SMARTSEARCH USER GUIDE
Contents
1. 12 DATAA CAANG 13 LUSTING SEAR CHIE S ASE 14 SEARCH REFRESH SHOR T CUT 16 TABBED DOCUMENT 16 INTERFACE 16 THE DOCUMENT VIEWER Sees Sees 18 VIEWING DOCUMENTS FROM THE RESULTS GRID 18 THUMBNAILDOCUMENT PREVIEWS 2 gia digs he a AA 19 19 ANNOTATIONS 21 ANNOTATION FORMATIING 23 REDACTION COLOR CHANGE a a 24 CUSTOM STAMP CREATION 24 N E E AA E EA A EI A 26 ER AE AE 26 DOCUMENT EDINN a a 28 VIE RR GIN2. Fig 3 19 SmartSearch Admin User Guide 24 Page Accessing Stamp Management as a User 1 To manage stamps as an end user navigate to the styles section on the Annotations Tab All stamps created deleted or edited here will only impact the user who made these changes Figure 3 20 SmartSearch Document Viewer Iwo Highlight Redact Note Sign Stamp P a Fig 3 20 2 After clicking on the manage stamps icon a window will appear which contains a list of the currently available stamps Figure 3 21 To the right are three buttons to add a stamp edit a stamp or delete a stamp Manage Stamps Edit system wide stamps Changes made to stamps from this dialog will be made for all users 1 2 Completed gt Dre r2 Duplicate Important Paid Personal Fig 3 21 Adding a stamp 1 To add a stamp select the Add Stamp button The Edit Stamp Value Screen Figure 3 22 will appear allowing to create custom text for your stamp 3 Click OK to save the custom stamp pa Edit Stamp Value Stamp Text Variables Fig 3 22 Inserting Variable Stamp Data As an option variable data can be inserted into the custom stamp text Figure 3 23 Options include the Users Name 5 Data 5 Time or 5 date and time Approved by LFord 10582 AM INVOICE Gasper Light The Brew House eserve Terrace Fig 3 23 1 Begin by entering your c
3. Search Explorer Browse Accounts Payable Three Way Match Cost Center Browse Invoice Fig 2 27 Note The Search Explorer supports searching for document across the entire database by presenting root level searches created from the Archives folder Accessing the Search Explorer from the System Tray Once a search has been run users can access the Search Explorer from the system tray even when SmartSearch has been minimized This is a convenient means for accessing your stored searches within SmartSearch while working in other applications 1 Double click the SmartSearch Search Explorer icon in the Window System Tray Figure 2 28 2 The Search Explorer will open allowing you to select a Search from the Explorer interface Customize Ar g Fig 2 28 SmartSearch Admin User Guide 17 Page The Document Viewer Viewing Documents from the Results Grid Results of documents found using a search are returned to the results screen in the Home tab of the main screen of SmartSearch listed in descending order of date entered into the system The key field indexes for the searched Archive appear in the search results screen as header column names If the header columns are not in an order useful to the user they can click and hold the mouse button down on any of the column header names and drag that column to the right or left releasing the column in the order that is more conducive t
4. SmartSearch Admin User Guide Version 3 8 2014 Square 9 Softworks All rights Reserved The copyright for all material provided herein is held by Square 9 Softworks None of the material may be copied reproduced distributed republished downloaded displayed posted or transmitted in any form or by any means including but not limited to electronic mechanical photocopying recording or otherwise without the express written permission of Square 9 Softworks Table of Contents WELCOME sau csuuses sasioulaeaseuscnueetuscevesnusenpeseewanwess uy das cenwesuecuveasasecssuscauees 3 4 INDEXING DOCUMENT A A aneceueuesaseuavawassnavaweceueseeecunevecesakavasseauavecuues 7 INDEXING INBOX 7 REFRE RLON E T onan ee nmans 8 INDEXING DIRECTLY IO AN ARCHIVE aevmasucvacabaccorsansadieucads depen A RA AAN aevaeaudvaoaleccarveaciadce 9 AUTOMATIC POPA TON OF EMAIL INDEX FIELDS 11 WEY EREE INDEXING
5. Fig 1 6 SmartSearch Admin User Guide 5 Page 4 Any index fields which caused the failed import will have an error message to the right of the data Figure 1 7 Index Fields Proof of Delivery Customer Name True Blue Eatery Invoice Date 01 25 2013 Invoice Number 23451 Invoice Amount 39 448 16 Fig 1 7 Correct any erroneous data or to accept the contents of a field simply tab off of it Save the changes or close the document if the Auto Save option has been selected The corrected document will be automatically removed from the Document Errors tab Once all documents have been edited or accepted the status of the batch will change to Manually Completed Deleting Document From the Batch Manager interface click on one of the Batches displayed which contains a record to be deleted Click on the Document Errors tab Any document within the batch which failed to import will be displayed Click on the record to be deleted to highlight it Click the delete Record Button on the right side of the window Figure 1 8 PEPR Document Errors Batch History Document ID Batch ID File Path Error Fig 1 8 SmartSearch Admin User Guide 6 Page Indexing Documents Indexing from an Inbox 1 Any document residing in an Inbox can be indexed into an Archive Select one or more documents from an Inbox results grid and click the Index Document button in the Documents section of the Home tab Figure
6. Turn thumbnail viewing or off by checking the Display Thumbnail Viewer option Turn index field viewing on or off by check the Display Index Fields option Automatically save any changes to the document or index data without clicking Save or being prompted upon close by checking the Automatically Save Document Changes option Cut rather than Copy pages from your document when dragging thumbnails to another record by selecting the Delete Pages from Source during Drag amp Drop Burst option Documents being converted to PDF will automatically be saved as Black and White images when selecting the Convert Pages to Black amp White during PDF Conversion option Automatically display document properties selecting the Expand Document Properties Panel option Update Index Data Immediately on Save displays updated data as soon as you save the document Show Image Thumbnail in Result Grid will show a thumbnail image of the document when mouse is over the index data Continue to Key Free into Table Fields will continue key free into the tabular data fields once the indexing is done in the index fields Do not save changes to CAD drawings if selected upon close SmartSearch will not automatically save changes to CAD drawings when this box is selected Note These settings are workstation specific and will be retained indefinitely Making modifications to how the viewer is displayed impacts all viewing sessions going forward Accessing Document
7. 3 Begin free form typing your text in the Notes field Note Sticky notes can also be based on a template This means if you want a note to contain the same basic information every time it is placed on a document you can create a template file on the C Drive of the workstation Create the file in c getsmart note_template txt Anything in this text file will be the default text for any note annotation place on a document using the current workstation Signature SmartSearch offers a unique signature feature for embedding images into other documents 1 After clicking the Sign button the user will be prompted to select an image 2 Select the image file of the signature you wish to insert 3 The signature may be sized accordingly by double clicking the image to activate it and stretching its handles 4 The signature be made permanen by right clicking on an activated signature and selecting Burn Note While this feature is most commonly used for embedding an electronic copy of a user s signature any image may be embedded within another image using this annotation type Choose the image and click on the current document page where you would like the signature or other image to be placed Stamps A variety of electronic business stamps are provided for use in the SmartSearch viewer 1 Stamps are accessible by selecting the Stamp feature on the annotation toolbar 2 This will provide a drop down of the available stamps 3 T
