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1. Remove Destruction Date ave Cancel Apply Remove Destruction Date If not already selected select Apply Destruction Date T If your calendars are viewable click within the Destruction Date Time field to open the drop down calendar and select the date If calendars are not viewable enter the date Enter any additional comments about the destruction date time if applicable Click Save Click OK to confirm the destruction date oe E a E PaperVision Enterprise User Guide 39 os Chapter 3 Search Results To remove a destruction date time l Select one or more documents whose destruction dates times should be removed i Click the Destruction icon Inthe Apply Remove Destruction Date dialog box select Remove Destruction Date Click Save Click OK to confirm the destruction date removal To edit an existing destruction date time l Select the document Click the Destruction B icon In the Apply Remove Destruction Date dialog box edit the date in the Destruction Date Time field and or edit the comments Click Save Click OK to confirm the changes PaperVision Enterprise User Guide 40 fe Chapter 3 Search Results Destruction Lists If destruction dates times have been applied to documents you can view destruction lists per project and their associated documents Permissions to view Destruction Lists are designated
2. Search Criteria Project Expand Select All 21112009 2 5 2009 Qwest a 1001 72 2 2009 Bf f423 9876463 12 15 2009 Qwest 8766546 12 1 2009 42475 9635964 q2 22 2009 Qwest 8766546 72 1 2009 424 75 9635964 2 22 2009 Qwest 8766546 12 1 2009 424 78 9635964 2 22 2009 Qwest af 745 11 20 2009 966 23 65645 127112009 Qwest 9000 12 91 2009 251 22 8546 12 15 2009 Qwest 9000 12 91 2009 25122 8546 12 15 2009 Qwest Global Search Results 3 Ifthe search returns documents from multiple projects select the appropriate one from the Project drop down list Note The same document operations are available in the project search results and Global Search Results lists For details on the document operations available in these screens see the next chapter on Search Results PaperVision Enterprise User Guide 24 Chapter 3 Search Results Based on the search criteria you provide the server performs your search and displays a list of documents that meet your criteria By default the server limits the number of documents returned according to your Max Results Per Query value in System Settings gt User Options If applicable a notification may inform you that additional pages of search results exist e g Page 1 of 3 If document security retention locks or destruction dates have been applied on documents a corresponding icon will display in the Status column PaperVision Enterprise d hd PF w User Default Ad
3. 3 Select the appropriate full text options 4 Click Search PaperVision Enterprise User Guide 20 hs Chapter 2 Searching for Documents Natural Language Searches A natural language search includes any combination of words phrases or sentences Natural language searches use term weighting which evaluates the frequency and density of a word s occurrences in documents The system searches for words in phrases individually not as a full phrase and ranks the search results based on this term weighting For example you can perform a search for the following text Get me Sam s memo on the 1999 takeover of CorpX The system locates all documents that contain words that match the following individual search terms Sam memo 1999 takeover and CorpX The system then weighs the terms For example if the term 1999 exists in 3 000 files and the term Sam exists in only two files the files that also contain the term Sam receive a higher relevancy ranking than those that do not contain Sam mon In a natural language search words such as get me on the and of are ignored 9 9 9 9 The words and and or are also ignored Administrators can define the words the system ignores Note If you are performing a combined index field full text search the system first searches for documents that meet your full text criteria and then searches only those documents for your index level search cr
4. To make a disclosure 1 Click the appropriate icon to perform an operation such as printing The Enhanced Auditing screen appears Enhanced Auditing Disclosure Information Method Recipient ef Reason fx Hotes UF Cancel Enhanced Auditing Select the method of disclosure from the Method drop down list Select or enter the recipient Select or enter the disclosure reason Enter any additional information pertaining to the disclosure in the Notes field os i ee oe oe Click OK The operation will be performed and the audit information will be recorded PaperVision Enterprise User Guide 90 A Chapter 6 Document Operations Manual Disclosures Sometimes it is necessary to record a disclosure of information not pertaining to a specific operation in PaperVision Enterprise 1 e a phone call For such occasions you can right click on the document and then select Manual Disclosure from the context menu PaperVision Enterprise User Guide 91 Chapter 7 Worksteps Waiting in Queue If you are assigned to worksteps within a workflow definition in PaperVision Enterprise you can access the Worksteps Waiting in Queue directory to complete your worksteps and associated tasks When you select a workstep from the directory the Workflow Window will open and display all worksteps to which you have been granted access along with their associated documents Workflow definitions pre and post conditi
5. cceeeeeeeeees 70 ONON ene eee ee ee ae eee te ee eee eee eee eee 89 word processing document display ccccccceeeeeees 101 WOKO W coar vents ax cesoda Seni a 102 orgamizing COCUMOCNIS essin enea 44 overlay toggling on documents cccccccccccceceeeeeeeeeeees 54 P page ranges deleting MOVING ceeccceeeeeeeeeeeeeeeeeeees 79 panning around zoomed areas cecccceeeeeeeeeeeeeeeeeeeeeees 54 passwords AVA a 1 AROE EIE E AO ONE ONE EE N 110 passwords setting file ccccccccccceeeeeeeeeeeeeeeeeeeeeeeees 89 POSE COMG OMS seyor Ea 94 pre CondilONS eee ee een ee eee tee ener eee eee renee eet eer ern 93 printing current page Of COCUMENL c cc ccccccccccecceeeeeeeeeeees 62 current pages Of documents ccccccccceceeeeeeeeeees 77 GOC UMMC ea 62 images with headers footers cccccccccccccceeeeeeeeeees 105 MOMMA CAMON NSU ccccucssccssanennnnavvaseneneasccancmnsaccasaneasvarseeni 107 project definition 2 cece ccccccceeeeeeeeeeeeeeeeeeeeeeeeeseeeees fi poeci SCalCHTeSUNNS ona etn wees 25 R records retention cee eeeceecceeccesccesccesccceccetcceeccuscens 84 85 records retention locks SN yh onana e OEE OEO 37 TIO 1D apc senate centoneeaeseaneccenconceacatoteessncaseensuceseearaceiees 38 132 refresh period Workflow Option ccccccceceeeeeeeeeeeees 102 removing security from documents ccccccceceeeeeeeees 36 resetting IMA E seeccs
6. Computer Graphics Metafile CorelDRAW versions through 9 0 DCX Fax System Encapsulated Postscript raster TIFF header Enhanced Metafile GIF versions 87 and 89 JPEG Lotus AMIDraw Graphics Lotus Pic Macintosh Raster version 2 MacPaint Microsoft Office Drawing PC PaintBrush version 3 Portable Network Graphics PNG SGI RGB Image Sun Raster Image Tagged Image File TIFF versions through 6 0 Truevision Targa version 2 Windows Animated Cursor Windows Bitmap Windows Icon Cursor Windows Metafile version 3 WordPerfect Graphics 1 version 1 WordPerfect Graphics 2 version 2 and 7 PaperVision Enterprise User Guide 122 ts Appendix C Supported File Formats Native Viewing Mail Formats Domino XML Language non encrypted embedded files Legato Extender Lotus Notes Database versions 4 5 6 0 6 5 7 0 Mailbox MBX created by Eudora 6 2 and Thunderbird 1 0 Microsoft Outlook Message MSG versions 97 2000 2002 2003 2007 Microsoft Outlook Express EML versions 5 Mac and 6 Windows Text Mail MIME Multimedia Formats Note Multimedia files are played using the Windows Media Control Interface Audio Interchange File Format AIFF Microsoft Wave Sound WAV MIDI MPEG 1 Video version 2 and 3 MPEG 2 Audio NeXT Sun Audio QuickTime Movie version 2 3 4 Windows Video AVI version 2 1 PaperVision Enterprise User Guide 123 A Appendix C Supported File Formats Native Viewing P
7. cccccceeceeeeeeeeeeeeeees 36 ASCII Display Options ccccccccccccccccccceeeeeeeeeeeeeeeeeeees 101 PAH OG saie A E 100 auditing documents 00000o00ooeeeoeeeeeeeeeeeeeeeeeeseeeeeeeesene 90 B Boolean full text searches performing seseseeeeeeeeeeeeeeeeneneeeneneeeneensessssnssssssnssse 20 Boolean searches c ccccsecccssecccssecccessccceeecccseccecseeceesuecs 17 EKA OS oaeen EE E 20 Drowser MENU ororena E 99 C calendar display nee nnn ee nn een OO RE Se neo 99 checking in GO CUMIN IS ios sesnessieecateseedenincasicaredandcateseemcaves 82 Checking Out COCUMENTHS ceeecccceeeeeeeeeeeeeeeeeeeeeeeeeeeeees 81 undoing Checkout cccceccccccceceeeeeeeeeeeeeeeeeeeeeeeees 83 COLD documents sx cssnciaqsranusdnnaseniwronseaneteacdcurantanataaoaacnecens 17 confirm ownership workflow oOption ccceeeeeeeee 103 copying data to Clipboard ccccccccccccccccceeeeeeeeeeeeees 77 CURRENTDATETIME tag ccccccccccssssseeeeeseessneeeeees 14 D data STOUp GEMMIUOM eicesccccessiesdedscseadaxeedseeegesesabostelanuertecse destruction dates applying and removing cccceeeeeeseeeesseesseeesesseeeees 85 SLAIN E EI EEA O EEE AEE A EEE IS CIOS UIE CS x scectotcotecctteadentactstentnatatcastaniveasaetaten tien teatasutcest 91 display SCCM OS ecnin a raai 99 document associations 0 0 eecceeeeeseeesstteeeeeeeeeeeeeeesseeeees 75 document destruction confirming d
8. 1 For each document click the Scan New Document icon Pages from the feeder are scanned and then the Scan New Document dialog box appears Document Indes Fielda Company Name E ocuments Ine Invoice Number 542409 Invoice Date 04 01 P2010 Check Number ema p Check Date 04 02010 Amount Add to Folder April 207 0 Westem Division Save Cancel Scan New Document 2 Enter the required document index field values PaperVision Enterprise User Guide 66 i Chapter 6 Document Operations 3 Inthe Add to Folder field you can optionally add the new document to a folder in the Folders tab If you do not want to add the document to a folder proceed to step 8 To add the document to a folder click the ellipsis button to locate the folder The Select Folder dialog box appears Select Folder Selected Folder Sonl 2010W estern Division Se Accounts Receivable April 2070 n Western Division Create Folder i Cancel Select Folder 4 Inthe Select Folder dialog box select the folder in which to add the document e Or you can create a new folder proceed to the next step e Ifthe folder already exists and you do not want to create a new folder proceed to step 8 PaperVision Enterprise User Guide 67 os Chapter 6 Document Operations 5 To create a new folder select the appropriate parent folder and then click the Create Folder button The Create Folder
9. e The Status bar displays the current page position e g Page of 1 and its associated index values e The scroll bars found at the bottom and side of the viewing window help you scroll within the page e You can drag around an area to zoom in on a particular region e After zooming you can press the CTRL key and hold the left mouse button to pan around the zoomed region PaperVision Enterprise User Guide 51 fe Chapter 5 Viewing Documents Document Viewer Toolbar Commands Document types and page counts help determine the number of available commands in the Document Viewer toolbar Additionally your security access rights granted by the administrator will affect the number of available commands in the toolbar Multi page documents will enable the document navigation toolbar commands single page documents will not Image files such as those with jpg bmp and tif extensions will enable the scaling commands within the toolbar documents created in a word processer program will not Navigation Commands You can move forward and backward through pages and documents by using the navigation commands Depending on the number of documents found in a search and the number of pages comprising each document some of the navigational toolbar icons may be disabled PaperVision Enterprise User Guide 52 ie Chapter 5 Viewing Documents Navigation Commands and Hot Keys Displays the first page of the first document in
10. Scale to Window the window Hot Key Spacebar Rotates the image 90 degrees ti Rotate Hot Key R Toggles the overlay for a COLD ERM document on and off Hot Key O Toggle Overlay To zoom in on an area 1 With the left mouse button drag around an area of the document A bounding outline appears 2 Once the area is the appropriate size release the mouse The zoomed area appears within the document viewer window 3 To return to the original view right click on the document and then select Reset Image Note If you rotated the image and want to return to its original view you can also right click and select Reset Image To pan around a zoomed area 1 Press the CTRL key and the left mouse button The pointer appears as a hand instead of an arrow 2 Move the pointer to pan around the area PaperVision Enterprise User Guide 54 A Chapter 5 Viewing Documents Viewing Documents in Native Applications PaperVision Enterprise supports more than 250 file formats with the document viewer for a complete list of supported file types see Appendix C In order to view documents in native applications that application must be loaded on your local machine If the administrator allows you to view documents in their native applications you are not restricted from exporting printing or emailing the files Viewing documents in native applications does not provide full functionality that the document viewer p
11. Word 97 9 Word 2000 10 Word XP 11 Word 2003 12 Word 2007 doc docx PaperVision Enterprise User Guide 127 ts Appendix D Supported File Formats Full Text Microsoft Word 2003 XML xml Microsoft Works wks MP3 metadata only mp3 Multimate Advantage II dox Multimate version 4 doc OpenOffice 2 x and 1 x documents spreadsheets and presentations sxc sxd sxi SXW Sxg stc sti stw odt ott odg otg odp otp ods ots odf includes OASIS Open Document Format for Office Applications Quattro Pro TAR tar TIFF tif Transport Neutral Encapsulation Format tnef Treepad hjt Unicode UCS16 Max or Windows byte order or UTF 8 WMA media files metadata only wma WMV video files metadata only wmv WordPerfect versions 5 and later wpd wpf WordStar versions 4 5 6 ws Write wri XBase including FoxPro dBase etc dbf XML xml XSL xsl ZIP zip PaperVision Enterprise User Guide 128 Appendix E Frequently Asked Questions Q To better understand the Maximum Results per Query and Document Grouping user settings explain how PaperVision Enterprise searches for documents including and excluding full text search criteria A PaperVision Enterprise searches for documents excluding full text search criteria by following the steps below 1 PaperVision Enterprise executes the submitted index value query against the SQ
12. emailing deleting documents etc See Chapter 3 Search Results for complete descriptions of all document operations Finding Text Next Occurrence in Documents Depending on the type of document you are viewing the Find Text and Find Next Occurrence operations may be available in the document viewer These operations allow you to quickly locate specific words or phrases within documents Both operations are not case sensitive To find a word or phrase 1 Click the Find Text icon The Find Text dialog box appears Find Text Enter the text value to locate Cancel papervision Find Text 2 Enter the text and then click OK The first occurrence of the word or phrase from the cursor location will be highlighted 3 To search for the next occurrence of the same text click the Find Next Occurrence icon PaperVision Enterprise User Guide 76 esd Chapter 6 Document Operations Right Clicking in the Document Viewer Depending on security access rights granted by the administrator and the type of document open in the document viewer right clicking within the document enables you to perform specific operations Reset Image Print Current Page view Full Text Source File Information Check Document Gut View Revision History Appl Remove Retention Lack Soph Remove Destruction Date Security Audit Create WorkFlow Instance View WworkFlow Status Options Context Me
13. has been configured the index value configured in the Document Association will be used to search the index field configured in the associated project to find any documents with the same index value To view associated documents 1 Click the Associated Documents a icon The Document Association search results screen appears The project containing the associated documents displays at the top of the screen along with the number of associated documents All Document Associations defined by your administrator along with the number of associated documents appear in the Document Association drop down list at the top of the screen Human Resources 5 Documents Displayed Document Association Company Name 5 found Select All 123 Main CO Le Qwest John Scott AT 123 Main Denver Co 0202 Qwest John Scott 5477 123 Main Denver CO 80202 Qwest Deb Harris 964521 50 3 Broadway Denver Co a0203 west Deb Harris 964524 50 5 Broadway Denver Co B0203 Document Association Search Results 2 Select the appropriate Document Association from the drop down list to view its list of documents 3 Double click a document to view it in the document viewer PaperVision Enterprise User Guide 75 a Chapter 6 Document Operations You can perform most of the operations that are available in a Search Results screen the Add Document and Scan Document operations are not available such as printing search results exporting altering index values
14. the change is updated immediately in the system To change your password 1 Expand the System Settings directory and then select Change Password The Change Password screen appears Change Password Change Password Save Change Password 2 Enter your current password 3 Enter the new password 4 Enter the new password once again in the Confirm New Password field 5 Click Save PaperVision Enterprise User Guide 110 Appendix A Additional Help Resources At Digitech Systems we provide multiple resources to help find answers to your questions Technical Support Contact our legendary customer support staff Monday through Friday between the hours of 8 a m and 6 p m Central Time for answers to your questions about our products Direct 402 484 7777 Toll free 877 374 3569 Email support digitechsystems com Help on the Web MyDSI is an interactive tool for all Digitech Systems customers Log in to http mydsi digitechsystems com to download product updates license purchased software view support contract renewals and check the status of your software support cases and requests User Forums Log in to http forums digitechsystems com to exchange answers and ideas with other users in our moderated community Knowledge Base Log in to http kb digitechsystems com to search our extensive Knowledge Base for articles on all Digitech Systems products PaperVision Enterprise User Guide 1
15. 16 Fall Text care 11 0 ee eee eee oe eara 17 Global Searches seseina eae a eede iaoiaeii 22 Chapter 3 Search Results siriciiissrnses niinen annaa a n ENER ED Eaa a r aati 25 Pe e ER aa EE NE E E ENEN E 26 Exporting Search Results noooonnenenennneneosososnsssssssseeoerreeeerrersrrrrrrrrerrrererrrerrerrrrrrerrerrrrrrrrerrens 26 Altering Index Values agcsaiass lt 54s0se0 lt eaacbanahaneeescbasae oapsacseaaeaacbavapanasescbasaeaoapaiassaceaachanabanaseicoaaceeniass 21 Deleting Documents sic lt ssscsanarascssaceaacharabanaseiceacaeacapeiassiaeaachavabanaseiabacaeacapeiassaaeaachavabanaseiaoaceaaiees 27 Printing DOCUMEMtS 2 lt sasceavarasasas lt eaachanapancsaicbasaeacapeiasaiceaachavabanaseiabacaeacapaiassaceaachasabonaeei lt eateeeeeess 28 Emailing Search Results cccccccccccccccccccccceceeeceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEE EERE EH 28 Exporting DO CUMICING ois c5ssciacassicsancesncuanahasenaicoasabenqoonasiaceanaweneserasaiesaaciieasaiesiacesaauneeoniasas lt onacsaxtees 29 Winer ate Documents sssr r aar riea 30 Addie New VC TA US seisseen raa e naan a E EEA EEEO E SAREES 31 Scanning New DOCUMEN S ccoszascecsosesrcesnsantesedeeyncssucaddawadesstossndactene R a E aE aS Rai 33 Applying Document Level Security cccccccccccccccccceseceeeseceessssssssssessssssssssssessssssnssessnssenssensees 36 Applying Records Retention Locks ccccccccccccccceececeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeee
16. 2010 2334 02 1 2 2010 8545 03 1 2 2010 6565 27 OSCAR RENTA a sales 2334 02 1 2 2010 8545 03 1 2 2010 6565 27 OSCAR RENTA t 2334 02 1 2 2010 8545 03 12 2010 6565 27 OSCAR RENTA 2334 02 1 2 2010 8545 03 1 2 2010 6565 27 OSCAR RENTA 2334 02 1 2 2010 8545 03 14 2 2010 6565 27 OSCAR RENTA 3331 02 15 2010 5462 02 28 2010 6854 00 PAUL CONROY 3331 02 15 2010 5462 02 28 2010 6954 00 PAUL CONROY a 3331 02 15 2010 5462 02 28 2010 6854 00 PAUL CONROY 3331 02 15 2010 5462 02 28 2010 6954 00 PAUL CONROY 3331 02 15 2010 5462 02 28 2010 6854 00 PAUL CONROY 3331 02 15 2010 5462 02 28 2010 6954 00 PAUL CONROY a lt Folders Documents exist simply as shortcuts in the Folders tab As you place a document into a folder a shortcut for that document is created to reference it into that specific folder You can place one document in multiple folders which will simply create multiple shortcuts to that specific document into each folder You can perform all of the same operations on documents in the Folders view that are available in any Search Results screen such as printing exporting altering indexes deleting etc Within the Folders tab you can delete documents from the PaperVision Enterprise system or you can simply delete the document shortcuts For a complete list of document operations you can perform see Chapter 3 Search Results PaperVision Enterprise User Guide 44 ad Chapter 4 Folders Expanding and Collapsing Folders
17. Check Number 567545285 Arnaunt E631 oo Cancel Alter Document Index Values Note If you are scanning a new document and the document viewer is open the Alter Document Index Values command will be disabled 2 Enter the new index values Only the index values specific to the currently viewed document will change 3 Click Save PaperVision Enterprise User Guide 14 os Chapter 6 Document Operations Viewing Associated Documents If your administrator has configured document associations for the project in which you are searching you can view all associated documents across multiple projects that have been linked to the document you are currently viewing Associated documents can be linked by common index values index fields wildcards or other criteria defined by your administrator Note If the document you are currently viewing does not have any associated documents the icon will be disabled When an index field or index value or wildcard has been configured for a Document Association the following search methods are used when you execute the Associated Documents operation in the document viewer and Workflow window e When an index field has been configured the index value in the configured field for the current document will be used to search the index field configured in the associated project to find any documents with the same index value e When an index value or wildcard
