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1. Microsoft Internet Explorer ES Favorites 2 3 Saturday June 01 2002 LS Search Upload Management Help Sign Out Upload Document Preview Area Click the Browse button above to select a file then click the Preview button to attempt to preview the document in this area ypically nakee that can be previewed are Acrobat PDF doc Microsoft Word ppt Microsoft Powerpoint xls Microsoft Excel html HTML Web Pages Previewing a document requires the application used to create the file to be installed on your computer 8 or Choose the Browse button to display a Choose File dialog box Choose file 1 6318970770 d E Konica Email t t History 43 Mission Impossible Theme wav SentryFile Brochure pdf E Simulated Scan 2 tif Desktop Simulated Scan tif 2224 F Simulated Scan tif PDF System Requirements doc Documents a us My Computer gt My Network P Select the file you would like to upload and click the Open button 33 SENTRY FILE USER S MANUAL You can click the Preview button to preview the document within the preview area Typically documents that can be previewed are pdf Acrobat PDF doc Microsoft Word ppt Microsoft Powerpoint xls Microsoft Excel html HTML Web Pages 2 SentryFile Microsoft Internet Explorer File
2. Government Non Profit 2 Supplier Text OO 2 Supplier Type Lookup Field a Equipment n 42 SENTRY FILE USER S MANUAL Groups allows you to manage the groups and group members within SentryFile E ELI Microsoft Internet Explorer Fie Edit View Favorites Tools gt O A A Te PersonalBar QSearch Favortes 22 3 W S 8 Address http locathost ste5 Saturday June 01 2002 SENTRYFILE my gw E Search Upload Management Help Sign Out 6 Chris Mike Eie E tcc 8 Groups can have a variety of permissions to access various parts of the Managements area The permissions include Global Options Add Cabinets Manage Groups Manage Users Manage Rights Manage System Messages View Server Info icons are used to add Groups and add users to a group while red X icons are used to remove a group or remove a user from a group Blue arrow icons are used to modify the permissions of the group 43 SENTRY FILE USER S MANUAL Users allows you to manage the users within SentryFile 3 SentryFile Microsoft Internet Explorer View Favorites Tools amp Bek gt O A 2 Qseach Gyre J 9 ASS Address htp Aocahos seS eS SENTRYFILE y gi yz Search Upload Management Users can have a variety of permissions to
3. Enable Full Text Search Apply Changes Enable Process Folders Show License to users logging in License Text Authentication scheme Internal Apply Changes I E Done 2121 BE Local intranet 39 SENTRY FILE USER S MANUAL Global Options Gobal Options are system properties that apply to all users To access the Global Options click the Global Options icon on the left frame E SentryFile Microsoft Internet Explorer File Edit View Favorites Tools Help Bak A PersonalBar QSearch Ga Favorites 24 Shy Sp HH Address http localhost sfe5 ty f SENTRYFILE T x Home Search Upload Management Help Sign Out a Global Options US Enable Full Text Search Apply Changes Enable Process Folders Cabinets Show License to users logging in License Text Groups t Authentication scheme Users Internal M Apply Changes Rights Local intranet Enable Full Text Search allows you to Enable Disable Full Text Searching for all users Full Text Searching can be a server intensive operation and some administrators may prefer to disable it Enable Process Folders allows you to Enable Disable the use of Process Folders Process Folders are used to integrate third party application into SentryFile If third party application are not used it is convenient to disable the Proc
4. View Favorites Tools Back gt 2 A A GFavoites 59 Gh 9 4 21 18 Address http localhost sfe5 7 Go 18 Search Upload Management Help Upload Document File C Documents and Set Browse Preview 2 4 2 2 6 lac SENTRYFILE SENTRYFILE Information we all need it to do our job however Paper files getting larger and larger borrowed file folders nowhere to be found electronic files spread all P over various computers and servers archived files for historical or legal reasons taking up valuable office space Does this sound familiar Getting you down Contemporary research indicates that office staff waste 7 hundreds of hours per year searching for information If you share these and other document management concems then SentryFile is the Secure z Document Management Solution to help you better manage your documents and records 1 2 M 85xt im m 3 2 E Localitat 0000 Finally choose the appropriate Cabinet and set your index data When complete click the Upload Document button to insert the document into SentryFile 3 SentryFile Microsoft Internet Explorer File Edit View Favorites Tools Back 9 A EPenondBar Qsearch Favorites Shy SM SS Address 27 http
