Kewill Imaging Using the Import Imaging Client Publication Date: August, 2008 Last Revision Date: July 29, 2008
Table of Contents Table of Contents...2 Using the Import Imaging Client...3 Concepts and Definitions...3 Prerequisites...3 Installing the Client...4 Starting the Client...5 Common Features...6 Searching and Viewing of Indexed Documents...7 Manual Indexing of Source Documents...15 Reviewing and Routing of Entries for Classification...21 Determining the Imaging Client Version...29 Closing the Imaging Client...29 Imaging-2
Using the Import Imaging Client Introduction The Import Imaging Client is a standalone Java application for viewing and processing Import-related documents in the Imaging system. It provides the following functions: 1. Searching and viewing of Indexed Documents. 2. Manual indexing of Source Documents. 3. Review and routing of entries for classification. Concepts and Definitions Concepts & Definitions Imaging stores two (2) types of document images: 1. Indexed Documents - those that have been associated with an entity. 2. Source Documents - those that have not yet been associated with an entity. An entity is an instance of one of the four (4) Import File Types: 1. IE (Import Entry) - File Type IE is for Import Shipments-related documents. The entity value is an Alliance Import File Number and possibly an Entry Number as an alternate entity value. 2. IC (Import Customer) - File Type IC is for Import Customerrelated documents. 3. IV (Import Vendor) - File Type IV is for Import Vendor-related documents. 4. IM (Import Miscellaneous) - File Type IM is a generic Import File Type that is user-definable and user-extensible via subtype. The subtype ID is the entity. Prerequisites Overview of Prerequisites Before you install Imaging Client on your workstation, your workstation must meet the following requirements: Windows 2000 or above Imaging-3
512 MB RAM or greater 1024x768 screen resolution or greater Sun Java JRE 1.5.6 or above Microsoft Outlook for email functionality Installing the Client Step Action 1 To install the Imaging Client on your workstation, in your Web browser, go to http://{server}:{port}/imaging where {server}:{port} is the Imaging Client deployment server specified by your system administrator. Kewill Download screen: Step Action 2 Click the Download and use the Imaging Client hyperlink on the screen to install the Imaging Client. Imaging-4
Starting the Client Starting the Imaging Client To start the Imaging Client, select the Imaging Client shortcut in the Imaging program group. As the Imaging Client starts, you may briefly see the following graphic on the screen. Imaging Client graphic If the Imaging Client is being updated, then you may also briefly see an update progress screen. After the Imaging Client has loaded, you will see the Imaging Client login screen (below). Imaging Client login screen: Imaging-5
Imaging Client login steps 1. For an Import Imaging login, select the Import radio button. 2. In the User Name and Password fields, enter a valid Import Imaging user name and password. 3. Click the Login button (or press the Enter key) to log in to the Import Imaging Client. Note that the user name and password are case-sensitive. Common Features Common Features Most buttons in the Imaging Client have visible hotkeys to support keyboardcentric users. The hotkey for a button is the underlined letter on the button s label. Pressing key combination Alt-{letter}, where {letter} is the underlined letter on the button s label, is equivalent to clicking the button. For example, on the Back button, the letter B is underlined, so pressing key combination Alt-B is equivalent to clicking the Back button. Some buttons have special hotkeys that are not visible on the button s label. The table below describes these action and special hotkey combinations. Action Zoom In Zoom Out First (first page) Last (last page) Hotkey combinations Alt Plus Alt Minus Alt Up Arrow Alt Down Arrow < (previous page) Alt Left Arrow > (next page) Alt Right Arrow Imaging-6
Searching and Viewing of Indexed Documents Searching and Viewing The Imaging Client provides distinct search filters for finding Indexed Documents belonging to entities of each of the Import File Types. A summary of the steps for searching and viewing documents are outlined on the table below. Import Document Search and View screen: Step Action 1 When you log into the Imaging Client, you will see the search filters for finding Indexed Documents (screen above). If you are working in other modes in the Imaging Client, you can view the search filters for finding Indexed Documents by selecting the Switch to Searching item off the Mode drop-down menu at the top of the screen. 2 The search filter for File Type IE (Import Entry) shown above allows you to find either Indexed Documents associated with one or more Import Entries meeting the search criteria (by clicking the Documents radio button), or Import Entries meeting the search criteria (by clicking the Files radio button). 3 Click the Run Filters button to start the search. If you are doing a Documents search, a list of Indexed Documents will be immediately displayed. Imaging-7
Step Action If you are doing a Files search, a list of Import Entries will be displayed in the bottom portion of the screen. Click the Clear Filters button to clear the search criteria. 4 To display a list of Indexed Documents for an Import Entry, select the Import Entry in the list and click the View Documents button, or double-click the Import Entry in the list. Import Document Search and View screen: Search Filter for File Type IC (Import Customer) The search filter for File Type IC (Import Customer) allows you to find Indexed Documents associated with one or more Import Customers. Click the Run Filters button to start the search. (Click the Clear Filters button to clear the search criteria.) When you click Run Filters, the results of the search will be immediately displayed. Imaging-8