8. Rotate 180 8 Zoom Select J Doc Fig 3 9 e The output feature is located in the Output ribbon control Figure 3 10 Here the documents can be printed using any printer device and available features The document can be emailed out as an attachment to an MS Outlook message The Launch feature will launch images that have been saved in the text based application formats such as Word Excel or Outlook messages into their native applications where changes can be made and saved back into the SmartSearch database SmartSearch Document Viewer Hits ie G Rotate Left TESE e Deskew Page Free Rotate Right Z om Fit To Widt Newt 7 0 Page 2 Data XChange J Rotate 180 In Out Zoom Sele j D Doc f Crop Page C Duplicate Document 3 10 SmartSearch Admin User Guide 20 Page e Navigation between multiple documents selected is done by using the Next Doc and Previous Doc arrows Figure 3 11 A label below the arrows indicates what document is being viewed in the sequence selected SmartSearch Document Viewer Rotate Left Free Rotate Right Fit To Width 9 2 Data XChange ISET ek a Fig 3 11 e Controls to correct documents that were brought into SmartSearch are available in the Enhancements ribbon Figure 3 12 Features like De Skew Page De Speckle Pa
9. Orders Documents Data Delete files after import ae canes Fig 2 7 SmartSearch Admin User Guide 9 3 Clicking on the Add button Figure 2 7 will allow you to browse out to the directory and select the folder that contains the documents you want to import Select the documents by either highlighting individually using the mouse button and Control Ctrl key or select all by depressing the Shift key Select Open and these documents will be listed for import in the Import Documents screen Fig 2 8 Select files for import Search Results in Desktop 1 Data_Sheet_GlobalForms_2013 NORWALK R2realbiz NOVEMBER 2 Ly 2014 Exhibitor Contract Registration Report_11_1_13 ry NewCS ShopRitefni SmartSearch_Version_3_6 Whats_Ne Exhibitor Sponsorship Guide 2 Hyatt Menu Solutions Guide harp Non Disclosure Agreement 2013 Standard Beer Distribution Agreem Application for Employment Staff_Care Hire to Retire W 4 Fillable Hire to Retire 1 9 Fillable Tech_Brief_increasing indexing Effic ly EStGN_UETA_Compliance_2013 05 10 Data Sheet Work XChange quickbooks v Supported Files Open Fig 2 8 4 Once the documents are listed you have the option of deleting the original documents in the directory folder by clicking on the box provided in the bottom right hand corner Figure 2 9 of the Import Document window By selecting this
10. and a thumbnail of your document will be presented Figure 3 4 2 Double click on the line of data and the document will open in the SmartSearch viewer Viewer Controls e Documents selected through the methods described above are opened by selecting the Open Document button in the Selection ribbon Figure 3 5 SmartSearch Document and Content Management 2 Merge Documents 3 Delete P Viewin Acrobat I Move Document amp Document History 8 gt Export Data to Excel 22 Email Fig 3 5 e The SmartSearch Viewer has a number of options available to the user Figure 3 6 accessible through the view window options control panel at the top of the viewer SmartSearch Document Viewer W 4 Rotate Lett Page Print Document Pan Rotate Right pe Fit To Vadth Email Rotate 180 04 ai Zoom Select Doe Index Fields Purchase Orders Vendor Grew Shop PURCHASE ORDER SmartSearch Admin User Guide 19 Page e Images with multiple pages are displayed in the Thumbnails window located on the left hand side of the SmartSearch Viewer Pages can be displayed by selecting the advance or back arrows in the first section Figure 3 7 of the main ribbon control of the viewer Moving to pages in larger documents can be accomplished by using the Jump To feature by typing the page number to jump to and the view will bring up that page
11. and the DX button is pressed the current document will be updated with data that matches the employee number If the employee number and employee name are keyed then both fields must be matched in order to update the current document If no other records are found that match the data keyed in both fields an error will be displayed indicating no match was found Figure 2 21 Data XChange Gp There was no matching data Fig 2 21 Using Searches 1 To use a search right mouse click on the Archive you wish to search You will be presented with a drop down options list which includes a label for Searches select searches and a list of pre defined searches for that Archive will be provided Figure 2 22 Select the search you would like to run GetSmart Browse Accounts Payable Archive Properties Three Way Match Document History Cost Center Sort Browse Invoice Reset Column Order Fig 2 22 SmartSearch Admin User Guide 14 2 The search box will appear in the middle of the search results screen prompting the user for data specific to what they are looking to find The user can supply one key field of data and have a broad search of the Archive or can enter multiple fields of data and narrow the search base on the information provided Figure 2 23 a Enter Search Criteria OK Cancel Fig 2 23 Note If one of the fields was created to be a type ahead pick list that function carries over to the s
12. exporting documents only the user has the option to name the file using field value from the drop down box available on the right Export Documents Export Path Export Documents Only File Options Convert Documents to PDF Name Exported File using Field Value Field Approval Status Export with CSV Data File CSV File Name String Delimiter Fig 5 10 5 In addition exporting with a CSV data file is an option A user can select this option choose a name for the CSV file and choose the delimiters that will appear in the CSV file The defaults are a quote for String Delimiter and a comma for Field Delimiter Figure 5 11 Export Documents Export Path Export Documents Only File Options Convert Documents to PDF _ Name Exported File using Field Value Field Ap proval Status Export with CSV Data File CSV File Name String Delimiter Fig 5 11 6 Once the options are selected click OK to begin the export SmartSearch Admin User Guide 35 Page
13. feature once the documents are imported to the SmartSearch Archive they will automatically be deleted and no longer be available in that directory folder a Import Documents Purchase Orders Documents Data C Users ford Desktop S9S ssmedia AIO ARCDIR Archive SSDB_LegalDemo Policies 00 00 00 0000 a C Users ford Desktop S9S ssmedia AIO ARCDIR Archive SSDB_LegalDemo Policies 00 00 00 0000 C Users ford Desktop S9S ssmedia AIO ARCDIR Archive SSDB_LegalDemo Policies 00 00 00 0000 C Users ford Desktop S9S ssmedia AIO ARCDIR Archive SSDB_LegalDemo Policies 00 00 00 0000 C Users ford Desktop S9S ssmedia AIO ARCDIR Archive SSDB_LegalDemo Policies 00 00 00 0000 C Users ford Desktop S9S ssmedia AIO ARCDIR Archive SSDB_Banking Deposit Services Signature C Users ford Desktop S9S ssmedia AIO ARCDIR Archive SSDB_LegalDemo Legal Court Notices 00 C Users ford Desktop S9S ssmedia AIO ARCDIR Archive SSDB_LegalDemo Legal Court Notices 00 C Users ford Desktop S9S ssmedia AIO ARCDIR Archive SSDB_LegalDemo Legal Exhibits 00 00 00 C Users ford Desktop S9S ssmedia AIO ARCDIR Archive SSDB_Banking Loans Applications C Users ford Desktop S9S ssmedia AIO ARCDIR Archive SSDB_Banking Loans Applications Matche C Users ford Desktop S9S ssmedia AIO ARCDIR Archive S9DB_Banking Loans Applications Matche C Users ford Desktop S9S ssmedia AIO ARCDIR Archive S9DB_Banking Loans Applications 00 00 C Users ford Deskt
14. flag bound Figure 2 16 to the mouse cursor with the text of the first index field within it li Be eer nt oe Fig 2 16 3 As the mouse cursor hovers over text elements on the page notice that the text the cursor is hovering over becomes highlighted and the cursor flag expands to show the text Figure 2 17 9875 Document INVOICE Fig 2 17 Note The field indicated in the cursor flag is bound to the field highlighted in the indexing window of the document viewer Figure 2 18 Vendor Name Check Number Fig 2 18 4 If you click on the desired word that data will be transferred into the highlighted index field The cursor flag and the highlighted field will move to the next field in the indexing window You may continue to click words to fill the rest of the index fields with the appropriate data When the last field is indexed the document viewer will come out of KFI mode and standard viewer functions will become available Note Clicking the Pan button in the Orientation section of the Viewer tab will exit mode at any time SmartSearch Admin User Guide 12 Page 5 If you click and hold the left mouse button you can drag a box over multiple words and all words will be displayed in the Cursor flag Letting go of the left mouse button will send all highlighted data into the active field To select multiple words that not in sequence use the Shift key while clicking