5. X icon to delete an item from your Personal Bookshelf To add a document to the Personal Bookshelf simply give it a name and click the button J SentryFile Microsoft Internet Explorer File View Favorites Tools Help Back gt A A PemonalBar QSearch Favorites 22 D 5 B 15 BB a i pz Hom Search Upload Management Help Record 1 ABC Corporation Favoritel Save Record 2 Public School 9 Record 3 SentryFile amp Cav 3 documents found Save This Search 30 SENTRY FILE USER S MANUAL Saved Searches The Saved Searches operation allows you to save your most frequently performed searches for quick access later Saved Searches are very similar to the Personal Bookshelf however a Saved Search stores a set of search parameters and not a single document Users can perform a Saved Search again by simply clicking on the Search icon SentryFile Microsoft Internet Explorer File Edit View Favorites Tools Help Back gt A A CEPersonalBar Seach 3gFavoites C B S 5 BB Address Sg E L 2 q o 2 Search Upload Management Help Sign Out ABC Corporation Record 2 T ne Public School Record 3 E 5 ail C Modiit SentryFile 3 documents found Save This Search Save This Search as ny Favorite Se
6. application octet stream ABC Corporation Post Upload Options Convert Document to PDF Process Document E Done BE Local intranet SENTRY FILE USER S MANUAL TIF documents can be converted to PDF after they have been uploaded If you would like to convert your TIF file to PDF place a checkmark in the Convert Document To PDF box and click Process Document SentryFile Microsoft Internet Explorer Fie Edt View Favorites Tools Back gt OA A Qsearch ayFavortes 8 3 JHB Address http localhost ste5 Saturday June 01 2002 Pail A SENTRYFILE m amp 2 oe Search Upload Management Help Sign Out Document converted to PDF successfully Add another document 0 You will be given a confirmation message to indicate that the conversion to PDF was successful 35 SENTRY FILE USER S MANUAL Scan amp Upload Hardcopy To Scan amp Upload hardcopy documents choose the Scan amp Upload icon from the left frame This will display the scanner ActiveX interface and the upload form Scan amp Upload Document ne Preview 44 71 544 CT BE Click Select Scanner button to display a list of all installed scanners Select Source CanoScan 2 Konica Network Scanner Driver Sel
7. Record 1 ABC Corporation Record 2 Public School 9 save Record 3 SentryFile e LH 3 documents found Save This Search Save This Search as Save 7 0 If the document 15 capable of being displayed within the web browser then it will open in the content frame See below 18 SENTRY FILE USER S MANUAL SentryFile Microsoft Internet Explorer Saturday June 01 2002 TN Search Upload Management Help Sign Out SentryFile Elite End User Quick Start Users are encouraged to print this document as a reference while using the application System Requirements Microsoft Windows 95 98 ME NT 2000 with the Imaging for Windows component installed to use the scanner interface and the latest version of Internet Explorer available free at http www_microsofi comvie Other browsers such as Netscape currently do not support the advanced features required by SentryFile Elite Navigation Tips l Question mark buttons are strategically placed throughout the application They take you into the Help menu and give you a good explanation of the feature 2 After you have checked out the home page click on the admin icons and it will take you into the admin section Explore click on the various icons on the left The first one is how to set up a filing cabinet E Click on the icon on the top line enter a new cabinet name e g Customer Records When you click on create cabi
8. access various parts of the Managements area The permissions include Global Options Add Cabinets Manage Groups Manage Users Manage Rights Manage System Messages View Server Info icons are used to add users while red X icons are used to remove a user Blue arrow icons are used to modify the permissions of the user 44 SENTRY FILE USER S MANUAL Rights allows you to manage who can access what documents within the system and what operations they can perform with those documents c SentryFile Microsoft Internet Explorer File Edit Favorites Tools Help amp Back gt O A A QSearch lt 4 Gh 2 hg BH Address 81 hitp localhost ste5 25 Search Upload Management Help Sign Out amp Administrators amp Sales Staff admin Don amp Administrators admin Chris a M EN E Locaia Users and groups can be assigned rights to do specific operations on specific Cabinets The rights are Search View Documents Upload Documents Add View Annotations Email Documents Modify Index Data Values Delete Documents Append Pages to PDF Documents Manage documents in the Recycle Bin and Manage the Index Fields for a Cabinet icons are used to give rights to users groups for a cabinet while red X icons are used to remove a user group s rights to a cabinet Blue arrow icons u
9. flush the history Otherwise a malicious user could use the Back button to view data that you viewed during your session A malicious user would not be able to access any new content when you sign out your security credentials are removed This means the malicious user might be able to view data from your history but he will not be able to make new requests 49