18. E 61 Printing Documents sesser einden aai ree aa EE ee eaae Eei 62 Printing Regions of Documents ccc cccccccccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 62 Adding New Documents cccccccccecceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 63 Scanning and Uploading New DocumenttS cc cccccccccccscceccceececeececeececeeeeceeeeeeeseeeeeeseeeeeess 66 Exporting DOCUMICING 6 cscs scsicssacidnceassvatasanaussannsdunvanandinedeatdeawesandisbasssduntesandiaodonsieasesanssseeonsesiasees 67 Opening Files in Native Applications cccccccccccccccccccceeeeeeeeeeeeeeeseeeseseeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 70 Emailing Documents seanoir ee n a E a T aa fal Creating Document Gai sincsoniiessadcceaecasnanszardeosavenseasseaaansesoasssesseaeaectonaes nesses oases T2 Alterme Document Index ValhheS reinserire doii inini E a eia 74 Viewing Associated Documents ccscccsccissvaconanveanenoncatonanventdnanndedosanvnccananneadendnsaaiesecednavereseuaesees 75 Finding Text Next Occurrence in DOCUMENES cece ccccccccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeses 76 Copying Data to the Clipboard cccccccccccessesssessseessssesseseeeeeseeeeesseeseseeseeeeeeeeeeeeeeeeeeenas 77 Resetting an mage cccccccccccccccceceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeSEEESEESEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEE EES 77 Printing the Current Page cccccccccccccccccceeeeeeeeeeeeeeeeeeeeeee
19. Number Blank Check Date Blank Payee Blank Files Browse rile Folder Folder Crs Se oon eee a ear eel Add New Documents Note If you select a document in the search results and then select the Add icon the selected documents index values automatically populate the new document s index criteria This can be overwritten by the user prior to saving PaperVision Enterprise User Guide 31 fie Chapter 3 Search Results 2 Inthe Document Index Fields section enter the required index values Tip To remove all index field values and start over click the Clear All Fields button In the Files section click the Browse button to locate the document 4 Inthe Choose File dialog box select the file and then click Open 5 In the Folders section you can optionally add the new document to a folder in the Folders tab To add the document to a folder click the Browse button to locate the folder The Choose Folder dialog box appears Choose Folder Choose Folder Folder Folder Name Warch 201 0 Eastern Division B Accounts Receivable Feb 2010 E gl March 2010 Cl Eastern Division J Northern Division El Southern Division Western Division OK Cancel New Folder Choose Folder 6 In the Choose Folder dialog box select the folder and then click OK 7 To add anew folder optional select the parent folder and then click the New Folder button 8 Ifyou added a new
20. Time plus 120 seconds During the search PaperVision Enterprise will initially sort the results in ascending order based on the selected Sort By field Note Long text fields cannot be sorted PaperVision Enterprise User Guide 14 os Chapter 2 Searching for Documents Searching for Documents To view projects to which you have been granted access expand the Available Projects directory Once you select a project within the directory the Project Search screen allows you to perform searches for documents Two types of search criteria may be available depending on the administrator s configuration of this screen The first type includes the Document Index Field Search Criteria that facilitates index level metadata searches The second type Full Text Search Criteria facilitates partial searches Search Accounts Receivable Document Index Field Search Criteria Checknumber SSS search Type sort By Invoice Number Full Text Search Criteria onteria Search Type Boolean Search and or not Natural Language Options _ Stemming _ Phonic Fuzzy Searching Synonym Searching WordNet Synonyms _ WordNet Related Words User Synonyms Clear Criteria Project Search The Search button initiates your search and your requested documents will appear in the Search Results screen The Clear Criteria button removes all text from every field Searches are not case sensitive for example a
21. Values Window e Enter Saves changes e Esc Cancels changes Available Document Security Levels Window e Enter Saves changes e Esc Cancels changes Document Grant e Enter Submits document grant Additional Hot Keys The following hot keys are functional only if you are assigned to use operating system defaults in Systems Settings gt User Options e Ctrl F Displays the first page of the first document in the search results list e Ctrl P Displays the first page of the previous document in the search results list e Ctrl N Displays the first page of the next document in the search results list e Ctrl L Displays the first page of the last document in the search results list e F Displays first page of current document e P Displays previous page of current document e N Displays next page of current document e L Displays last page of current document PaperVision Enterprise User Guide 119 A Appendix B System Hot Keys Folders Tab Escape Moves up one folder level Ctrl Alt A Selects deselects all Ctrl C Copies selected documents to Clipboard to be pasted to another folder Ctrl X Cuts selected documents to be pasted to another folder Shift P Prints entire results list Alt F1 Exports selected results list items Alt F2 Alters selected documents index values Alt Delete Deletes selected documents Alt F3 Prints selected documents Alt F7 Sends selected documents by email Alt F8 Export
22. Yes to confirm the deletion Renaming Folders If you have been granted the appropriate security access right you can rename folders To rename a folder 1 In the Folders tab select the folder 2 Right click and select Rename from the context menu 3 Enter the new folder name and then press Enter PaperVision Enterprise User Guide 47 i Chapter 4 Folders Creating a New Folder When you create a new folder both a folder entry and a shortcut entry are created The shortcut entry 1s created to link the new folder into another folder or the base default folder for that specific project You can create a new folder that resides in one folder but shortcuts to another folder allowing you to see the folder s contents To create a new folder 1 Right click the parent folder and select Create from the context menu The new folder appears directly below the selected parent folder 2 Enter the new folder name and then press Enter Document Operations in the Folders Tab You can perform all of the same operations on documents in the Folders tab that are available in any Search Results screen such as printing exporting altering indexes deleting etc For descriptions of each operation see Chapter 3 Search Results PaperVision Enterprise User Guide 48 Chapter 5 Viewing Documents PaperVision Enterprise supports the native viewing of more than 250 file types The document viewer creates a clean an
23. by the administrator so not all users will have access this list To open this screen expand the Destruction Lists directory and then highlight the project The Destruction List screen appears Bge View Refresh Logout Help Projects Folders Accounts Receivable 1 Destruction List Found Available Projects 3 A Global Searches ne N MW i Jan 11 2010 16 53 06 End of Month Destruction Month End Accounts Receivable 1 Human Resources 1 ro Powered by PaperVision Copyright 1995 2010 Digimecn Systems inc All Rights Reserved Destruction List To view the documents comprising the Destruction Lists click the View icon The list of documents appears in the Destruction List Documents screen PaperVision Enterprise User Default Administrator ss hd P asas aaas fF ff RB e J Print Results Export Results Alter Delete Print Email Export Migrate Secure Confirm Deny Retention Destruction Refresh Logout Help System Folders Destruction List Mar 19 2010 16 43 02 Inactive Accounts Inactive Accounts 2 Documents Displayed Available Projects Destruction List Page 1 of 1 Select All i lobal Searches he nn PE porun pomem tatu 02 15 2010 865421 03 15 2010 18 295 94 ARWILSON JONES 9431 03 01 2010 96526 03 15 2010 5 740 51 TENISHA DALE Accounts Receivable 1 E Administration ro Powered by PapervVision B Copmight 1956 2010 Digtech Seems he All Right Resend
24. dialog box appears Create Folder Enter the subfolder to create in April 201 0 W ester Division Cancel Create Folder 6 Enter the name of the new subfolder and then click OK 7 In the Select Folder dialog box click OK 8 Inthe Scan New Document dialog box click Save Note If a message displays to notify you that the files are being written to a temporary cache location click OK 9 For each additional document repeat steps 2 8 10 After all documents have been scanned click the Upload Scanned Documents E icon to upload them to the server As each document is successfully uploaded it is removed from the temporary cache location PaperVision Enterprise User Guide 68 os Chapter 6 Document Operations Exporting Documents From the document viewer you can export documents as various image file types and select how file names are created based on date time stamp or on an index field value Additionally you can choose the page range to export and the output directory location To export documents 1 Click the Export icon The Export dialog box appears Image Format BMF File Name Field Date T ime Stamp Output Directory ae Page Range All C Current Page C Pages me Export 2 Select the appropriate Image Format in which to export the documents 3 From the File Name Field drop down list select the format of the file na
25. e 1 000 becomes 2 000 and 2 003 becomes 3 000 e A new revision will increment the minor version of the document 1 e 1 001 becomes 1 002 3 Inthe File Path field click the ellipsis button to locate the file containing the new document version or revision The original checkout location pre populates this field 4 To delete the local file after check in select Delete Source File after Checked In 5 Enter any comments optional and then click Save The new version is copied to the server and updated PaperVision Enterprise User Guide 82 esd Chapter 6 Document Operations Undoing a Check Out Only an administrator or the original user who checked out the document can undo a check out To undo a check out 1 Right click on the document and select Undo Check Out from the context menu 2 Click Yes to continue Your changes made during the checkout will not be submitted 3 Click OK to the confirmation message Viewing the Check Out Status You can view who has checked out a document and when it was checked out To view a document s check out status 1 After checking out a document right click on the document and select Current Status The checkout date time user and name appear 2 Click OK to close the status window Viewing the Revision History To view document revision history 1 Right click on the document and select View Revision History 2 Choose the version and then click View 3 Click Y
26. field to open the drop down calendar and then select the date If calendars are not viewable enter the date Enter additional comments about the retention lock if applicable Click Save Click OK to confirm the retention lock oo a pe p PaperVision Enterprise User Guide 37 os Chapter 3 Search Results To remove a retention lock l A e V N Select one or more documents whose retention locks should be removed Click the Retention EZ icon In the Apply Remove Retention Lock dialog box select Remove Retention Lock Click Save Click OK to confirm the retention lock removal To edit a retention lock l Select the document Click the Retention ka icon In the Apply Retention Lock dialog box edit the date in the Retention Lock Date field and or edit the comments Click Save Click OK to confirm the changes PaperVision Enterprise User Guide 38 os Chapter 3 Search Results Applying Document Destruction Dates Times While viewing documents system administrators and authorized users can apply remove and edit destruction dates and times To apply a document destruction date time 1 Select one or more documents 2 Click the Destruction lis icon The Apply Remove Destruction Date dialog box appears Records Retention and Destruction Apply Remove Destruction Date Apph Remove Destruction Date Apply Destruction Date Destruction Date Time Comments
27. lt MT e Mi lt m gt Destruction List Documents PaperVision Enterprise User Guide 41 fie Chapter 3 Search Results The policy set name individual policy name and number of documents appear at the top of the screen In addition to the standard operations except the Add and Scan operations available in the Search Results toolbar you can also confirm and deny document destruction For information on applying and removing retention locks and destruction dates see the previous section on records retention lock and destruction dates and times Confirming Denying Document Destruction You can confirm or deny the destruction of one or more documents To confirm document destruction 1 Select one or more documents 2 Click the Confirm Deny i icon The Confirm Deny Document Destruction dialog box appears Records Retention and Destruction Confirm Deny Document Destruction Confirm Deny Document Destruction Confirm Document Destruction Destruction Date Time Po immm dd yyyy hh nn ss Comments Deny Document Destruction Save Cancel Confirm Deny Document Destruction Select Confirm Document Destruction If calendars are viewable select the date from the drop down calendar Or enter the destruction date and time Enter any comments optional Click Save ee PaperVision Enterprise User Guide 42 hs Chapter 3 Search Results To deny document destruction 1 Select
28. one or more documents Click the Confirm Deny iwi icon Select Deny Document Destruction Click Save Click OK to confirm the denial eS e Copying and Pasting Document Shortcuts from Search Results You can copy document shortcuts from a project or global search results screen and paste the document shortcuts into a folder You can perform these operations by right clicking the document in the search results screen and selecting the operation from the context menu Note You can only copy document shortcuts from a project s search results screen to a folder in that same project To copy documents from search results and paste them into a folder 1 From the project or global search results screen select one or more documents 2 Right click and select Copy Shortcut from the context menu 3 Select the Folders tab and then select a folder within the same project 4 Right click the folder and select Paste from the context menu PaperVision Enterprise User Guide 43 Chapter 4 Folders The Folders tab in PaperVision Enterprise allows you to organize documents in your own customized arrangement similar to Windows Explorer If you have been granted the appropriate folder security access rights by your administrator you may be able to view create delete rename and move folders within the Folders tab Folder operations such as cutting copying and pasting can be performed by right clicking on a folder and then sel
29. then the workstep is marked as completed and then transitioned to its transition workstep The transition workstep specifies the next workstep it can also specify the end of the entire workflow or transition to another workflow entirely A workstep definition may contain multiple post conditions Each post condition 1s evaluated in order i e when a workstep contains multiple post conditions the first post condition that is met will initiate the workstep transition and the workstep will be completed Workstep Owner As workstep instances are created defined workstep participants can assume ownership of them Once a specific user or the system has assumed ownership of the workstep instance that user or the system becomes the Workstep Owner Once a workstep instance is owned no other participants can perform any of the tasks for that particular workstep instance Ownership of a workstep instance can only be revoked by an administrator PaperVision Enterprise User Guide 94 fe Chapter 7 Worksteps Waiting in Queue Workflow Window To open the Workflow Window select the appropriate workstep instance within the Workstep Waiting in Queue directory gt PaperVision WorkFlow Windows Internet Explorer Worketep Tasks Valid Invoice Number Invoice Number Missing lncorrect YOUR LOGO INVOICE ABC Company INVOICE 500 Your Company Sogan DATE MAT 19 2008 123 Main St Denver CO 80202 Phone 303 333 333
30. 00 00 00 00 gargs 030172010 S000 00 849546 O31 5 2010 Dana Corporation score 100 Hits 6 Title O AVERAGE OF TWO HIGH QUARTERS 11 676 59 MAILED 03 09 04 REDET DATE OOf00 00 REDE CODE 0 O FOR EXPLANATION OF THIS DETERMINATION AND APPEAL RIGHTS SEE YOUR BENEFIT RIGHTS AND RESPONSIBILITIES BOOKLET DJDES JDE JOB7 PMODE POR COPIES 1 DEPT UC BEGIN 0 0 END 0JDES JDE JOB8 PMODE POR COPIES 1 DEPT UC BEGIN 0 0 END 1 FORM BEN STATE OF ALABAMA REV 5 90 DEPARTME OF INDUSTRIAL RELATIONS UNE gargs 03 01 2010 S000 00 84546 03 1 62070 Dana Corporation Score 12 Hits 2 Tithe 0 MAILED 03 09 04 REDET DATE 03 08 04 REDET CODE 4 0 FOR EAPLANATION OF THIS DETERMINATION Al APPEAL RIGHTS SEE YOUR BENEFIT RIGHTS AND RESPONSIBILITIES BOOKLET OJDES J JDE JOB FMO DE PFOR COPIES 1 DEPT UC BEGIN 0 0 ENC 0JDES JDE JOB87 PMODE POR COPIES 1 DEPT UC BEGIN 0 0 EMD 1 FORM BEN STATE OF ALABAMA REV 5 90 DEPARTME OF INDUSTRIAL RELATIONS UNEMPLOYMENT COMPENSATION AGENCY MONTGOMERY Garret 03 01 2010 965 aa 3264 ee neues m z z a 2 Full Text Search Results To display the associated page of the document double click the item If you are viewing the textual contents of the document versus the image contents you can highlight the words or phrase that was located PaperVision Enterprise User Guide 78 esd Chapter 6 Document Operations The score percentage is an indicator of the ranking of
31. 10 ABC Corp AOQOOS 04052010 12345 04012010 ABC Corp AUOOK O406l010 Detail Sets Documents Documents contain the individual pages or images for a given set of index values When document grouping is enabled in System Settings gt User Options documents are grouped per page results By default 100 documents appear per page of search results in PaperVision Enterprise PaperVision Enterprise User Guide 8 I Chapter 1 Introduction Supported Users PaperVision Enterprise supports the following types of users Users End Users By default end users have no rights until an administrator explicitly grants them access to projects or functionality Global Administrators Global administrators can control every aspect of configuration for the PaperVision Enterprise system including configurations for all entities However they cannot access the documents in a project as a system entity administrator can Global administration is only performed in the PaperVision Enterprise Administration Console application System Administrators System administrators are entity administrators They can administrate a single entity and have access to all functionality in all projects for that entity However system administrators cannot assign the entity s data group full text migration and batch paths for example that a global administrator can assign Workflow Administrators Workflow administrators are able to design and configure
32. 11 7 Appendix B System Hot Keys PaperVision Enterprise provides support for the hot keys outlined in this appendix These keyboard shortcuts consist of one keystroke or multiple keystroke combinations that activate functions within certain screens in the application General e F2 Help e Alt End Logout e F5 Refresh e Enter OK Login Window Internet Explorer only e Alt I Entity ID e Alt N User Name e Alt P Password Main Page e Alt P Displays hides Available Projects Alt W Displays hides Worksteps Waiting in Queue Alt G Displays available Global Searches Alt D Displays document destruction lists Alt S Displays hides System Settings e Alt A Opens Administration options e Alt O Displays Downloads Available Projects e Tab Moves down project e Shift Tab Moves up projects e First letter of project name Selects project e Spacebar if tabbing Selects current project PaperVision Enterprise User Guide 112 A Appendix B System Hot Keys Project Search e Ctril Alt A Adds new document e Ctrl Alt S Scans new document e Ctrl X Clears search criteria e Enter Executes project search Search Add New Documents Window e Ctrl Alt A Adds additional files e Ctrl X Clears all fields e Enter Saves documents e Esc Closes window and returns user to Project Search screen Worksteps Waiting in Queue e Tab Moves down workstep e Shift Tab Moves up workstep e First letter of wor
33. 12 PaperVision Enterprise User Guide 126 B Appendix D Supported File Formats Full Text The full text database engine in PaperVision Enterprise can extract full text information from many different document file formats Even 1f the application does not support full text extraction for a document type you can still upload the document and search for it using index field values the application will simply be unable to extract the full text information from the document e Adobe Acrobat pdf e Adobe Flash SWF e Ami Pro sam e ANSI ASCII text txt e Digitech Systems PaperFlow data groups that have been processed with OCRFlow e Digitech Systems DataFlow data groups e EBCDIC e Eudora MBX message files mbx e GZIP gz e HTML htm html e JPEG jpg e Lotus 123 e MBOX email archives including Thunderbird mbx e MHT archives HTML archives saved by Internet Explorer mht e MIME messages e Microsoft Access 95 through 2007 MDB e Microsoft Excel xls xlsx e Microsoft Internet Explorer Archives mht e Microsoft Excel 2003 XML xml e Microsoft Outlook Email files eml e Microsoft Outlook Express 5 and 6 message stores dbx e Microsoft Outlook Message files msg e Microsoft PowerPoint ppt pptx e Microsoft Rich Text Format rtf e Microsoft Vista XML Paper Specification xps e Microsoft Word for DOS doc e Microsoft Word for Windows versions 1 2 6 7 8