15. the printable margins of the selected printer This feature is most commonly used when the documents scanned are larger than 8 5 x 11 and that is the default paper size in your printer Examples of where this might be needed are when your original documents are legal sized or wide format images like blueprints and other engineering drawings Fit To Page will scale the image to fit on a page regardless of the size of the source image Figure 5 2 e Print With Annotations Use this option to turn annotation printing on or off When this checkbox is checked annotations will print on the image as it is printed Be aware that when printing annotations you may be covering relevant data that will not be viewable Figure 5 2 To change the printer click the Settings button A standard Windows printer dialog window will be displayed allowing you to change the printer selection Use this area to configure any custom printer settings like hole punching stapling duplexing color printing or any other print options your specific printer might offer This dialog may appear different depending on the version of Windows you are using and the type of printer SmartSearch Admin User Guide 31 From the Document Viewer When printing from the document viewer only the current document displayed can be printed When printing from the viewer additional print options are available By clicking Print Document button in the Output section of the
16. 2 1 SmartSearch Document and Content Management in Acrobat Documents 4 Export Data to Excel Ej Import Data amp Documents pana Fig 2 1 2 You will be immediately prompted to select an Archive to index the document s into Figure 2 2 Select an Archive Archives Accounts Payable Accounts Receivable al 3 The Document Viewer will open and allow for the indexing of the document based on the fields available for the selected Archive If multiple documents are selected for indexing as each document is indexed and saved it will be removed from the viewer Window and you will be automatically moved to the next document Note If the auto save feature is turned on it is on by default the save button does not need to be clicked You may use the Next Doc button on the Document section of the Viewer tab to move to the next selected document which will auto save the current one 4 From the main page click on the SmartSearch logo bubble in the top left hand corner and the Options button will appear on the bottom of the menu window Figure 2 3 385 Register Z Database Select Version 3 7 1 212 E Fig 2 3 SmartSearch Admin User Guide 7 5 Check the Automatically Save Document Changes option to turn auto save on or off Figure 2 4 Application Settings General Options Search Options Data XChange Options
17. GOOG UII EIN TS 28 DOCUMENT APPENDING 28 DOCUMENT BURS 29 REPLACING PAGES FROM THE THUMBNAIL VIEW 30 DOCUMENT OUTP ine ea 31 PRINTING E AXING 31 33 EXPORTING DATA E AE A E 34 EXPORT NO OO COMEN S mane ends 34 Welcome Congratulations on your purchase of the SmartSearch Enterprise Content Management suite and welcome to the world of office automation From small businesses to Fortune 500 companies organizations like yours are relying on SmartSearch to manage documents electronically and streamline their workflows as they eliminate inefficient paper based filing systems The team at Square 9 Softworks would like to thank you for purchasing SmartSearch and emphasize our commitment to helping you achieve your paperless office objective Our team wo
18. Properties from the Viewer Common questions like document file type can be answered quickly by accessing the Document Properties from within the Viewer in Revision Controlled Archives With Revision Controlled records not only can the Document Version be determined by accessing the Document Properties but also who has a document checked out To access the document properties simply select the Properties tab in the lower right corner Figure 3 28 Fig 3 28 SmartSearch Admin User Guide 27 Page Document Editing Merging Documents SmartSearch provides a unique feature in its ability to take multiple records and merge them into a single file for easy distribution Records can be merged from either an Inbox or Archive from the Home tab of the main interface 1 Begin by selecting the records to be merged from either an Inbox or Archive 2 Select the Merge Documents Function Figure 4 1 from the Home tab interface 3 You will be prompted for a location for the newly merged record to reside If merging from an Inbox this will be any other Inbox If merging from an Archive the record can be placed into any Archive 4 Click OK and the selected files will be merged into a new record Note The original files will be retained in the system A new file will be created which represents the original files in the order which they appeared in the document viewer Documents merged from the Inbox will be indexed with the metadata from the f
19. Scanner Options Viewer Display j Display Thumbnail Viewer Display Index Fields Expand Document Properties Panel Miscellaneous _ Show Image Thumbnail in Result Grid Indexing _ Update Index Data Immediately on Save Do Not save changes to CAD drawings _ Continue Key Free to Table Fields Convert pages to black and white during PDF conversion Delete pages from source during Drag amp Drop Burst Fig 2 4 Note When the auto save feature is on clicking Next Doc will save the document to the selected archive even if no index data has been entered When auto save is on do not click Next Doc unless you intend to commit a document to the Archive Closing a document that is setup for indexing has the same effect as clicking Next Doc If you have a document setup for indexing and do not wish to commit it to an Archive turn off auto save This impacts the document currently displayed in the document viewer If you have selected multiple documents and close the document viewer only that first document will be indexed If multiple documents were selected for indexing and a particular document should be indexed to a different Archive you can quickly change to the correct Archive from the SmartSearch Icon menu Choose Index Document from the menu and you will be prompted with the Archive selection window This same process is available when documents are opened from an Inbox via the Open Doc button on t
20. Viewer tab clicking the print icon in the Quick Access Toolbar or using a Control Ctrl P keyboard shortcut the Print Documents dialog window will be displayed From this window you will have all the options described in the section above in addition to the ability to print specific pages of the document if you are viewing a multi page document 1 Notice that the Current Page and Range options are now available on the Print Documents window With Current Page selected only the page currently displayed in the viewer will be printed With Range all pages in the specified range of pages i e pages 2 through 5 will be printed Figure 5 3 Print Documents Fit To Page Fig 5 3 2 A final printing option Print Selection Figure 5 4 is available by clicking the down arrow on the right of the Print Document button This option is commonly used when a user needs to print only a small portion of a document as is the case when working with engineering drawings or certain types of medical records Print Document 3 7 93 Print Selection Doc Y Fig 5 4 3 Click the Print Selection sub menu item and the mouse cursor will change to a cross hairs icon Use the mouse to draw a box around a specific area of the image Click and hold the left mouse button and drag the mouse cursor to the bottom right of the area you wish to select Figure 5 5 You will see a box drawn around the area which can
21. be resized as long as you keep the left mouse button depressed Release the left mouse button and the Print Documents dialog will be displayed and the Selection option will be enabled SmartSearch Admin User Guide 32 Page 4 Clicking the Print button will print just the specific area selected on the current page You may wish to turn Fit To Page Figure 5 6 off when printing selections of a document This option will enlarge the selected area to fit to the page settings defaulted by your selected printer and may distort the image or cause it to lose quality Print Documents Pine w h Arta Fig 5 6 Emailing Documents SmartSearch is tightly integrated with Microsoft Outlook for outbound messaging Documents can be emailed from the results grid or from the document viewer window When emailing from the results grid a user can email multiple documents and attach them to a single mail message When emailing from the document viewer only the document currently being viewed can be sent All outbound documents are attached as PDF files regardless of original file format Documents emailed out of SmartSearch may be sent with or without annotations It is important to note that when emailing documents with annotations the annotations are burned into the image prior to the document being attached to a mail message Because the annotations become a permanent part of email files the annotations cannot be moved an