10. localhost ste5 Go hj yn PC Search Upload Management Help SECURE DOCUMENT MANAGEMENT SENTRYFILE Information we all need it to do our job however Paper files getting larger and larger borrowed file folders nowhere to be found electronic files spread all over various computers and servers archived files for historical or legal y y D gt reasons taking up valuable office space Does this sound familiar Getting you down Contemporary research indicates that office staff waste hundreds of hours per year searching for information If you share these and other document management concems then SentryFile is the Secure Document Management Solution to help you better manage your documents _Signatures Comments Thumbnails f and records 41102 M 85xt in sf Customer Records x aec Corporation 9 Corporation o Upload Document 000 You will be given a confirmation screen to summarize your upload 34 2 SentryFile Microsoft Internet Explorer File Edit View Favorites Tools Help gt D A QSearch 22 90 29 Address http localhost sfe5 B Search Upload Management Help Sign Out SENTRY FILE Upload successful below are the details of the information inserted into the cabinet Upload Summary simulated_scan tif Content Type
11. shown below Enter Network Password _ The username password and domain will typically be identical to those used when logging onto Windows SENTRYFILE USER S MANUAL SENTRY FILE USER S MANUAL a SentryFile Interface The SentryFile interface is designed in 3 sections At the top of the screen is a listing of system sections that you can access On the left side of the screen 15 a listing of the functions that you can perform within each system section The main area of the screen is where all content is displayed SentryFile Microsoft Internet Explorer File Edit View Favorites Tools l liL Back gt O A EPersonalBar QSearch ijFavoies 22 D 2 W 1 5 58 SENTRYFILE S yu lt Upload Management Help System Messages Personal Bookshelf Frequently Used Spreadsheet Saved Searches BE Local intranet 00 Navigate through the site using both the system sections and system functions frames Prompts will be displayed in the content frame SENTRY FILE USER S MANUAL HomePage After a user logs into SentryFile the user s personal Homepage is displayed The homepage acts as a starting point for all user sessions 3 SentryFile Microsoft Internet Explorer ee C NEUE amp Back gt A A PeronalBar Seach 59 D 3 B d BS SENTRYFILE E pE Upload Management Help Syst
12. 2 This is a sample annotations for this document o ce Back To Results 22 Email SENTRY FILE USER S MANUAL The Email function allows you to email a document directly to someone without having to attach the document to a message your email client SentryFile Microsoft Internet Explorer Fie Edit View Favorites Tools Saturday June 01 SENTRYFILE lt lt Search Upload Management Help Record 1 ABC Corporation Record 2 Public School 5 O Record 3 SentryFile U gave 3 documents found Save This Search Save This Search as Save ia TE Local intranet Click the Email link along the top operations bar to display the email form Then fill in the Recipients email address your email address a subject and a message Click the Send button to send the file along with your message 2 SentryFile Microsoft Internet Explorer HBack gt 2 2 A Seach ijFavodes 22 D 8 8 9 58 Saturday June 01 2002 Pail 7 SENTRYFILE M 21 2 lt Search Upload Management Help Sign Out Recipiert s Email Address Your Email Address Subject Message Send Cancel E Done 16 23 Append SENTRYFILE USER S MANUAL The Append feature allow you to add additional pages to the current document The document must be a PDF file for this operation to be a
13. SENTRY FILE Version 3 User s Manual Version 3 2 SENTRYFILE USER S MANUAL 5 Table Contents Table Of vri 2 i AO CRM 4 SentryFile Interface w c cccceesecsscsscsesssccscescscscscsceccevsvecscscessevsvacecsssavavacscsssavavavacesessavavacacesssvavavasacesessevavaees 6 E E O T 7 p UIs 1s 9 3 TS ah 10 Index 1 0 0 027270202 020 00000000065 12 Scarch 14 HN SENTRYFILE USER S MANUAL IVP SS VOC Sg cum eet T Fi SI RIMIS IUNMRIENI IM EMEN RE 46 ey HE 47 B c 48 if 49 SENTRY FILE USER S MANUAL Signing The SentryFile Sign screen allows users to sign into the system shown below Administrator s must provide each user with a username and password to access the system 3 SentryFile Microsoft Internet Explorer Sign In Username Password Lsign Some SentryFile administrators will choose to use the integrated Windows NT 2000 userlist In this case the user will be prompted for a username password and domain as
