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Manual Archivista 2009/I
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1. int 11 PRI 0 mediumblob YES NULL mediumblob YES NULL NULL longblob YES NULL int 11 I YES NULL int 11 YES NULL int 11 YES NULL int 11 YES NULL datetime YES tr rt 10 rows in set 0 07 sec mysql gt mysql gt Let us take a look at the relevant fields of table archivbilder Seite reference to document and page of table archive doc ument 1000 page Bild first image file existing in reduced web quality BildA currently not used BildInput original image file i e page as captured Archivista e Quelle source file either from first page or each page indi vidually e BildX BildY pixel data of file in field Bild optional e BildAX BildAY pixel data of file in field BildInput optional 41 2 2 Archiving process The objective of the archiving process is to save the added doc uments in a way that they cannot be altered anymore and that they remain readable from a long term perspective That image data become unalterable is effected by the field Archiviert in table archive showing 1 any manipulation of the image in an Archivista application is no longer accepted Long term readability of the image data is achieved by the fact that in any case they are saved in a certain folder structure and that the images thus created
2. Hon Sm Field Type Null Key Default Extra ho Ho Seite int 11 l PRI I fusschliessen tinyintt4 MUL a Erfasst tinyint 4 MUL a Schlussel varchar i56 Text mediumtext YES MUL NULL l l Zipped tinyint 4 a Indexiert tinyintld MUL 9 OLR int 11 l l DO Notes blob YES MULL Screentluality int 11 a Ho 10 rows in set 0 06 sec mysql gt The following fields are relevant for us 246 e Archiving concept Seite reference to document and page of table archive doc ument 1000 page Ausschliessen do not treat page with OCR Erfasst page already treated with OCR Text memo field for various information Indexiert shows whether an index has been done for this document obsolete OCR definition 0 x making the desired language strings avallable ScreenQuality reduction factor for screen copy 0 50 41 2 1 3 Table archivbilder Table archivbilder houses the individual image and source files I o Seite Bild Bild BildInput longblob YES Quelle Bildx Bild BildAk BildAY DatumA _ Type Null Key Default Extra
3. E y Total Excluding Shipping 800 00 Delivery Details Deliver Customer A from Standard Reference Location Due Date 10 01 2009 C Deliver To Petermann Ltd Commenta Buchgasse 3 5400 Baden Address Shipping 000 Charge Shippin sii Default Company Contact The invoice will be set up by clicking Place invoice Due to the fact that some information must be updated it can happen that the button Place invoice must be accessed twice Direct Sales Invoice Invoice 17 has been entered View This Invoice Print Sales Invoice Enter a New Direct Invoice Back The invoice is created and already booked too lt can be printed by pressing Print sales invoice as a PDF The result should look something like this 148 e Sales Training Co Chame To Delvered To Petermann Ltd Petermann Ltd Buchgasse 3 5400 Baden Invoice no Cust no Date SALES ORDER 1 1 31 12 2008 Shipping Company Default Delivery Date 10 01 2009 Your Ref Main Branch Our Ref Verkaufsperson Your VAT no Our VAT No Payment Terms Zahlungen innerhalb 10 Tage Our Order No item Code Item Description Quantity Unit Price Discount Total rigi ArchivistaBox Rigi 1 00 St 800 00 800 00 Please note that booked invoices can no longer be deleted You should realise this right from the start We there really recommend that you initially experiment with a sample mandate before the
4. 30 3 2 Virtual BOX e sss 2642 gma set x Hae sa 22 5 5 Users amp Fields 31 3 3 OpenSource Box 2 2 B6 Databases fields and barcodes 31 3 4 OpenSource Windows 22 Ill ArchivistaBox 33 Il Tutorials 25 34 20 6 1 Advantages 34 4 1 How to use the online tutorials 26 62 DOLDER model 34 4 2 Installation ArchivistaBox 26 16 3 RIGI and SAENITS modell 34 FE EEE eee 26 16 4 PILATUS modell 35 2 e Contents Archivista 7 6 5 TITLIS modell 6 6 EIGER model 6 7 MYTHEN model 6 8 ROTHORN model Initial start up Z 1_Introduction 004 1 2 DOLDER RIGI and SAENTIS 1 3 PILATUS LL 4 TITLIS and EIGER 1 5 Switching it Oh 8 System settings 8 1 Archivista WebClient F10 8 2 Archivista WebAdmin Alt F9 8 3 Archivista WebConfig 2 8 4 View manuals 0004 8 5 Archiving amp OCR LL 8 6 Archivista modules 8 ArchivistaERP 6 8 Backup 8 9 Encryption 8 10 Print server 8 11 FTP Server 8 12 Mail Server 8 13 Database 8 14 System 8 15 Remote Access 2 004 o 8 16 Exit Alt F4
5. 2 43 RichClient 43 1 Keywording functionality 43 2 Efficient entering of data 43 3 Runtime errors 2 ee 220 220 220 220 221 225 226 230 234 235 235 235 244 245 245 245 249 249 251 251 252 252 Archivista XII FAQs 256 257 44 1 ls there a demo version of Archivista 257 44 2 ArchivistaBox does not start up properly 257 EA A rr 258 44 4 Installation Update from CD 258 44 5 Installation update from USB Stick 259 44 6 My CD does not boot 259 260 eee eee eye eee ee ee 261 44 9 Data exchange and backup by means of USB stick 262 DS 264 265 45 1 Is there a mail archiving function 205 45 2 Can archive Office files incl check out 265 265 45 4 Scanning to ArchivistaBox with RichClient 266 Version 2009 1 AR 268 45 6 Classifying documents ERP interface 269 45 7 ls there an API for the ArchivistaBox 210 Puede eee eee bee ae 270 45 9 Transferring the RichClient to the ArchivistaBod 272 o 272 45 11ArchivistaGPL RichClient 272 275 FEE 215 46 2 Scanner is not working 275 46 3 Characters on keyboard do not work 215 46 4 OCR is not or no longer functioning 275 46 5 ArchivistaBox is no longer working 216 46 6 Box is running but the monitor is black 216
6. y 3INBMA ARMA D As soon as the print preview looks acceptable we print the page with the Archivista printer The subsequent import of the page should not create any problems Version 2009 A few tips on working with documents e 233 Part XI Technical Details 234 e Archivista 39 External SQL calls WebClient For automated access to a particular database via WebClient we advise to follow the procedure and the conventions below In principle access via WebClient e g to an ArchivistaBox is defined by its IP address or DNS name resolution To access a specific database with a specific user for example it is possible to simply add some information to the IP address 39 1 External login When the address of an ArchivistaBox is entered in the browser http 4192 16 00 75 and Enter is pressed the IP address will automatically be com plemented with a few internal parameters To this string of characters some other parameters can now be added in order to log in directly to a certain depth of the archive The following complete entry expresses the way with which the user reaches the view of the archive he needs or wants with out him her having to go through the individual steps manually She he wants localhost for host archivista for database with user Admin who possesses password archivista and she he wants an English layout but only document 426 to appear in the list
7. INIDO General Conference 10th Session Round Table 4 htp fwww unido org doc 19150 UNITED NATIONS INDUSTRIAL DEVELOPMENT ORGANIZATION General Conferenclsesston Vienna December 1 5 2003 fernthisste _go advanced search iblications Weekly News UNIDO GENERAL CONFERENCE e Main Speakers Status not logged in Frail login UNIDOYiew Document 19150 English You prefe panisbhange languabB his document is availaBhaglish e Daily Journals INDUSTRIAL DEVELOPMENT FORUM e Inaugural Session e Round Tables LEGISLATIVE SESSION e Decisions and Resolutions e Schedule e Agenda e Documents e Views on the Conference High Level Officials Accreditation Venue We can either start printing from page two or change the zoom factor to get a better result UNIDO General Conference 10th Session Round Table 4 Mozilla Page 4 4 1 of 2 INIDO General Conference 10th Session Round Table 4 Htp fwww unido org doc 19150 UNITED NATIONS INDUSTRIAL DEVELOPMENT ORGANIZATION Genera Conference session Vienna December 1 5 2003 Fasi el advanced saaren Man Sey Ue AAA GENERAL CONFERENCE main Seals Status not lagged in Daily joumals Post Crisis Industrial Rehabilitation and Reconstruction P Highlights Han eve vaere amad contet and axura daastere comu key amtacies to the achevemen af the MDGS Apart tram tner direct trage afecta in the form af creia
8. It is not possible to allocate a field to a field object in the mask with Allocate to object You need in all cases a label object Version 2009 1 36 4 First steps with objects In contrast to the fields which are used to extend table Archive i e the database itself the objects serve to shape a user friendly screen mask for comfortable data entry In order that you may understand better how objects work we shall use an example Take a look at the illustration below Archivista Field definitions and input masks a ST ES Stichworter Personen ClientT ext ClientNr Name ClientText Length 30 No 3 gt Create field index 4 Tab name Pos width Create new field Delete from table Allocate to object Current object i Objects in mask Name ClientT ext Font Position xi 2130 Y1 615 Stichworter Obj ype Field object Label object Tab pos X2 1200 Y2 300 Abiti Field object type Field object entry conditions Persons C Normal field C Combo ex x py None Recommended Mandatory Cliente Linked w combo Dependent on field Client ClientNr gt with value s C Definition No code Textcode User s allowed new entries Ta New object CON Multi Field User s allowed changes Delete object TREE of input mask Input TE 141 vf tl 8 gt
9. Please note that pages in the formats BMP Zip and TiffG4 are automatically converted to Jpeg BMP Zip and TiffG4 cannot normally be displayed in a Web browser The Size in of original 10 100 expresses the size of the internal copy in percent of the original copy 50 means that the file size of the image copy is half the file size of the original copy Under JPEG factor of image copy 2 255 you define how much the pages are to be compressed for browser display If the original copy is a JPEG image you need not enter anything But if the original copy is a Tiff image it is worth adjusting the compression factor 35 6 Field names Due to the fact that the original application was written in German the database coded field names are in German To ensure com patibility between the different language versions the field names are kept in German For modifications in the Definitions for se lection and the Print reports you have to work with the original field names In the following you find a conversion table German English Titel Title Datum Date Archivista Akte Document Seiten Pages Stichworter KeyWords Personen Persons Notiz Note ErfasstDatum EntryDate Ordner Folder Farbe color EDVName FileName Erfasst Added Archiviert Archived Eigentumer Owner Markiert Marked Laufnummer Counter NotizR TF NoteRTF Verbindungen Hyperlinks Gesperrt Locked Anrede Address Vorname FirstName Nachname LastName Zusatzzeile Optional
10. 11 3 2 Field types number field and date field The field requires a number no text or numbers in date format mm dd yyyy or similar 11 3 3 Controlled vocabulary You needs must choose from a given number of entries As soon as you make an entry a drop down list appears from which you can pick the value you want Category 2 d al Digital archive DMS Users who are allowed to add to the pre defined entries see the following characters next to the field lt HS By clicking gt on the right hand side a field opens up and new expressions can be added A field opens up lt u Project Wireless Lan Add Enter the new value click the button Add and the new expression is saved If you want to stop adding new expressions click lt and the field closes again Version 2009 1 To delete controlled vocabulary select the expression you have in mind and then delete it by clicking X 11 3 4 Field type hierarchical Hierarchical fields allow you to create keyword trees similar to the folder within the folder principle of the Windows Explorer Typically hierarchical fields appear in the guise of pull down menus with controlled vocabulary 11 3 5 Field type Multi The field type Multi enables you to add multiple keywords per category You can allocate one document to several customers for example Multi fields typically appear together with controlled vocabulary 11 3 6 Field t