22. cluding While DX does not eliminate data entry it can dramatically reduce it by requiring the manual keying of only a single key data element A prime example of where DX might be used is in an Accounts Payable scenario Prior to receiving an invoice for services rendered a purchase order is generated If the PO has been scanned and indexed into SmartSearch when the invoice arrives it can be scanned and indexed only by PO Number All other information can be pulled automatically from the PO Document that has already been indexed Optional settings Figure 2 19 are available to configure how the Data XChange feature of SmartSearch operates and searches for data Click on the SmartSearch interactive icon on the home page and selecting Options Select the following options based on your Data XChange needs e Search Current Archive To search on Index data of documents in the same Archive e Search Parent Archive To search on index data located in Archives which reside in the parent folder e Search Sibling Archives To search on index data located at the same nested level as the current Archive amp Application Settings General Options Search Options Data XChange Options Scanner Options Data Source Options v Search Current Archive v Search Parent Archive V Search Sibling Archives Search System Fields Overwrite System Fields Append To MultiValues Fig 2 19 Smar
23. d in certain circumstances might cover data thereby making it inaccessible in the emailed copy Be sure that your annotations are not covering any critical data when emailing with annotations From the results grid 1 To email the document s from the results grid select the document s to be sent and click the Email PDF button Figure 5 7 in the Collaboration section of the Home tab When clicked a sub menu will be displayed allowing the user to choose whether the document should be emailed with or without annotations 2 Next choose one of the two emailing options Annotations or No Annotations Once an option is selected SmartSearch will create a new Outlook mail message and attach the selected document s as a PDF a Ifthe user clicks on the either the No Annotations or Annotations drop down the document will automatically be attached to the email message as a PDF with a default name of Square9 0000 b Optionally the user can slide right to expose a list of the index fields for that document The PDF to be attached to the email message will be named with the value of that field for easy identification J Viewin Acrobat 7 b Ly Export Data to Excel a SmartCapture Vendor Name Annotations PO Number PO Amount PO Amount PO Date 5243 04 Cost Center 1 310 72 Requisitioner 3 798 45 Vendor Email Fig 5 7 SmartSearch Admin User Guide 33 From the Document Viewer To email from the docum
24. der 3 1_Square90000 pdf appended to doc 22 of folder 4 Fig 4 4 Document Bursting Document Bursting supports either the copying or cutting of a pages or pages from a source document through a simple drag amp drop process As one or more pages are pulled from the thumbnail viewer via a drag and drop operation those pages will be removed from the source document A user setting within the Viewer Window tab of the Application Settings screen Figure 4 5 determines whether pages will be copied or cut from the source Check the Delete pages from source during Drag amp Drop Burst checkbox to tell SmartSearch that pages should be deleted by default during a burst operation a Application Settings General Options Search Options Data XChange Options Scanner Options Viewer Display Indexing v Display Thumbnail Viewer V Automatically Save Document Changes v Display Index Fields _ Update Index Data Immediately on Save _ Expand Document Properties Panel Do Not save changes to CAD drawings Continue Key Free to Table Fields Miscellaneous Show Image Thumbnail in Result Grid Convert pages to black and white during PDF conversion v Delete pages from source during Drag amp Drop Burst Fig 4 5 To Burst a Document 1 Select the page s from the source document by highlighting the appropriate thumbnails 2 Drag the thumbnails to eithe
25. e information for each file will be displayed in the main form c Any information placed in the Import Document Form will be used instead to index the file s Import Documents Correspondence Lauren Ford Subject BH Purchase Order Date Captured 12 13 2013 Description Fig 2 11 SmartSearch Admin User Guide 11 KeyFree Indexing KeyFree Indexing allows for key less data entry with an extremely easy to use point and click interface is especially useful in low to moderate volume unstructured document environments like sales order processing and accounts payable applications 1 To start indexing with open any document for indexing as you normally would With the document open and ready to index click the KeyFree button Figure 2 15 on the Indexing section of the Viewer tab SmartSearch Document Viewer Viewer gt 7 Rotate Left 5 Fit To Page 2 Print Document NG evious Next Pan Email F Rotate Right Z om Fit To Width Rotate 180 In Out Zoom Select Doc Fig 2 15 Note KFI can also be used with documents that have already been indexed In this case you can skip the indexing setup steps and go directly to clicking the KeyFree button 2 The KeyFree button will prepare the document for KeyFree Indexing After a brief setup cycle the mouse cursor will change when it is inside the document viewer Notice that there is a
26. earch when it is created To use this feature type the first letter of the data you are looking to provide in that field and the user will be presented with a pick list An example would be Document Type Figure 2 24 Enter Search Ortena Coat Genter Product Une Apar oe E 4 Fig 2 24 3 Either way the documents found that match the provided data will be returned to the results screen in a list format for selection Figure 2 25 Accounts Payable 5 Items Cost Center Approval Status Product Quantity Unit Price Extended Price Research amp 02 Pending Boiling Pot Research 02 Pending Large Stirring 5 3 Research amp 04 Declined Bottle Caps 570 Research 03 Approved Bottle Capper 13 Research amp 03 Approved Fermenters w 4 Fig 2 25 The Search Results Screen The Search Results Screen provides a list view of all documents retrieved with a search In the results screen you can be Select Open Move and Index any of the documents in the results viewer Users may also adjust the order of the columns by clicking on the data header and dragging it to the preferred position The column width can also be adjusted to individual preferences by dragging and dropping the dividing line between columns as desired SmartSearch Admin User Guide 15 Page Note All changes to the result grid are ba
27. easily configured so that Outlook Email message msg eml files will automatically populate specifically named Archive Fields with the respective information from the file itself Once configured emails which are either imported or drag and dropped into SmartSearch will be handled in the same manner Starting in version 3 8 0 0 SmartSearch will now capture the sender s email address as well as their name A new field must be added to the archive with the label FROM ADDRESS to capture this information To set up the auto population of email index data 1 Create the email property fields you wish to capture within the field library A list of available fields is presented below TO FROM FROM ADDRESS CC SUBJECT ATTACHMENTS DATE CAPTURED DESCRIPTION Note The names of the email fields are case sensitive and the colon is essential 2 Create an Archive using the email property fields you wish to capture Non email property fields can be used in tandem allowing the user to have some fields auto populate from the properties and some indexed manually or through other SmartSearch utilities 3 Emails dragged and dropped or imported to this Archive will now automatically capture data from the selected email properties It is important to note that a If only one file is being imported the information will be displayed in the Data tab of the Import Document Form Figure 2 11 b Ifmore than one file is being imported th