14. anet SENTRY FILE USER S MANUAL TIF documents can be converted to PDF after they have been uploaded If you would like to convert your TIF file to PDF place a checkmark in the Convert Document To PDF box and click Process Document SentryFile Microsoft Internet Explorer Fie Edt View Favorites Tools Back gt OA A Qsearch ayFavortes 8 3 JHB Address http localhost ste5 Saturday June 01 2002 Pail A SENTRYFILE m amp 2 oe Search Upload Management Help Sign Out Document converted to PDF successfully Add another document 0 You will be given a confirmation message to indicate that the conversion to PDF was successful 38 SENTRY FILE USER S MANUAL 2 4 Management All SentryFile Management can be done through the web browser Not all users are given acces to the management functions of the system The Management section allows you to manage Global Options Cabinets Users Groups Rights System Messages Recycle Bin and Server Info 25 Microsoft Internet Explorer Fie Edit View Favorites Tools Back gt b PenonalBar lt 4 Ely 3 BW Sl BSE Addes E 222222222002 Saturday June 01 2002 SENTRYFILE QJ E Hom Search Upload Management Help Sign Out
15. arch o To Add a Saved Search just give your search a name and click the Save button 31 SENTRY FILE USER S MANUAL Uploading Documents There are two methods to upload documents into SentryFile You can either Upload a document you currently have on your computer softcopy or you can Scan amp Upload paper documents using your Twain Compatible scanner hardcopy You can choose the appropriate method by selecting the icon from the left frame 3 SentryFile Microsoft Internet Explorer File View Favorites Tools Back gt A A Personal Bar QsSearch 3jFavoites 8 D SM 5 BB Address http locathost ste5 Saturday June 01 2002 SENTRYFILE J yn pz lt E Search Upload Management Help Sign Out Upload Document Browse Preview Preview Area Click the Browse button above to select a file then click the Preview button to attempt to preview the document in this area Typically documents that can be previewed are pdf Acrobat PDF Microsoft Word ppt Microsoft Powerpoint xIs Microsoft Excel html HTML Web Pages Previewing a document requires the application used to create the file to be installed on your computer TE Local intranet 32 SENTRY FILE USER S MANUAL Upload Softcopy To Upload softcopy choose the Upload icon from the left frame This will display the Upload form 5
16. d 1 ABC Corporation Record 2 Public School 5 O Record 3 SentryFile U Save 3 documents found This will change the results display so that you can modify the index data for the current document E ELI Microsoft Internet Explorer E Fie Edt View Favorites Tools Help Back gt 2 A ijFevodes 9 28 21 08 Address http localhost ste5 Saturday June 01 hi i SENTRYFILE A Aa a Home Search Upload Management Help Record 1 Corporation Corporation 9 Apply Modifications Record 2 Public School U Record 3 SentryFile 3 documents found Se When you have completed your modification of the index data click the Apply Modifications button Please note that if you modify the value of the field that you are 28 SENTRYFILE USER S MANUAL using to sort your results the record will move to the appropriate location given the new values 29 5 Save To Bookshelf SENTRY FILE USER S MANUAL Save To Bookshelf allows you to place document on your Personal Bookshelf The Personal Bookshelf is the location where users can save their most frequently used documents for quick retrieval at a later time Items listed the Personal Bookshelf can be retrieved by simply clicking the View icon Users can manage their own Personal Bookshelf Use the red
17. ect the scanner you would like to use and click the Select button Next click the Scan button This will load your Scanner s Interface Use the interface to scan the documents into the scanner control 36 SentryFile Microsoft Internet Explorer File View Favorites Tools SENTRYFILE Completely Web Based Per Server Licensing PDF Support Twain Support Supports All File Types Modify on the fly Email Document Recycle Bin System Messages A E QSearch Favorites lt 4 28 B BB Address http 2 ocalhostzsfe5 06 Saturday June 01 2002 7 Management Search Upload Help Familiar environment for most uscrs very little training required Can be accessed administered anywhere in the world Clients can access from almost any operating system No client software for IT department to install No limitations on the number of users that can access the system No limitations on the number of documents cabinets Converts scanned documents to PDF extremely familiar to users Documents can be viewed on almost any platform with a PDF file viewer Supports Twain compatible scanners Currently the largest image acquisition standard Files of any format can be uploaded and stored to the system This includes Microsoft Word Excel Powerpoint Audi