11. Each film sequence lasts between 30 to 120 seconds If you want to follow the lesson closely and go through the shown steps on your own in Archivista you will probably need about 10 minutes per lesson At the end of each lesson you find a reference to the corresponding chapter in the manual The combination of Online Tutorial and manual will give you maximum benefit Note Since many clients have wished for it we slowed navigation time down for the purposes of the Online Tutorials Thus you may distinguish the individual steps better Real life navigation in Archivista is twice as fast as shown here We hope to have effected for you an even more pleasurable plunge into the world of archiving Have fun with working through the Online Tutorial and with work ing with Archivista 4 2 Installation ArchivistaBox Tutorial on Installation of ArchivistaBox In this tutorial you are shown how to install Archivista afresh on the ArchivistaBox whereby the existing configuration is overwritten Chapter s in manual 26 e Rotating pages 4 3 Update an ArchivistaBox Tutorial on Installation of ArchivistaBox part 2 This tutorial shows you how to update an ArchivistaBox and how to keep the configuration of the existing installation Chapter s in manual 4 4 Accessing the manual Tutorial on Accessing the manual In the film you see how you can access the manual jump directly to a particular chapter and move forward through the pages
12. Format All formatting possibilities can be specified under menu item Font formatting see illustration below Archivista Fonts and attributes Settings Font Arial og Size 10 7 Attributes IT Bold Italie f Underscore Superscript Subscript Colour Black mm Preview Textbeispiel Note We refrain from explaining this menu in more detail It should be self explanatory Please be aware though that this menu can only be accessed when you are in an active RTF field which is here always a memo field Archivista 32 Menu Search and further menus Tutorial on Menu Search movie 2min When you look for documents records this is the menu to use The first submenu Documents fields serves to search for values in fields the second Pages fulltext enables you to search for words or strings of words in the pages whose ASCII text was extracted The next two submenus help you to sort your data fast and com fortably in ascending or descending order The other items are pre defined selections or filters They help you to make quick searches without having to use the search form All records fulfilling certain requirements are shown in the list and can be edited The other not displayed records remain somewhere in the background 32 1 Documents fields F5 Tutorial on Documents movie 2min Running this menu item is the simplest possibility to look for spe cific documents
13. OK Click OK to create a basic drop down field ordinary ETS case or enter the field name for a linked code field Ema m As we are keen to create a linked field of the type Definition now please enter the name of the field to be linked in our case it is ClientNo After clicking OK you will see the following message that again needs to be confirmed Archivista x The definition Meier is not yet part of the standard values table Field lists Would you like to create a new entry Note IF you press Wo the value will be added to the active record but will not be saved as standard value i Mein Abbrechen In order to finish the definition of our entry we need to add a client number field ClientNr Enter the value 1023 for example and click OK Version 2009 1 Please enter a code for definition Meier Cancel The first predefined value has now been created Do add a couple of more values also for this example We suggest that you use Muller with 1024 and Bucher with 1025 To test the link choose 1025 in the number field and you will notice that the field Client Text will automatically show the corresponding Bucher see the illustration below Client fi 025 Bucher Department 1023 1024 Note By adding more values you will realize that both creating new values and choosing from existing ones can
14. 14 2 1 8 Setting a user for uploaded files If this option is activated the user that is logged in is set as the owner of the file when the file is uploaded 14 2 2 Template You will see something like the following picture when you click on Template Templates archivista Group external Super Profile internal Admin f Mote Mot activated I Back Save Here you can allocate a user to one or several LDAP group s 14 2 2 1 Group external Here enter the name of the group to which the user should be allocated See also 14 2 1 User administration external e 95 14 2 2 2 Profile internal Select the user who is to be allocated to the group specified above by clicking the arrow 14 2 2 3 Remark You can add information on the user in question by entering it in this field 14 2 2 4 Not active By clicking this check field the settings you have made remain Inactive Do not forget to save your changes to the settings 96 e User administration external Archivista 15 Field definition Tutorial on Field definition movie 2min This chapter corresponds structurally to chapter 36 1 While the settings are made through the web interface here they are made in the desktop application there If you come across a function or option you do not understand at all it may help to look up the section in question in 36 After clicking Fields in the menu you see a table of existing fields To make
15. Please note the following tips and tricks 1 Setup Archivista i 4 lol x Information a Please read the following important information before continuing s ARCHIVISTA When you are ready to continue with Setup click Next NEW FUNCTIONS in Version 5 11 of 5 Jan 2004 a Enhanced search mask the old search dialog box function key F5 has been replaced by a new search mask b New table field lists allows nested fields entries in detail area may depend on main area c Enhanced entry conditions for fields recommended or mandatory value dependency on other field d Certain fields may be locked for certain users or for new values e User administration has become simpler because it has its own dialog box now E coce nr a Now you must confirm the directory for the installation Normally you simply click Continue 12 Setup Archivista 2151 x Select Destination Directory Where should Archivista be installed ca ia ARCHIVISTA Select the folder where you would like Archivista to be installed then click Next Program Files ave Program Files Accessories av41fr5 Av5e Common Files ComPlus Applications Ghostgum Y ac v The program requires at least 14 9 MB of disk space lt Back Cancel OpenSource Windows e 23 When choosing the components please make sure to tick the com plete installation Note too that dur
16. 39 2 9 10 Excluding a page from OCR You use go_action amp action ocrexclude to exclude the current page from any text recognition You should use this option if certain pages within files only contain images since the OCR text recognition does not provide usable text and does not work quickly in the case of images 39 2 9 11 Transferring the OCR definition to the file You use go_action amp action ocrselectdoc to transfer the OCR setting of the current page to the entire file 39 2 9 12 Transferring the OCR definition to the selection Yo use go_action amp action ocrselectdocall to transfer the OCR definition of the current page to all of the files displayed 39 2 10 Printing pages You can use go_print amp print_from x amp print_to y to print a file However this is only possible if a postscript printer is installed on the respective ArchivistaBox and is activated for the users in Archivista WebAdmin 39 2 11 Output format Normally when the files are accessed externally the normal view of the WebClient is displayed In order to make it as simple as possible to call information a few output formats are provided so that specific information can be obtained directly These display modes are outlined in the following 39 2 11 1 Obtain page text You can use go_text to obtain the current page of a file as a text file Version 2009 I 39 2 11 2 Obtain PDF file You can use go_pdf to obtain the current file as a PDF file
17. Archivista Webadmin F9 View manuals Archiving amp OCR Archivista modules Backup Encryption FOF printing FTP server Mail server Database System System configure Remote access Display system status F7 Exit F4 Passwords Archivista tools Terminal Alt F7 A CD to USE storage Publish current system Enter the root password Please enter the system password root user in order to copy a CD to USB storage device Password AR cl E Attach the USB stick to the device Copy Cb to USE storage Jo Waiting for USB device Please insert the device you want to use Y Cancel and confirm that the writing process can be started copy ED to USE storage Really copy the archive to the USB device devssda All data will be lost vel X No After the copying process is finished a message to that effect is displayed The USB stick may be removed now MENESES Archive copied to the USB device E Ok System e 71 6 14 9 Install current system to a hard disk partition only live CD Compare also 44 4 for the concrete steps when installing the system afresh If this menu item appears at all then you are working with the live CD or the live USB stick If it does not appear you are working from the hard disk The live CD is a CD which when run gives you the same look and feel as the live system but which can also be used for installation The li
18. Index Abbreviations 254 Abbreviations RichClient working with Access rights RichAdmin 197 Adding pages RichClient Additional fields RichAdmin Additional fields RichAdmin 210 Address of Archivista GmbH 9 Addresses RichClient Alt F4 RichClient API Applications 249 Archivista tables 245 Login to databases 249 Applications own ones 249 Archive Introduction folder pages Archive administration WebAdmin 103 Archive search mode Ctrl F9 RichClient Archive digital Introduction Archiving RichAdmin 203 Archiving concept Archiving process ArchivistaBox Version 2009 1 Archiving amp index RichAdmin 202 Archivista document the Introduction Archivista BarcodePrint RichClient ArchivistaBox Auditing acceptability ArchivistaBox Auxiliary tables RichClient Rubric Literature 191 Backup ArchivistaBox Barcode RichClient Code 39 Interleaved 2 of 5 Barcode processing RichClient Why 113 Barcode technology RichClient Barcodes WebAdmin 113 Batch paths for network document servers RichAdmin 202 Batch paths for Xerox Work Centres RichAdmin 202 Black rectangle RichClient Blanking fields 211 Blanking fields WebAdmin 101 Client Introduction Clipboard RichClient Computer files Publishing Edition 231 Controlled vocabulary WebClient Index e 277 Conversion 272 Copy commands under Windo
19. Rsync network backup not enabled USB hard disk backup not enabled Here click on System settings so that you can for example determine the network address 40 e Switching it on gt Current settings gt System settings Keyboard layout and language Mask connecting WebClient Seea ENIE AE Keyboard Swiss German gt Backup Update settings now gt Administrate services Language English h gt Unlock documents Update settings now Passwords ArchivistaBox gt View log files Network settings gt Text recognition OCR Tum off ArchivistaBox Get network address IP by DHCP server O gt Logout application Network address ArchivistaBox IP 192 yf 168 yf 0 yf 100 24 Gateway address activated Gateway address connection to outside 192 yf 168 yf 0o vyf 1 7f Name server DNS activated Name server DNS 192 yf 168 yf 0 vyf 1 y Update settings now Important If the ArchivistaBox already has a network address then it can be set from another computer if the WebConfig ap plication is activated If you do not want this you can block the WebConfig application under System Configure and Configure WebConfig in the system menu 7 5 7 System menu w Important The system menu is only available in the ArchivistaBox itself Thus the following description only works If you are using an ArchivistaBox with a screen that is connected directly Once the ArchivistaBox has been started and is r
20. Version 2009 I 33 4 7 4 TIFF file multipage Ctrl 1 The distinctive mark of tiff multipage files is that they contain several pages in one graphics file To import all pages of a tiff multipage file run this menu item 33 4 8 Export Use this function to export pages from Archivista to another ap plication 33 4 8 1 To file s Use this menu item to export The formats BMP JPEG PNG TIFF TIFF Multipage and GIF are at your disposal The BMP format is a Windows standard and can be read by all other Windows programs you may need the other formats if you work with other operating systems such as Macintosh Under Options you decide whether TIFF and JPEG files are filed in compressed form or not when exported When exporting JPEG files a compression factor may be entered 2 lowest com pression 255 highest compression In addition to that you may specify whether an alert screen should warn you against overwrit ing And by ticking the third option you determine that for better quality JPEG files should be copied when exported not written afresh After pressing Start the pages are being exported The process may take a while Cancellation is possible however with the button Cancel Menu Page e 181 Archivista Export pages Desired pages C All documents t Pages from 1 to C Current page Desired export format C BMP JPEG C PNG TIFF TIFF mu