34. 12 20 I EET e I L OEE A TOE E E O 99 image based documents handling annotation textual notes ccceeeeeeeeeees 104 images TS I rate eles E E gels seach A EEN TI index field searching 000000000eeeoneoeeeeeeeeeeneenenseneenseeeene 16 index values E oN E ANEA PEE E ee 27 74 O O e 7 L Doae ee E decausaeeconesaececenect 11 PaperVision Enterprise User Guide M manual CISCIOSUIES ceecee nennen E Nn 9 maximum items in lists workflow option 008 102 migrating documents ccccsseseesssesesseteessssesssseseeeeees 30 migration JODS cccceeeesesesessesseseeseseeeessssssssesssseeeaes 108 9 a Ley A E PEE AEN ee Ne Te ere 109 BS UO Bal UNE eiser 109 Minimum system requireMents ccccseeeeseeeesesseeeeeeeees 10 Mozilla Firefox browser VIEWING documents eee cecececcceeeceeeeeeeeeceeeeeeeseeeeeees 55 Multiple Connected Lines tool ccceeeeeeeeeseeeeeeeeeeeees 58 N native applications opena BS geet co ces 70 VICW ING GOCUIMMICING oc05 secedecascensvincerpecedtceisvadeormbexcieres 55 native viewing Of document cc ccsssssssssssessessseeeees 49 natural language full text searches ccccssseseeeeeeeeeees 21 natural language Searches cccccececeeeeeeeseeeeeeeeeeeeeeeeees 21 Hoea O a E 107 EE Ta aa en eto tea E E E ES 107 O SrA a1 0 LENEE NE EE A A A A AE A EA 12 opening files in native applications
35. 3 Select the printing parameters and then click Print Emailing Search Results You can send documents from any MAPI compliant email application The system includes the document files and index values in the email message If annotations are visible in a document they will also appear in the document when it is sent Note This operation is only available for those using the document viewer or Internet Explorer To send documents by email 1 Select one or more documents 2 Click the Email l icon 3 Select the page range 4 Select the document format Note Only image based documents can be converted e g if the image 1s a tif it can be converted to a pdf when sent in an email Microsoft Word documents however will remain as Word documents 5 Complete your message and then click Send PaperVision Enterprise User Guide 28 os Chapter 3 Search Results Exporting Documents Exporting documents converts them to a specified format if the document is comprised of images and writes the files to a specified location on your local drive If the document is not comprised of images it will be exported in its original format If annotations are visible in a document they will also appear in the document when it is exported Note This operation is only available for those using the PaperVision Enterprise document viewer or Internet Explorer To export documents 1 Select one or mor
36. 3 01 2010 96526 03 15 2010 5 740 51 TENISHA DALE E 9818 02 15 2010 546 02 15 2010 18 000 00 GREG E MILLER lt Project Search Results Search results include all of the document index fields for the documents found in the search If you submitted a full text query PaperVision Enterprise will provide the first 512 characters of the document To easily locate a document in a large results list you can sort the columns in both ascending and descending order by clicking on the column header You can also resize columns by widening and narrowing the columns Furthermore you can reorder columns by clicking on a column and dragging it to the desired location If applicable you can expand and collapse documents containing detail sets also referred to as duplicate documents that appear in the search results list indicated with a plus sign Additionally the expandable left navigation pane allows you to view more index fields in the Search Results list Note Depending on your annotation rights annotations may be forced on for the project This causes only the document s edited portions to be seen and not the full text data below the annotations 25 PaperVision Enterprise User Guide esd Chapter 3 Search Results In addition to selecting a document to view a variety of operations can be performed from a search results list including altering document index values deleting printing emailing exporting mig
37. Alt F3 Prints selected documents Alt F7 Sends selected documents by email Alt F8 Exports selected documents Alt F9 Tags selected documents for migration Alt F10 Adds new documents Alt F11 Scans new documents Alt F12 Applies security to selected documents AlttInsert Toggles full text display on off Ctrl Period Applies removes retention locks Ctrl Forward Slash Applies removes destruction dates Ctrl Alt R Refreshes page Ctrl C Copies selected documents to Clipboard to be pasted to a folder within corresponding project PaperVision Enterprise User Guide 116 A Appendix B System Hot Keys Document Associations Search Results e Ctrl Alt A Selects deselects all e Shift P Prints entire results list e Alt F1 Exports selected results list items e Alt F2 Alters selected documents index values e Alt Delete Deletes selected documents e Alt F3 Prints selected documents e Alt F7 Sends selected documents by email e Alt F8 Exports selected documents e Alt F9 Tags selected documents for migration e Alt F12 Applies document security to selected documents e Ctrl Period Applies removes retention locks e Ctrl Forward Slash Applies removes destruction dates e Ctrl Alt R Refreshes page PaperVision Enterprise User Guide 117 es Appendix B System Hot Keys Document Viewer Window e Ctrl F Displays the first page of the first document in the search results list e Ctrl P Displays the first page of the previ
38. Click Save Click Yes to confirm the application removal of the retention lock A Rw N PaperVision Enterprise User Guide 84 os Chapter 6 Document Operations Applying and Removing Destruction Dates While viewing documents in the document viewer the administrator and authorized users can apply and remove destruction dates If you apply a destruction date to a document the document is removed from any destruction list to which it was previously associated You can also apply and remove destruction dates within the search results screen To apply or remove a destruction date 1 Right click on the document and select Apply Remove Destruction Date from the context menu The Records Retention and Destruction dialog box appears EF Records Retention and Destruction Apply Remove Destruction Date Apply Destruction Date Destuchon Date T ime Comments C Remove Destruction Date Cancel Records Retention and Destruction Destruction Dates Select Apply Destruction Date and enter a valid Destruction Date Time Or select Remove Destruction Date Click Save Click Yes to confirm the application removal of the destruction date A ee PaperVision Enterprise User Guide 85 i Chapter 6 Document Operations Performing a Security Audit In addition to the extensive security reporting capabilities in the Administration Console PaperVision Enterprise off
39. Draws a straight line on the image Straight Line E4 Draws multiple connected lines on the Multiple Connected Lines image 7 Draws a highlighting rectangle on the Highlight image Allows freehand drawing on the image vreehana lll Draws a solid rectangle on the image Solid Rectangle W m often used for redaction Draws a solid ellipse on the image Solid ctipse D lid pol he 1 Solid Polygon raws a solid polygon on the image To apply annotations to documents 1 Click the Edit Annotations icon 2 Select the appropriate annotation tool and drag around an area of the document Tip If you use the Multiple Connected Lines or Polygon tool double click to end the drawing 3 Click Edit Annotations once again to save the changes PaperVision Enterprise User Guide 58 os Chapter 6 Document Operations To edit annotations 1 Click the Edit Annotations icon 2 Click the Annotation Selector N tool 3 Right click on the annotation Note Depending on the type of document or image viewed the annotation s context menu will contain different options Pen color Fill color Pen width BackStyle d Locked w Moveable y Sizeable Hatch style d Hatch color ut Copy Delete Delete All Annotation Context Menu Solid Rectangle 4 Inthe context menu select the appropriate option 5 Click the Edit Annotations icon once again to save the ann
40. E E 13 searching documen anaro EEE E 13 15 rE e APEE ESATE EA A TT 13 security access rights documen LeVert ennor EE 36 ato a e E N E E E 36 LEE E 18 EE EAE A EA 86 setting passwords for files cccesssssssesssessssessssseeeees 89 settings ac 8 e T AE AA ne ETE A eee ee 99 document viewing ssccsdcczsancedeSeenardcadidacieseursaseedinsateatessekd 98 notifications ssssseeeeeeeeeeesssssssseserrereeessssssssssrerrress 107 BS ACCU E wanecua decane dace uacaanegsmemienes 98 Show hide annotations cccececccseecccesecceeeesceneeseens 56 57 Sond FUT PSC tOO Lenne 58 Solid Polygon TOON scessecscatedesadoncdecenonceedewssctedemoncseceseaceeds 58 Solid Rectangle tO ccccccecesssssssesssssesssssssssseseeeeeeas 58 source file information ie sec see ad esc eschews eeicadec beer dene 79 SEAT 8 10 21 oe een ee nee 18 pirat Olit Line t00 lessee 58 synonym searching cccceeeesesssseesssseseessessesesseseeeeeas 18 system hot KeyS cccceeessssssssssssssssssssssssssesssesseeeas 112 20 systemi LEQ UIC INON LS oreinaren E EEEn 10 System SENES ee on an EE 89 PaperVision Enterprise User Guide taseine COCUMIGIES seriecrronen ia nr a E 30 take next available workstep workflow option 103 E a R E 94 term weighting definition cccceeeeeeseeeeeeeeeeeeeens 21 ISA TOO at estas esse pasadena nee 6 8 Toa E S 58 aO e A 57 VENE aene rE Rane anne e
41. L database limiting the results to the value specified by Maximum Results per Query and sorting by the Document ID value 2 For each document returned from that database query PaperVision checks to ensure the requesting user has document level access to it 3 If after stripping out documents there are fewer than Maximum Results per Query PaperVision Enterprise will repeat steps 1 and 2 for the next group of documents When the correct number of documents are found or no more meet the criteria Paper Vision Enterprise will continue to step 4 4 PaperVision Enterprise sorts the final set of documents based on the user s requested sort order and field 5 PaperVision Enterprise cycles through the documents queuing them up to be returned to the client As it does this if the user has document grouping enabled PaperVision Enterprise will compare document index values to see if any document groups should be created PaperVision Enterprise searches for documents including full text search criteria by following the steps below 1 PaperVision Enterprise submits the full text search criteria to the full text database engine instructing it to return at most the number of documents specified by Maximum Full Text Items configured by the system administrator The engine returns the Document ID values and additional information of any documents that the full text engine finds 2 PaperVision Enterprise appends the submitted index v
42. NSI Character Set is the Microsoft Windows default The DOS Code Page setting should only be used 1f the text file was created with a DOS editor Word Processing Document Display Options You can specify whether to display textual documents 1 e word processing files to fit within the window without full formatting Fit to Window or to display the document with full formatting Page Layout Mode e Ifyou select the Page Layout mode you can select either the Full Size or Fit to Width view of textual documents i e word processing files when they are displayed e Ifyou select the Fit to Window mode the font sizes can be increased and decreased for easier viewing PaperVision Enterprise User Guide 101 os Chapter 8 System Settings Workflow Options Depending on your workflow rights you may be allowed to make modifications to your workflow options in the Workflow tab Any settings that your administrator defines for your entity will override any modifications you make in this tab 4 System Settings General Workflow ScanvE dit Header Footers Perret rr ere Workflow Options Refresh Period seconds jo Masimum Items in Lists Confirm Ownership Take Hest Avalable Wworkstep Document System Settings Workflow Tab Refresh Period You can configure the amount of time in seconds the system must remain idle wi
43. PaperVision Enterprise User Guide 92 K Chapter 7 Worksteps Waiting in Queue Pre Conditions Pre conditions define a set of rules based on document index criteria that are used to determine if documents should automatically spawn new workflow instances when a document is added to the system via importing data groups or manually adding a new document A workflow definition can contain multiple pre conditions Once a pre condition is met for a specific workflow definition and the workflow instance has been instantiated no additional pre conditions for that same workflow will be evaluated However other workflow definitions pre conditions will be evaluated to see if workflow instances should be created for them If no pre conditions are defined for a workflow workflow instances will have to be manually created by administrators or users explicitly granted access to do so Note Pre conditions defined as new versions are not re evaluated for existing documents those already residing in the system when importing with the Full Reload as New Object Version option Pre conditions defined as new versions are only re evaluated during document check in Workstep Definition A workstep definition describes an activity that forms one logical step within a process defined by a workflow definition This activity may be automated by the workflow server with no user intervention or may require the user to perform one or a series of ta
44. PaperVision Enterprise l A Ler DIGITECH SYSTEMS User Guide PaperVision Enterprise Release 71 June 2010 Information in this document is subject to change without notice and does not represent a commitment on the part of Digitech Systems Inc The software described in this document is furnished under a license agreement or nondisclosure agreement The software may be used or copied only in accordance with the terms of the agreement It is against the law to copy the software on any medium except as specifically allowed in the license or nondisclosure agreement No part of this manual may be reproduced or transmitted in any form or by any means electronic or mechanical including photocopying and recording for any purpose without the express written permission of Digitech Systems Inc Copyright 2010 Digitech Systems Inc All rights reserved Printed in the United States of America PaperFlow DataFlow OCRFlow QCFlow and the Digitech Systems Inc logo are trademarks of Digitech Systems Inc PaperVision and PaperVision net are registered trademarks of Digitech Systems Inc Microsoft Windows Windows XP and Vista are registered trademarks of Microsoft Corporation All other trademarks and registered trademarks are the property of their respective owners PaperVision Enterprise contains text search technology provided under license by dtSearch All rights reserved PaperVision Enterprise contains technology u
45. Scan New Document dialog box click Save Note If a message displays to notify you that the files are being written to a temporary cache location click OK 10 For each additional document repeat steps 2 9 11 After all documents have been scanned click the Upload Scanned Documents it icon to upload them to the server As each document is successfully uploaded it is removed from the temporary cache location PaperVision Enterprise User Guide 35 hs Chapter 3 Search Results Applying Document Level Security PaperVision Enterprise applies extensive security measures beyond project level security rights Project level security access rights provide functionality based security at the project level and administrators can grant or deny user access to specific projects and functionality within those projects Document level security provides more fine grained settings enabling administrators to define users security access rights to individual documents For example document level security can restrict access to certain people based on date ranges or invoice amount ranges If you do not have access to a document you will not see it in your results list If you are an administrator or a user with the appropriate rights a padlock will appear in the Status column of secured documents To apply security to documents 1 Select one or more documents 2 Click the Secure 8 icon 3 Select the document security leve
46. Search Criteria PaperVision Enterprise User Guide 22 ie Chapter 2 Searching for Documents To add a new global search 1 Click the Add Search Q icon The Add New Global Search window appears Add New Global Search Add New Global Search Global Search Criteria Global Search Name Company Name Index Fields _ Select All Accounts Receivable Payee Purchase Order Number Amount Human Resources m Last Name First Name _ ssn Employee ID Company Name _ Sales Prospect Company Name _ Main Contact _ Address L_ city State i Cancel Add New Global Search In the Global Search Name field enter the name Select the appropriate index fields from each project to include in the search To select all projects and criteria choose the Select All box es a Click Save The new global search will be added to your Global Searches list PaperVision Enterprise User Guide 23 fe Chapter 2 Searching for Documents To perform a global search 1 From the Global Searches screen choose the global search from the Global Searches list 2 Enter the search criteria in the Global Search Criteria field and click Search A list of documents fitting the criteria is displayed in the Global Search Results list Note You cannot use the ampersand amp or carat characters in global search criteria Accounts Receivable 10 Documents Displayed G
47. System Settings Note After you configure settings for each tab you must click the Save button to retain the settings 4 System Settings General workflow scan E dit Header Footers ASCII Font Font Name Courter New Bold False Font Size 10 ltalics False Filter non printable Characters w ASCH Display Options Left Margin twips 360 Aight Margin twips 360 Top Margin twins 360 Bottom Margin twips 360 Character Set ANSI Character Set Word Processing Document Display Options Display Mode Page Layout Mode r Page Layout Fit to Width Document System Settings General ASCII Font You can specify the font that is used to display ASCII documents including COLD ERM documents by clicking the Select button Additionally you can specify whether non printable characters are filtered out of the view when displaying ASCII documents including COLD ERM documents by enabling the Filter non printable Characters option PaperVision Enterprise User Guide 100 fe Chapter 8 System Settings ASCII Display Options You can specify the size of the left right top and bottom margins in twips 1440 twips 1 inch when displaying ASCII documents including COLD ERM documents This setting defaults to 360 twips one quarter inch You can specify the character set used to display ASCII documents including COLD ERM documents The A
48. TO Name SHIP Hamel Company Mame To Company Mame Etreet Address Etreet Address City 5T ZIP Code fCity ST ZIP Code Dana Win rex Page 1 of 1 78421 11705 2009 Qwest 11 09 2009 21054 644 33 Options Refresh Payment Process Review My Workstepes 1 listed Worksteps Waiting in Queue 1 listed woikFiow Instance WorkFlow Started Workstep Instance workstep Started workFlow Instance workFlow Started Wworkstep Instance Workstep Started EEE i Dec 01 2009 09 4344 4s Dee 01 2009 09 43 54 01 2009 09 43 54 36 0Cttiti i i CY Dec 01 2009 09 43 54 J Local intranet iow PaperVision Enterprise Workflow Window The Workflow Window contains the following features and functionality e Workstep Tasks display a checklist of tasks associated with the selected workstep Depending on the workflow configuration you must complete the associated tasks to complete the entire workstep e The document viewer window displays the document associated with the current workstep instance e The Options button contains system settings that you can configure including workflow options e The Refresh button allows you to refresh both the Worksteps Waiting in Queue and My Worksteps lists e Workstep drop down menu located to the right of the Options and Refresh buttons displays your accessible worksteps and associated workflows e My Worksteps display the worksteps that you own within the s
49. Vision Enterprise User Guide 12 Chapter 2 Searching for Documents The search capabilities in PaperVision Enterprise allow you to perform detailed or broad document searches within a project or global searches for documents across multiple projects that have multiple index field values in common You can also perform limiting searches on dates and numbers that allow you to specify ranges of values Within seconds the server performs your search and displays a list of documents that meet your criteria For the system to include documents among your search results you must have been granted document level security access to those documents The number of documents that meet your criteria displays at the top of the list If no documents meet the criteria you enter the system displays a notification General Searching Rules PaperVision Enterprise provides flexible searching features to enable fast and accurate document retrieval To maximize your search results you can use the following general searching rules e You can specify the number of documents to return in a single query through settings in System Settings gt User Options e All numeric and date fields allow you to perform limiting searches to limit the results to a specific range of values If both range limits are not filled for a particular index field the system will search for the value that you entered e Index field searches are not case sensitive e g a s
50. You can expand or collapse a folder indicated with the folder aI icon to show or hide its subfolders and documents To expand or collapse a folder right click the folder and select Expand or Collapse from the context menu Cutting Copying and Pasting Folders If you have been granted the appropriate security access rights you can cut copy and paste folders to different locations within the tree All of the folder s subfolders and documents will be transferred during these operations To cut and paste a folder b Right click the folder and select Cut from the context menu 2 Open the parent folder where the selected folder will reside 3 Right click and select Paste from the context menu To copy and paste a folder k Right click the folder and select Copy from the context menu 2 Open the parent folder where the selected folder will reside 3 Right click and select Paste from the context menu Cutting Copying and Pasting Document Shortcuts You can cut copy and paste document shortcuts from one folder to another The copy paste operation allows you to place a document in multiple folders which creates multiple shortcuts to that specific document in each folder To cut and paste document shortcuts l 2 3 4 In the Folders tab select one or more documents Right click on the selected documents and choose Cut Shortcut from the context menu Navigate to the appropriate folder R