18. elp SENTRYFILE Quick Search Chris s Cabinet Corporation IEE Local intranet Once you click the Search button the system will generate your search results and display them in the content frame See below 10 SENTRY FILE USER S MANUAL E SentryFile Microsoft Internet Explorer v fx i mi UyHIUTTMPUU UM Monday July SENTRYFILE P lt Search Upload Management Help Sign Out Record 1 ABC Corporation Marketing Firm Doo 1 document found Save This Search Save This Search as Save 9 11 SENTRYFILE USER S MANUAL E Index Search The Index Search 15 the most powerful method of searching for documents documents within SentryFile are assigned index data when they are uploaded to the system The Index Search allows you to find documents based on the index data for the documents To use the Index Search you must first select a cabinet to search through Click the down arrow beside the Choose Cabinet drop down list When you choose a different Cabinet the index fields displayed will change to those for the selected Cabinet Next you must define your search parameters You may enter as little or as much information into the search form as you like The more data you enter the more concise your results will be Fill in search parameters into the index fields to formulate your search Then you can choose how your results wil
19. em Messages Personal Bookshelf Frequently Used Spreadsheet Saved Searches BE Local intranet Available to the user is a listing of system messages posted by the system administrator System messages help to keep users informed of information from the administrator The Personal Bookshelf 15 the location where users can save their most frequently used documents for quick retrieval at a later time Items listed in the Personal Bookshelf can be retrieved by simply clicking the View icon Users can manage their own Personal Bookshelf Use the red X icon to delete an item from your Personal Bookshelf SENTRYFILE USER S MANUAL The Saved Searches listing 1s the location where users can save their most frequently performed searches for quick access later Saved Searches are very similar to the Personal Bookshelf however a Saved Search stores a set of search parameters and not a single document Users can perform a Saved Search again by simply clicking on the Search icon More will be discussed later about adding documents to your Personal Bookshelf and saving your search parameters as a Saved Search SENTRY FILE USER S MANUAL Searching For Documents Searching for documents can be access by clicking the Search icon along the top system sections frame This will display the list of search types in the left frame By default the Quick Search is displayed in the content area Users can select a di
20. entryFile a 3 documents found Save This Search Save This Search as 12 The you download will need to be opened later with a compatible application 20 SENTRY FILE USER S MANUAL ie Annotations Annotations allow you to make quick notes about documents within the system To access the annotation for a documents simply click the Annotations link along the top functions bar for the document SentryFile Microsoft Internet Explorer File Edit View Favorites Tools Help Back gt A A Personal Bar QSearch 3jFavoites D 3 d BB SENTRYFILE PF Search Upload Management Help Sign Out Record 1 ABC Corporation Record 2 En Public School m Education Record 3 SentryFile Corporation gt Save 3 documents found Save This Search Save This Search as Save m eb IIT B The Annotations are displayed in a list format along with the date the annotation was created and which user posted the annotation You can add additional annotation by clicking the white 1con along the top of the page This will display the field where you can enter the annotation Click the Add Note button to add the annotation to the system see below 21 SENTRY FILE USER S MANUAL SentryFile Microsoft Internet Explorer Saturday June 01 2002 Upload Management Help Sign Out admin 6 1 200
21. ents to PDF extremely familiar to users Documents can be viewed on almost any platform with a PDF file viewer Supports Twain compatible scanners Currently the largest image acquisition standard Files of any format can be uploaded and stored to the system This includes Microsoft Word Excel Powerpoint Audio Video any format Modify document index field values inline while searching Email document directly out of the application no need to have an email client installed on the client computer Similar to the Windows Recycle Bin allows deleted documents to be Restored Communicate information across all users using the System Messages feature Customer Records Sample Scanned Document ae Corporation Upload Document jD 2 22 70 FF BEL You will be given a confirmation screen to summarize your upload 37 2 SentryFile Microsoft Internet Explorer File Edit View Favorites Tools Help gt D A QSearch 22 90 29 Address http localhost sfe5 B Search Upload Management Help Sign Out SENTRY FILE Upload successful below are the details of the information inserted into the cabinet Upload Summary simulated_scan tif Content Type application octet stream ABC Corporation Post Upload Options Convert Document to PDF Process Document E Done BE Local intr