Import Document Search and View screen: Search Filter for File Type IV (Import Vendor) The search filter for File Type IV (Import Vendor) allows you to find Indexed Documents associated with one or more Import Vendors. Click the Run Filters button to start the search. (Click the Clear Filters button to clear the search criteria.) When you click Run Filters, the results of the search will be immediately displayed. Imaging-9
Import Document Search and View screen: Search Filter for File Type IV (Import Miscellaneous) The search filter for File Type IM (Import Miscellaneous) allows you to find Indexed Documents associated with one or more Import Miscellaneous Subtypes. Click the Run Filters button to start the search. (Click the Clear Filters button to clear the search criteria.) When you click Run Filters, the results of the search will be immediately displayed. Imaging-10
Import Document List: Import Document List This screen displays a list of Indexed Documents as the result of a search. Options available on this screen: Sort - Click on a column header in the Indexed Documents list to sort the Indexed Documents list by that column in either ascending or descending order. Back button - To go back to the search filters, click the Back button. Refresh button - To refresh the Indexed Documents list, click the Refresh button. E-mail button - To e-mail one or more Indexed Documents, select the Indexed Documents in the Indexed Documents list and click the E- mail button. Your Outlook send mail screen is displayed with the Indexed Documents as automatically-named attachments. Delete button - To delete an Indexed Document, select the Indexed Document in the Indexed Documents list and click the Delete button. Note: The Delete button is available only if you have been granted the Delete Index privilege. Recall button - To recall an Indexed Document to a Manual Indexing Work Queue for reindexing, select the Indexed Document on the Indexed Documents List and click the Recall button. Note: The Recall button is available only if you have been granted the Recall privilege. Imaging-11
o Submit button - Select a Manual Indexing Work Queue from the Work Queue list and press the Enter key or click the Submit button. To view the workflow history of an Indexed Document, select the Indexed Document in the Indexed Documents list and click the History button. (See sample of History screen below). History Import Indexed Document screen: Imaging-12
Workflow History of an Indexed Document This is the workflow history of an Indexed Document that displays when you click the History button. Image Document List: Workflow History of an Indexed Document To view an Indexed Document, select the Indexed Document from the Indexed Documents List and click the View button (or double-click the Indexed Document in the Indexed Documents list). The Image Viewer screen (below) will display the document. Imaging-13
Image Viewer screen: Image Viewer The following options are available from the Image Viewer screen: To navigate to a particular page of the displayed Indexed Document, either select the page number from the Window droo-down menu, or use the navigation buttons on the toolbar. To change the display size of a page in the Indexed Document, use the Zoom In and Zoom Out buttons on the toolbar. To pan the displayed page of the Indexed Document (when one or both of the scroll bars are visible), you may either use the scroll bars, or click-anddrag the right mouse button when the mouse pointer is over the page. To change the display rotation of a page of the Indexed Document by 90degree increments, use the Rotate button on the toolbar. To return to the Indexed Documents List screen, click the Back button. To print the Indexed Document, click the Print button or select the Print menu item from the File drop-down menu at the top of the screen. To e-mail the displayed Indexed Document, click the E-mail button or select the E-Mail menu item from the File drop-down menu at the top of the screen. Your Outlook send mail screen will display with the Indexed Document included as an automatically-named attachment. To save the Indexed Document to disk, click the Save As button. Imaging-14
Manual Indexing of Source Documents Manual Indexing Source Documents (documents not yet assigned to an entity) that are not automatically indexed by one of the Imaging processes are assigned to Manual Indexing Work Queues (groups or logical divisions of work). Source Documents requiring manual indexing can originate from: 1. Scan Stations (assigned to a Manual Indexing Work Queue by the scanning user). 2. The Fax-to-PAPS processes. 3. Recall of an Indexed Document by an Imaging client user. 4. Fallback to a manual indexing queue from an AutoIndex indexing queue when automatic indexing fails. To view a list of Source Documents awaiting manual indexing in Manual Indexing Work Queues, select the Mode/Switch to Indexing menu item. Import Document Indexing Document List screen: Indexing Note that the Mode/Switch to Indexing menu item is available only if you have been granted the Index privilege. Also, only those Work Queues to which you have been granted access are visible in the Filter by Work Queues list. Imaging-15
The total number of Source Documents in each Work Queue is shown to the left of the Work Queue description in the Filter by Work Queues list. Options available on this screen are as follows: To show the Source Documents for only specific Work Queues, select those Work Queues from the Filter by Work Queues list. Clear all Work Queue selections by clicking the Clear All button. Select all Work Queues by clicking the Select All button. Click on a column header in the Source Documents list to sort the Source Documents list by that column in either ascending or descending order. To refresh the Source Documents list, click the Refresh button. To e-mail one or more Source Documents, select the Source Documents from the Source Documents list and click the E-mail button. Your Outlook send mail screen will display with the Source Documents included as automatically-named attachments. To view the workflow history of a Source Document, select the Source Document from the Source Documents list and click the History button. (See sample History screen below). To work with a Source Document, select the Source Document in the Source Documents list and click the Index button, or double-click the Source Document in the Source Documents list. (See Index results below) Imaging-16