28. eds a pre set character limit is cut off Deleting a Batch There are times when deleting a batch is required This is especially true during initial testing of the system To delete a batch 1 Select the Delete Batch button at the top left of the batch manager Figure 1 4 Mj Delete Batch PQ Errored Batches Date 12 11 2013 3 45 PM Fig 1 4 2 Confirm your intention to delete the batch Figure 1 5 Note that deleted batches cannot be recovered Warning i Deleting a batch can not be reversed and will result in the batch being removed from the batch history Are you sure you wish to delete the selected batch Cancel Fig 1 5 Editing Document Data Documents may be edited to correct inaccuracies in the index data which caused them to fail during the import process This could be due to a low confidence level in the OCR results data truncation or mismatched data types as just a few of the most common examples To edit the index data of a document in the Batch Manager 1 From the Batch Manager interface click one of the Batches displayed which requires editing 2 Click the Document Errors tab A list of any document which failed to import will be displayed 3 Double click on any record to open it in the document viewer or highlight the record and click the Edit button Figure 1 6 on the right side of the window Document Errors Batch History Document 10 Batch ID File Path Error
29. ent viewer the process is virtually identical to that of emailing from the results grid Remember when emailing from the viewer only the document currently in view can be attached to a mail message Click the Email Doc button Figure 5 8 in the Output section of the Viewer tab and choose whether the document should be attached with our without annotations A new mail message will be opened with the document attached as PDF From the viewer users also have the option of emailing All Pages the Current Page or a Range of pages This is accessed by selecting Email Pages when the Email Doc options are presented Vendor Name Annotations PO Number Email Pages PO Amount PO Date Cost Center Requisitioner Vendor Email Fig 5 8 Exporting Data For users that want to perform complex analysis on data in SmartSearch or for those who need more complex sorting and grouping capabilities on the data SmartSearch offers a fast and efficient means for exporting results into Microsoft Excel Only the active tab will export and only items that have been checked will be included in the data file To Export Record Data 1 Choose the Archive that contains the index data you would like to output 2 Select the items by placing a check in the box next to the item to be exported 3 Click the Export Data to Excel button Figure 5 9 located in the Collaboration section of the Home tab SmartSearch Document and C
30. ge and Crop Page to straighten remove random bits and remove poor quality edges around a document if necessary Note These enhancements are only available with B amp W TIF images SmartSearch Document Viewer Hits 7 Rotate Left 2 Rotate Right Fit To Width Rotate 180 int a Fig 3 12 The last panel in the controls window handles options for indexing documents like KeyFree indexing and Data XChange refer to section on Indexing Documents Duplicate document assists in indexing multiple copies of documents that may have similar index values except for 1 or 2 key field indexes where multiple copies need to be placed in the SmartSearch database Figure 3 13 Indexing the first copy either by hand keying or KeyFree then hitting the Duplicate Document feature will place a copy of the document with the current key field values into the database and retain the image on the view screen to indexed with the different key fields if necessary SmartSearch Document Viewer lie Rotate Left ws gt Fit To Page Print Document lt Rotate Right Fit To Width in pe Fig 3 13 Annotations SmartSearch offers a number of annotation capabilities for marking up and commenting on documents in an Inbox or an Archive Annotation abilities include e Highlighting e Redaction e Post It Style Sticky Notes e Signature Any document in SmartSearch can be annotated including
31. he Documents section of the Home tab This is important when using annotations specifically if you do not intend to have annotations as permanent on the document Index Refresh on Save This feature forces the index data to be refreshed from the database after the document has been saved Since documents saved to an Archive from an Inbox are automatically removed from the current viewer this feature is only of use when working with documents in an Archive Figure 2 5 Application Settings General Options Search Options Data XChange Options Scanner Options Viewer Display Display Thumbnail Viewer Display Index Fields Expand Document Properties Panel Miscellaneous Show Image Thumbnail in Result Grid Convert pages to black and white during PDF conversion Delete pages from source during Drag amp Drop Burst SmartSearch Admin User Guide Indexing Automatically Save Document Changes _ Update Index Data Immediately on Save _ Continue Key Free to Table Fields Fig 2 5 8 Page By forcing the data to be refreshed from the database the feature allows customers to have database side validation triggers that can be used enforce data integrity In an accounts payable application a user could key in an invoice number and save the document An On Update trigger can be written to validate that invoice number against an ERP solution s invoice master table If match is fo
32. he computer Note That Viewing in Acrobat is a logged event in SmartSearch s Document History but what is done to a document once it is in Acrobat is not logged If full document tracking is required for audits or compliance you can limit the rights to View in Acrobat feature when setting up the securities for an Archive Viewer Options There are several user configurable options that are controlled from the document viewer The options window is accessed from the SmartSearch interactive menu found in the top left corner of the document viewer Figure 3 26 36 Register ry 2 Database Select Reset Layout Version 3 7 1 212 Fig 3 26 SmartSearch Admin User Guide 26 Page 1 Click the Options button on the interactive menu and the viewer options will be displayed Figure 3 27 Application Settings General Options Search Options Data XChange Options Scanner Options Viewer Display Indexing V Display Thumbnail Viewer v Automatically Save Document Changes Display Index Fields _ Update Index Data Immediately on Save _ Expand Document Properties Panel __ Do Not save changes to CAD drawings Y Continue Key Free to Table Fields Miscellaneous Show Image Thumbnail in Result Grid _ Convert pages to black and white during PDF conversion v Delete pages from source during Drag amp Drop Burst Fig 3 27 2 Select your preferences a b
33. he following standard sets of stamps are included with the core product Figure 3 15 but may be edited aa AE Highlight Redact Note Sign Set Default Approved Approved Today Cancelled Completed Confidential Copy Draft Duplicate Important Paid Personal Received Received Today Urgent Void Fig 3 15 SmartSearch Admin User Guide 22 Page General Annotation Features By hovering the mouse cursor over an annotation and double clicking with the left mouse button you can select a given annotation Once selected you will notice 8 selection boxes surrounding the annotation While an annotation is selected you can e Move the annotation Click and hold the annotation with the left mouse button to move the annotation around on the page e Resize the annotation Click and hold on any one of the 8 selection boxes to resize the annotation Delete the annotation Click the annotation with the right mouse button and a context menu will be displayed allowing the user to delete the select annotation Figure 3 16 Fig 3 16 e Burn annotation When using the signature annotation the context menu is extended with a Burn item If the user chooses to Burn the annotation that annotation will become a permanent part of the image itself Annotation Formatting You may customize your annotations including custom stamp creation the color of the highlighter and color of a note a
34. he forum regularly for news on product updates or to share ideas on how to use SmartSearch more effectively Once again we appreciate your business and the confidence you placed in our products We look forward to hearing from you in the near future and wish you the very best Sincerely Stephen Young President CEO SmartSearch Admin User Guide 3 The Batch Manager The Batch Manager monitors quality assurance on all images being imported into SmartSearch using Capture Workflow File Import Email Import Scan Import and Web Form Import activities In addition the Batch Manager monitors any batches imported through our XML Import Utility which includes Kofax Capture PsiGen PlanetPress docALpha and NSi Autostore Viewing Batches and their Detail 1 Select Batch Manager located on the Workflow tab within the main SmartSearch interface Figure 1 1 SmartSearch Document and Content Management Capture Workflow Fig 1 1 2 The Batch Manager will open displaying a list of recorded batches with their import date batch ID Workflow Description and Status Figure 1 2 Batch Management Delete Batch My Errored Batches VAlliBatches Refresh Batches Refresh History Date Document ID Batch ID File Path Fig 1 2 3 Toview the history of the batch highlight a batch by clicking on it and select the Batch History tab in the lower display