22. erver area gives information about the SentryFile server This information includes the server address application path free hard drive space the number of users within the system and the number of cabinets within the system SentryFile Microsoft Internet Explorer File Edit View Favorites Tools Help Se EB amp Back gt A PersonalBar QSearch lt 4 D 5 fg d BH Address 27 hitp localhost sfe5 Saturday June 01 2002 Em E 4 E Search Upload Management Sign Out SENTRY FILE j Server Address localhost SentryFile Address http ocalhost ste5 default as Application Path C inetpub wywwrootistesiSentryFilevveb Free Storage 0 669 Gh free of 5 996 Gb total File System NTFS Total Number of Users 6 Admin Users 0 Normal Users 0 Number of Cabinets 3 Number of Fields 14 48 Sign Out SENTRYFILE USER S MANUAL To sign out of SentryFile click the Sign Out icon in the top right corner of the screen You will be asked to confirm whether you want to sign out if you choose then you will be returned to the Sign In screen SentryFile Microsoft Internet Explorer gt A AlE amp http localhost sfe5 default asp signoff yes Sign In Username Password Sign Because web browsers cache the pages you have visited you should close your browser to
23. ess Folders feature Show License to Users Logging in allows you to enable diable displaying your own corporate privacy policy The policy can be entered into the License Text field 40 SENTRYFILE USER S MANUAL Authentication Scheme allows you to choose which method SentryFile will use to authenticate users accessing the system There are two options they are Internal uses the built 1n SentryFile authentication mechanism and Windows NT 2000 where sentryFile will authenticate users against a Windows NT 2000 domain 41 Cabinets SENTRY FILE USER S MANUAL Cabinets allow you to create and manage the Cabinet and index fields within the SentryFile system icons are used to add Cabinet and Fields while red X icons are used to delete Cabinets and fields Blue arrow icons are used to modify the names of Cabinets and Fields SentryFile Microsoft Internet Explorer File View Favoites Tos Hp amp HBack gt 2 EPemonelBar Favorites 20 hy SM 21 58 Saturday June 01 2002 hy SENTRYFILE e c lt Search Upload Management Help Sign Out z gt Customer ID Text contract Date Date Cx 72 Contract Type Lookup Field Equipment Lease Cx Rental gt Service Contract 2 Customer Name Text 2 Record Type Lookup Field OO Corporation Education
24. fferent type of search by clicking the appropriate icon on the left frame E SentryFile Microsoft Internet Explorer File Edit View Favorites Tools Help Back E Persona GA 5 3 24 Sp 5 ES Address 1 http localhost currentsentryfileweb default asp gp Go Fh UL i ce SENTRYFILE gu f 3 Upload Management Help Sign Out Quick Search Done gu Lacal intranet SENTRY FILE USER S MANUAL Quick Search The Quick Search is the convenient and simple method to search for documents The Quick Search allows you to enter keywords all records that contain matching keywords within the text based fields of the index data will be displayed This 15 an extremely effective way to find most files within the system To use the Quick Search you must first select a cabinet to search through Click the down arrow beside the Cabinet drop down list Next you must define your search parameters Enter your search parameters into the keywords field Lastly click the Search button to perform the search See sample below d SentryFile Microsoft Internet Explorer File Edit Favorites Tools Help amp Back gt A A QSearch 8 D amp fm 21 ES Address e http localhost current sentryfileweb default asp Go ET pi Search Upload Management H
25. he index data for the document The bottom bar shows the filename of the document and allows you to add the document to your Personal Bookshelf more on this later 3 SentryFile Microsoft Internet Explorer Fie View Favorites Tools Help Back gt O S A ePersonalBar QSearch Favorites 5 2 B 8 68 Saturday June 01 2002 a en Home Search Upload Management Help Sign Out ri SENTRYFILE Ft Record 1 ABC Corporation 6 Record 2 S Public School mem Education Save Record 3 SentryFile 6 3 documents found Save This Search Save This Search as Save 4 BI Local intranet At the bottom of each screen there is a summary showing how many documents were found If there were more than 10 documents found there would also be a Next button to allow you to view the rest of the results 16 SENTRYFILE USER S MANUAL Below the summary is the Save This Search feature This allows you to store the search parameters for quick access more on this later 17 SENTRY FILE USER S MANUAL Viewing Documents To view a document simply click the View Document link along the operations bar for the current record amp Bak gt O A A PesonsBar Seach Ey SM SB Saturday June 01 2002 ta pz Ge SENTRYFILE ha ra Search Upload Management Help Sign Out