History - Import Source Document screen: History screen The History screen shows workflow history events for the selected source document. Imaging-17
Import Document Indexing Document Viewer screen: Indexing screen The top portion of the Indexing screen shows the pages of the Source Document. The bottom portion of the Indexing screen is an editable grid where you can enter indexing information about the contents of the Source Document. The Source Document may contain more than one entity and/or more than one document. The grid allows you to specify entity and document boundaries, as well as ancillary information such as PAPS Number and classification routing (for Import Entries only). The columns on the grid are described in the table below. Column Heading Description Page The page number of the Source Document. This field is read-only. Entity For File Type IE (Import Entry) - The File Number of the Import Entry. The Entry Number can be entered (see Entry # below) if the File Number is unknown. For File Type IC (Import Customer) A valid Import Customer code. For File Type IV (Import Vendor) A valid Import Vendor code. For File Type IM (Import Miscellaneous) An Import Miscellaneous Subtype ID code. Imaging-18
Column Heading Entry # File Type Description For File Type IE (Import Entry) only: The Entry Number of the Import Entry. This can be entered in addition to or in lieu of the File Number (see Entity above). A drop-down list of valid Import File Types for a document. Doc Type Code The 2-character legacy Import Document Type code for a document. Document Type A drop-down list of valid Import Document Types for a document. PAPS # The PAPS (Pre-Arrival Processing System) Number for an Import Entry. Subtype For File Type IM (Import Miscellaneous) only, a list of valid Import Miscellaneous Subtypes for a document. Suffix Reference # Type Reference # Tag Classification The suffix (if any) of a document. A drop-down list of valid Import Reference Number Types. The Reference Number (if any) of Reference Number Type above for a document. The value of a bar code on a page, generated by the Scan Station BSCAN program. Note: This field is read-only. The Classification Work Queue (if any) assigned to an Import Entry. Delete Specifies pages of the Source Document that are to be deleted when the Source Document is indexed. Rotate The rotation angle of a page, in degrees clockwise. Note: This field is readonly. Confidential Indexing screen The confidentiality of a document. Options available on this screen are as follows: The grid columns can be reordered by using drag-and-drop on the column headers. To navigate to a page in the Source Document, you may do one of the following: o o o select the page number from the Window drop-down menu, use the navigation buttons on the toolbar, or select a row in the grid. To change the display size of a page in the Source Document, use the Zoom In and Zoom Out buttons on the toolbar. To pan the displayed page in the Source Document when one or both of the scroll bars are visible, use the scroll bars, or click-and-drag the right mouse button when the mouse pointer is over the page. Imaging-19
To change the rotation of a page in the Source Document by 90-degree increments, use the Rotate button on the toolbar. Note that the value in the Rotate column in the grid changes to reflect the rotation of the page. To go back to the Source Documents without saving changes to the grid, click the Cancel button. To print the Source Document, click the Print button or select Print from the File drop-down menu. To e-mail the Source Document, click the E-mail button or select E-mail from the File drop-down menu. Your Outlook send mail screen will display with the Source Document included as an automatically-named attachment. To save the Source Document to disk, click the Save As button. To save changes to the grid without submitting the Source Document to the AutoIndex process for indexing, click the Save Changes button. To save changes to the grid and submit the Source Document to the AutoIndex process for indexing, click the Index button. o If the Auto-load Next checkbox is checked (it is checked by default when the Imaging client is started), then the oldest available (not in use) item in the same indexing work queue as the Source Document that you just indexed is automatically loaded into the indexing screen; otherwise you are returned to the Source Documents list screen. Imaging-20
Reviewing and Routing of Entries for Classification Reviewing/Routing When you manually index Source Documents for an Import Entry, you can assign the Import Entry (entity File Number or Entry Number) to a Classification Work Queue (a group or a logical division of work) for later review of its documents. To view a list of Import Entries awaiting review in Classification Work Queues, select the Switch to Classification item from the Mode drop-down menu. The Import Work Queue Routing File List screen will display. Note: The Mode/Switch to Classification menu item is available only if you have been granted the Classify privilege. Import Work Queue Routing File List screen: Indexing screen Only those Work Queues to which you have been granted access are visible on the Filter by Work Queues list. The total number of Import Entries in each Work Queue is shown to the left of the Work Queue description in the Filter by Work Queues list. Options available on this screen are as follows: To show the Import Entries for only specific Work Queues, select those Imaging-21