21. you will find those commands that are valid for the whole database With the commands in menu Edit you make changes on the level of the individual documents or you activate a specific document In menu Selection you can filter your records in order to work only with a specified range of them all documents created before 1 Jan 1990 for example Menu Format features formatting variants for the memo fields Menu Macros serves to run previously defined macros Finally in menu Table you can select the table you want to work with i e you can change to Addresses for example and under Help you receive additional information on the program 29 2 Toolbar You will find the most important commands in the toolbar When you move your mouse pointer to a specific icon and hover over it for a moment you will get a tiny window with a short description of the function 29 3 Shortcuts Almost all functions in the menus can be run by a shortcut You can always find the key combination for the shortcut on the right 156 e Resizing the detail view window hand side of the menu command Working with shortcuts is very efficient this applies to all Windows programs not only to Archivista The following descriptions of the menu commands give the shortcuts in brackets 29 4 Tab key The Tab key i e the key on the upper left side with the two opposed arrows serves for easy navigation within a record With this key yo
22. 2 5 inch ATA HD with at least 320GB 12 Volt DC Caused by the progress of hardware equipment components are subject to modifications 6 6 2 Software Multi user version incl OCR for three concurrent users Unlim ited number of documents per database For a total of roughly 6 000 000 pages Users can optionally acquire further concurrent user licenses or a barcode module license 6 7 MYTHEN model The hardware corresponds to the RIGI hardware The MYTHEN model serves exclusively as scan box with which documents can be sent to the servers PILATUS or TITLIS See 36 e ROTHORN model Archivista f Initial start up 7 1 Introduction The ArchivistaBox is sitting in front of you and you want to get started You will require a mouse keyboard and a screen for the installation with the exception of virtual ArchivistaBoxes If you want to connect the ArchivistaBox with the outside world i e a network you will require a network cable and connection before you proceed 7 2 DOLDER RIGI and SAENTIS The first step is to connect the ArchivistaBox with the input and output devices such as monitor keyboard mouse and scanner Do not forget to plug in the power cables Attach peripherals and network cable Version 2009 I je j APO i WD E tas ES oe Lon fi w Improtant Use the USB interface at the front of the ArchivistaBox for scanning and backuping by means of the USB stick 7 4 TITLIS and EIGER Ther
23. 3 in ID in the search mask and subsequently the system returns all records subordinated to record 3 by means of field type 1 N Behind tab Edit there is a window in the upper left corner that gives us the options to add new strings or to change existing strings In addition existing information can be changed Add new String 8 6 4 BarcodePrint The module BarcodePrint is not active for all customers i e it is not preconfigured on the OpenSource CD and ready to use 8 7 ArchivistaERP These options are described in detail under 27 8 8 Backup The purpose of this menu item is to make regular backup copies of your data to a different drive There are four alternatives which are described below Backup e 49 Archivista Box archivista Webclient F10 Archivi eb amp dmin F4 E 3 OCR _ Archivista modules Ea ckup Tape Backup Tape Setup backup Encryption Network Perform backup now PDF printing Rsync network Restore backup FTP server External USE disk Mail server Database Systern Remote access Exit F4 8 8 1 1 Setup backup First you will be asked for the system password Subsequently the following dialog box will appear O dialog Days the backup should be run on Allowed are ranges from 1 Monday to 7 Sunday 8 9 2 6 and O to disable the backup Time the backup should be run on the specified days e g 2 30 x Cancel Enter the time of day when the backup shoul
24. After having created these entries choose Switzerland Now create a new document and under Department choose Sales When you go to the field Region you will notice that the previously created entries France Benelux and Switzerland do not appear hierarchically they belong to the department Admin istration For the department Sales you could now compile the values Switzerland Germany and Italy for example and select Italy for correct keywording if you like 1 N fields can extend over more than two hierarchical tiers You could for example define a 1 n relationship between the field Region and a new field Contact By doing this you would have created a third tier Similarly you could make several 1 n relation ships for one field type Definition You must simply see to it that the field type Definition is top of the hierarchy 216 e Field object type 36 6 6 Multi field The field type Multi enables you to add more than one keyword even if you work with the controlled vocabulary of drop down lists You can for instance select several contact persons per document If you work with this field type The following example may serve to illustrate this Run the Define fields function and create three fields with the names Contact Contactl and Contact2 Make the field Contact the Definition and choose Multi f
25. Black amp White manually upon start up of the AXIS Document Server Alterna TTT me J tively the IP address can be set automatically by means of DHCP JPEG Quality Level only for JFIF JPEG or PDF JPEG e As soon as the device is connected to the main the display shows manufacturer and version Press Menu Under Destinations enter the IP address of the ArchivistaBox e Now you can enter the IP address to which you want to scan See below Edit File Destinati e f desired you can change to router adress and subnet mask DO El adress by pressing the arrow keys Destination Name box 2 archivista Profile lt Default Tiff 300dpi SVW gt V Can be changed at the moment of scanning Include Image Information Complete v n ESTE FTP Server 192 168 0 72 e However it is of advantage to continue configuration in a OO ieee 4 AEEA Settings i web browser on a network PC as soon as the IP address has A E A LL Event Log Confirm been determined Directory na File Name amp Admin L Append sequence number to file name le Start sequence with 00001 v e Confirm the setting by pressing the button for Select Store sequence number on FTP server b Append file extension to file name I External Link Information File E bd Extension For configuration through the web based AXIS software simply
26. Database archivista User account Admin Enter password Update settings now 26 5 Backup Here you can define the backup Possibilites are USB hard disk Network RSYNC server Tape backup Version 2009 1 Backup to external USB harddisk Weekly days 1 Mo 7 So 0 Never Time for backup Update settings now Backup to another server Windows Linux Weekly days 1 Mo 7 So 0 Never Time for backup Type of backup cifs Windows nfs Linux cifs Server host Share for backup User account Password Domain if available Update settings now Backup tape drive Weekly days 1 Mo 7 S0 0 Never Time for backup Update settings now Backup to another server RSYNC Weekly days 1 Mo 7 So 0 Never Time for backup Server host User account Share for backup Update settings now Restore Data backup For safety reasons the backup restoration is not integrated in the Applikation Instead use the System menu under 8 8 1 3 26 5 1 Perform now You can start a backup in this menu point point promptly Perform now Backup to external USB harddisk O Backup tape drive Update settings now Models Dolder Rigi Saentis and Pilatus Please note that during the backup you cannot work with ArchivistaBox There fore ascertain that during the Backups no user is working with ArchivistaBox Models Titlis and Eiger The backup with the models Titlis and Eiger is always done on the slave box For this r
27. Each time you run a selection Menu Selection for which vari ables must be entered normally these are the definitions with three question marks you can decide if you want to extend or narrow down your search By ticking Extend you get a Boolean OR i e records will be added to your previous selection and by ticking Narrow you effect a Boolean AND i e only those records will be shown for which this and the previous selection criteria apply 32 7 Menu Macros The menu Macros is intended for your own macros and can con tain up to 9 user defined command sequences per main table You will find more information on the macros in Archivista 2009 1 in chapter 35 8 32 8 Menu Table The menu Table allows you to go to the different tables in Archivista 2009 l One must differentiate between the main ta bles Addresses Notes Archive and Literature and the aux iliary tables Abbreviations Field lists Zip codes Addresses and Rubrics Literature Version 2009 1 In contrast to the main tables the auxiliary tables possess only limited functionality There are no shortcuts and no icons in the tool bar 32 8 1 Activate list form F11 Use this function to switch from a field in detail view to the corre sponding field of the corresponding document in the list and back again Navigation through your documents Is very much simpli fied 32 8 2 Enlarge diminis
28. Region Austria ClientT ext Bucher ClientT ext Smith ClientT ext Meyer OjoOj oO MO O O O O O O NiN O Feldlisten archive11 Record 1 of 13 0 Selection all records You need SYSOP privileges to be able to access this table by means of menu Table or Ctrl Shift F11 The table Field lists is rather self explanatory maybe apart from the field ID in which it is coded how hierarchical fields are linked Take a look at the entries where it says Region under FieldDef inition The first two entries show a 2 under ID this means that these fields are linked with the field possessing the counter 2 Version 2009 1 It is Definition Administration FieldDefinition Department In the same way ID 9 refers to the entry with the counter 9 namely the department Production In principle you can change the entries in table Field lists di rectly by adding or deleting them You can edit existing entries by clicking on a field and pressing the Enter key However working with the input mask is more comfortable We suggest that you work with table Field lists mostly when you want to delete false values or when you want to make a batch of corrections Please note that when you delete values from table Field lists they will not occur anymore in the drop down lists but they remain in ta ble Archive i e values previously
29. Taxes and Tax groups lies in that the Tax group may contain several Taxes and that it can be identified from the tax groups whether or not the delivery is tax able 27 3 3 Manage items Let us change to Items and Inventory Here an entry Item Tax Types must be opened next Items and Inventory Manufacturing Dimensions Banking and General Ledger Setup 5t Administrator ansfers S orts nents Inventory Reports Inventory Movement Types Item Tax Types Proceed according to the graphic below 146 e First Step Item Tax Types Name Tax exempt MwSt No Edit Delete New Item Tax type Description Is Fully Tax exempt No w Select which taxes this item tax type is exempt from Tax Name Rate Is exempt Schweiz 76 O Back Thereafter we can set up the first article under Items Items Enter a new item Item Item Code rigi Name ArchivistaBox Rigi Description Image File No Browse Image jpg Category Komponenten Item Tax Type MwSt Item Type Purchased Units of Measure Stuck y Selling Depending ______I Barcode Weight GL Accounts Sales Account 3000 Verkauf v At the end click on Insert new Item Now we have compiled the first article what is missing is that we have to attach a price on the article Archivista Inventory Item Sales prices Ite
30. Then the following subchapter addresses the possibility of allocating a second docu ment owner Uppermost in the hierarchy of what a user may or may not do with regard to a document is the option Access as described in 35 2 1 7 The option New documents with owner may seem uninspiring but with its help you can allocate a document to a new user straight after creation and make the creator lose ownership The option Group s means nothing else than if there is an entry then the user s rights are extended to someone else s documents The following table may illustrate how these options are best com bined Because of space reasons options were abbreviated The column Group s does not give any suggestions for entries but it simply states whether an entry is compulsory or not Version 2009 1 helps to make sure one has the right combination As a typical example of the allocation of detailed user rights may serve the following company The accounting department of a medium sized company employs e Ruth and Rudy in Accounts Receivable ruth and rudy Peter and Pauline in Accounts Payable peter and pauline e one chief accountant c e one apprentice in Accounts Receivable ARa What is a good way to allocate rights Solution User administration e 199 User New doe with o Groups R public edit own AR R public edit own R pauline R public edit own AP When Ruth creates a new document it immediately