26. l be sorted Choose the field that you would like to use to sort your results and choose wether you would like the results in ascending or descending order Lastly click the Search button to perform the search See sample below 12 SENTRYFILE USER S MANUAL c SentryFile Microsoft Internet Explorer Saturday June 01 2002 COSS Upload Management Help Sign Out Search Within Customer Records Once you click the Search button the system will generate your search results and display them in the content frame See below c SentryFile Microsoft Internet Explorer Saturday June 01 2002 SENTRYFILE ys lt LT Upload Management Help Sign Out ABC Corporation Public School Record 3 SertryFile 3 documents found Save This Search as _Save 13 SENTRY FILE USER S MANUAL Full Text Search Full Text Search allows you to search for documents based on the text within the documents Not all file formats are supported for full text searching Typically Microsoft Office documents such as Word Excel Powerpoint are supported along with Adobe Acrobat PDF files Also more generic files formats are also support such as plain text files TXT and Web Pages HTML To perform a Full Text Search first click the Full Text Search icon on the left frame This will load the Full Text Search form Next choose the cabinet that you w
27. net it will set up the new file cabinet for you Look to the right of the file cabinet name that you have created and you will see three symbols your cursor over each one so they identify what they do then click on the first one and add some fields There are unlimited numbers of fields that can be created When vou click on users this allows the administrator to add users to the system There are two types of users Admin and Normal Admin users have complete access to everything within the system Normal users are granted limited access to the system The rights for Normal users are 3 5 get back to your results just click the Back to Results arrow icon that appeared in the left frame If the document you selected 15 not capable of being viewed within the web browse then a Save File dialog box will appear You can either choose to open the file immediately or save the file to disk and open it later Typical documents that can be viewed within the browser are Acrobat PDF TIF Word DOC Excel XLS Powerpoint PPT plain text TXT web pages HTML 19 SENTRY FILE USER S MANUAL x Save To Disk The Save To Disk feature allows you to download a file to your local computer This will avoid having the file open within the web browser s SentryFile Microsoft Internet Explorer Home Search Upload Management Help ABC Corporation o Public School S
28. o Video any format Modify document index field values inline while searching Email document directly out of the application no need to have an email client installed on the client computer Similar to the Windows Recycle Bin allows deleted documents to be Restored Communicate information across all users using the System Messages feature SENTRY FILE USER S MANUAL Use the buttons along the top of the Scanner ActiveX Control to manipulate the document Features include delete page negative image deskew despeckle page rotation zoom in out and scan append pages Finally choose the appropriate Cabinet and set your index data When complete click the Upload Document button to insert the document into SentryFile E SentryFile Microsoft Internet Explorer File Edt View Favorites Tools Back gt O A A Seach 3jFavoies C Ey 3 B 5 BB Per Server Licensing PDF Support Twain Support Supports All File Types Modify on the fly Email Document Recycle Bin System Messages Page 1 8 Saturday June 01 2002 Search Upload Management Help Sign Out dI UC decease dU WOT n Clients can access from almost any operating system No client software for IT department to install No limitations on the number of users that can access the system No limitations on the number of documents cabincts Converts scanned docum
29. ould like to search by using the Cabinet drop down box Enter the keywords that you would like to locate and press the Search button SentryFile Microsoft Internet Explorer f pz Upload Management Help amp Dee TE Local intranet 00 The results are displayed in a similar fashion as the Index Search shown earlier 14 Browse SENTRYFILE USER S MANUAL Browse allows you to display a complete listing of all the documents stored within a Cabinet There a only a few parameter that you must select to Browse a Cabinet First you must select the Cabinet from the Choose Cabinet drop down box Then select the sort options and click the Search button to display the contents of the Cabinet SentryFile Microsoft Internet Explorer tuj i Home Search Upload Management Help LU omer Records o Browse Within Customer Records B sone SE Localintranet 00 The results are displayed in a similar fashion as the Index Search and Full Text Search shown earlier 15 SENTRY FILE USER S MANUAL x Results Display No matter which search method you use the results display 1s always the same Each document is listed with a Record Number attribute Next to the Record Number is a listing of operations that you can perform on with this document There can be up to 7 different operations depending on the rights that you have been given Below the operations bar 15 t