51. a document based on its number of hits compared to the document receiving the most hits The document with the most hits always receives a score of 100 For example if a search returns four documents with hits of 115 77 50 and 4 the document with 115 hits receives a score of 100 the remaining documents receive 67 77 of 115 1s 67 43 and 5 respectively For full text searches the hits value displays the number of times hits the text exists in the document Note For a complete list of file formats from which the PaperVision Enterprise full text database engine can extract full text information see Appendix D Viewing Source File Information This operation will display the original data group name and source file path for a document To view source file information 1 Right click on the document and then select Source File Information 2 Click OK to close the window Deleting Moving Page Range When you check out an image based document you can make changes to the temporary checkout file While the document is checked out you have the ability to move delete and insert append pages within the document When you check the document back in the temporary checkout file is used to update the document on the server To delete a page range 1 Right click on the document and select Delete Page Range 2 Enter the starting and ending page range 3 Click Continue 4 A confirmation prompt lists your selected pag
52. ad the document viewer plug in from the Downloads screen 1 From the Downloads screen scroll to the PaperVision Enterprise Document Viewer Controls entry and then click Download 2 When the File Download dialog box appears click Save 3 Choose the file location 4 Click Save once again PaperVision Enterprise User Guide 49 hs Chapter 5 Viewing Documents To install the document viewer plug in 1 Browse to the location where you downloaded the plug in Double click the Setup exe file Click Run and the InstallShield Wizard window appears Click Next and the License Agreement window appears Click Yes to accept the terms of the license agreement es After the installation has completed click Finish Viewing Documents in the Document Viewer The document viewer window displays the documents after you open them in a search results screen Depending on your security access rights and the type of document you are viewing you can right click on a document to access various document operations The document viewer toolbar contains flexible manipulation features that enable document scaling zooming and rotating page and document navigation and document related tasks such as viewing and printing Tip To preview a summary of each toolbar command hover the mouse over the icon and its function will appear in a tool tip To view documents 1 Perform a search for documents The results display in a sea
53. alue query if any to also require the resulting documents to have Document ID values that are in the list of those found by the full text engine 3 PaperVision Enterprise executes the submitted index value query against the SQL database limiting the results to the value specified by Maximum Results per Query and sorting by the Document ID value 4 For each document returned from that database query PaperVision Enterprise checks to ensure the requesting user has document level access to it 5 If after stripping out documents there are fewer than the specified Maximum Results per Query PaperVision Enterprise will repeat steps 3 and 4 for the next group of documents When the correct number of documents are found or no more meet the criteria PaperVision Enterprise will continue to step 6 PaperVision Enterprise User Guide 129 es Appendix E Frequently Asked Questions 6 PaperVision Enterprise sorts the final set of documents based on the user s requested sort order and field 7 PaperVision Enterprise cycles through the documents queuing them up to be returned to the client Since a full text search was issued no document grouping 1s used Q How does PaperVision Enterprise s file caching scheme work A PaperVision Enterprise implements advanced caching processes to minimize the chance of a document being accessed by an unauthorized party When using an application server or PaperVision net Enterprise in your Pap
54. and then click the Create Folder button The Create Folder dialog box appears Create Folder Enter the subfolder to create in April 201 0 W ester Division Cancel ss Create Folder 6 Enter the name of the new subfolder and then click OK 7 Inthe Select Folder dialog box click OK after you have created all required folders 8 Inthe Add New Document dialog box click the ellipsis button in the Document File field to locate the new document 9 Inthe Add New Document dialog box click Save A progress message appears briefly while the document is uploaded PaperVision Enterprise User Guide 65 os Chapter 6 Document Operations Scanning and Uploading New Documents When new documents are scanned they are temporarily stored on the local computer where they were scanned until you manually upload them This is intended to optimize throughput for remote users allowing multiple documents to be scanned and then transferred all at once To select or configure a scanner right click the document and then select Options gt Select Scanner or Scanner Settings Optionally you can add new documents to folders as you scan them into the system Note To scan documents into PaperVision Enterprise the scanner must be connected directly to the scanning machine no wireless or other network connections For more information on folders see Chapter 4 Folders To scan and upload new documents
55. are altering only specific values of multiple selections for example you are modifying the dates of multiple selections but not the file names leave the values you are not changing at their current value Index values can be changed within a search results list or within the document viewer To alter index values 1 Select one or more documents 2 Click the Alter icd icon Note If you do not select a document the system displays an alert Click OK to close the alert 3 Enter the new index values and then click Save Deleting Documents Deleting documents from PaperVision Enterprise will remove the documents and all associated versions and annotations from the system Depending on the way the administrator has configured the data group for the documents PaperVision Enterprise may also delete the physical files from their source media The administrator grants you the right to delete documents so you may not have access to this operation To delete documents 1 Select one or more documents 2 Click the Delete x icon 3 Click OK to confirm the deletion PaperVision Enterprise User Guide 27 esd Chapter 3 Search Results Printing Documents If annotations appear on the document they will print on the document Note This command is only available for those using the document viewer or Internet Explorer To print documents 1 Select one or more documents 2 Click the Print Zd icon
56. atus 2 Since a document may have multiple workflow instances associated with it you may select from the Associated Workflow Instances drop down list to view the information for another instance PaperVision Enterprise User Guide 88 esd Chapter 6 Document Operations Setting a File Password Some archive file types such as ZIP files contain additional files within their container that are often password protected You can assign a password to allow you to open and view these files Once a password is assigned it will remain in memory until the document viewing window or application is closed To view supported password protected files 1 While viewing an archive document right click on the document and select Set Password from the context menu 2 Enter the password and then click OK The document will be redisplayed applying the supplied password for accessing its contents Extracting Files from Archives Some archive file types such as ZIP files contain additional files within their container These files can be extracted to your hard drive for further use To extract files from archives 1 While viewing an archive document highlight the files 2 Right click on the document and select Extract Selected Files from the context menu 3 Select the directory and then click OK Options Scanner and system settings can be configured while viewing documents in the document viewer Right click on the docum
57. csesccasccacccasedsescececneetacasteciacatacecteetoeiedacs T1 retam tab selecione O 99 retention locks applying and removing ccceeeeseesseeeseeeeeeeeseeeeeees 84 rOVISiON COMOL lt ccionsanraesrdenusdninaetiacndsannosunldeasiemmenrasvedvanveds 81 TOVISION HISCOLY sorei es 83 right clicking in document viewer cccceeeeeeeeeeeeeeeees n rolling back versions of documents cccececeseeeeeeees 83 S SC alii IO CUI CUES xian tes iets ase ics decent dee theca 54 scanner SEIO S eee oe ee ee wn ee 89 scanning and uploading document cc eeeeseeeeeeeees 66 scanning new document ccccsssssssssssssssssssssseeeees 33 scanning new documents in document viewet 00 66 SCANS Opt OU S ossea a eds paced cdsteaed sactecescdee 104 score full text search results cccccccceseeeeeeeeeeeeeeeeees 79 search criteria MMU E o EPET es es cescetectecesaescteq cst ssecteneccuscetecsecesnecctecchesciees 15 search results copying pasting document shortcuts 0008 43 46 document associations cccsesseececeeeceeeeeseeeeessnteeeees Td CD o eee E E E 28 Ex 6 0 48 11 opira E Oe ne ES 26 PUL e EEE E E EA A E E 78 POUDE 2s oad onset E suse tencesneuareenestencene 26 searc H SELNES scsi 98 search type Besrcinrionn iaeaea 17 searches ERE EE 18 4 EE E E A A A ee ent 14 a TG 1 a REIALO SE A A EET T E TEA 13 Pa a 13 Malplena E 13 ea elei o EA E
58. d navigable user interface and enforces applicable functional security while enabling document management manipulation features and workflow capabilities The first time you attempt to view a document through the document viewer the system displays a link for you to download the document viewer plug in See Appendix C for a complete list of supported native file types Important To install the document viewer plug in you must be using Microsoft Internet Explorer 6 or later on Windows XP or later Additionally the viewer must be configured properly in System Settings gt User Options gt Use PaperVision Viewer Depending on document function rights granted by the administrator using the document viewer might be your only option To use your operating system s application that natively associates with your files select the Use Operating System Defaults option in System Settings gt User Options Please be advised that documents viewed in their native applications are not governed by the strict security features in PaperVision Enterprise Installing the Document Viewer You can install the document viewer from the Downloads screen Depending on your security access rights granted by the administrator you might not be able to install the document viewer If you cannot install the document viewer contact your administrator for assistance Note Installing the plug in requires administrative rights in Windows To downlo
59. d submit documents for migration 1 Select one or more documents 2 Click the Migrate ra icon 3 Click OK to submit the documents for migration A confirmation message will appear if the documents were successfully tagged for migration Note An administrator will perform the actual migration through the PaperVision Enterprise Administration Console not the PaperVision Enterprise Local Client PaperVision Enterprise User Guide 30 fie Chapter 3 Search Results Adding New Documents An infinite number of documents can be added to projects in the Project Search Project Search Results Global Search Results and Folders screens You can add multiple documents during one upload by selecting the Additional Files button Depending on the organization of the project and how the administrator set up the index field values it might be possible to enter new index values or you may be able to choose index values from a drop down list If applicable document level security may be applied If text type documents are added for full text searching the system will populate the full text database If you are granted the appropriate folder security access rights you can also add new documents to folders in the Folders tab To add documents to projects 1 Click the Add i icon The Add New Documents page appears Add New Documents Document Index Fields Invoice Number Blank Invoice Date Blank Amount Blank Check
60. e Handling for Editing Image Based Documents These settings specify how annotations are to be handled when an image based document is modified When a modified document is checked in you can select whether annotations will remain associated with the image useful for annotations that highlight or redact portions of the image or the page number useful where annotations are simply notes Note Annotations might be deleted if their associated image or page 1s removed from a modified document Additionally no annotation shuffling 1s performed when rolling back to a previous version annotations remain associated with their page numbers PaperVision Enterprise User Guide 104 i Chapter 8 System Settings Header Footer Settings PaperVision Enterprise allows you to print headers and footers when printing images The Header Footer tab contains font and placement settings for document headers and footers Image Printing Header Footer Font You can select the font to be used while printing images by clicking the Select button System Settings Image Printing Header Footer Fort Font Name Courier Mew Bold True Font Size 8 Italics False Select Image Printing Header Footer Data Top Left None Value Top Center None Value Top Right None Value Bottom Lett None Value Bottom Center None Value Bottom Aight None Value Document System Settings Headers Footers PaperVisi
61. e documents 2 Click the Export icon The Export dialog box appears Image Format IPG af File Hame Field lt Date Time Stamp Output Director C Documents and Settings 4drmiristrator i r Page Range fe All C Curent Page C Pages Export Cancel Export 3 From the Image Format drop down list select the appropriate format in which to export the documents Note Only image based documents can be converted e g if the image 1s a tif it can be converted to a pdf when exported Microsoft Word documents however will remain as Word documents 4 From the File Name Field drop down list select how the exported document will display the file name either as a date time stamp or based on the documents index field values 5 Select the output directory 6 Select the pages to export and then click Export Annotations and document index values are exported with the documents PaperVision Enterprise User Guide 29 A Chapter 3 Search Results Migrating Documents PaperVision Enterprise facilitates the process of collecting documents from your repository into external data groups CD ROMs etc Migrating documents becomes particularly useful in applications where specific sets of data are required to give to an end user e g legal projects where an attorney wishes to extract information about a specific case and have it placed on a CD ROM to take to trial To tag an
62. e range Click Yes to continue and your pages will be deleted from the document Note Your changes will not take place in the central repository until you have checked in the document PaperVision Enterprise User Guide 79 A Chapter 6 Document Operations To move a page range 1 Right click on the document and select Move Page Range 2 Inthe Source Page Range section enter the starting page and ending page range to move 3 In the Destination Page Range section enter the starting page and ending page if applicable where the pages will be moved 4 Click Continue 5 Click Yes to continue and the specified pages will be moved Note Your changes will not take place in the central repository until you have checked in the document PaperVision Enterprise User Guide 80 esd Chapter 6 Document Operations Revision Control PaperVision Enterprise offers extensive document revision control features to enable you to manage multiple versions of documents In addition to standard document check out and check in operations you can roll documents back to previous versions and view old versions of documents The process for checking out image based documents differs from non image documents When you check out non image documents they are simply copied to a location on the local computer and then opened in the native application When you check out image based documents the check out process differ
63. earch for smith will find Smith 663499 e PaperVision Enterprise allows you to utilize the asterisk wildcard to specify any number of unknown characters For example searching for T in a name field would locate any document that had a name beginning with the letter T Furthermore searching for T would locate any document that included a letter T anywhere in the name Finally searching for T would locate any document whose name ended with the letter T 66 99 e PaperVision Enterprise allows you to utilize the underscore wildcard to specify a single unknown character For example searching for S_N would locate SON but it would not locate SOON Additionally searching for _ would locate any non blank value e PaperVision Enterprise allows you to search for a single character within a range or list by using the bracket characters For example searching for A 456 TEST would locate A4TEST ASTEST and A6TEST The same result occurs from searching for A 4 6 TEST You can also utilize letters within the brackets to search for a range or list of letters e g a f e You can perform multiple searches within a single index field by using and amp and or operators To perform a search on a name field for names that begin with an A or Z you could simply enter A Z To perform a search on a name field fo
64. ecting the operation from the context menu With the appropriate security access rights you also may be able to move documents into folders and remove documents from folders The Folders view provides you infinite flexibility to organize folders and documents providing you with quick and convenient access to any document To switch to the Folders view select the Folders tab next to the main PaperVision Enterprise System tab PaperVision Enterprise User Default Administrator D d asas Pee gt 3a a KD 2 J Q Print Results Export Results Alter Delete Print Email Export Migrate Add Scan Secure Retention Destruction Refresh Logout Help iienaa s e aee a e asi System Folders Accounts Receivable Feb 2010 Eastern Division 34 Documents Displayed A El B Accounts Receivable O E Feb 2010 Up ESC Page 1 of 1 Select All Eastern Division GiFeb 2008 232855 03 15 2010 65799 03 20 2010 10 000 00 RHONDA GAYLORD E Feb 2009 232855 03 15 2010 65799 03 20 2010 10 000 00 RHONDA GAYLORD E Northern Division 232855 03 15 2010 65799 03 20 2010 10 000 00 RHONDA GAYLORD gi Southern Division 232855 03 15 2010 65799 03 20 2010 10 000 00 RHONDA GAYLORD S 232855 03 15 2010 65799 03 20 2010 10 000 00 RHONDA GAYLORD E Western Division 232855 03 15 2010 65799 03 20 2010 10 000 00 RHONDA GAYLORD March 2010 232855 03 15 2010 65799 03 20 2010 10 000 00 RHONDA GAYLORD E Human Resources 232855 03 15 2010 65799 03 20 2010 10 000 00 RHONDA GAYLORD Feb
65. edscecsvsecauscdesdesssaeesenesieadsisuas 49 Installing the Document Viewer ccccccccccccccceeceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeseeeeeeeeeeeeeeeeeeees 49 Viewing Documents in the Document VICWED ccccccccccccccccccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 50 Document Viewer Toolbar Commannds cccccccccccccccccesesseeesesnsnneeeeeeeeeeeeeeeeseeeeesnnneeeeeeeeeeeeeees 52 Navigation Commands cccccccccccsscscseeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeseeeeseeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 52 Navigation Commands and Hot KeyS ccccccccccccsssccececcceeccceceeececececeeeeecceceeeeeeeceeeeeeesseeeeeeees 53 PaperVision Enterprise User Guide iii Table of Contents Chapter 5 Viewing Documents continued Viewing Commands ix 554 lt s0s lt sseqsasaosareauassenpasapaaaeanapeiasitaoassanapanasaiaeasaeanaparasiiaoatada ahenasai lt basaeanades 54 Viewing Documents in Native Applications cecccccccccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 55 Chapter 6 Document OperationS ccccccsssssseccoccccsssssccccososssseeccocsssssceecesosssssseesosssoo 56 Annotating Documents 3 gars ce cadedncowtseoseteadssaverebsunseuadeden wads sda arii eaa a i eenia ean aiana 56 Annotation Commands ssseeeeeeeeessssssssseerreecesssssssssssoseeereceeessssssssssssreteeeoesessssssssssssreereeeeesss 57 Anpotdtion GONG scoene e EE eE rE rE e Ea E o A ERNEA 58 EOIN O06 eeo E E E EEN E EE A E E E E
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70. elated Words User synonyms Full Text Search Criteria Full text search criteria contain the Criteria field and Search Type buttons select either Boolean Search or Natural Language If you enable the Show Full Text Options setting in System Settings gt User Options the full text search options will display You can use full text searches to perform partial searches for example if you are unsure of the entire document number Note For a complete list of file formats from which the PaperVision Enterprise full text database engine can extract full text information see Appendix D PaperVision Enterprise User Guide 17 hs Chapter 2 Searching for Documents Full Text Search Options The full text search options enable you to limit or expand your search results Use them to perform the following search types Variable Term Weighting This option allows you to weigh some words more heavily than others in ranking search results e g apple 5 and pear 3 Stemming This option extends a search to cover grammatical variations of a word For example a search for fish would also find fishing A search for applied would also find applying applies and apply You can either perform stemming for all of the words in your query by selecting this option or for specific words by placing a tilde character at the end of the desired word s in your criteria e g fish Phonic This option
71. elected workflow instance e The Worksteps Waiting in Queue list displays unowned worksteps within the selected workflow instance PaperVision Enterprise User Guide 95 hs Chapter 7 Worksteps Waiting in Queue Processing a Workstep Instance Within the Workflow Window you can assume ownership of worksteps and complete tasks associated with each To process a workstep instance 1 Select the appropriate workflow workstep from the drop down list located directly to the right of the Options and Refresh buttons The Worksteps Waiting in Queue list will be populated with unowned workstep instances 2 Inthe Worksteps in Waiting in Queue list double click the appropriate workstep instance select multiple workstep instances by pressing the Shift or Ctrl key 3 Based on your workflow settings click the Options button and select the Workflow tab you may see a confirmation message prior to assuming its ownership If the message appears select Yes to take ownership Note Once you take ownership of a workstep the ownership cannot be canceled Only an administrator can reassign ownership of a workstep e The server will take ownership of the workstep instance for you and place the new workstep in your My Worksteps list e The newly owned workstep instance will be loaded automatically and its associated document will display in the document viewer window 4 Finally you can execute the workstep In the Workstep Tas