31. These are definitions to print your data When you run this submenu item you get to the report module ws Archivista define reports Database Table Edit Page Object Help El elal m a mf a gt on rael x fogy 215 v 75 20f4 Overview US itel 4F NotizRTF 7F The report module always shows one page in a page preview in order that you may draw your report i e place print objects on the page To access the report mode you need systems operator privileges The workings of the report mode are not described in as much detail as other functions in this manual First there are templates to work with secondly only able users should try their hand at print reports In principle the following steps are needed to define a print report printer definition 220 e Page setup 37 2 Create new report First choose the desired table for which you want to define a print report Then go to menu Edit and menu item New report By default an A4 page portrait fashion is created 37 3 Page setup Go to menu Page and enter page information that applies to the whole page Report name Dverview US letter Table Archiv Page information Page width Inch 85 Height of page Inch P1 Left margin Inch 175 Top margin Inch 75 Right margin Inch 75 Bottom margin Inch 75 Adjust left margin fo Adjust top margin o Kind of report several columns fixed cells one column varia
32. Tutorial on Users and Groups You learn here how to create new users in Archivista You can also create a group whose members all possess identical rights Chapter s in manual User administration 5 5 2 Owner The owner owns the document Neither the owner s nor his her documents existence need be visible to the other users Compare the allocation of this kind of specific rights in the previous chapter Chapter s in manual 35 2 1 8 New document with owner 5 5 3 Adding new fields Tutorial on Adding new fields Version 2009 1 In this example you see how easily you can create new fields in your Archivista database What is more you learn how to tailor an input mask to your needs Chapter s in manual 36 Defining Fields 5 5 4 Type of Fields Tutorial on Type of Fields In this tutorial you learn how you can create fields which allow multiple entries The program supports further types of fields not shown here but described in the manual Chapter s in manual Field object type 5 5 5 Field lists Tutorial on Field lists In this example you are shown what field lists are for and how to change the order of the fields appearing in the Main View of your Archivista database Chapter s in manual Combo box Options for field objects 5 5 6 Input conditions Tutorial on Input conditions It is possible on field level to reserve the right to make entries to select users Apart from the privileged user no on
33. You are now in the start up menu where you can choose from which hard disk HD for hard disk the system should boot Choose HD first and then USB device After start up you will be seeing the live system running on the USB device Important Do not detach the USB medium from the ArchivistaBox while the latter is still up and running To remove the USB medium always shut down the ArchivistaBox first This live system on the USB device may again be installed on a different computer Use the menu item Install current system to a hard disk partition under System for this purpose Please note that you must make a full installation in order to have all data on the target machine eventually option Reformat whole disk 38 0 12 2 CD DVD medium If you know in advance that you want to burn a CD or DVD insert the disc in the drive before you start the function Publish current system Should your ArchivistaBox come without such a drive simply attach an external drive by means of a USB cable After the dialog box that asks you whether you want USB or CD DVD see below Chapter 38 PublishingEdition Il e 229 The compressed archive image is 900 MB and named fhomedata publishing ay 20061 105 2546 50 Please choose a device type to write it to A USB Fd GK x Cancel you must decide whether you want to delimit writing speed Modern CD DVD drives can write at very high speed but the quality of the med
34. cates the field type Number code to it The codes pertaining to the companies are assigned in the WebClient Subsequently they will appear in column Code gt Laufnummer Felddefinition gt Definition gt ld 2 00 2 A Firmenname Petermann AG Firmennummer 2 0 The idea behind the Multi field is to be able to use more than one keyword of the same order for one document The field type Multi is also subordinated to the field type Definition Hence each Multi field must be linked to a Definition field Compare Chapter 16 3 6 In the case of a Multi field the field with the definition type Definition appears in column Field definition and the field with definition type Multi in column Definition gt Laufnummer gt Felddefinition gt Definition gt ld 0 16 Katalog Deutschland 17 Katalog sterreich 0 18 Katalog Schweiz 0 In this example catalog was given the field type Definition For the multi fields catalogl and catalog2 Germany Switzer land and Austria were added as entries 8 6 3 4 The mask In the lower part of the screen there is a mask with three different tabs e View e Search Version 2009 1 e Edit View shows the information that is contained in the fieldlist The Search mode enables the search for strings or a group of strings on the basis of individual characteristics For example if one wanted to know which records are linked to the record with se quence number 3 one enters
35. consult the Acrobat Reader manual A few tips on working with documents e 231 Printer Name Apple Color Lw 12 660 PS y Properties Status Ready J Reverse pages Type Apple Color LW 12 660 PS JV Print as image Where FILE V Fit to page Comment Print to file m Print Range Copies Al IV Annotations Number of copies hg Current page Pages from 1 to 136 q q IV Collate Selected pages araphic PostScript Options Print Method PostScript Level 2 IM Use Printer Halftone Screens M Download Asian Fonts Print JEven and Odd Pages y Cancel Now print the file to the Archivista printer as usual and you will get images of high quality especially with color publications 38 1 4 Working with web pages Archiving web pages is often a troublesome task The reasons are manifold and we cannot go into all of them We can discuss only a few major obstacles and how to remove them First of all we should not forget that the major hindrance to simply saving a web page as file onto our hard disk is that web pages normally consist of several files Sometimes web pages are put together dynamically as when its contents are retrieved from a database The easiest solution is if the web page we want to archive possesses a link to a print version Some web pages offer this possibility because printing is explicitly desired If there is no print version available we should make s
36. eradicate or completely replace a certain term from your database if you wish to do just that Enter ALL under Search for and confirm each single replacement by another term or by NULL Since such a procedure comprises the whole field you must choose this option within the frame Compare You cannot undo this function All the replacements that have taken place are definitive the process cannot be reversed How ever if you replace manually i e without having ticked the option Archivista Replace without asking again you will be asked for your confir mation before each definitive change 31 7 Creating documents scanning pages Shift F9 When you are in table mode in table Archive you can do several things at once with this function You can a create a document b change to Page view and c call up the mask Scanning with settings This helps you to scan your daily load of paper really fast This function depends on a scanner being connected to your com puter lt must be turned on too If not an error message will be issued 31 8 Show pages Use the following submenu items to navigate within the individual documents The first four entries correspond to the buttons at the bottom of the detail view 31 8 1 First The first page of the document is activated 31 8 2 Previous Shift F3 The page preceding the current page is activated 31 8 3 Next Shift F4 The page following the
37. irrevocable version is finally entered A new company can be entered as described under 27 5 Sales In the sales section all offers orders and invoices can be handled Likewise the administering of clinet addresses are found here Archivista Items and Inventory Manufacturing Dimensions Banking and General Ledger Training Co localhost Administrator Transactions Quote and Sales Order Entry Template Delivery Direct Delivery Template Invoice Direct Invoice Customer Payments Delivery Against Sales Orders Customer Credit Notes Invoice Against Sales Delivery Allocate Customer Payments or Credit Notes Inquiries and Reports Sales Order Inquiry Customer Transaction Inquiry ce and Sales Apunte Customer Allocation Inquiry Maintenance Sales Types Add and Manage Customers Sales Persons Customer Branches Sales Areas Credit Status Setup 05 01 2009 07 49 ArchivistaERP 2009 1 Theme default Archivista GmbH 27 0 Purchases Under Purchase the purchase orders are dealt with To this end belong also the delivery administration Purchases Items and Inventory Manufacturing Dimensions Banking and General Ledger Training Co localhost Administrator Transactions Payments to Suppliers Purchase Order Entry A 2 5 Supplier Invoices Outstanding Purchase Orders Maintenance E Supplier Credit Notes Allocate Supplier Payments or Credit Notes Inquiries and Reports Pu
38. none y Rotation o Split page Lj Several pages No Autopilot number of pages Autopilot break in seconds Break before scan seconds 0 Desire d ocr definition Multi y Create new documents Number of pages between documents 0 Back Save 108 e Settings 18 3 Settings 18 3 1 Name Enter the name of the scan definition here e g A5 color land scape 18 3 2 Color information Here you specify the color depth i e you decide if the page is to be scanned in black and white grayscales or color 18 3 3 Resolution dpi Under Resolution you indicate the scanning resolution lt goes without saying that your scanner must support it Normally you use 300dpi for black and white pages and 150dpi for grayscale and color pages 18 3 4 Brightness Normally the value here is 0 If you have to scan very bright or very dark pages you can Increase or decrease brightness 18 3 5 Contrast Also for contrast the standard value is 0 If you want to increase contrast try entering 10 30 or 50 If you want to decrease it you can enter a minus value 18 3 6 Remove blank pages 0 deactivated This function makes most sense whenever you want to scan your papers recto and verso although only a third for example of the stack has any information on the reverse side Enter the conditions for the removal of blank pages in the following way Archivista 20356 The first is a threshold value for the amount of black on the pa
39. nothing is mentioned an ascending sorting is effected If you omit the condition ORDER BY no sorting will take place Example Laufnummer gt O ORDER BY Datum DESC Laufnummer DESC Version 2009 1 Chapter 21 SQL definitions e 125 22 Form Recognition ArchivistaBox 22 1 Introduction With form recognition it is possible to automatically process scanned pages that have the same structure or arrangement of items on the page Let us assume that we would like to archive suppliers invoices The look and structure of the invoices is the same in all cases i e the invoice date and the invoice number are to be found in fixed positions We would like to extract both pieces of information from the invoices of the same type forms and copy them into the pertinent fields of our archive and we would like to split the pages automatically into documents This means that we scan all invoices as one batch then the form recognition module splits them into individual documents assigns automatically invoice numbers and dates and files them in the archive In order that ArchivistaBox can do this we must enter forms in WebAdmin As a second step these forms must be activated in scan definitions see 18 The actual start of the form recognition process coincides with the triggering of the scanning process in the WebClient see 12 2 The form recognition module allows us to manage several forms These are defined in WebAdmin