35. irst record selected SmartSearch Document and Content Management Home mmm sunt FF Check All g Viewin Acrobat 14 Move Document g 8 Check Selected an 5 amp Document History z m X Export Data to Excel SF Uncheck Document Document 2 Searches H Show ImageXChange Documents S Fig 4 1 Document Appending Document Appending introduces the ability to update multiple documents at a time along with a bulk process for adding pages to a record This feature takes a time consuming common process and reduces it to a matter of seconds To Append a Document 1 Run a search and select the documents you wish to append from the Results Grid 2 Select Append under Merge Documents from the Documents section on the Home tab Figure 4 2 Fig 4 2 3 The Insert Document window will open allowing you to select a record s from any Inbox Figure 4 3 Fig 4 3 SmartSearch Admin User Guide 28 Page 4 Select OK and the designated document will be inserted at the beginning of each of the selected records 5 During the append process a SmartSearch icon will appear in the system tray notifying the user of the status Figure 4 4 If selected with a right mouse click users can select to view the progress or exit append amp Append Status Append Complete 1 90000 pdf appended to doc 7 of folder 2 1 90000 pdf appended to doc 2 of fol
36. large redacted areas are drawn as with medical Explanation of Benefits forms EOB s EOB s are highly sensitive records which contain information on multiple patients and are frequently redacted prior to distribution so that only the pertinent information for a single patient is reflected If redacted in black and then printed the redaction can cover 60 80 of the pages As a result the amount of toner usage Is typically excessive and therefore a white redaction is strongly preferred Custom Stamp Creation SmartSearch provides users with the ability to create custom stamps either locally at the user level or globally as an administrative function The process to create edit or delete custom stamps is identical whether acting as a local user or as an administrator The only difference is where the functionality is accessed Accessing Stamp Management as the Administrator 1 To manage stamps as the administrator navigate to the settings section on the Administration Tab far right of toolbar All stamps created deleted or edited here are impacted globally for all users Figure 3 19 SmartSearch Document and Content Management VERE Home Workflow alabase B ao 4 Show All Archives Delete Inbox Search System Options 2 Rename Database apr lt E Security Delete Search Data XChange Sources Delete Database f Mosii cae Cain Security Inbox xv Show All Inboxes Search
37. long with its font type color and border These preferences are easily configured through the Styles menu on the Annotation toolbar ribbon 1 adjust the annotation style simple apply an annotation by selecting either the Highlighter or Note from the Annotation Types section and draw it onto the document by holding down your left mouse button and dragging rectangle box to the size required 2 With the annotation activated by double clicking on the annotation select the preferred style such as a Font Style Figure 3 17 b Font Color Font Size d Fill Color e Border On Y N Arial Black Arial Narrow Fig 3 17 3 You may optionally elect to make the selected style your default for that annotation by selecting Set Default SmartSearch Admin User Guide 23 Page Redaction Color Change Stamp 5 Manage Colors mps Standard Colors EE SHEE EEE 72 Colors Brew Haven Inc 29 Church Street Fig 3 18 As with annotations redaction color can also be changed to the preference of the individual or the organization 1 Simply draw the redaction box as described above over the information to be secured Figure 3 18 2 With the redacted area activated select the desired fill color 3 You may optionally elect to make the selected fill color your default by selecting Set Default Note This feature is especially useful in applications where
38. non image based formats To access the annotation options select the Annotations tab Figure 3 14 SmartSearch Document Viewer Viewer Content Management zadao Highlight Redact Note Sign Stamp 7 Panis Fig 3 14 SmartSearch Admin User Guide 21 Page Highlighting Use the document highlighter to draw attention to a particular area of a page 1 Click the Highlight button and click and hold the left mouse button down in the document viewer 2 With the left mouse button still depressed drag the mouse cursor on the page to the desired location 3 As you are dragging you will see the highlighter annotation being drawn on the page 4 Release the mouse button when the annotation is in the desired position Redaction Use the redaction tool to black out a particular area of a page from general view 1 Click the Redact button and click and hold the left mouse button down the document viewer 2 With the left mouse button still depressed drag the mouse cursor on the page to the desired location 3 As you are dragging you will see the black redaction being drawn on the page 4 Release the mouse button when the annotation is in the desired position Notes Use the notes tool to add notes and messages to a particular document page 1 Draw the note annotation on a page in the same manner you would draw a highlight annotation or redaction 2 Once the annotation is drawn to size release the left mouse button
39. o their needs Once the user leaves this Archive screen that order will be preserved as part of their user profile and will be retained when they return to that Archive SenartSearch Document and Comtent Management I Deiere Document History E Emai 89 Export Data to Excel Documents Purchase Orders 5 Items Vendor Name PO Number Results 1 5 5 Records per page 50 Fig 3 1 When the result of the search is provided you can choose the document you wish to view in several ways 1 Double Click anywhere on a line of within the grid to view single document 2 Select Check All Figure 3 1 in the Selection ribbon control at the top of the Home tab will place a check in all the checkbox of the documents returned for viewing Then click open SmartSearch Document and Content Management 2 Merge Documents 26 Delete El g Viewin Acrobat gt 5 18 Move Document 9 DocumentHistory mis X Export Data to Excel Export Document Document 9 Searches PDF Capt pions Fig 3 2 3 Depress the Control Ctrl button on the keyboard and select random documents from the results list or move your mouse arrow and highlight documents by clicking the mouse button After selection has been completed select the option in the Selection ribbon for Check Selected and check marks will be automatically place in the checkbox of your selected documen
40. of the document for viewing Fig 3 7 e The orientation of the document being viewed can be controlled using a multitude of features available in the Orientation Figure 3 8 ribbon control including Rotate Left Rotate Right Rotate 180 degrees and Panning the document up or down To Pan the document select Pan and place the mouse arrow on the document depress the left mouse button and slide the document either up or down with the mouse SmartSearch Document Viewer Viewer ec Emgann O gt Page Free Rotate Right Zoom Fit To Width Previous Next Despeckle DataXChange Rotate 180 Lisa Silas Doc Doc Siini Vaania Fig 3 8 e Scaling the document is managed through the Scaling ribbon with features like Fit to Page Fit to Width Zoom In Out and Zoom Select Zooming In or Out of the document is accomplished by placing the mouse arrow and either hitting the right mouse button to zoom in or the right mouse button to zoom out Figure 3 9 The Zoom Select feature will allow the user to draw a box around the area on the document they want to zoom in on The viewer will scale the selected area to the full viewing screen This feature allows key operators to zero in on the area of a document that contains the index values needed to be used as key field indexes SmartSearch Document Viewer 5 To Page com gt Fit To Width