72. ent and then select System Settings gt Select Scanner or Scanner Settings Viewing Password Protected Archives Some archive file types such as ZIP files contain additional files within their container Often times these files are password protected You can set a password to be used to open these types of files for viewing Once a password is set 1t will remain in memory until the document viewing window or application is closed To view supported password protected files 1 While viewing an archive document right click on the document and select Set Password 2 Enter the password and click OK The document will display once again and your password will be applied to the document PaperVision Enterprise User Guide 89 A Chapter 6 Document Operations Enhanced Auditing All document operations such as viewing searching printing emailing exporting etc are tracked by PaperVision Enterprise Additionally administrators may enable enhanced auditing for a project When enhanced auditing is enabled performing document operations may require you to enter a recipient of the information 1 e emailed to whom the reason for the disclosure of information and optionally notes pertaining to the disclosure If you perform an operation on a document whose associated project has enhanced auditing enabled you will be required to select from existing disclosure information or you may be allowed to enter new information
73. enying Sy sscrseczesadevezecacssegeedesscdencvedees 42 43 document destruction dates applying 000000000000000000 39 document grants ie AUTO e E 72 licensing CONSUMPTION cceececcccceeeeeeeeeeeeeeeeeeeeeeeeeees 7 document grouping usor Se OS aE 129 document index field search criteria ecececeeeeeeeeees 15 document index field searching ceceeccececeeeeeeeeeeeees 16 document operations performing ccccececeeeeeeeeeeees 56 document shortcuts copying and pasting from search results 43 46 PaperVision Enterprise User Guide document system settings cc cceeececeeteteeeeeeeseeeeeees document viewer PADS A ast eter E E S 49 navigation commands sssssseneonnnnnnneeoeneneeeeserereseeeene 52 TION HCMCKING sccis anii 77 viewing commands 10 0 eeeeeceeceececeeeeeeeeeceeeeeeeeeeeeeeeees 54 VICWINO GCOCUIMCINS siorc an S 50 document viewer plug in sossssssneseseseeesensneeseeenseee e 49 AEETI C i EE EEE E A AA A A E 50 document viewer toolbar commands cseeeeeeeeeees 52 document Viewer WINdOW cccccccceeesseeesssnntteeeeeeeeeeees 51 document viewing settings ccccssssssssssesseseseesseeeeees 98 document level security EAPO yD ee E E E EEE 36 TemMOVIN E ee S 36 documents A CIO Ne Wecne ione en 31 ETI CALI a A 56 AOLE Ale a AE EE ATT T5 OTe ea aE EAEE 81 US TTT ON PAIE AE stared A A A T T 8 der A r
74. erVision Enterprise installation the document store 1s never exposed to outside users nor is it exposed to the PaperVision Enterprise users When a user retrieves a document 1 The PaperVision Enterprise server caches the first page of that document to a temporary location and then passes that information to the PaperVision document viewer 2 The PaperVision Enterprise document viewer retrieves the file from the temporary location on the server and stores it in a temporary location on the client machine 3 The PaperVision Enterprise document viewer notifies the PaperVision Enterprise server that the cached file can be removed 4 The PaperVision Enterprise server removes the cached file 5 Steps 1 through 4 are repeated for any additional documents or pages 6 When the PaperVision Enterprise document viewer is closed it clears out the cached files on the local machine PaperVision Enterprise User Guide 130 A adding documents in document VICWET cccceeeeeeeees administrators VO Ne saat E E E E E EEE E Sy SUC HM A EE N E NEL E E MOO a E E altering document index Values cceccceeeeeeeeeeeeeeeeeeees 74 annotating documents esiseina aaen EEEa 57 Annotation Selector tool ccccccssssssssssssessssssssssssssseeees 58 annotations applying to documenttS ccccceeeeeeeeeeeeeeeeeeeeeeeeees 58 GTN ge cepa ce EP AEE TAA T TE TE eee 59 applying security to documents
75. ers you the ability to perform security audits for individual documents You must be granted the appropriate security access rights to perform a security audit These audits provide a detailed list of who accessed the document and the operations performed on each To perform a security audit 1 Right click on the document and select Security Audit from the context menu The document s associated activity appears in the Security Audit dialog box Security Audit User Date Time Operation Page s Source Feci ADMIN May 14 2009 15 24 44 Check Out 1 1 10 150 13 52 ADMIN 101501352 101501352 ADMIN 101501352 May 14 2009 09 45 36 10 150 13 52 May 14 2009 09 45 05 10 150 13 52 May 14 2009 09 45 00 10 150 13 52 ADMIN May 14 2009 09 45 11 10 150 13 52 ADMIN May 14 2009 09 08 50 Attached New 10 150 13 52 UII Pririt Export Security Audit To print the contents of the audit click Print Select the printing parameters and then click OK To export the data to an XML file click Export Enter the file name for the audit and choose the output directory and file type Click Save Click OK to the confirmation message es Se ee E To close the audit window click Close PaperVision Enterprise User Guide 86 i Chapter 6 Document Operations Creating a Workflow Instance Only system and workflow administrators can create a workflow instance Multiple workflow instances can be applied to one d
76. es 4 Click Close to close the document revision window To roll back a document in the revision history menu 1 Right click on the document and select View Revision History 2 Select the roll back version 3 Select Roll Back and then click Yes The previous document version appears and the new version is added to the revision history list PaperVision Enterprise User Guide 83 os Chapter 6 Document Operations Applying and Removing Retention Locks While viewing documents in the document viewer the administrator and authorized users can apply and remove records retention lock dates You can also apply and remove retention locks within the search results screen Note Users who are not granted rights to remove retention locks will not be able to apply a new lock date that is later than the current lock date To apply or remove a retention lock 1 Right click on the document and select Apply Remove Retention Lock from the context menu The Records Retention and Destruction dialog box appears E Records Retention and Destruction m 4pph Remove Retention Lack Apply Retention Lack Lock Date Time PO Comments C Remove Retention Lock Cancel Records Retention and Destruction Retention Lock Select Apply Retention Lock and then enter a valid Lock Date Time Or select Remove Retention Lock
77. etting e Spacebar if tabbing Chooses settings option e Alt U then press Spacebar Displays user options e Alt N then press Spacebar Displays notifications list e Alt M then press Spacebar Displays migration jobs e Alt H then press Spacebar Changes password e Enter Saves user options saves user password in Change Password page Notifications e Alt Delete Removes selected notifications e Ctrl Alt R Refreshes notifications list e Shift P Prints notifications list Migration Jobs e Alt Delete Removes selected migration jobs from queue e Enter Submits selected migration jobs for processing Submit e Ctrl Alt R Refreshes list Administration Note Only administrators can access this directory e Space bar if tabbing Opens administration options PaperVision Enterprise User Guide 115 A Appendix B System Hot Keys Project Search and Global Search Results Esc Returns to search criteria Enter Views selected item Alt up arrow Selects first item Down arrow Selects next document Shift down arrow Selects next document Up arrow Chooses previous document Shift Up arrow Chooses previous document Ctrl Alt X Expand collapse all duplicate documents Ctrl Alt A Selects deselects all Alt Page Up Displays previous page Alt Page Down Displays next page Shift P Prints entire results list Alt F1 Exports all search results Alt F2 Alters index values Alt Delete Deletes selected documents
78. ey elements of documents within a project during the capture process You then use these index field values to search for and retrieve documents in PaperVision Enterprise When you enter an index value to perform a search for a document the application compares the value you entered against your database tables and retrieves documents that meet your specific criteria PaperVision Enterprise User Guide 7 Chapter 1 Introduction Detail Sets Detail sets also referred to as duplicate documents define a collection of index values that allow multiple sets of field data to reference a single document If documents with detail sets appear in a search results screen in the PaperVision Enterprise Web Client they display with a plus sign allowing users to expand all documents contained in the detail set Detail sets can be created in PaperFlow PaperVision Capture PaperVision Message Manager and PaperVision Enterprise Report Management The example below illustrates a search results screen with detail sets that have been expanded to show the documents related Check Number Check Date and Payee index values The Invoice Number and Invoice Date detail sets vary across documents Accounts Receivable 5 Documents Displayed ie Search Criteria Page 1 of 1 Collapse SelectAll Check Number E 12345 04012010 ABC Corp A0001 O4f2e010 PELE 04 01 2010 04 03 2010 Ss Patel 04012010 ABC Corp A0003 O404eo10 12545 040120
79. folder enter the folder name and then press Enter to save the new folder 9 Click OK 10 To add more documents click the Additional Files button and repeat steps 3 through 9 The same index values will be assigned to all documents added in one operation 11 Click Save PaperVision Enterprise User Guide 32 os Chapter 3 Search Results Scanning New Documents You can scan new documents in the Project Search Project Search Results and Global Search Results screens Alternatively if you are using the Folders view you can scan new documents from the Folders tab As you scan new documents you can optionally add new documents to folders Note For more information on folders see Chapter 4 Folders To scan one or more documents from a search results page 1 For each document click the Scan gt icon The document viewer window appears 2 In the document viewer toolbar click the Scan New Document icon Pages from the feeder are scanned and then the Scan New Document dialog box appears Document Indes Fielda Company Name D ocuments Ine Invoice Number 542489 Invoice Date 04 01 rei Check Number 2349 Check Date os 072010 Armour Add to Folder p AUTO Western Division H Save Cancel Scan New Document PaperVision Enterprise User Guide 33 fe Chapter 3 Search Results Note If you select a document in the search results and then select the Scan ic
80. gitech Systems Inc Login Prompt PaperVision Enterprise User Guide 11 i Chapter 1 Introduction 4 Once you have logged in the main PaperVision Enterprise screen and the available directories appear in your web browser Expand the appropriate directory to view its corresponding screen Available Projects 3 Worksteps Waiting in Queue 2 aystem Settings Downloads Administration PaperVision Enterprise Directories Note Depending on your security access rights granted by the administrator or specific tasks assigned to you some of the directories may not appear Obtaining Online Help To obtain help from any page within the PaperVision Enterprise click the Help button or press the F2 key to open a topic related to the screen you are currently viewing Additionally every screen in PaperVision Enterprise contains the Help menu which contains the following items e Help gt Help Topics opens the Online Help file e Help gt User s Manual opens a PDF of the PaperVision Enterprise User Guide e Help gt About PaperVision Enterprise displays a splash screen with the copyright and version information for your version of PaperVision Enterprise Logging Out It is recommended to log out of PaperVision Enterprise once you are finished with your current session To log out of the application click the Logout a icon and then click OK The system displays the Login prompt once again Paper
81. ifferently for each user Tasks can include user operations or automated operations User tasks are simply instructions telling the user to do something Once the user has done that task the user can mark it as completed Automated tasks are operations that are carried out by the system for the user Automated tasks include forcing a document index field to a specific value executing command line instructions to launch separate applications or perform a system operation and raising COM events to allow a third party application to interact with the workstep Automated tasks are executed after the previous task in the workstep is executed Workstep Participants A workstep participant indicates whether a group of users will complete the workstep or the server Automated will automatically perform every task in the workstep Workstep Transition A workstep transition occurs when a workstep is completed and the flow of the workflow moves transitions to another workstep Post Conditions Post conditions are rules that are evaluated when a workstep instance is activated After each task is processed post conditions are used to determine whether the workstep 1s completed Post conditions contain two pieces of information including evaluation rules and the transition workstep The evaluation rules specify the tasks to be completed and or any document index criteria that must exist in order for the rule to be satisfied If the rule is satisfied
82. ight click on the folder and select Paste from the context menu To copy and paste document shortcuts l 2 In the Folders tab select one or more documents Right click on the selected documents and choose Copy Shortcut from the context menu 3 Navigate to the appropriate folder Right click on the folder and select Paste from the context menu PaperVision Enterprise User Guide 45 ead Chapter 4 Folders Copying and Pasting Document Shortcuts from Search Results You can copy document shortcuts from a project or global search results screen and paste the document shortcuts into a folder You can perform these operations by right clicking the document in the search results screen and selecting the operation from the context menu Note You can only copy document shortcuts from a project s search results screen to a folder in that same project To copy documents from search results and paste them into a folder 1 From the project or global search results screen select one or more documents 2 Right click and select Copy Shortcut from the context menu 3 Select the Folders tab and then select a folder within the same project 4 Right click the folder and select Paste from the context menu Deleting Folders When you delete a folder the entire folder and its contents including all subfolders folder shortcuts and document shortcuts are also removed To delete a folder 1 Inthe Folders tab select
83. involving a central IT organization Entity ID An entity ID is a unique number that identifies each entity Each entity is autonomous you cannot change your entity ID after you log in and cannot work across entities PaperVision Enterprise User Guide 6 a Chapter 1 Introduction Project A project is a logical grouping of documents based on a common indexing schema For example ABC Company has three projects Human Resources Accounts Receivable and Sales e The Human Resources project contains Human Resources records such as employee records and health insurance information e The Accounts Receivable project contains billing purchase order and invoice information e The Sales project contains prospect and client information Each of these projects is a separate logical grouping within the ABC Company entity Projects support up to 200 named index fields Project names must be unique within an entity but you can create an unlimited number of projects Data Group A data group is a set of documents and their index values A data group can contain one or more documents and those documents can be grouped into one or many projects A data group holds information for only a single client but it can contain an unlimited number of projects Typically a data group only contains documents for one project as this makes organization easier Index Values Document index fields contain values that enable you to identify k
84. ions running notes are available for all document types Annotations are stored in a separate database that is not affected when data groups are reloaded they are simply overlays on images and cannot be applied to all document types Administrators can define user permissions so that annotations are forced on which means that users are able to perform operations on documents to which they have access but they cannot remove hide or move the annotations For full text documents with annotations forced on full text is hidden behind the annotation but users can still perform a full text search on the document PaperVision Enterprise User Guide 56 ned Chapter 6 Document Operations E PaperYision View Document Windows Internet Explorer Aah AAA Eel ala St Denver CO 60202 Phone 309 303 2393 SHIP Name TO Company Mame Street Address City T ZIP Code Phone Customer a Document with Annotations Annotation Commands Shows hides the current annotations Show Hide Annotations for an image Hot Key S Shows the current running note for a Textual Note document Hot Key Ctrl A Shows hides the Annotation toolbar to Edit Annotations add or edit image annotations Hot Key A PaperVision Enterprise User Guide 57 ie Chapter 6 Document Operations Annotation Tools N Selects annotations already on Annotation Selector document or image Draws text on the image L
85. iteria To perform a natural language full text search Enter the plain text search criteria in the Full Text Search Criteria fields Select Natural Language Select the appropriate full text options aS E Select Search PaperVision Enterprise will perform the search and display a list of documents ranked in order of their relevance based on the criteria you entered PaperVision Enterprise User Guide 21 os Chapter 2 Searching for Documents Global Searches Global Searches allow you to search simultaneously across multiple document index fields in one or multiple projects Each user can define an unlimited number of global searches To view existing global searches or add new ones select the Global Searches directory Note Global searches are not case sensitive Global searches that are run against certain databases are often added to these databases log files Consequently these log files can grow over time and can possibly cause these databases to perform much more slowly Because of this possibility it 1s recommended to select only the relevant fields to perform the global search For example to search only for social security numbers across projects you should not select irrelevant index fields for the global search fields like company name employee name department name etc should not be selected Global Searches Company Name Main Contact Global Search Criteria Clear Criteria Global
86. ks list click each workstep task as you complete it as if to place a check mark with the box Depending on the administrator s settings you may have to answer a confirmation message prior to completing each task e A check mark that appears inside the box signifies a completed task e The system will then evaluate whether any post conditions have been met and if appropriate mark the workstep as completed and transition it to its next workstep e Tasks appearing in blue represent automated tasks that launch other applications or processes or interact with a third party application These automated tasks are executed when the preceding task has been executed e WorkFlow Instance displays a unique number assigned to each workflow instance e WorkFlow Started displays the time the workflow instance began e Workstep Instance displays a unique number assigned to each workstep instance e Workstep Started displays the date and time the workstep instance entered the workflow PaperVision Enterprise User Guide 96 Chapter 8 System Settings PaperVision Enterprise allows you to tailor the application to your specific requirements by configuring settings in the User Options screen Except where noted user options are saved on the PaperVision Enterprise server and as such will be used whenever the user accesses the PaperVision Enterprise system from any location User Options To configure your user options expand the Sy
87. kstep name Selects workstep e Spacebar if tabbing Selects current workstep Global Searches e Ctrl X Clears all fields e Enter Initiates search Destruction Lists e Enter Views selected list e Ctrl Alt R Refreshes list PaperVision Enterprise User Guide 113 A Appendix B System Hot Keys Destruction Lists Search Results Shift P Prints entire results list Alt F1 Exports selected results list item Alt F2 Alters selected documents index values Alt Delete Deletes selected documents Alt F3 Prints selected documents Alt F7 Sends selected documents by email Alt F8 Exports selected documents Alt F9 Tags selected documents for migration Alt F12 Applies security to selected documents Ctrl Comma Confirms denies document destruction Ctrl Period Applies removes retention locks Ctrl Forward Slash Applies removes destruction dates Ctrl Alt R Refreshes list Ctrl Alt A Selects deselects all Ctrl C Copies selected documents to Clipboard to be pasted to a Folder within corresponding project Add Global Search Ctrl Alt A Adds new global search Alt F2 Edits global search Alt Delete Deletes global search Ctrl X Clears criteria Enter Saves search Esc Cancels search Alt B Opens to the global search name field when adding a global search PaperVision Enterprise User Guide 114 A Appendix B System Hot Keys System Settings e Tab Moves down a setting e Shift Tab Moves up a s
