would like to categorize and search for them. This has nothing to do with the Fort Dox application this is the basis of how you want your business to run most efficiently in setting up and using Fort Dox. Find All Document Categories/Types. You should pour through all of your documents you would like to store inside Fort Dox and try to place each of them into a category. A Document Type in Fort Dox would represent a category of documents. Each document assigned a particular Document Type will then be indexed using the Document Type s predefined index fields. For example, an Invoice Document Type may contain two index fields called Invoice Number and Invoice Date. You must analyze your business documents to define these Document Types and their Index Fields. Doing this upfront will save time and cost later on. For example, if you begin scanning and indexing thousands of Invoices into Fort Dox and later on you decide you need to start indexing also by Vendor Name- this will present many issues such as having to go back and re-indexing possibly thousands of documents. The key is taking the upfront time to make sure you are setting up your Document Types and their Index Fields correctly before beginning your scanning and indexing operations into Fort Dox. Try to limit your indexing fields. If you are indexing a document, you should only need to index the document on the values necessary to find it in a search. For example in my business, our invoices all contain an Invoice Number that we use to find the document in our file cabinet. Sometimes we also use the Invoice Date to find certain documents. Therefore, I can contend that in Fort Dox I need to have an Invoice Document Type with two index fields called Invoice Number and Invoice Date. I do not need to index the vendor s address, amount, etc only the fields I need to find the document. Once I find the document I will have access to this information in the file itself. By limiting the indexing fields, you now create a simpler scanning and imaging process as well as a simpler search interface in Fort Dox. 8.2 Clearing Your Grids If you would like all the grids in Fort Dox to return to their default state, you can hold down the Shift key while doubling clicking on the Fort Dox Desktop Icon. You will then receive this prompt allowing you to clear the grids. By choosing Yes, you will now see the default grid layouts and not the customizations you had made to all the grids in the past. This is useful if new fields have been entered by Fort Dox into a grid or if you do not like your current grid layouts you have prepared. 39