40. the GNU General Public License is intended to guarantee your freedom to share and change free software to make sure the software is free for all its users This General Public License applies to most of the Free Software Foundation s software and to any other program whose authors commit to using it Some other Free Software Foundation software is covered by the GNU Library General Public License instead You can apply it to your programs too When we speak of free software we are referring to freedom not price Our General Public Licenses are designed to make sure that you have the freedom to distribute copies of free software and charge for this service if you wish that you receive source code or can get it if you want it that you can change the software or use pieces of it in new free programs and that you know you can do these things To protect your rights we need to make restrictions that forbid anyone to deny you these rights or to ask you to surrender the rights These restrictions translate to certain responsibilities for you if you distribute copies of the software or if you modify it For example if you distribute copies of such a program whether gratis or for a fee you must give the recipients all the rights that you have 14 e Licensing You must make sure that they too receive or can get the source code And you must show them these terms so they know their rights We protect your rights with two steps 1 cop
41. the configuration is kept D Recognized configuration root password hash archivista password hash fip password hash archivista class password S5H keys network configuration You receive a short overview of which configuration data are trans ferred to the new installation IP dialog Installing to partition dev hda All data will be lost Y ve x m Please note that also with this option you will be warned that all data will be lost but this refers only to the old program version Archivista 8 15 Remote Access 8 15 1 Graphical Archivista Box archivista webclient F10 archivi vebAadmin Alt F 9 View ls Archiv JCR Archivista modules Backup Encryption POF printing FTP server Mail server Database a System Remote access Graphical Remote access Graphical Enable Mc Alt F2 Exit Alt F4 Shell hes Disable HC Alt F3 Other YHE box 8 15 1 1 Enable VNC Alt F2 Tutorial on Enable VNC movie 2min With Enable VNC you determine that the ArchivistaBox with which you are currently working can be accessed from other com puters in the network by means of VNC Disable VNC F3 will close the graphical remote access again The command Other VNC box serves to remotely enable remote access so to speak Remote access is a maintenance account and should not be open normally However it is possible to keep it open permanently in special cases Simply choose the cor
42. words globally 35 2 1 6 Using encrypted passwords On the basis of the rights that are allocated to users in Archivista see 35 2 1 7 and 35 2 1 4 a user is usually not allowed to see each and every document This access authorization feature is 100 secure with Archivista clients but not on the level of the MySQL database In MySQL access authorization rules cannot be easily laid down on the level of individual records because version 4 0 x of MySQL does not know any Views yet and Merged Tables exist only in Beta quality As a result users might use their Archivista password to log into an Archivista database via a third party program e g mysql client program and look at all the records In an environment where this is undesirable i e where access authorization is taken seriously Archivista administrators should tick Use encrypted passwords This way log in is only possible via an Archivista client but not via a third party application This option cannot be activated for the first user SYSOP However it would not make much sense because the Sysop has all rights anyway 35 2 1 7 Access Under Access rights you define which records within the database the user is allowed to work with We differentiate among the following Read public ones edit none Only those records are shown which do not have a specific owner or who belong to the owner ALL No data may be edited User administration e 197 Read pub
43. you determine yourself when a new folder should be created You do that by entering a folder number increased by one in the field Folders All subsequent files are filed in a new folder or put in a new folder upon cre ation Once a folder number is increased within the option Man ual archiving it is increased for good You cannot change the folder number back We recommend that you increase the folder number only after due consideration The option Manual archiv ing makes sense only in exceptional cases 35 4 5 1 Indexing with MySQL When this option is turned on indexing happens continually in the background in a fully automated way The index is at all times up to date w Working with MySQL indexing should not present any prob lems However please keep in mind that the creation of a totally new fulltext index may require considerable amounts of temporary space on the hard disk How much disk space exactly is necessary depends on the pages in your archive By rule of thumb it makes sense to reserve 1 GByte temporary disk space per 100 MByte of page texts 204 e Field names 35 5 Internal image copies With the options in this dialog box you specify how the internal image copies are created By internal image copies we mean those images which are stored directly in the database By ticking Activate internal image copies you effect that in ternal copies are made from the original high resolution files
44. you simply enter Sales Purchasing in the field Group s The field Groups must also be used in combination with the option Field for publishing See chapter 35 1 4Jand 35 2 5 When users must be placed in a position to allocate subordinate owners or owner groups to their documents then the user or group to which ownership must be extendable must be named under Groups in the dialog box User administration 35 2 1 5 Password There are the following three possibilities Without password the user possesses no password and is allowed to login without identifying himself beyond giving his name Password at login During login a password must be entered Without a password no login is possible New password at login On the occasion of the next login the system asks first for the old password if one was defined After that Archivista 2009 l asks for a new password which must be confirmed By choosing this possibility the systems operator can force her users to set a new password The new password must be different from the old one In contrast to the user name the password may consist of numbers only a valid password might be 56777 for example Password administration takes place directly in MySQL e you can change passwords directly within the MySQL console program or a third party program Please note further that a password Version 2009 1 change takes effect in all databases since MySQL manages pass
45. 0 00 6 17 Function keys 2 IV WebClient 9 User Manual WebClient 2009 1 9 1 Login Version 2009 1 37 37 37 37 37 38 42 42 42 42 42 43 46 49 49 51 54 56 59 60 64 13 13 13 15 76 92 VIEWS ea s 4 o rs OR SB Bees A 16 10 Navigation 78 10 1 Mainview 0 2 20048 18 10 2 Sorting es we oe ae we ewe we ES RE Ae DE 78 10 3 Page view 19 11 View Search and Edit 80 11 1 View Ctrl F5 0 000 80 11 2 Search c ca n i 80 11 3 Edit model 82 12 Extended functions 86 12 1 Uploading afile 86 12 2 Creating and scanning documents 86 12 3 Editing and deleting pages 87 12 4 Download 2 4 84 ea eee eee eee i 87 12 5 Printing pages 88 12 6 Barcode processing 04 88 V__WebAdmin 09 13 Login and Logout 90 IE o AE 90 13 2 Logout oa a aa 90 14 User 91 14 1 Administration in general aaa aaa 91 14 2 User administration external aaa 94 15 Field definition 97 15 1 Field name 97 15 2 Field type oaoa a 97 15 3 Sil Rn 97 15 4 Position after 2 00048 97 Contents e 3 16 Mask definition 98 22 Form Recognition ArchivistaBox 126 HOw Mikle sereset de i 98 221 Introduction 126 16 2 Field name 98 22 2 Managing forms 126 cas bees arrasa ee 98 Pas 127 16 4 Link with field 20 00 101 22 Logo recognit
46. 11 2 6 Searching text fields for different files By including at the start of your entry you can search text fields for different files For example if you enter Meier for a company name the system finds all files that do not relate to Meier If you work with wildcards these are also used when searching for different files For example if you enter tree all hits that contain pear tree tree trunk or tree are excluded 11 2 7 Joker At the very bottom of the search dialog box you can specify whether search strings entered in text fields should begin or end with a wildcard or joker symbol Joker at the begin of textfields Joker at the end The use of this function is best explained by examples Hence when the option Joker at the beginning of textfields is ticked then the search term tree returns also documents with Portree or Crabtree in the field in question When the option Joker at the end of text fields is activated then the search term tree returns also document with words such as Treetop Treehouse or Trees 82 e Edit mode Please note that this option does not apply to the full text search field For the variations possible in the full text search please refer to 11 2 1 11 3 Edit mode There is a special dialog box in the WebClient for the edit mode Click the red tab in the detail view of the currently active docu ment You find it i
47. 1921680100 ae Database archiviata User san Password Ex Lancel or 45 4 2 2 Displaying the scanning form and adding pages In menu Page in Page view mode there is the command Scanning with ArchivistaBox Shift F1 Archivista Add pages by scanning bit ew Delete Allocate AA 8 Bit Gray Ad 24 Bit Color Ad Farbe duplex Color information BlackAwhite f Gray scale 8 bit Color 24 bit Options Brightness 4 a Contrast Af A 8 Gamma Scan resolution Desired resolution in dpi 200 Use given values A Page settings Width 211 mm Position left margin E mm Height 297 mm Position top margin o mm Rotation Postediting e y Later OCA processing Multi SEJ 7 BAW optimization Pixels 1 4 3 DPI 300 e 10 Coop Blank pages x y J0 Several pages TT Scanning with autopilot i pages 2 seconds break W Feeder ADF simple I New doc after pages Box f 92 168 0 700 User scan Passwort Barcodes i Scanning At the very bottom the IP address of the ArchivistaBox that is used as scanning station is entered here ArchivistaBox EIGER The scan definitions that are displayed are those specified for the database archivista on the server here ArchivistaBox EIGER Please note that the option Save added pages directly in database instead of input folder must be activated Main view menu Database
48. 224 e Defining objects Archivista Part X Publishing Version 2009 1 e 225 38 PublishingEdition Il 38 0 7 Long term considerations on documents At the very beginning we should ask ourselves for which reasons we want to create an Archivista PublishingEdition Let us assume that we want our documents to be available for a long period of time Long term may mean lots of different things but let us think of a timespan between 20 and 50 or maybe even 100 years This sounds like an infinite stretch of time in the world of computer technology but it is not in terms of paper documents Which documents will still be available at that point in time Will we still be able to read an MS Word file properly in 20 years time Will the Internet still exist admittedly a heretic question Where will Adobe s PDF format be Will we still have the right to look at our own documents without a meter ticking away somewhere and intermittently making a message pop up that our account is running low 38 0 8 The Schneider adventure Please permit us to make a short digression here by relating an experience which had a lasting effect on our thinking In 1983 a man walked into a shop and bought his first PC The man was later to be managing director of Archivista GmbH and the PC was a Schneider CPC 464 it used a tape as storage medium The salesperson in the retail shop who sold it said that the tape was a relatively unsafe medium but for short ter