88. l access the document on the same computer to make additional changes prior to checking it in 3 Or select No to open the document without checking it out PaperVision Enterprise User Guide 70 os Chapter 6 Document Operations Emailing Documents You can send documents from any MAPI compliant email application such as Microsoft Outlook Outlook Express and Lotus Notes with appropriate options The system includes the document files and index values in the email message If annotations are displayed they will be sent along with the document To send a document by email 1 Click the Email icon The Email dialog box appears Email Page Range fe All Current Page C Pages Image Attachments Format POF Multi Page Cancel Email 2 Select or enter the page range 3 Select the format in which to send image attachments if applicable You can send as a multi page pdf or tif file 4 Click Email 5 Choose the appropriate options and then click Send PaperVision Enterprise User Guide 71 os Chapter 6 Document Operations Creating Document Grants A document grant allows a user outside a network or company to access a document directly through a URL address For example instead of faxing or emailing sensitive loan processing information directly as an attachment in an email you can create a document grant Since the administrator grants permission to create document g
89. l definitions to apply to the documents Any definitions that are currently applied to the selected documents are already selected 4 Click Save The server applies the document level security definition to the documents To remove security from documents 1 Select one or more documents whose document security should be removed 2 Click the Secure 3 icon Remove the document security level definitions that should no longer be assigned 4 Click Save The server removes the document level security definition from the documents PaperVision Enterprise User Guide 36 os Chapter 3 Search Results Applying Records Retention Locks While viewing documents administrators and authorized users can apply remove and edit records retention lock dates Note If you have not been granted security rights to remove retention locks you will not be able to apply a new lock date that is later than the current lock date To apply a document retention lock 1 Select one or more documents 2 Click the Retention EZ icon The Apply Remove Retention Lock dialog box appears Records Retention and Destruction Apply Remove Retention Lock Apph Remove Retention Lock Apply Retention Lock Lock Date Time Comments Remove Retention Lock Save Cancel Apply Remove Retention Lock 3 Ifnot already selected select Apply Retention Lock a If calendars are viewable click within the Lock Date Time
90. me based on date time stamp or one of the document s index field values 4 Select the output directory location 5 Select the page ranges 6 Click Export The system exports the documents annotations and document index values that appear in the document viewer 7 Click OK to the confirmation message PaperVision Enterprise User Guide 69 esd Chapter 6 Document Operations Opening Files in Native Applications Although PaperVision Enterprise offers document viewing capabilities for over 250 different document and image formats it is sometimes necessary to open a document in its native application PaperVision Enterprise offers the ability to open the file that you are viewing in its native application as determined by your operating system For more information see Appendix C Note When documents with annotations are viewed in native applications annotations are not applied to the document To open files in native applications 1 Click the Open File in Native Application icon Note If you have security access to document versioning and this document is an external document the option of checking out the document will be available 2 To open the document in its native application while checking it out click Yes The file opens in its associated application Note Changes to image based documents will not affect the retrievable document until your changes have been checked in You can stil
91. ministrator 7 a B gt 8 n B Print Results Export Results Alter Delete System Folders Accounts Receivable Human Resources Sales Global Searches System Settings Downloads gt Administration ro Powered by PaperVision Copyright 1936 2010 Digtect Seems he All Rights Rese ned r D J Q Print Export Migrate Add Secure Retention Destruction Refresh Logout Help Accounts Receivable 20 Documents Displayed A O P Search Criteria Page 1 of 1 Expand SelectAll 0407 02 15 2010 865421 03 15 2010 18 295 94 JARWILSONJONES 21567 02 15 2010 87654 02 15 2010 6522 33 Images Inc 21567 02 15 2010 87654 02 15 2010 6522 33 Images Inc 21567 02 15 2010 87654 02 15 2010 6522 33 Images Inc 2398 03 05 2010 96856 03 20 2010 21 749 46 EVELYN HOGG 3153 02 15 2010 86541 02 20 2010 6 599 29 LOREN R DYER 4564 02 10 2010 854621 02 15 2010 3232 21 Images Inc 4564 02 10 2010 854621 02 15 2010 3232 21 Images Inc 4564 02 10 2010 854621 02 15 2010 3232 21 Images Inc 5555 02 20 2010 85461 03 02 2010 3000 00 Documents Inc 6953 01 31 2010 2341 02 15 2010 10 503 05 LARICE MORRIS 7609 01 15 2010 3456 02 15 2010 5 814 30 ANNETTE PIERCE 8830 02 20 2010 5654 03 10 2010 9541 11 ERIKA HEARD KELLY M 8909 03 10 2010 8654 03 19 2010 18 150 41 SENEFIECD 89542 02 15 2010 561 03 15 2010 8900 77 Documents Inc 89542 02 15 2010 561 03 15 2010 8900 77 Documents Inc 9126 02 15 2010 586421 02 15 2010 23 194 47 JOAN BEARDEN 9431 0
92. ncluding the pen and back color as well as the movable and sizable properties You can right click on any annotation and then cut copy or delete the selected annotation or all annotations on the document Textual properties are applicable only to the Text Annotation tool including Text Color Orientation Locked and Text justification properties PaperVision Enterprise User Guide 60 os Chapter 6 Document Operations Textual Notes You can add textual notes to documents to indicate their progress or share other information Textual notes are not full text searchable If a page contains a textual note the pencil on the textual notes button displays in green Once textual notes are created they cannot be modified or deleted To add a textual note for a document 1 Click the Textual Note icon The Textual Note dialog box appears Textual Mote By ADMIN on Mar 08 2010 15 04 38 Invoice approved on 3768 2010 Textual Note 2 In the top window enter information on the textual note and then click the Add button The text user and date time stamp appear in the bottom window 3 Click Save To print a textual note 1 Inthe document viewer toolbar click the Textual Note icon 2 Inthe Textual Note dialog box click the Print button 3 Select the printing parameters and then click Print PaperVision Enterprise User Guide 61 esd Chapter 6 Document Operations Printing Doc
93. nd annotation capabilities 4 System Settings i Scanning Options New Document File Type Single Page TIFF Pre Populate New Fields Iw F Prompt to Add Pages L m Annotation T estual Note Handling for Editing Image Based Documents f Annotations follow Images Annotations follow Page Numbers men Document System Settings Scan Edit Tab PaperVision Enterprise User Guide 103 hs Chapter 8 System Settings Scanning Options You can configure how scanned documents are saved in the system New Document File Type e Single page TIFF files provide the greatest flexibility and allow you to modify scanned documents in the document viewer e Multi page TIFF files cannot be modified within the document viewer they must be modified in a third party application Pre Populate New Fields Once a document has been scanned you will be prompted to enter the documents index values so it can be located at a later time If this setting is enabled the system will pre populate document index values with the same values as the document currently being viewed Prompt to Add Pages If this setting 1s enabled you will be prompted to add more pages to the feeder once the scanner has completed scanning all pages Note Once a document has been scanned and indexed it cannot be modified until it has been uploaded and checked out Annotation Textual Not
94. nder license from Autonomy Inc All rights reserved PaperVision Enterprise contains portions of imaging code owned and copyrighted by Pegasus Imaging Corporation Tampa FL All rights reserved RON DIGITECH SYSTEMS Digitech Systems Inc 8400 E Crescent Parkway Suite 500 Greenwood Village CO 80111 Phone 303 493 6900 Fax 303 493 6979 www digitechsystems com Table of Contents MACE Be Tr OCU CHO ae E 6 PaperVision Enterprise Terminology ccccccccccccecccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeseeeeeeeeeeeees 6 Supported Ser eeaeee eiaeia a aaaea a ETE onebenneoriaecamsonnnmeeneonees 9 System REQUITCMICIIG 2 lt 5 cscsnnesscnaesctcnasaentnagasaannesaccnpbondenansonacsnnsontend nsanaesansasdenensentesanaoaneedsen 10 Logging Into PaperVision Enterprise cccccccccccccccccccccececccceseeeeeeeeeeeeeeeeeeeeeeeeeeeeeseeeeeeeeeeeeeeeees 11 ObDiamine Online Helenas eaa E TETEE ENO EEE EEE ERE 12 TE no OE rr a E E E E N E E asec NEE E 12 Chapter 2 Searching for Documents cccsccccccsssssssssscccccccccecssssssccccscseeessssscccoees 13 General Searching Rules sasauscicsndesdestrasvaseagdenadesriaseieietleaiesaniai nities nadteaasitan ha eeess ink oak kahana 13 Searching for DOCUMENTS 0 0 0 eeseeeeeeeeeeeseeeesseeeeeaseesseseasasaasaaasaaassaaaaeaaaaasaaaaaaaaaaaaaaaaaaaaas 15 Document Index Field Searching ccccccccccccccccccececceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeseeeeeeeeeeeeeeeees
95. ndex values and groups combines them into what appears to be a single document containing up to 100 documents This setting can facilitate the addition of pages to documents over a period of time You can disable document grouping None you can group documents with the oldest documents appearing first in the newly grouped document Oldest First or you can group documents with the most recent documents first in the newly grouped document Most Recent First Document Viewing These settings allow you to select the PaperVision Enterprise document viewer or the operating system defaults to view documents Additional options allow you to display the first document within your search results and whether documents should open in a new window e Use PaperVision Viewer Select this option if you are using Microsoft Internet Explorer 6 or 7 on Windows 2000 or later and to view documents using the document viewer If you choose this option you might need to install the document viewer plug in e Use Operating System Defaults Select this option if you are running Mozilla Firefox as the web browser and to view documents in the application your operating system natively associates with the file types that are accessed e Show First Document Select this option to display the first document result in the Dcoument Viewer or native application along with the search results e Open Documents in New Window Select this option to open documents in a
96. ng files from archives cccccccccccceeeeeeeeeeeeeeeees 89 131 TAS A A ees EN l files setting PASSWOTS cccceeeeseesssssssssssssssssssssssssesseeees 89 viewing password protected cccccccccceeeeeeeeeeeeeeees 89 Finding Text Next Occurrence in documents 65 76 folders I ec ates ee cece anne dee naaescunetecenmenevencceeeonemeoueactee 48 MOVIE Serea 45 a a a eee tecsusceneenncctoncesscenerseseetecseccenees 47 Ero Hamd TOON orie an EE 58 full text SER E E T T 15 sean 0g 9 A eee ene ee ane ee on nee te 18 see 0 1 deen ne ES 17 full text data Sy oes reese E A EAE T 78 full text search options PNA ZS eae NIA oaia EERS 18 PRON Coor E E E 18 T O EE EE 18 variable term Weighting cccccccceeeeeeeeeeeeeeeeeeeeees 18 f ll text search results vc Gadancdaialuavsiideneniegoi ei 78 mzy seare MVNO aso 18 G global search results ee cccccccccccceceeeeeeeeeeeeeeeeeeeeeeeeeeees 24 rea C6 072 DESC or e 1 a1 ee eee eee nee 22 addan DE e S 23 PUTO TTT ate ce pteceee ce eteeteccanc cence eee eceecs 24 H header footer settings ccc cccccccccccccceceeeeeeeeeeeeeeeeeeeeeess 105 help ORO CMI e E E 12 obtaining ONLINC cc ceeeeeeeeeessseesseseeseseeseeeeeeeeeeeens 12 ES OU O one 111 hiding browser TACO fascc2cdacecxcsderseivanerGeesurencornerendonsetatcene 99 Highlight OOM ssis aa 58 IIS E N E E E ehancuesenaageny 79 IO Cy Si E EEEE E E AEE 1
97. nstall Microsoft SQL Server 2005 Express Edition during the PaperVision Enterprise installation Internet Browser Internet Explorer 6 SP2 or later Mozilla Firefox 3 5 or later IMPORTANT The Mozilla Firefox browser is not compatible with the Document Viewer plug in Screen Resolution SVGA Monitor 1024 x 768 or higher recommended PaperVision Enterprise User Guide 10 ie Chapter 1 Introduction Logging Into PaperVision Enterprise The client features of PaperVision Enterprise Web Client and the PaperVision Enterprise Server applications are the same However launching the PaperVision Enterprise Web Client is performed through your web browser instead of through the desktop icon or Windows Start menu To log into PaperVision Enterprise 1 Launch your web browser 2 In your browser s address bar type in the PaperVision Enterprise URL provided by your administrator which follows the general format http lt pveurladdress gt default aspx 3 The login prompt appears Type your user name and password and then click the Login button If you have never logged in before contact your system administrator for your user name and password Welcome to PaperVision Enterprise Login Information User Name Password Source IP 127 0 0 1 ro Powered by PaperVision Copyright 1994 2010 Digitech Systems Ine All Rights Resened Papervision and the Papervision logo are registered trademarks of Di
98. nu Image Based Document Copying Data to the Clipboard Document contents other than image portions can be copied to the clipboard and pasted into other applications To copy data to the clipboard 1 Highlight the information to copy 2 Or right click on the document and choose Select All from the context menu 3 Right click on the document and select Copy to Clipboard from the context menu The information will be copied to the clipboard Resetting an Image After scaling zooming or rotating the image right click on the image and select Reset Image The document returns to its original view Printing the Current Page To print the current page of a document 1 Right click on the document and select Print Current Page 2 Click OK to the confirmation message PaperVision Enterprise User Guide 77 i Chapter 6 Document Operations Viewing Full Text Data If the image has been processed through OCR you can view the full text data To view full text data right click on the image and then select View Full Text from the context menu If the image has not been processed with OCR a message will notify you that no full text data exists Viewing Full Text Search Results If you entered full text criteria during a document search you can view the hits found within the document you are viewing To view the hits right click on the document and select Full Text Search Results from the context menu The Full Tex
99. nying PaperVision Enterprise Installation and Getting Started Guide Documentation describing the configuration of PaperVision Enterprise including associated server and administration modules and management of the PaperVision Enterprise system is provided in the accompanying PaperVision Enterprise Administration and System Architecture Reference Guide PaperVision Enterprise Terminology To fully understand PaperVision Enterprise the following key terms are used throughout the application Entity An entity is a body such as a corporation or organization Each entity is autonomous and administers its own projects users groups workflows security policies etc An entity never shares elements with other entities and you cannot switch between entity IDs after you log in You or your administrator can limit access to specific projects functionality and documents within your entity In general most users including users 1n large enterprise installations use only a single entity Only a few special circumstances require more than one entity For example you might see more than one entity in a hosting environment where an on demand provider is hosting data for multiple companies and each company wants to be able to administrate itself and its users You might also see more than one entity in a large enterprise consisting of different departments that want the ability to administrate themselves separately from other departments without
100. ocument To create a workflow instance 1 Right click on the document and select Create Workflow Instance from the context menu The system displays all available workflows in the Create Workflow Instance dialog box Create Workflow Instance Available Workflows iB ackqroud Check Su brnitted Renamed 112316 Flex Spending Claims Workers Compensation Claim Create Workflow Instance 2 Select the workflow and then click Create 3 Click OK to close the confirmation message PaperVision Enterprise User Guide 87 os Chapter 6 Document Operations Viewing a Workflow Status Only system administrators or workflow administrators can view a document s workflow Status To view the workflow status of a document 1 Right click on the document and select View WorkFlow Status The WorkFlow Status screen displays a list of workflow instances associated with the current document Workflow Status Associated Workflow Instances Backaroud Check Submitted Renamed 112316 Started May 21 2008 10 5 Workflow Instance Instance ID Start Date Time May 21 2008 10 57 49 End Date Time lt WorkFlow Instance in Process gt History Map 21 2008 10 57 49 Uy ork Flow Instance Initiated by SO MIN May 21 2008 10 57 49 Transitioning to Review Results Current Wworkstep Instance ID Woorketep Name Review Results Start DateTime May 21 2008 10 57 49 Owner lt Not Owned WorkFlow St
101. om Archivo occiacincscsnaventernccsnceonaiesdedncealsnanaalenderncsshcebnaisdadededeaatartasecsseaavearess 89 ODON oee E E en nn ETE EES 89 Viewing Password Protected Archives ccccccccccccccccccccceceecceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 89 Fen PG NI tt cae tc Soave tnacaivnieanats uated E TA ETa 90 Mantal DISCIOSUI CS exsssscuctooncsetemsnatsamnnasisasnonshuntasettadanedadeetnatsauatoadideammnasnsannscstaaneasoagmaseansdiinasade 91 Chapter 7 Worksteps Waiting in Queue cccccccsssssssssssccccccccssssssccccccsseesssssssccoees 92 bi Kod Gi Cap gll Wei gaa ie G19 Gaemee tenet em me seen ee fee tele nte eeeer ere ne nw ents ene nT eon ea ne eevee ee 92 Processing a Workstep UNS CANO Se gece ts deers eea nE at ead aetna ees 96 Table of Contents Chapter g Systemi SENOS sroin naaa A EA E R a 97 Cor OPON sieneen er ern eee ere E a a ree ee eee 97 Document System Settings cccccccccccccccccccccceccecceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 100 Workflow 0 50 0 eee 102 Sean Edit SeNi S ereinen aaia ae naiean iaaii 103 Header Footer Setting S earner ner ire NEEE r NE TN E NEEE ENE rar Eeri 105 Submitting Migration JODS cons scereniesccesnsesvawonsesecnsetacuesondastossuesewesescassossetuduesonsageossutsseeserensioest 109 Deleting Migration JODS ssvassasecissnearvatsancateqieantoacelanindaucieauemoanclanenbaugieantceasecesseasaeaeckavseedeaveeiieaasesaviae 109 Chancing PaSSWwWOrdgss
102. on Enterprise User Guide 105 fe Chapter 8 System Settings Image Printing Header Footer Data You can select from the following Header Footer values to print in a specific area of the page e None No value prints in that position e Current Date The current date prints in that position e Current Date and Time The current date and time prints in that position e Current Time The current time prints in that position e Index Fields The index fields for the document print in that position comma delimited e Page Number The document page number prints in that position e User Defined Value Your specified value prints in that position PaperVision Enterprise User Guide 106 fe Chapter 8 System Settings Notifications Notifications are messages usually generated by the system to notify you that certain events have taken place and require your attention Many of these notifications are specific to administrators but some also display for non administrators Some of the notifications that are automatically generated include e A data group was successfully loaded entity administrators e A migration job was submitted entity and global administrators e A migration job has finished running submitting user entity and global administrators e A purge failed entity and global administrators e Login attempts were made to a locked account entity administrators e A workstep instance has been unproces
103. on the selected documents index values automatically populate the new document s index criteria This can be overwritten by the user prior to saving Enter the required document index field values 4 Inthe Add to Folder field you can optionally add the new document to a folder in the Folders tab e Ifyou do not want to add the document to a folder proceed to step 9 e To add the document to a folder click the ellipsis button to locate the folder The Select Folder dialog box appears Select Folder Selected Folder April 2010W estern Division Accounts Recewable 2010 J Western Division Create Folder Cancel Select Folder 5 In the Select Folder dialog box select the folder in which to add the document e Or you can create a new folder proceed to the next step e Ifthe folder already exists and you do not want to create a new folder proceed to step 8 PaperVision Enterprise User Guide 34 is Chapter 3 Search Results 6 To create a new folder select the appropriate parent folder and then click the Create Folder button The Create Folder dialog box appears Create Folder Enter the subfolder to create in April 2070 eastern Division Cancel Create Folder 7 Enter the name of the new subfolder and then click OK In the Select Folder dialog box click OK after you have created all required folders 9 Inthe
104. ons workstep participants and tasks are configured and assigned by your administrator in the PaperVision Enterprise Administration Console Workflow Terminology The following terms are used in the Workflow component in PaperVision Enterprise These terms adhere to the standard terms prescribed by the Workflow Management Coalition WEMC or WFMC approved synonyms Workflow Definition A workflow definition describes a series of activities workstep definitions and the order and conditions under which they execute that are controlled by the workflow engine to automate a business process WorkFlow WorkFlow Instance A workflow or workflow instance is a representation of a single enactment of a workflow definition A workflow definition is a description definition and a workflow instance is the live execution of that definition When a document is imported into PaperVision Enterprise the system may based on pre conditions spawn a workflow instance of a workflow definition In other words you may create a workflow definition for a loan processing application but the workflow instances are the live representations of loans as they are processed through that workflow Note A single document can be active in multiple workflow instances at the same time If the document is deleted from the system the workflow instance will be transitioned to the end automatically with a history entry outlining that the document was deleted