41. on each word 6 If multiple documents were selected for viewing as the last field of the first document is filled via KFI you will automatically be moved to the next document in the viewer selection The text within the cursor flag is an OCR representation of the text the mouse is currently hovering over Note Remember that is using OCR data from the image to pull its data results OCR technology is not 100 accurate and is largely based on the quality of the scanned image Use image cleanup functions where necessary or utilize image cleanup tools like Kofax s VRS or Kodak s PerfectPage to ensure high quality scans requires documents be black and white tiff images but if you are scanning documents as color PDF files you can still take full advantage of KFI KFI will convert the image to a black and white tiff when the KeyFree button is clicked This is only a temporary conversion used for the duration of the KeyFree Indexing process The original document is not changed and remains in full color when saved to the Archive For similar reasons KFl cannot work with documents containing annotations will temporarily remove those annotations for the duration of the KFI process Data XChange Out of the box Data XChange DX allows for documents to be indexed in SmartSearch based on document data that has previously been keyed into the system It can also be configured to look up data from any ODBC or OLEDB compliant data source in
42. one from the results grid or from a document viewer window To fax a document from SmartSearch you must use a Fax Server All Fax Server solutions on the market today employ the use of a print driver to deliver documents to the server so faxing from SmartSearch is as simple as printing to the fax printer If you do not have a Fax Server Square 9 can recommend a solution for your needs From the Results Grid 1 print from the results grid check your document s and click the printer icon Figure 5 1 mN SmartSearch Document Viewer Hits W Rotate Left 5 To Page Print Document 2 Page Free oom Email Pan Rotate Right 3 om Fit To Width yy 8 Page 2 Data XChange J Rotate 180 In Out sone Doc Doc Doc Crop Page Duplicate Document 5 1 2 The Print Documents dialog window will be displayed Figure 5 2 Print Documents Print To Send To OneNote 2013 Pages All Pages O Current Page O Range 1 Print with Annotations Fig 5 2 3 Your computer s default printer will be listed in the Print To box Printing All Pages is the only option when printing from the results grid From the document viewer page level printing options will be enabled Fit To Page and Print With Annotations Checkboxes e Fit To Page Use this option to shrink the document to fit within
43. ontent Management Home BM site Eire Check All ke Merge Documents Delete 3 View in Acrobat D mocis inondo Bonnet R kni Document Document E Searches E Show ImageXChange i Fig 5 9 4 You will be prompted to specify a file name and location as to where the CSV Comma Separated Value file will be created Exporting Documents SmartSearch users can easily export documents from the system back into its native format with or without the associated index data as well as automated conversion to PDF on output with or without annotations and naming the exported file by a specified field value This is consistent with Square 9 Softworks philosophy towards open architecture and the belief that the data and documents belong to the customer SmartSearch Admin User Guide 34 Page To Export Documents 1 Select the documents you would like to export from either the Archive or Search Results view and click the Export Documents button from the Home page 2 To select the export path where the document will be placed browse out to a local or network directory 3 Select whether you want to export the documents only or with a CSV data file of the index values and the archive path 4 Select your file export options Figure 5 10 a Select whether the documents will be converted to PDF format b By selecting PDF export an additional option for embedding any annotations will also be presented If
44. op S9S ssmedia AlO ARCDIR Archive SSDB_Banking Loans Supporting Documer C Users ford Desktop S9S ssmedia AIO ARCDIR Archive S9DB_Banking Loans Supporting Documer Y Delete files after import OK Cancel Fig 2 9 5 Before submitting the selected documents to the SmartSearch Archive key index values can be added prior to import by selecting the Data tab in the upper left hand corner next to Documents Figure 2 10 Selecting this tab will provide a screen of the index values associated with the document in that particular Archive Just type in the similar values that will be used for all the imported documents in the line provided When all have been key in select OK and the documents will be imported and placed in the Archive Note You will still need to open the documents in the SmartSearch viewer and add the other index values not imported using this feature amp Import Documents Purchase Orders Documents Data Vendor Name Hop City Supplies PO Number 0011223344 PO Amount PO Date Cost Center Reaquisitioner Vendor Email Cancel Fig 2 10 SmartSearch Admin User Guide 10 Page 6 Dragging amp dropping of documents from a SmartSearch Inbox or a directory folder directly to an Archive will also bring the Import Documents window forward In this case just follow the above instructions to add the similar index values to the documents Automatic Population of Email Index Fields SmartSearch can be
45. pane Details of the batch process will display including a time stamp the step step category and a message detailing each step of the process Figure 1 3 Batch Management jj Delete Batch Errored Batches Refresh Batches iQ Refresh History Date 12 11 2013 3 45 PM 12 11 2013 3 44 PM 12 11 2013 3 34 PM Step 11 2013 3 35 Import info Importing file into batch C Usersford Desktop Case Studies Case Study In Progr 12 11 2013 3 35 PM File Import Importing into batch C Users ford Desktop Case Studies Case Study In Progr 12 11 2013 3 35 PM Importing file into batch C Users ford Desktop Case Studies Case Study In Progr 12 11 2013 3 35 PM Importing file into batch C Users ford Desktop Case Studies Case Study In Progr 20 Fig 1 3 SmartSearch Admin User Guide 4 Page Quality Assurance There are times when a document or even an entire batch will fail Quality Assurance and fail to automatically import The Batch Manager provides an easy to access interface for monitoring batch statuses so the Administrator can take corrective action Common reasons for import failure include e Low OCR confidence levels when a field fails to meet the pre set confidence requirements e Data type mismatches i e attempting to import character data into a decimal field e Data Truncation attempting to insert data which exce
46. r an Inbox or Archive 3 Import Documents dialog will open allowing you to name the file Inbox or index the document Archive Note The Import Documents window now has an additional check box to let the user determine whether pages should be deleted from the source file or not Figure 4 6 The checkbox for deleting pages within the import window will default as checked only if the user setting from above Figure 4 5 has been selected Import Documents Purchase Orders Delete files after import Fig 4 6 SmartSearch Admin User Guide 29 Page Replacing Pages from the Thumbnail View The replace pages feature collapses the Add Page Delete Page commands into a single process and includes the ability to replace a page s with records coming from the Inbox TWAIN scanner or from a network directory folder directly To Replace a Page 1 Select the thumbnail of the page you wish to replace 2 Right mouse click the highlighted thumbnail and select Replace Figure 4 7 3 Slide right to select the origin of the replacement page select File network directory Inbox or Scan 4 Based on the origin of the new file you will be prompted to select the replacement page REW HAVEN Delete From Inbox i From Scan The following number on all related corre Fig 4 7 SmartSearch Admin User Guide 30 Page Document Output Printing Faxing Printing documents in SmartSearch can be d
47. rks tirelessly to develop innovation in our product while asking the same two questions every day how will this feature help improve the way our user community works and how can we make it easier These two questions have helped us to create a product that truly changes the way you do business by increasing your organizational efficiency without adding complexity to your routine We sincerely hope that you recognized the unique nature of SmartSearch prior to your purchase but if not we believe you will soon enough In addition to our distinctive product design we also strive to set ourselves apart as a different type of Software Company Square 9 Softworks is an intensely customer focused organization that strives to be highly responsive both in our development and in our customer service We welcome your feedback in all areas if we are getting it right than please let us know But even more important is letting us know when you feel we ve got it wrong We look at our relationship with our customers and our resellers as a true partnership and believe that effective communication is the only way for us all to reach common goals To help facilitate better communication with the user community we offer a Support amp Developer s Forum which can be found at forum square 9 com Not only is our forum a great place to get quick answers to support questions it is also a means for exchanging ideas and information We encourage you to visit t