49. 54 e Print server 8 10 1 Enable print server Tutorial on Enable print server movie 2min Archivista Box Archivista webclient F10 Archivista webadmin FI View manuals archiving amp OCR archivista modules Backup Encryption PDF printing PDF printing Enable POF printing FTP server administration Mail server Disable POF printing Database System Remote access Exit F4 To make the ArchivistaBox susceptible to files coming from outside this function must be run After entering the password you receive the following message IP dialog Internet address and network prefix in CIDR notation of computers allowed to print e g 19 166 0 0 24 or 10 0 0 0 7 E 1192 168 0 0 24 Y ox Here you enter the network subnet from which files are accepted This is one side of the print server Please note that the other side to It is configuring the Archivista printer on client workstations from which documents are sent to the ArchivistaBox For this purpose we need the IP address of our ArchivistaBox By clicking System and Display system status we can find out this address In our case it is 192 168 0 71 8 10 1 1 Configuring the Archivista printer The following example stems from a German WindowsXP work station Archivista Go to Printers Drucker und Faxger te and doubleclick Add printer Drucker hinzuf gen Click Proceed Weiter Druckerinstallat
50. Akte Seiten Datum Archiviert Publizieren Titel FKontinent Geschichte Land Region FirmenNummer FirmenName Dokumententyp PDF 172 1 16 07 2007 Nein Buero Downloat Enter the name of the column in which you want to see the key word Enter the equals sign and then add the keyword you want In the bottom left corner you see the following dialog box Login information Host localhost Database archivista 0 User Admin Password Actototololatataotok Normally this box shows the address of your ArchivistaBox If you want to access a different ArchivistaBox you can change the data here To import the images click Import and after that Exit to leave the menu A message appears telling you that you can remove the USB medium Click OK The WebClient gives you the possibility to change to the so called picture mode Click the tree symbol in the top bar 2 Your photos will appear as in a photo gallery the evident advan tage being that you can view all photos at once and can easily switch from one to the other You can leave the picture mode by again clicking the tree symbol el E E E Geschichte E LAT TABLE MODE Version 2009 1 __ PICTURE MODE What is more the WebClient both in picture mode and normal mode lets you retrieve the Exchangeable Image File Format Information i e the EXIF information Simply click the blue View tab Dokume
51. ArchivistaBox suddenly fails and the problem is not due to the software you can try to solve the problem by shutting down the mini PC and starting it up again This means that this is one of the rare cases when it makes sense to actually touch the hardware Follow the procedure as described in 44 3 above If this does not work then press the Power button for ca 7 seconds It is to be found on the front of the Archivista box Press it until the appliance turns itself off and the little lamps go out After the ArchivistaBox has rested for a few minutes press the Power button again The system should start up now If it does not please contact Archivista GmbH 46 6 Box is running but the monitor is black Try switching the monitor off and back on 46 7 Box is running but programs have vanished If all programs have been closed down and a grey screen is all that you see press F10 to reset the display 46 8 A user has forgotten their password You can reset a user s password via WebConfig See the informa tion under 26 8 276 e Document locked message is displayed 46 9 Document locked message is displayed If you do not exit the program properly i e by pressing Ctrl Alt Del to close the application a document that is under going processing may be locked You can unlock documents that are locked in this way via WebConfig under Unlock documents See the information under 26 Archivista
52. Cancel OK In the upper left corner you have the standard screen mask which has been extended by the fields ClientNo and Client Text The field objects were created along with the creation of the fields themselves the corresponding question was confirmed The la bel object Client was created manually by clicking the command New object in order to give the field objects a proper name You may of course have two label objects one for each field object Typically you might use one line per field and call the label objects the same as the field objects namely ClientNo and Client Text respectively First steps with objects e 211 Let us go back to our example We have three additional objects as you can see in the list under Objects in mask The field object active at the moment is ClientNo Objects in mask ChentT ext Client Since the object ClientNo is the currently active one the settings to the left pertain to it To position the field object as illustrated above you must enter the following values Current object Field object Postion xifrso 1630 Name Clienttlo E Font 42 1200 2 00 You may enter the positioning values by way of the keyboard or you may move the active object in the mask directly with the mouse If you choose the latter method you activate the object with a mouseclick Let go of the mouse button and move the object to the place where you wan
53. Chapter s in manual 4 5 Login WebClient Tutorial on Login to WebClient Here you see how to log into the WebClient Chapter s in manual 4 6 Scanning and entering keywords Tutorial on Scanning and entering keywords In this example a scanning process is triggered and subsequently a title keyword is added to the scanned document Chapter s in manual 4 7 Rotating pages Tutorial on Rotating pages Archivista Pages in landscape mode that have erroneously been scanned por trait fashion can be rotated easily in Page view In addition wrongly scanned pages can be deleted Chapter s in manual 4 8 Title search Tutorial on Title search Here it is shown how a search is carried out by entering a search term in the search mask Chapter s in manual 4 9 Full text search Tutorial on Full text search The example here illustrates a full text search where a search term is entered the result list is displayed and the user can jump easily from one occurrence of the search term to the next Chapter s in manual 4 10 Login WebAdmin This tutorial shows how a user can log into the administration tool WebAdmin Chapter s in manual 4 11 Adding users Tutorial on Adding users Version 2009 1 This film sequence teaches you how to add a new user He she is to gain access via web browser and should be required to enter a new password the first time he she logs in Chapter s in manual 4 12 Adding delet
54. Field objects contain a field from the corresponding table e Text objects contain text but also the current page number for example e Combined objects consist of fields and text bits see below e Graphic objects stand for internal from table Archive or external graphics e Frame Line objects serve to print frames and lines Before you specify the settings of an object you must determine the kind of object you want 37 4 3 Special entries in objects Field objects Each date field appears four times i e once for each display possibility see combined objects Memo and RTF fields see below appear twice as well as the Yes No fields with addition of E Yes No and D Ja Nein Text and Combined objects possess the following variables P current page number S page total DS printing date dd mm yy DL dd mm yyyy ES mm dd yy EL mm dd yyyy L counter 222 e Defining objects Graphic objects contain either the name of the graphic that is to be tied in or if the first page of the document record is to be incorporated the following abbreviations G screen copy quality low resolution GD printing quality high resolution 37 4 4 Settings Under Settings we find Positioning and size General settings and Options Archivista Combined object 2 edit lo Top Inch Li a Height Inch Positioning and Size lb Left Inch 1 3 Wid
55. Files 1 and 4 are deleted in the active database Deletion is carried out without any further queries from the system However files to be deleted must not be blocked under going processing or already archived Files such as these cannot be deleted Extended access e 239 39 2 9 2 Publishing files You can use go_action action publish amp owner xxx to publish archives For owner you have to enter the desired owner or the relevant group If you want to publish the file for all users you can do so by using owner ALL You can also use seldocs x y z to publish multiple files directly 39 2 9 3 Undoing published archives Publishing can also be undone You can use go_action amp action unpublish to do this Once again you can use seldocs x y z to process multiple files simultane ously 39 2 9 4 Combining files You can use go_action amp action combine to combine two or more files i e they are merged to form one file You must enter seldocs x y here so that two files can be transferred to one file The target file in this case is the active file 39 2 9 5 Scanning files You can use go_scan to scan a new file A prerequisite for this is that a scanner is connected to the respective ArchivistaBox In addition you can use append_to xxx to carry out a scan in an existing file You enter the desired file number in place of xxx You use scandef y to specify the desired scan definition Furthermore you can also incl
56. Here you specify how the barcodes are to be decoded after text recognition i e which part of which barcode is to be allocated to which field Version 2009 1 After clicking the menu item Barcode processing you first see a list Each line represents an analysis unit or piece of information that is allocated to a specific field Thus the information of one barcode may be food for several fields or indeed two barcodes may deliver information that fills as many as ten fields Barcode processing testdb Barcode Barcode El Select definition Barcode Length Field start Characters Edit Delete 1 le Title 1 4 Edit gt Delete 1 LE Test J 4 Edit Delete 1 le Region 3 4 To delete definitions click Delete To add definitions or make changes to them click Edit You will see the following dialog box Barcode processing archivista Barcode definition Barcode Select Barcode E Length ET xl Field Title hd Start E xl Character an fad Back Save The individual settings are described below Please note that what you enter here will later run in the back ground when you or your colleague scans documents with barcodes on them Barcode definition Choose here to which barcode the following settings apply Click the Select button Barcode processing e 121 Barcode Here you narrow down further to which of the five barcodes that theoretically can be gathered under the umbrella of a barcod
57. It goes without saying that this procedure is only possible if there is an element in the individually printed part of the let terhead that lends itself to logo recognition Printed script name plates of a font size of 15pt or more as well as any frames or lines make good logos in our sense of the word 22 5 Summary Below there is a summary of the individual steps in order that it may be easier for you to come to grips with the wealth of infor mation in this chapter 1 Scan form with logo 2 Export and edit file save logo on ArchivistaBox 3 Turn on logo recognition 4 Define mask in form recognition 5 Define object s in form recognition 6 Set scan definition for form recognition Important 300dpi 7 In general when setting up form and logo recognition it is best to stick to absolute precision Archivista 23 Exporting documents 23 1 Introduction You can use the ArchivistaBox to publish existing archives at any time This is described in detail under 38 If you only want to export specific files certain users that can create a database from a current query in the WebClient can be specified in this form A new copied database created in this way can then be published This is useful for example if you provide scanning services and you want to deliver scanned documents as self supporting archives Alternatively if you are a custodian you may want to make the collected documents available to specifi
58. Note depending on the size of the file it may take some time to obtain a file as a PDF file since the whole PDF file has to be created and delivered first 39 2 11 3 Display an image file You can use go_image_doc_page_width_height to call a page directly as an image Here doc represents the file number page represents the page number width represents the maxi mum width and height represents the maximum height For example http localhost perl avclient index pl go_image_2108_2_1000_1000 Page 2 of file 2108 is displayed The image is displayed with a maximum height and width of 1000 pixels 39 2 11 4 Display Ajax list You can use go_ajax ajaxfield Fieldname ajaxval xx if you want the system to read the values from Ajax fields these are fields in the WebClient for which a window with corresponding values is opened when you perform a search or carry out editing For example http localhost perl avclient index pl go_ajax amp ajaxfield 0Ownerg amp ajaxval a In this example all available owners for a file are returned This information could for example be displayed as follows lt ul gt lt lt gt Admin lt 113 lt lka gt AdgmanI lt 7 L1 gt Extended access e 241 39 2 12 Return values as an HTML form Normally when the files are accessed externally the normal view of the WebClient is displayed Since this display contains extremely complex forms you can use frm_Fieldname 1 to ensure that only sp