105. oose Download File Before you make any changes to your system configuration contact your IT department 2 Click Open to view the document 3 Click Save to save the document to a different location PaperVision Enterprise User Guide 55 Chapter 6 Document Operations PaperVision Enterprise offers a wide array of operations that can be performed on documents in the document viewer Accessibility to specific operations is controlled by your system administrator Document operations such as printing adding editing deleting exporting scanning and uploading may be available Depending on your security access rights you may be able to open documents in their native applications send them by email issue document grants perform audit reviews on individual documents and apply records retention locks and dates Additionally text searching and annotation functions might also be accessible Tip Additional document operations are accessed by right clicking the document and selecting the operation from the context menu Annotating Documents Depending on your security access rights the Show Hide Annotations tool may be available in the document viewer Annotations allow you to highlight important sections of documents or to hide sensitive information from unauthorized users If you are assigned the right to create and modify annotations you can completely annotate or mark up images within a document Textual annotat
106. otation changes Deleting Annotations You can delete annotations individually or all at once To delete an annotation 1 Click the Edit Annotations icon 2 Click the Annotation Selector N tool and then right click the annotation to delete 3 Choose Delete from the context menu PaperVision Enterprise User Guide 59 A Chapter 6 Document Operations To delete all annotations 1 Click the Edit Annotations icon 2 Click the Annotation Selector N tool and then right click any annotation Choose Delete All from the context menu 4 Click Yes to confirm the deletion Right Clicking on Annotations After you apply annotations to documents you can use the Annotation Selector N to right click on an annotation to open a context menu The context menu displays the operations and properties specific to the selected annotation tool Depending on the type of document or image viewed the annotation s context menu will contain different options For example right clicking on a text annotation will display the following context menu Fen color Text color Back color Pen width k Font BackStyle d Locked w Moveable Text orientation F w Sizeable Text locked Hatch style r Hatch color Text justification Cut Copy Delete Delete All Context Menu Text Annotation Most of the annotation tools contain related properties that you can customize i
107. ous document in the search results list e Ctrl N Displays the first page of the next document in the search results list e Ctrl L Displays the first page of the last document in the search results list e F Displays first page of current document e P Displays previous page of current document e N Displays next page of current document e L Displays last page of current document e J Jumps to specific page of current document e W Scales image or document to full width e H Scales image or document to full height e Spacebar Scales image or document to fit inside window e R Rotates image 90 degrees e O Toggles overlay on off fora COLD ERM document e Ctrl T Finds specific word or phrase in current document e F3 Finds next occurrence of text that is searched for e G Creates document grant e Z Prints current page of document to default printer e S Shows hides annotations for image e A Edits annotations for image e Ctrl A Shows textual annotation for a document e Ctrl Z Prints current document e Ctrl R Prints displayed region of current image to default printer e Ctrl S Scans new document e E Sends current document by email e Alters current document s index values e D Opens associated documents e X Exports current document e T Toggles between displaying an image s full text information e Esc Returns to search results or close window PaperVision Enterprise User Guide 118 A Appendix B System Hot Keys Alter Index
108. ple a search for the word fast would also find quick You can either perform synonym searching for all of the words in your query by selecting this option or by placing an ampersand amp after certain words e g improve amp w 5 search PaperVision Enterprise User Guide 18 hs Chapter 2 Searching for Documents At least one of the three following options must be selected to perform a synonym search 1 WordNet Synonyms This option uses the WordNet thesaurus developed at Princeton University 2 WordNet Related Words This option uses WordNet s extensive lexical and semantic network of the English language to include links between words other than synonym relationships including antonyms hypernyms hyponyms meronyms and holonyms 3 User Synonyms This option uses the server s user defined synonyms Boolean Full Text Searches A Boolean full text search request consists of a group of words or phrases that are linked by search operators such as and and or These operators precisely indicate the relationship between the words or phrases Boolean searches treat two or more words that occur together as a phrase so a search request for apple sauce w 10 grape juice results in a search for apple sauce within 10 words of the phrase grape juice To narrow your search results during Boolean searches you can apply the following criteria e AND Both words must be present e OR At least one of the words must be pre
109. r Aenea eee 61 TOP CIS OV CGAY eanna E EEEE RT 54 U uploading new documents ccceceecceeeeeeeeeeeeeeeeeeeeeeeees 66 TRS OP ONS gach eee 97 users SINC ae E T E vadiaceiancencneesmieeetesstosens 9 Sro oa aie a PEE E A AT E 9 v variable term Weighting cccssssssssessssesssssssssseeeeees 18 viewing check out status of documents ccc cece cceeeccceeeceeeeees 83 document ASSOCIATIONS 00 cece ceeeccceeeccceeeccceeecceeueceeeneces 75 documents in document VICWET ccccccceseccceecceeeeees 50 documents in native applications ccccccceeeeeeeees 55 full text data ccceccceeccccsscccssscccesscccessccscesecceeesceeeness 78 password protected archives cccsssssesesesesessseeeees 89 TEVISION MISIO seroren an 83 source file information eseseeeeesenesseeseressersserseeeee 79 workflow status e eeeeeeeenesenseeneseeessersseresseresereeree 88 W wildcard Searc Me 8 aes cteuerceticora ss tacusnsreetantseeneiaandeamcdsanesmendte 13 workflow CS TIT O eeen E 92 HS TG EE EE EESE gutta a EATE EA 92 0 0 01 0 e EA E ee EEE E A 102 workflow instances creating cceecceeeeeeeeeeeeeeeeeeeeeeees 87 workflow status N E E 88 workflow window eeeessesssssssssseseeeeessssssssssseerrereeessssssee 95 workstep definition seeeseennnnnnneneenennerrrrrrrrrrrrrrrrrrrreen 93 workstep instances PO OU ea tenes dernaaes dseeeedennaceaucecepasaeadboc
110. r names that begin with A and end with P you could enter A P PaperVision Enterprise User Guide 13 hs Chapter 2 Searching for Documents To search for a document whose index field contains an ampersand simply use two ampersands in your search For example to find Johnson amp Johnson you would search for Johnson amp amp Johnson You can perform searches on multiple fields at once Simply enter the search criteria into the desired fields and select the appropriate search type And finds documents where all criteria have been met Or finds documents where any of the criteria has been met You can enter the CURRENTDATETIME tag as general search criteria to represent the current date and time that the search is run This is particularly useful in situations where documents need to be identified that are of a certain age A specified number of years Y months M days D hours H minutes N or seconds S can be added to or subtracted from the current date and time Possible uses for the CURRENTDATETIME tag are as follows CURRENTDATETIME Current Date Time CURRENTDATETIME 1 Y Current Date Time plus 1 year CURRENTDATETIME 12M Current Date Time minus 12 months CURRENTDATETIME 2D Current Date Time plus 2 days CURRENTDATETIME 96H Current Date Time minus 96 hours CURRENTDATETIME 900N Current Date Time plus 900 minutes CURRENTDATETIME 120S Current Date
111. rants you may not have access to this operation You can create multiple document grants for the same document Passwords and expiration dates can be applied to document grants and document security 1s fully protected during transmission Since the document viewer plug in is not used by those who access these types of documents the document opens through an application on the user s computer As such annotations do not render in these documents Note A PaperVision Enterprise license is consumed only during the active viewing of a document grant through the provided URL The license is not consumed for the duration of the document grant To create a document grant 1 Click the Create Document Grant icon The Create Document Grant dialog box appears Create Document Grant Expiration May 14 2009 17 05 49 Password men Create Document Grant 2 Enter the date and time that the document grant will expire You can also use the date format mm dd yyyy Or accept the default 24 hour expiration 4 Enter a password Note It is not recommended to leave this field blank If you leave the Password field blank any user who obtains the URL can view the document 5 Click Create PaperVision Enterprise User Guide 72 os Chapter 6 Document Operations 6 Ifthe document grant information is correct click Yes The document grant URL displays in the Document Grant Created dialog box Doc
112. rating and adding new documents Depending on access to specific operations controlled by your administrator you may be able to apply document level security records retention locks and destruction dates and times on documents Printing Search Results You can print a search results list in a formatted print friendly version To print the project search results a 1 Click the Print Results B icon 2 Select the appropriate printer and then click Print Exporting Search Results You can export one or more search results items to an XML file To export a selected results list item 1 Select one or more items in the search results list Click the Export Results icon Click Open to view the exported results in the XML file Or click Save to save the exported results to a location in your directory Enter the file name and then click Save If you entered a file with the XML file extension on the end the selected items will be exported into an XML formatted text file Otherwise the selected items will be exported into a tab delimited text file a ge oe 6 Click Save once again PaperVision Enterprise User Guide 26 a Chapter 3 Search Results Altering Index Values When you alter a document s index values the server updates the values immediately Depending on the way your projects are set up by the administrator you might be able to enter new index values or choose the new value from a drop down list If you
113. rch results list PaperVision Enterprise User Guide 50 os Chapter 5 Viewing Documents 2 To view a document double click it in the search results list The document opens in the document viewer window Papervision Hees Ude umant uy Petit hides l Internet nat Esplai me Ex ADVERTISIN ISING ST STAT EMEN INVOICE THE SPOKESMAN REVIEW BOX 1906 OFFICE ONLY SPOKANE WASHINGTON 992 10 1906 FAX 509 459 5254 BILLING DATE F YOU PAWE ald 7 aul Mapi GUESTIONS GA iiia CHECK COMMENTS REGA THIS NOTCE OR IF YOU WSH HERE US TO USE YOUR TRENT CARD INDICATE ON REVERSE Ven gporeniaje We reris BALANCE OWE POM RECEIPT PS DIRECT INC AMOUNT 89 STH AVE STE 304 NEW YORE NY 10003 ENCL OSED F 9043658000000005 PLEASE DETACH AND RETURN THIS PORTION WITH REMITTANCE MAKE CHECKS PAYABLE IN U S FUNDS TO SPOKESMAN REVIEW AEFERENCE fgg DESCRIPTION BILLED GROSS HET AMOUNT AMOUNT WUMIBEH E CODE ia UNITS BALANCE FORWARD i 3231 54 45111 12 31 ite Spokesman Review 641722 63 66 1 75 2004 J Local intranet 100 Document Viewer Window 3 Click a toolbar icon to perform an operation or right click on the document and choose a command from the context menu Operations available in the menu depend on your document security access rights granted by the administrator and the type of document viewed e Navigation commands enable you to move between documents and pages within each document
114. re completed and no longer needed e Any errors that occur during the migration process are written to a MigrationErrorsX txt file in the data group s directory Submitting Migration Jobs When you submit migration jobs they are added to the Submit queue for processing by an administrator Only an administrator can complete the final process of a migration job To submit migration jobs 1 Highlight one or more migration jobs 2 Click the Submit icon 3 Click OK to confirm the submittal Deleting Migration Jobs PaperVision Enterprise does not automatically delete migration jobs after an administrator processes the migration An administrator or the user who submitted the job for migration must manually delete the migration job To delete migration jobs 1 Highlight one or more migration jobs 2 Click the Delete x icon 3 Click OK to confirm the deletion PaperVision Enterprise User Guide 109 Ls Chapter 8 System Settings Changing Passwords Depending on how the administrator set up the entity user passwords may expire periodically or require a minimum number of characters You may not be permitted to change your password if an administrator has not granted you permission to do so If you enter an incorrect password a predefined number of times you might be locked out of your entity It is recommended to contact your administrator if you have questions about your password After you change your password
115. rerosarrenir aiora ner e NEE NOE EEEE AOE NEEE EERE NR ei 110 Appendix A Additional Help Resources sssssssssccccccccssssssscccccccsceesssssscccoees 111 Appendix B System Hot Keys ssseccccsssseseccoccsssecesecocosssesececososssesccecossssseceesssssseseeeoso 112 Appendix C Supported File Formats Native Viewing ssecccccsssseccecccocssssseceooo 121 Appendix D Supported File Formats Full Text sssssssscccsssssssssssscccseeees 127 Appendix E Frequently Asked Questions sssssssccccccccsssssssssscccccccccesssscsccsoees 129 WA cs aa Oe ee ee OOOO TOE EOC EE PaperVision Enterprise User Guide v Chapter 1 Introduction The PaperVision Enterprise application provides you with a single web interface to view upload search and manipulate documents PaperVision Enterprise allows you to securely protect and access information of any kind the system supports the storage of more than 250 file types in native formats Additionally you can view and complete any assigned workflow tasks that are assigned to you Powerful check in check out and versioning controls combined with intelligent search options that locate documents by index value keyword or phrase within full text enable you to efficiently manage your business and save time Documentation describing the system requirements installation and setup of PaperVision Enterprise 1s provided in the accompa
116. resentation Formats Applix Presents versions 4 0 4 2 4 3 4 4 Corel Presentations versions 6 7 8 9 10 11 12 X3 IBM Lotus Symphony Presentation 3 0 Lotus Freelance Graphics 2 Lotus Freelance Graphics versions 96 97 98 R9 9 8 Macromedia Flash versions through 8 0 Microsoft PowerPoint PC version 4 Microsoft PowerPoint Windows versions 95 97 2000 2002 2003 Microsoft PowerPoint Windows XML version 2007 Microsoft PowerPoint Macintosh versions 98 2001 v X 2004 Oasis Open Document Format version 2 0 OpenOffice Impress versions 1 1 1 2 0 StarOffice Impress versions 6 7 8 Spreadsheet Formats Applix Spreadsheets versions 4 2 4 3 4 4 Comma Separated Values CSV Corel Quattro Pro versions 5 6 7 8 Data Interchange Format IBM Lotus Symphony Spreadsheet 3 0 Lotus 1 2 3 versions 2 3 4 5 96 97 R9 9 8 Lotus 1 2 3 Charts versions 2 3 4 5 Microsoft Excel Windows versions 2 2 through 2007 Microsoft Excel Windows XML version 2007 Microsoft Excel Charts versions 2 3 4 5 6 7 Microsoft Excel Macintosh versions 98 2001 v X 2004 Microsoft Works Spreadsheet versions 2 3 4 Oasis Open Document Format versions 1 2 OpenOffice Calc versions 1 1 1 2 0 StarOffice Calc versions 6 7 8 PaperVision Enterprise User Guide 124 ts Appendix C Supported File Formats Native Viewing Text and Markup Formats e ANSI e ASCI e HTML versions 3 4 e Microsoft Excel Windows XML version 2003 e Mic
117. rocessed 2 Migration Jobs Found Select All Migration for ADMIN Accounts Receivable Started on May 19 2009 3 May 19 2009 14 28 10 NotYetRun Migration for AO MIN Accounts Receivable started on May 19 2009 5 Not Submitted Not Yet Run 14 17 gt Migration Jobs When migrating information three basic steps are followed 1 Ifyou have the appropriate security access rights you can tag documents for migration in the Search Results page 2 You submit tagged documents as migration jobs 3 An administrator runs the migration process to locate the tagged documents in their original data groups Once you have submitted a migration job an administrator must run the job to extract the selected tagged documents and copy them to a location where they can be copied onto another media PaperVision Enterprise User Guide 108 is Chapter 8 System Settings When documents are migrated several conditions are applied e Migration jobs do not export document annotations e Migration databases do not support the Text 900 index field type these databases truncate index fields to 255 characters e The original documents are not altered nor are they removed from PaperVision Enterprise e COLD PaperVision Enterprise Report Management documents and CAR references are not supported for migration e The administrator or user who submitted the migration jobs must manually delete migration jobs after they a
118. rosoft Word Windows XML version 2003 e Microsoft Visio XML version 2003 e Rich Text Format versions through 1 7 e Unicode Text version 3 4 e XHTML version 1 0 e XML generic version 1 0 PaperVision Enterprise User Guide 125 ts Appendix C Supported File Formats Native Viewing Word Processing Formats e Adobe FrameMaker Interchange Format versions 5 5 5 6 7 e Applix Words versions 3 11 4 4 1 4 2 4 3 4 4 e Corel WordPerfect Linux versions 6 0 8 1 e Corel WordPerfect Macintosh versions 1 02 2 2 1 2 2 3 3 1 e Corel WordPerfect Windows versions 5 5 1 6 7 8 9 10 11 12 X3 e DisplayWrite version 4 e Folio Flat File version 3 1 e Fujitsu Oasys version 7 e IBM DCA RFT version SC23 0758 1 e IBM Lotus Symphony Documents 3 0 e JustSystems Ichitaro versions 8 through 2005 e Lotus AMI Pro versions 2 3 e Lotus AMI Professional Write Plus version 2 1 e Lotus Word Pro versions 96 97 R9 e Lotus SmartMaster versions 96 97 e Microsoft Word PC versions 4 5 5 5 6 e Microsoft Word Windows versions 1 0 2 0 6 7 8 95 97 2000 2003 e Microsoft Word Windows XML version 2007 e Microsoft Word Macintosh versions 4 5 6 98 2001 v X 2004 e Microsoft Works versions 2 3 4 6 2000 e Microsoft Windows Write versions 1 2 3 e Oasis Open Document Format versions 1 2 e OpenOffice Writer versions 1 1 1 2 0 e StarOffice Writer versions 6 7 8 e WordPad versions through 2003 e XyWrite version 4
119. rovides but several operations are accessible Note If you are running Mozilla Firefox as your web browser you must view documents in their native applications and you must enable the option Use Operating System Defaults in System Settings gt User Options Additionally the document viewer plug in does not support Macintosh users in this case it is required to select the option to view documents in native applications When viewing documents in native applications the following operations are available e First Doc Displays the first page of the first document in the search results list e Previous Doc Displays the first page of the previous document in the search results list e Next Doc Displays the first page of the next document in the search results list e Last Doc Displays the first page of the last document in the search results list e First Page Displays the first page of the current document e Previous Page Displays the previous page of the current document e Next Page Displays the next page of the current document e Last Page Displays the last page of the current document e Close Closes the document viewer e Help Opens the related Online Help file topic To view documents in native formats 1 In the search results list highlight the document Note The Internet Explorer browser might be set to block the external viewer If you see the Download message in the Information toolbar click it and ch
120. s selected documents Alt F9 Tags selected documents for migration Alt F10 Adds new documents Alt F11 Scans new documents Alt F12 Applies document security to selected documents Ctrl Period Applies removes retention locks Ctrl Forward Slash Applies removes destruction dates Ctrl Alt R Refreshes page PaperVision Enterprise User Guide 120 p Appendix C Supported File Formats Native Viewing A document security access right granted by the administrator determines whether you can view documents in native formats PaperVision Enterprise supports the following file formats without requiring the installation of additional software Archive Formats e 7 Zip version 4 57 e BinHex e GZIP version 2 e Java Archive e Legato EMailXtender Archive e Microsoft Cabinet format version 1 3 e PKZIP versions through 9 0 e WinZip versions through 10 e Tape Archive e UNIX Compress e UUEncoding all versions Binary Formats e Executable e Link Library Computer Aided Design Formats e AutoCAD Drawing versions R13 R14 2000 R15 2004 R18 2007 R21 e AutoCAD Drawing Exchange versions R13 R14 2000 R15 2004 R18 2007 R21 e Microsoft Visio versions 5 2000 2002 2003 2007 Database Formats e Microsoft Access versions 95 97 2000 2002 2003 PaperVision Enterprise User Guide 121 ts Appendix C Supported File Formats Native Viewing Display Formats Adobe PDF versions 1 1 to 1 7 Graphic Formats