30. rently the largest image acquisition standard Supports All File Types Files of any format can be uploaded and stored to the system This includes Microsoft Word Excel Powerpoint Audio Video any format Modify on the fly Modify document index field values inline while searching Email Document Email document directly out of the application no need to have email client installed on the client computer Recycle Bin Similar to the Windows Recycle Bin allows deleted documents to be Restored System Messages Communicate information across all users using the System Messages feature up fe internet 000 You can either choose an exiting file by clicking the Browse button or scan a new file by clicking the Scan Button on the scanner ActiveX interface If you select and 24 SENTRYFILE USER S MANUAL existing TIF document click the Preview button to load the file in the scanner ActiveX interface This will allow you to clean the pages before appending Once you are happy with the pages click the Append Document button to upload the pages to the system and automatically append them to the existing document 25 Delete SENTRY FILE USER S MANUAL The delete function allows you to remove documents from the system The Delete operations work very much like deleting files in the Windows operating system When you click the Delete link the doc
31. sed to modify the rights of the user group within the Cabinet 45 E Messages SENTRYFILE USER S MANUAL Messages allows you to communicate information to other users of the SentryFile system To add a message simply click the white icon and enter your message delete a message click the red X icon 3 SentryFile Microsoft Internet Explorer File Edit View Favorites Tools Help Heak O A A Pesona Qseach Faoite GS SM DSS Address Sg SENTRYFILE x Tp iE E Search Upload Management Help Sign Out 46 SENTRY FILE USER S MANUAL Recycle Recycle Bin shows which documents have deleted by users Users with access to the Recycle Bin have the ability to permanently delete documents or restore documents dil SentiyFile Microsoft Iara File Edit View Favorites Tools Help Back gt 2 f 24 ijFavoies 20 D 3 Bl 5 BS Address 81 hitp localhost sfe5 Saturday June 01 2002 y a en SENTRYFILE H RE Search Upload Management Help Sign Out 6 1 2002 SentryFile 6 1 2002 Public School 6 1 2002 ABC Corporation 6 1 2002 ABC Corporation E Doe SBE Local intranet 0 The user will only be able to view documents within the recycle bin which he has recycle bin rights for 47 SENTRY FILE USER S MANUAL Server The S
32. ument is inserted into the Recycle Bin SentryFile Microsoft Internet Explorer File Edit View Favorites Tools EBak OA 2 Favorites Sy 3 1 8 SENTRYFILE B f z Search Upload Management Help Sign Out Record 1 ABC Corporation 5 Save Record 2 Public School CC Record 3 SentryFile G Save 3 documents found Save This Search Save This Search as Save 12 delete a document simply click the Delete link You will be prompted ensure that you want to delete the file If you accept you will be given a message informing you that the document has been added to the Recycle Bin SentryFile Microsoft Internet Explorer File Edit View Favorites Tools Help Beck 5 O A 8 EPan Qseach fede 2 dy oS tuj SENTRY FILE dee E 3 Search Upload Management Help Sign Out Recycle Document The document has been added to the recyle bin Back To Results np 0 26 27 SENTRYFILE USER S MANUAL SENTRY FILE USER S MANUAL Modify The Modify operation allows you to change the index data for the current document To use the modify operation simply click the Modify link SentryFile Microsoft Internet Explorer File View Favorites Tools Help Saturday June 01 201 SENTRYFILE lt lt Search Upload Management Help Recor
33. vailable You can append a PDF file or a TIF file to the current document 2 SentryFile Microsoft Internet Explorer File View Favorites Tools Sock 5 O A EPa Qseach 2 96 65 hal m SENTRYFILE 24 17S ec Search Upload Management Help Sign Out Record 1 ABC Corporation 9 seve Record 2 Public School Record 3 SentryFile Corporation 2 seve 3 documents found Save This Search Save This Search as Save ij LB Local intranet Click the Append link to bring up the append pages form 2 SentryFile Microsoft Internet Explorer File View Favorites Tools Help Back gt A A QSearch 522 D 28 B EE BB SENTRYFILE ru iE Search Upload Management Help Sign Out Completely Web Based Familiar environment for most users very little training required Can be accessed administered anywhere in the world Clients can access from almost any operating system No client software for IT department to install Per Server Licensing No limitations on the number of users that can access the system No limitations on the number of documents cahincts PDF Support Converts scanned documents to PDF extremely familiar to users Documents can be viewed on almost any platform with a PDF file viewer Twain Support Supports Twain compatible scanners Cur

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