59. Now users have a field with which to publish their document s to other users Date 08 06 2005 Doc 20 Pages 0 Folder 1 Marked Owner freuler Title Minutes Keywords HMG Swigemedic People Publish Hote NONE Format TIFF freuler dded O Archived In our example user freuler can allocate the subordinate user ALL to her document Alternatively she can publish it to the sales team only group SALES Needless to say the basic user settings apply also in the environ ment of extended ownership A document that has been assigned to me as second owner can look upon as my own document Users that are allowed to edit their own documents can also edit documents of which they have subordinate ownership only It is even possible to have more rights as second owner than as first owner Let us take a look at the following example A creates a document and straight after this selects ABC from the owner pull down field ABC possesses the rights Read public ones edit none Then A assigns the document to B by means of the second owner field Since B possesses the rights Read public ones edit own B will be able to make changes to the document while ABC Archivista will not Can A still edit the document later Yes Although A is no longer owner of the document he is part of group ABC and since he has editing rights he cannot only view the document but also change it 35 3 Directo
60. Options when adding pages patata A PAE RA A J Allow color Tifft LZWw 8 24 Bit Extract Exif inform M Archiving format C Encrypted Bmp Zip Loseless Tiff Loseless Png C Compressed JPeg Factor 2 255 fie Allocate per doc V Conditions for archiving process SQL m Screen copies V Make copy Size 10 to 100 50 JPeg factor 32 J Copy files to screen directory Storage concept folders Automated archiving 600 MByte per drive or fi 000 Pages in folder Manual archiving 28 Folders 1 9999 Indexing Hits per page 30 Maximum fi 000 Speedsearch New index Back 35 4 1 Options when adding pages The option Save added pages directly in database instead of input folder saves you the security risk of having to give users access to server directories By ticking the option Allow color Tiff LZW 8 24 Bit also color pages can be stored in Tiff format Since the year 2004 Tiff LZW is freely available i e previous patents expired at that point in time and there is one more alternative for color pages The option Extract Exif information serves to extract Exif in formation when digital camera pictures are imported to Archivista 2009 1 35 4 2 Archiving Format Under this heading you specify the format in which pages are saved The following four formats are currently available Encrypted Bmp Zip This format consists of Windows bitmap
61. Please note that the field information is only transferred if the database in the ArchivistaBox has the same fields as those of the old RichClient database 272 e ArchivistaGPL RichClient 45 10 Importing data from other DMS software The ArchivistaBox has fully automated import functions In order to carry out a transfer the data has to be exported from the old system You can then create an import file and then import it to the ArchivistaBox either by using ArchivistaGPL or the USB stick transfer folder For information about the import format see 30 3 1 You can easily identify the format to be used by exporting two or three files from the ArchvistaBox or ArchivistaGPL 45 11 ArchivistaGPL RichClient 45 11 1 Under which operating system does Archivista 2009 1 run Archivista runs under Windows With Archivista 2009 l you can use Windows9x Me and WindowsNT4 2000 XP or higher Pro vided you work with Wine on Linux you can run Archivista on Linux too A note for specialists Archivista 2009 l was developed with Vi sualBasic Professional As Database server Archivista 2009 1 uses MySQL 4 0 x Large parts of the additional modules e g the WebClient were realised in Perl these programs can be run both on Windows and on Linux without any restrictions 45 11 2 What are the system requirements for the installation of ArchivistaGPL In order to work efficiently with Archivista 2009 l you need a Pen tium PC w
62. Se ichiy favi go Selection Titel rtikel The working space of Archivista can be roughly divided in four areas e Area functions with menus and toolbar top part of screen e List of records e Detail view e Status bar The functions i e the menus and the toolbar are needed when you want to process a certain command when creating a new record for example Please note that each existing function must be part of a menu but does not necessarily exist as an icon in the toolbar The menu items are described in more detail in the following chapters You need the list above all to browse through the records click the list then use the arrow keys to activate other records and fields Archivista You can also make entries in the list Press the Enter key to reach the editing mode Please note too that the list contains the data of table Archive but that table Archive encompasses more than the list Only one record can be active at a time You recognize the active record by a black triangle on the left hand side of the list The lower half of the screen is reserved for the detail view On the left there are the details of the active document and the page text if the OCR process has been run In the lower left hand corner the file name of the page currently displayed is shown without extension On the right you see a page of the active document only if a page has been added already With the button Page v
63. Stichworter ergleich Artikel OCR Fine Reader aa Personen Note Format BMP ZIP v Added Y Archived M i Page text Prufstand OCR ee Dr Adolf Ebeling File BOODMFOB BMP 1 3 VV Activated Page view Kj a gt dif Archiv avambh Record 19 of 73 73 Selection Titel 4rtikel After starting the program you get the above view small picture of page long list Menu Table e 173 wm Arche i 5 ite O x Halal depa ENTRENO aa Prufstand OCR Fine pae 10 2001 2345 aE Artikel OCR Fine Artikel Pr fstand Volltextsuche 02 10 2001 2347 Finden statt suchen Artikel Free and Shareware 02 10 2001 2349 Free and Shareware Office Date 02 10 2001 Doc 2345 Pages 3 Folder 11 Marked Owner y r n W on Title Artikel Pr fstand OCR Fine Reader ss ss S Stichw rter Vergleich Artikel OCR Fine Reader S Personen Note Format EMPZIP Si Added Archived Y Page text Pr fstand Dr Adell Sbaling Kein X f r ein U Drei klassische Zoichenerkannungs programme im Vergleich Aach each 29 bean PC gin ox da oach Enero dr OCR Dr Adolf Ebeling Kein X fur ein U j Drei klassische Zeichenerkennungsprogramme im Vergleich Auch nach 20 Jahren PC gibt es sie noch uberall die Zettelwirtschaft vom Chaos und Vergilben bedroht Rettung durch Umwandlung der papiernen in computerkompatible Dokumente versprechen Zeichenerkennungsprogramme Information frisst Holz gerad
64. Tutorial on Entry Conditions movie 2min With Entry conditions you can set limits to what you want to accept as input Additionally you can specify that not every user may be allowed to change field content or only if there is a de pendency from another field Let us take a look at the options under Entry conditions Field object entry conditions None Recommended Mandatory Dependent on field with value s User s allowed new entries User s allowed changes 36 7 1 None Whenever input should be without restrictions of any kind choose None All entries will be accepted as valid 218 e Entry conditions 36 7 2 Recommended The option Recommended means that a field should not remain empty You can enter all sorts of values but if eventually you leave the field empty a message will pop up inviting you to fill in a value 36 7 3 Mandatory When Mandatory is activated users cannot leave the field with out having entered a value Please note that often when you first create a document there are fields that are still empty An empty field may remain empty until the user jumps into it If it should be made impossible to have empty fields on creation of a document you must change the default value of a field or force the user to make an entry with the help of the workflow module of Archivista Enterprise 36 7 4 Dependent on field with value s This is the option you
65. Value2 script Field3 Value3 18 4 2 Calling a program during scanning You normally always use Field name Value followed by a colon before the next entry In addition to fixed fields you also have the script option Here the relevant program is called after each page that is scanned This program is transferred via the command line to the file num ber host computer database user and password of the active file The program can then register in the system and carry out specific post processing activities For example usr bin perl my Shost sdb Sus r spwd Slot ts use DBI my Sdns DBI mysql host Shost database Sdb my dbh DBI gt connect dns user pwa if Sdbh my sql select client from archive where file number Slno my row dbh gt selectrow_array sql my Ssqli if row 0 300 4 Ssqll Owner HHWRW elsif Srow lO 100 A Ssqll Owner KISRW 1 sql ne e 4 Archivista 110 e Post editing sqll update db archive set sqll where file number Slno 18 4 6 Several pages Sdbni gt do 58910 The above script adjusts automatically to the Owner field if the client field adopts a value of 100 or 300 The corresponding script was entered here for example with auto pl in the input fields It must be stored under the fol lowing path in the ArchivistaBox home data archivista cust autofields auto pl Logically the sc
66. You will see the following Date Doc Pages Folder Marked Dwner Titel Mondayl Keywords Persons Type of selectionc New selection Extend more hits Narrow fewer hits Search options With number and date fields you can also use lt 9 Ye and T Text fields By putting Y at the beginning You can search for not equal values e wild card at the beginning of test fields I Wild card at the end of text fields Abbreviations Cancel Clear FE Search F5 It is basically the same field mask that appears in the bottom left corner of the main view In contrast to the main view where you Version 2009 1 change field values this mask serves to make a selection simply enter the word or words for which you want to search w We recommend that you memorize function key F5 because with it you can call up the search mask without having to use the mouse You can use F5 too to run the search after having filled in the mask Please take note of the buttons Clear F6 and Abbreviations With Clear F6 you can delete previous entries and with Ab breviations you can show the abbreviations list for comfortable input of new search strings The search mask possesses a double function it mainly serves as search tool however it can be used for editing entries in ta ble Field list i e entries in pull down menu fields See section 36 6 1 32 1 1 Type of selection The
67. a USB stick Version 2009 1 On the stick you find the exported file in folder transfer or ex change Open it with an image editing software e g Gimp Cut the logo out carefully and align it horizontally Note It is exceedingly difficult to scan a page in a way that it is absolutely straight Nevertheless the logo must be extremely straight because otherwise the inaccuracy produced during logo recognition regarding the rotation angle can be considerable This in turn leads to wrong positioning of the objects Hence adjust the logo so that it is in an absolutely horizontal position Then save the file in PNG format Please do not use the JPG format because the quality of the logo would suffer Then take an empty but formatted USB stick and create a folder named cust Attach the USB stick to the ArchivistaBox Confirm export of the customized scripts Open the USB stick with another computer If you do not find a directory formrec inside the cust folder create such a folder i e formrec in directory cust Copy the logo file into the new folder formrec Copy the files back to the USB stick ArchivistaBox recognizes the folder cust formrec automatically The following dialog box will ap pear on your screen f authentication TT To import customer scripts Please enter the system password root user Password PAREEAAAAA a Cancel gm Run A Enter the password and clic