121. s since image based documents typically contain multiple image files for the single document however multi page TIFFs PDFs etc are considered non image documents As such a temporary checkout file is placed on your local computer While the image based document is checked out on your local computer you can access the document to move delete and insert append pages within the document The changes are made to the temporary checkout file when you check in the document this temporary checkout file updates the document on the server Checking a Document Out In To check out a document 1 Right click on the document and select Check Document Out 2 Choose the location to save the document and then click Save The document opens in its native application as specified by the operating system PaperVision Enterprise User Guide 81 os Chapter 6 Document Operations To check in a document 1 Right click on the document and select Check Document In The Check In dialog box appears ff Check In Changes Made f New Version major C New Revision minor Source File File Path C Documents and Settings AdnministratorsDeskt 2 Delete Source File after Checked In Comments aree Check In 2 Click New Version or New Revision These options are defined by the administrator one option may be considered more substantial than the other e A new version will increment the version by a whole number 1
122. search on the name smith locates smith and Smith If you enter invalid search criteria the system displays an alert PaperVision Enterprise User Guide 15 fe Chapter 2 Searching for Documents Document Index Field Searching Document index fields contain values that enable the identification of documents key elements within a project during the capture process These index field values are used to search for and retrieve documents in PaperVision Enterprise When you enter an index value to perform a search for a document the application compares the value you entered against your database table and retrieves documents that meet your specific criteria search Accounts Receivable Document Index Field Search Criteria invoice Number SSS Search Type Search Clear Criteria Document Index Field Search Criteria The project s index fields can be used to refine your searches You can also select either And or Or from the Search Type drop down list Additionally you can assign the sorting results by a specific index value by selecting a value from the Sort By drop down list Numeric currency and date fields can be used to limit search results to a specific range of values You can enter a single value in the first field of the range and leave the other field blank and the system will only search for documents with your specified value Index field level searches scan the project database for documents that ha
123. searches for a word that sounds like the word you are searching for and begins with the same letter For example a phonic search for Smith will also find Smithe and Smythe You can either perform a phonic search for all of the words in your query or for specific words in your query by placing a pound character in front of your search criteria e g Smith Fuzzy Searching This option finds a word even if it is misspelled For example a fuzzy search for apple will find appple Fuzzy searching will locate text that may contain typographical errors or text that was created from optical character recognition OCR The fuzziness value ranges between 1 and 10 A search for alphabet with a fuzziness value of 1 would find alphaqet A fuzziness value of 3 would find both alphaget and alpkaqet You can perform a fuzzy search in one of two ways First you can search for all of the words in your query by selecting this option and entering a fuzziness value or you can enter the percent character in the search criteria as shown in the examples below 1 ba onana The word must begin with ba and have at most one difference between it and banana 2 b anana The word must begin with b and have at most two differences between it and banana Synonym Searching This option uses a thesaurus to automatically expand a search to include synonyms or related concepts For exam
124. sed for too long defined user group To view your notifications expand the System Settings directory and then select Notifications 2 Notifications Found Select All May 19 2009 12 34 00 ADMIN Entity ID 1 A migration job was submitted May 19 2009 12 35 30 ADMIN Entity ID 1 A migration job was submitted Notifications To print the notification list 1 Click the Print B icon 2 Select the printing parameters and then click Print The entire list of notifications will appear in the printout To delete notifications 1 Highlight one or more notifications 2 Click the Delete x icon PaperVision Enterprise User Guide 107 fe Chapter 8 System Settings Migration Jobs Migration jobs are created whenever you tag documents for migration You must have the appropriate security access rights to tag documents for migration A new migration job 1s automatically created whenever a document is tagged for a new project or if the migration job for that project has already been submitted for processing Once your documents have been tagged for migration the migration jobs must be submitted to be processed by the administrator Once your migration job has been processed by an administrator you will receive a notification within PaperVision Enterprise The system displays the notification in the System Settings gt Notifications screen or sends an email message to alert when the migration job has been p
125. sent e NOT Word is not present use with AND OR e w n Words must occur no more than n words apart e g w 10 creates a search for words that are not more than 10 words apart Matches any number of letters Matches any single letter PaperVision Enterprise User Guide 19 hs Chapter 2 Searching for Documents The following examples describe the types of Boolean searches you can perform in PaperVision Enterprise e apple AND pear Searches for documents that contain both apple and pear e apple AND pea Searches for documents that contain any word that ends with apple and any word that begins with pea e apple w 6 pear Searches for documents that contain the word apple within six words of the word pear e apple w 6 pe r Searches for documents that contain the word apple within six words any word that begins with pe and ends with r and contains any one letter in between e apple sauce w 6 grape juice Searches for documents that contain the phrase apple sauce within six words of the phrase grape juice e apple AND NOT pear Searches for documents that contain the word apple and not pear e apple AND pear W 5 banana Searches for the word apple and the word pear when pear occurs within five words of the word banana To perform a full text Boolean search 1 Enter the search criteria in the Full Text Search Criteria fields 2 Select Boolean Search and or not
126. separate window from the search results PaperVision Enterprise User Guide 98 fe Chapter 8 System Settings Display Settings Display Settings contain options that enable you to modify the user interface display e Icon Display You can display icons in PaperVision Enterprise as text and icons text only or icons only e Entity ID You can display or hide the entity ID in the Login window e Hide Browser Menu Select this option if you do not want the browser menu to appear in PaperVision Enterprise e Display Calendar Select this option if you want drop down calendars to appear when you select the date fields of your search pages e Retain Tab Selection Select this option to retain your last selected system project screen or last selected folder when you switch between the System and Folders tab The selected system project screen as well as the selected tab and folder are retained per user session and the selected tab is retained per workstation PaperVision Enterprise User Guide 99 ss Chapter 8 System Settings Document System Settings Document system settings including printing scanning workflow and header footer options can be configured in the document viewer or the Workflow Window The General tab contains ASCII font display settings and word processing document display options To configure the system settings from within the document viewer right click on the document and select Options gt
127. sks A workstep definition includes one or more tasks that are assigned to a single participant While worksteps must be performed in the order defined by the workflow definition tasks within a workstep can be performed in any order Workstep Workstep Instance A workstep or workstep instance is a representation of a single enactment of a workstep definition within a workflow instance It is the smallest unit of work scheduled by the PaperVision Enterprise WorkFlow engine Once a workflow instance is created there is always exactly one active current workstep instance representing the workstep that the workflow is currently on The workstep instance may be owned by a single user who is currently working on it or it may be unowned waiting to be taken ownership of A workstep instance does not have to be completed all at once In other words a user may perform certain tasks on Workstep A complete work on Workstep B then return to complete Workstep A at a later time PaperVision Enterprise User Guide 93 hs Chapter 7 Worksteps Waiting in Queue Tasks A task represents an item of work that can be performed during a workstep Only one user can own a workstep all tasks to be performed within that workstep must be performed by that one user more than one user cannot be assigned to the tasks comprising the workstep Tasks within a workstep do not have to be performed in any specific order However the administrator can order the tasks d
128. stem Settings directory and select User Options User Options Search Max Results Per Query Show Full Text Options _ Document Grouping None Oldest First Most Recent First Document Viewing Document Display Method Use Papervision viewer Recommended Use Operating System Defaults Disabled by Security Policy Show First Document Open Documents in Mew Window Display Settings Icon Display Text and Icons Default Setting Text Only Icons Only Entity ID Display Entity ID Hide Entity ID Default Setting Hide Browser Menus Display Calendar Retain Tab Selection Save User Options PaperVision Enterprise User Guide 97 Ls Chapter 8 System Settings In the User Options screen you can configure settings for your search results document viewing and display settings Depending on your security access rights assigned by the administrator some of these options may not be available The administrator can define entity settings that will override any modifications made in this screen Search Settings Search settings contain options for modifying your search results e Max Results per Query You can specify the maximum number of documents to return during a search e Show Full Text Options You can specify whether the full text search options should display in the Search Criteria screen e Document Grouping Document grouping takes multiple documents that have identical i
129. t Search Results screen appears Accounts Receivable 6 Documents Displayed G O Search Criteria Page 1 of 1 Hide Select All Inmoice Number Score 12 Hits 2 gt Title FC RN BEN to ae OF ALABAMA REY 5 90 DEPARTMENT OF INDUS STRIA L RELATIC NE l Er LOYMENT C AMF eee eh IM AG MONT Gt IMERY T ALABAMA 36131 MONETARY DETERMINATION 502 70 491 T 16 AC ALLE G UADALU FE CLAIM DATE 0601103 PONCE PR 00731 3 12270 03105 2010 123 99 33110 03 20 2010 smith Corporation Store 12 Hits 2 Title FORM BEN STATE OF ALABAMA REY 5 90 DEPARTMENT OF INDUSTRIAL RELATIONS UNEMPLOYMENT COMPENSATION AGENCY MONTGOMERY ALABAMA 36131 MONETARY DETERMINATION DATE 03 09 04 PAGE 1 ARWILSON JONES SSN 416 700 0407 328 CAROLYN ROAD CLAIM DATE 02 27 04 ALEAANDER CITY AL 359011 9099 BASE PERIOD WAGES EMPLOYER OCT DEC 02 JAN MAR 03 AFR JJN 03 JUL SEP 03 EMP TOT Saine HENDERSON amp 10 063650 00 JON JON JON JON SICOOO0 4 078 00 4 395 5 12345 03 01 2070 TODO ON ae O31 52070 Documents Ine Score 12 Hits 2 Title FORM BEN STATE OF ALABAMA REY 5 90 DEPARTMENT OF INDUSTRIAL RELATIONS UNEMPLOYMENT COMPENSATION AGENCY MONTGOMERY ALABAMA 36131 MONETARY DETERMINATION D 03 09 04 PAGE 1 ESTEBAN MARTORONY SSN 582 768 4910 16 CALLE GUADALUPE CLAIM DATE O8 01 03 PONCE PR 00731 3 0900 BASE PERIOD WAGES EMPLOYER JAM MAR 02 APR JUN 02 JJIL SEF 02 OCT DEC 02 EMF TOT 59255555905 HORIZON SHIP 00 295747 15 SICS731 00
130. the folder 2 Right click and select Delete Folder from the context menu 3 To confirm the folder deletion select Yes Deleting Folder Shortcuts When you delete a folder shortcut indicated with the folder shortcut 3 icon its documents are not physically deleted from the PaperVision Enterprise system only the folder shortcut subfolder shortcuts and document shortcuts are deleted To delete a folder shortcut 1 Inthe Folders tab select the folder shortcut 2 Right click and select Delete Folder Shortcut from the context menu 3 To confirm the folder shortcut deletion select Yes PaperVision Enterprise User Guide 46 os Chapter 4 Folders Deleting Documents and Document Shortcuts You can delete documents from folders document shortcuts or you can permanently delete documents from the PaperVision Enterprise system To delete documents and document shortcuts 1 Inthe Folders tab select one or more documents 2 Click the Delete all icon in the toolbar The Confirm Document Delete dialog box appears Confirm Document Delete Confirm Document Delete Delete G Shortcut Document Deleting shortcuts removes the document trom the folder Do you wantto delete this document Yes Mo Confirm Document Delete 3 To remove the document shortcut from the folder select Shortcut or if you want to permanently delete the document from the PaperVision Enterprise system select Document 4 Click
131. the search results list Hot Key Ctrl F First Document Displays the first page of the previous document in the search results list Hot Key Ctrl P Previous Document E Displays the first page of the next document in the search results list Hot Key Ctrl N Next Document Displays the first page of the last document Last Document in the search results list Hot Key Ctrl L Displays the first page of the current First Page document Hot Key F Displays the previous page of the current Previous Page document Hot Key P Displays the next page of the current Next Page document Hot Key N Displays the last page of the current Last Page document Hot Key L Jumps to a specific page in the current Jump To Document document Hot Key J PaperVision Enterprise User Guide 53 fie Chapter 5 Viewing Documents Viewing Commands You can manipulate a document s view by using the scaling zooming and rotating commands Image files with extensions such as bmp gif jpg and tif can be scaled zoomed and rotated in the document viewer Additional display manipulation commands may be available if the image has been processed through optical character recognition OCR Viewing Commands Scales the image or document to display its Scale to Width full width Hot Key J Scales the image to display its full height Scale to Height l Hot Key J Scales the image or document to fit inside
132. thout the user doing anything on the workflow screen before it automatically refreshes the Worksteps Waiting in Queue and My Worksteps lists A value of zero will disable the automatic refresh feature Maximum Items in Lists You can limit the total number of worksteps that display at a given time in the Worksteps Waiting in Queue and My Worksteps lists This number indicates the maximum number that displays when the lists are refreshed which can increase system performance Enter 0 to display all worksteps PaperVision Enterprise User Guide 102 fe Chapter 8 System Settings Confirm Ownership When you take ownership of a document this option determines whether to display a message confirming that you want to take ownership of the selected workstep instances Take Next Available Workstep When you assume ownership of a workstep instance another user may have selected the same workstep instance For example if User 2 attempts to take ownership of workstep instance already owned by User 1 User 2 will be denied access to that workstep When this option is disabled the system displays an alert that the workstep instance is already owned and User 2 will not take ownership of the next available workstep instance s Conversely if this option is enabled User 2 will take ownership of the next unowned workstep instance s Scan Edit Settings The Scan and Edit settings define how the system handles document scanning indexing a
133. ument Grant Created Your document grant has been created Below is the URL that may be used to access the document http wirepyPYE Webs RediT ype D ocGrant GrantlD FF Close Document Grant Created 7 Click Copy to Clipboard to copy the URL to your Clipboard Note It is highly recommended to perform the Copy to Clipboard operation at this time since this is the only time the URL appears Otherwise your administrator will have to manually delete the document grant so the grant can be available once again Or you will have to wait until the document grant expires in order to recreate the grant 8 Click OK 9 If desired paste the URL into the email message that will be sent 10 Click Close PaperVision Enterprise User Guide 73 is Chapter 6 Document Operations Altering Document Index Values Index values can be changed from a search results page or the document viewer Depending on each project s configuration you may be able to enter new index values or choose new index values from a drop down list When you alter a document s index values in the document viewer the server updates the values immediately To alter index values 1 Click the Alter Document Index Values icon The Alter Document Index Values dialog box appears Document Index Fields Invoice Number 4522367 Invoice Date fi 1710 2009 Payee Documents ne Check Date fi 1 22 2009
134. uments You can print documents using the toolbar command or you can right click within the document to print from the context menu Depending on your printer configuration the document or image might print to a file or to a printer To print a document 1 Click the Print Document icon 2 Select the printing parameters and then click Print 3 Click OK Tip You can print the current page of the document by right clicking the document and selecting Print Current Page from the context menu Printing Regions of Documents After zooming scaling or rotating an image or document you can print the exact region that appears in the document viewer To print the displayed region of a document 1 Click the Print Displayed Region icon 2 Ifnecessary select the printing parameters and then click Print 3 Click OK PaperVision Enterprise User Guide 62 os Chapter 6 Document Operations Adding New Documents In the document viewer documents must be added one at a time If applicable the system applies document level security to these documents as they are uploaded to the system If you add text type documents for full text searching the system will populate the full text database Optionally you can add new documents to folders as you add them to the system Note For more information on folders see Chapter 4 Folders To add new documents 1 Click the Add New Document icon Index values for the c
135. urrently displayed document pre populate the Add New Document dialog box Document Indes Fields Company Name Documents lic Invoice Number 542485 Invoice Date D401 2010 Check Number 2349 Check Date joan 3 2010 Amount Add to Folder Apri AUTON Wrestern Division ap Document File C share ample Documents to Upload to PYENABCInvSOO2pag Add New Document 2 Inthe Document Index Fields section enter the required document index values PaperVision Enterprise User Guide 63 i Chapter 6 Document Operations 3 Inthe Add to Folder field you can optionally add the new document to a folder in the Folders tab e Ifyou do not want to add the document to a folder proceed to step 8 e To add the document to a folder click the ellipsis button to locate the folder The Select Folder dialog box appears proceed to the next step Select Folder Selected Folder Sorl 2010W estern Division Accounts Receivable a April 2010 n Western Division Create Folder i Cancel Select Folder 4 Inthe Select Folder dialog box select the folder in which to add the document e Or you can create a new folder proceed to the next step e Ifthe folder already exists and you do not want to create a new folder proceed to step 8 PaperVision Enterprise User Guide 64 i Chapter 6 Document Operations 5 To create a new folder select the appropriate parent folder
136. ve been assigned index values matching your criteria Depending on permissions granted by the administrator you might be able to define your own search criteria or you might be required to select your criteria from a list of existing search terms Both options may also be available PaperVision Enterprise User Guide 16 fie Chapter 2 Searching for Documents Full Text Searching PaperVision Enterprise offers extensive full text searching capabilities In a full text search the system searches for your full text criteria in every text type document stored in the current project Text type documents include Microsoft Word or Adobe PDF documents COLD documents email messages or optical character recognition OCR images To enable full text search capabilities the system populates your full text database each time a supported document type is added Full text searches may be performed in combination with standard index field level searches In other words you can specify your index field search criteria and then have those documents further filtered by adding full text search criteria When performing a combined search both the index field criteria and the full text criteria must be met in order for the document to be found Full Text Search Criteria emea SS O SSS Search Type Boolean Search and or not __ Natural Language Options Stemming Phonic Fuzzy Searching synonym Searching WordNet Synonyms WordNet R
137. workflows within an entity They can configure workflow definitions for any project and view workflow history and workflow status reports but they have no access to documents or functions in any projects unless a system administrator explicitly grants them access If they do have access to view documents within a project workflow administrators can create workflow instances for a particular document and view its workflow status Capture Administrators Capture administrators can define Capture Jobs for use with the PaperVision Capture product Capture administrators have no administrative capabilities in PaperVision Enterprise PaperVision Enterprise User Guide 9 ie Chapter 1 Introduction System Requirements The following table outlines the minimum system requirements for PaperVision Enterprise and its optional components Minimum System Requirements Operating Systems Windows XP SP2 or later both 32 and 64 bit operating systems supported required for the following components e PaperVision Administration Console PaperVision Enterprise PaperVision Automation Service not required PaperVision net Enterprise Browser Plug Ins not required PaperVision Web Application or Authentication Gateway Server not required Both components require Internet Information Server IIS 5 0 or later NET Framework Version 3 5 SP1 or later Microsoft SQL Server SQL Server 2000 or later Note Optionally you can i

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