Work Queues in the Filter by Work Queues list. Clear all Work Queue selections by clicking the Clear All button. Select all Work Queues by clicking the Select All button. Click on a column header in the Import Entries list to sort the Import Entries list by that column in either ascending or descending order. To refresh the Import Entries list, click the Refresh button. To view the classification workflow history of an Import Entry, select the Import Entry in the Import Entries list and click the History button. (See History screen below). To review the documents for an Import Entry, select the Import Entry in the Import Entries list and click the View button, or double-click the Import Entry in the Import Entries list. (See the Import Work Queue Routing Document List screen below). History Import Classifications Entry screen: History screen This screen displays the classification workflow history of an Import Entry. Imaging-22
Import Work Queue Routing Document List screen: Import Work Queue This screen displays the Import Entries for a specific Work Queue selected Routing Document List from the Work Queues List on the previous screen. screen Options available on this screen are as follows: Click on a column header in the documents list to sort the documents list by that column in either ascending or descending order. If reviewing documents for the Import Entry is done, then click the Mark Entry Complete button to remove the Import Entry from the Classification Work Queue. To route the Import Entry to a different Classification Work Queue, click the Route Entry button. The Work Queue Routing pop-up displays: o Select a Classification Work Queue from the Choose Work Queue list and press the Enter key or click the Submit button. Imaging-23
To go back to the Import Entries list, click the Back button. To e-mail one or more documents for the Import Entry, select the documents in the list and click the E-mail button. Your Outlook send mail screen will display with the documents included as automatically-named attachments. To view the workflow history of a document for the Import Entry, select the document in the list and click the History button. (See sample History screen below). To view one or more documents for the Import Entry in a single-page view, uncheck the Detach Page Windows checkbox, select the documents in the list, and click the View button. To view a single document, double-click the document in the list. (See sample Document Viewer below). History Import Indexed Document screen: Imaging-24
Import Work Queue Routing Document Viewer screen: Document Viewer screen Options available on this screen are as follows: To navigate to a page in the documents, either select the page number in the Window drop-down menu, or use the navigation buttons on the toolbar. To change the display size of a page in the documents, use the Zoom In and Zoom Out buttons on the toolbar. To pan the displayed page in the documents when one or both of the scroll bars are visible, use the scroll bars, or click-and-drag the right mouse button when the mouse pointer is over the page. To change the display rotation of a page in the documents by 90-degree increments, use the Rotate button on the toolbar. To go back to the list of documents for an Import Entry, click the Back button. To print the documents, click the Print button or select the File/Print menu item. To e-mail the documents, click the E-mail button or select the File/E-mail menu item. Your Outlook send mail screen will display with the documents included as automatically-named attachments. To save the documents to disk, click the Save As button. If one document is being viewed, then you will be prompted for the location and name of the document file. (See Save Image to File screen below). Imaging-25
Save Image to File screen: Save Options pop-up: Save Options pop-up screen If more than one document is being viewed, then you will be prompted for a method of saving the documents. To save the documents to a common location with automaticallygenerated file names, select Choose Directory from the drop-down list. You will be prompted for the location. Imaging-26
Save Image(s) to Directory screen: Save Image(s) to Directory screen To be prompted for the location and name of each document file, choose Save Individually from the drop-down list. Multi-Page View option To view one or more documents for the Import Entry in a multi-page view: 1. Check the Detach Page Windows checkbox. 2. Select the documents in the list, and 3. Click the View button. 4. To view a single document, double-click the document in the list. Imaging-27
Import Work Queue Routing Document List screen: Multi-Page View option Options available on this screen are as follows: To change the display size of a page in the documents, use the Zoom In and Zoom Out buttons on the document page s toolbar. To pan the displayed page in the documents when one or both of the scroll bars are visible, use the scroll bars, or click-and-drag the right mouse button when the mouse pointer is over the page. To change the display rotation of a page in the documents by 90-degree increments, use the Rotate button on the document page s toolbar. Imaging-28
Determining the Imaging Client Version Imaging Client Version To determine the version of the Imaging Client and the JRE, select the About Imaging item from the Help drop-down menu to display the Information screen. (See sample About Imaging Client screen below). About Imaging Client screen: Closing the Imaging Client Closing Imaging Client To close the Imaging client, either select the Exit from the File drop-down menu item or click the Red X button at the top right corner of the Imaging Client screen. Copyright 2008 by Kewill plc [last revision date: 08/06/08] Imaging-29