48. s intelligence These fully customizable views deliver a quick snapshot of document activity and can be easily exported to Excel for reporting purposes These views have been extended so that the tabs appear also in the results grid after running a Search Figure 2 26 Vendor Invoices 2 Items Approved Rejected Hold Vendor Name PO Number Invoice Number Invoice Date Invoice Amount Cost Center_ Square 9 Distributers 201215 02 03 2012 10 979 40 01 Administration W B MASON 08302008 02069397 09 20 2011 62 04 04 Development Fig 2 26 Search Explorer Interface SmartSearch introduces a Search Explorer on the Home Page as an optional method for locating documents The Search Explorer presents a treed view of the archives on the left with their associated Stored Searches on the right for convenient access without the need to right click on an archive The Search Explorer icon remains in the system tray once a search has been initiated providing users with a convenient means for performing searches even when the SmartSearch application has minimized To Open the Search Explorer 1 Click the Searches button from within the Home tab 2 Click the Archive left panel which contains the Search you want to run 3 Available Searches will be presented on the right panel SmartSearch Admin User Guide 16 4 Double click the Search you wish to run to be presented with the search prompts Figure 2 27
49. sed on individual user preferences and do not affect the global settings To change the column order for all users the administrator must use the modify Archive function The user has the option to check all documents in the results screen list to be open in the view or only the documents that were highlighted using the Ctrl button on the keyboard and a single click of the mouse button They can also deselect documents at the touch of a single mouse button as will Once the documents are opened in the Viewer the user has a variety of options in the SmartSearch ribbon document controls at the top of the viewer including page navigation orientation scaling output enhancing and indexing Note If the Archive in which the search was performed has nested Archives the Search Results Screen will return the results in tabbed format equal to the number of nested Archive folders In addition to the name of the nested folder in the Tab the number of documents found in that nested Archive folder will be presented Clicking on the Tab will reveal the documents in that tab Search Refresh Shortcut In the event a user runs a search and would then like to re run the same search from the Results Grid this can now be accomplished by pressing the F5 key Tabbed Document Views The Document Views feature in SmartSearch automatically sub categorizes the contents of an Archive based on a pre determined field value i e status to provide reporting for busines
50. tSearch Admin User Guide 13 Page 1 To execute a DX lookup open any document for indexing as you normally would and key data into at least one field Refer to the Indexing from an Inbox section of the user guide for details on preparing a document for indexing With the document open and ready to index click the Data XChange button Figure 2 20 on the Indexing section of the Viewer tab SmartSearch Document Viewer Viewer BQ ee gt M Rotate Left gt Page a Print Document gt gt e7 Deskew Page Free L Zoom Rotate Ri e Previous Next Pan 2 Email Previous Next 4 XChange Maa Ta Rotate 180 0 Zoom Select Doc Doc Doc tt Crop Page O Duplicate Document oo Fig 2 20 If there is a similar document matching the index information being used Data XChange will fill all fields in the current document with data from the matching data record If more than one matching data record is found you will be prompted with a dialog asking you to select the correct data record Note When indexing a document in SmartSearch and using DX the data lookups are based on all data keyed into any field of the current document For example an Archive has fields for Employee Name Employee Number and Date of Hire If an employee number is keyed to the new document being indexed
51. ts Figure 3 3 SmartSeerch Document end Content Mansgement Delete 1 Acrobat 19 Documents TE Documeet History Ero 38 Data to Excel Dimeort Data 8 Documents Show trageXChange Documents SmartCapture 12 12 2013 441 12 12 2013 441 12 12 2013 4 41 12 12 2013 441 12 12 2013 441 12 12 2013 4 41 12 12 2013 441 12 12 2013 441 12 12 2093 441 12 12 2013 4 41 12 02 2013 441 12 12 2013 441 SmartSearch Admin User Guide 18 4 You can also manually click the documents using your mouse arrow and clicking on the mouse button to put a check in the checkbox to select documents for viewing Thumbnail Document Previews A handy feature option has been added to the results grid within SmartSearch Now users can get a quick preview of their documents without actually opening them Thumbnail previews allow you to run a search and quickly preview the search result by clicking on a row of data Users can turn this feature on by changing the default setting of Display Thumbnail Viewer within the General Options tab Purchase Orders 5 Items Packing Slips 5 items Vendor Invoices 3 Items PO Number Vendor Name Invoice Number Invoice Amount 08312008 Fermentation Inc 76495438 08312008 The Brew House 76495438 1108272008 Brewer Supplies 68123 02 Fig 3 4 1 Simply single click on a line of index data from the results grid
52. und additional will be returned to SmartSearch and loaded into the Document Viewer Vendor Name Invoice Amount This process allows the user to visually ensure the invoice number keyed is valid and happens with a single click of the same button Square 9 s Professional Services group can assist with writing database scripts if the Partner Customer does not have experience in this area Contact your Square 9 Regional Sales Director for details on pricing Indexing Directly to an Archive In addition to importing documents or drag amp dropping documents into an Inbox to be indexed into an Archive you can also the same operation directly to an Archive Using Import Documents feature in conjunction with the indexing of documents directly to an Archive comes in handy when you are importing multiple scanned documents that will have several of the same index values Example Invoices from the same vendor same student record information to be filed in an Archive 1 Select the Archive where the document is going to permanently reside by clicking on the Archive in the archive list window Figure 2 6 Select an Archive g Human Resources Approvals a 2 6 2 Select by Import Documents in the Capture ribbon window You will be prompted with Import Documents window which indicates the Archive as to where those documents will be imported Figure 2 7 Import Documents Purchase
53. ustom Stamp Text 2 Place the cursor where you would like the variable data inserted SmartSearch Admin User Guide 25 Page 3 Select the Variable type from the drop down list Figure 3 24 Edit Stamp Value Stamp Text Approved by LFord Today Variables Today s Date and Time Fig 3 24 4 Click the Plus sign to insert the command 5 Click OK to save the Stamp Viewing in Acrobat Users may wish to take advantage of advanced features available in Acrobat like document markup or digital signatures prior to distributing documents For this reason SmartSearch offers users the ability to view any document in Acrobat Note that what you can do with a PDF outside of SmartSearch is a function of the software you have installed to manage PDF files SmartSearch has no control over Acrobat or what features you have available to you within it 1 To View in Acrobat select the button located in the Collaboration ribbon section Figure 3 25 Workflow Administration FF Check All a all El 8 Export Check Selected as amp Document History Uncheck Document Document f Searches H Show ImageXChange Documents PPF Annotations No Annotations Fig 3 25 2 There are two options when viewing in Acrobat Annotations or No Annotations Select the appropriate option for your needs and the selected document will be converted to a PDF if not already a PDF and displayed in the default PDF file viewer on t
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