68. a message The export has succeeded 44 9 6 Backup Proceed in the same way as described above in PDF export but instead of creating a directory named pdf create one called backup After you have entered the Archivista Admin user password the copying process is carried out When the process is finished you will see a message The backup export has succeeded 44 9 7 Customer specific adjustments cust Each ArchivistaBox has the same structure Sometimes an ArchivistaBox is supposed to fulfill a very specific function for a customer a function which the customer does not wish to pub lish as OpenSource license or one which we cannot incorporate into the official ArchivistaBox e g for reasons of space Further cases are form recognition and specific programs for the processing of print data COLD In all these cases we use the cust folder together with a USB stick If the folder is empty all available scripts data are exported Data exchange and backup by means of USB stick e 263 If the folder is not empty the data from the USB stick are copied to the ArchivistaBox 44 9 8 Image import from digital cameras other folders If the stick does not show a specific folder ArchivistaBox searches for JPG images and if available offers to import these This function is described in detail in 45 8 44 10 LCD display with ArchivistaBox The LCD display includes the option of micro screen 4x20 char acters for
69. and menu item Form recognition One can add individual forms as so called masks One mask corresponds to one form definition Within a definition there are objects telling us where on the form exactly a piece of information can be found e g invoice number to which type it belongs e g numerical field and in which field of the archive it should be stored 126 e Managing forms Thanks to good text recognition software the extraction of the information works well however we encounter the problem that scanning invariably involves certain inaccuracies The invoice is not scanned straight there is paper skew or the page was printed awry in the first instance For all these cases there is the logo recognition Thanks to it the first step is a logo search on the page and a subsequent positioning of the objects in accordance with the logo This en ables the recognition process to extract the needed information in a very exact manner no matter how much paper skew there was during scanning w Whenever possible the logo recognition should be used together with the form recognition If this is not a possibility because the pages do not contain a logo for example one must add tolerance to the areas to be recognized ca 3 millimeters In the following the functions in connection with adding forms are described Each mask definition corresponds to a form definition 22 2 Managing forms Form recognition allows you to manage several form d
70. and network port After a few moments you will find yourself in the WebClient full screen mode To login use the password archivista archivista is the default password 3 3 4 Installation from liveCD To install the system on the harddisk leave the WebClient mode press F12 to leave the full screen mode rightclick your mouse and go to menu System Run the function Install current system to a hard disk partition You have to determine the hard disk and confirm the installation Depending on your computer this process will last 15 to 25 min utes Subsequently use F4 to shutdown the system archivista must again be entered as password Remove the live CD Now the system will boot from the hard disk 3 4 OpenSource Windows Since mid 2006 only one setup CD has been available regardless of whether you want to work with the ArchivistaBox or the Rich Archivista Client If you insert the CD during a Windows session this usually initiates the setup program of the RichClient However if the CD is already in the drive when you start the computer and the drive is initiated by the CD you are automatically taken to the LiveCD mode of the ArchivistaBox Quit all applications programs and insert the Archivista CD into the CD ROM drive The installation program is started auto matically The first dialog box you see requires you to choose a language Setup Sprache auswahlen X W hlen Sie die Sprache au
71. archivista ch www archivista ch Database archivista Recordset 6 8909 Document 16340 Page 1 1 You can exit the WebClient by clicking on the first icon in the toolbar as shown below You are then returned to the login screen 1 5 4 Logging on to WebAdmin When your ArchivistaBox is delivered you will find that it includes the archivista database which contains certain fields Whenever you want to edit the structure of a database and or you want to add or delete users you have to call the WebAdmin application Ensure that you are not logged in to the WebClient see above Then click on the corresponding WebAdmin link on the upper left hand side of the window Version 2009 1 WebClient F WebAdmin d WebConfig Manual Handbuch Archivista WebClient Version 2009 1 Powered by Archivista GmbH Host localhost Datenbank archivista Usemame Admin Passwort Sprache Deutsch Anmelden You are then taken to the login window of the WebAdmin appli cation WebClient WebERP WebAdmin WebConfig Manual Handbuch Archivista WebAdmin Version 2009 I Powered by Archivista GmbH Host localhost Database archivista Username Admin Password archivista Language English You also enter the password archivista here Then click on Lo gin The other functions of WebAdmin are outlined in the V section of this handbook 7 5 5 Exiting WebAdmin To exit the WebAdmin applicatio
72. available to 182 e Menu Page another program Please note that this operation may take some time depending on the RAM available on your computer 33 4 8 3 Page to clipboard In RTF format the current page can be exported directly to the clipboard 33 4 9 OCR settings current page Use the items of this submenu to determine how your active page should be treated with the OCR software More detailed informa tion is to be found in chapter 30 7 33 4 10 Notes Each additional item of information for pages input into the system should preferably be recorded in a fixed database field rather than in an unstructured way i e the equivalent of having lots of small pieces of paper lying around However in certain cases e g for printouts or forwarding a digital document stick on notes can be useful To activate the notes go to Page view in the Page menu and from the Notes sub menu select Add If the database does not yet contain any notes you will be asked if this functionality is to be activated now If you click on the Yes button the database will be adjusted accordingly After a Restart you will be able to add the Notes menu item Each time you Add a note a frame type note will appear in the top left hand corner Click on this pressing the right hand mouse key This takes you directly to the Notes sub menu you can now set the parameters You can also get to notes when notes a
73. back of this manual 30 6 Page view F9 The menu item Page view enables you to change to a view where you can magnify pages and edit them or where you add them in the first place Please note separate chapter 33 30 7 OCR settings current page With this submenu item you determine the details of how the text recognition software treats the currently active page You must differentiate between Standard and Barcode recognition as well as between Exclude and OCR done The OCR defnitions serve to tell the text recognition software what symbols on the page it should go for and in what way the found symbols should be interpreted Up to 20 OCR definitions can be specified see chapter 33 The entries you make there will appear in OCR settings current page Each individual page can be allocated a definition this way The first OCR definition may be called up by the shortcut Ctrl X If you choose Exclude Ctrl Y the current page will not be treated by the subsequent text recognition If you activate OCR done Ctrl Z the current page will not be treated by the text recognition either but you can enter your own text in the field page text The menu OCR settings current page is to be found in table mode of table Archive in menu Database submenu Archiving as well as in Page view in menu Page If you click your right OCR settings current page e 161 mouse button when
74. be entered Also the database name must be entered lt must be borne in mind that the user has to be one that is allowed access not only locally See also 35 2 1 2 266 e Scanning to ArchivistaBox with RichClient Archivista Choose new database Host 192 168 0 100 Database archivista User scan Password E Cancel 45 4 1 2 Displaying the scanning form and adding pages In menu Page in Page view mode there is the command Scanning with settings F2 With this command pages can be added They are stored on the server here ArchivistaBox EIGER Please note that the option Save added pages directly in database instead of input folder must be activated Main view menu Database Parameters Archiving amp index 45 4 2 Using the RichClient to scan to server to which scanner is attached PC wath RichClient IP adr 0 20 ArchivistaBox EIGER IP adr 0 100 The illustration for the second alternative shows that the scanner is plugged into the server here ArchivistaBox EIGER The scan ning process is started from a separate PC on which the RichClient is installed 45 4 2 1 Logging in The IP address of the ArchivistaBox to which the scans are ulti mately sent must be entered Also the database name must be Archivista entered lt must be borne in mind that the user has to be one that is allowed access not omy SA See also 35 2 1 2 Archivista Choose new database Host
75. changes to an existing field click Edit or Delete The first cell in the upper left hand corner shows New printed in red Click New to create a new field You see the following dialog box Field definition testdb Field name Field type Text Length Position atter Pages y Back Save Individual settings are described below 15 1 Field name Please note that the name must be unique must not contain any blank spaces and the first character must not be a number The name of the field can be changed during the same session but after leaving the form it cannot be changed any more Should it be absolutely necessary to change it later it can be done from the MySQL console Version 2009 1 15 2 Field type We differentiate between the following field types e Text 1 250 characters e Number integer Number double meaning double precision floating point to express fractions Date in the format yyyy mm dd YesNo The field type cannot be modified in later sessions 15 3 Length When the field type is Text you may vary the length of the text by entering a value here Cannot be modified in later sessions 15 4 Position after Designates the position of the field within the table with respect to the other fields Can be altered in later sessions Position after e 97 16 Mask definition Tutorial on Mask definiton movie 2min This chapter corresponds structurally to chapter 36 2 While the settin
76. choose if you want that a field accepts any values only on the condition that there are specific values in another field Under Dependent on field you specify the name of that other field Under with value s you put the specific value the other field must contain to enable you to make an entry in this field The following example may illustrate the use of this option You have a field SubjectArea and one called ContractNumber The users should only be enabled to enter a contract number if the value Contract is selected for SubjectArea since a contract number without contract does not make any sense 36 7 5 User s allowed new entries Here you can specify users or groups of users that are allowed to make new entries for example for drop down lists The other Archivista users may also add keywords to new documents but they may only enter the values used before i e those for which there is already a record in table Field lists The primary aim of this option is the prevention of typographical or orthographical errors 36 7 6 Users allowed changes Only the group users specified here are entitled to make changes to the content of this field The aim is to give read only access on the level of the field You exclude a group user from the right to change something but at least they may see what the field content IS Please appreciate the difference between this option and the complete masking out o
77. click the printer icon or choose the option Print test page in menu Exit Archivista BarcodePrint Ea Enter text for barcode test Note incremental numbers if you put a in front C 1234561 SE Enter the text of one barcode as example and click OK After that a whole page with the same barcode is printed to give you the possibility to check margins readability by scanning it etc To achieve incremental numbering you put a plus in front of the barcode information e g 123456 Problem solving if the printout does not give the desired result you must alter the form settings accordingly Problems occur often Barcode entry e 117 because the margins are set below the minimal printer margins In such a case you simply increase the margin in question 19 3 4 Sticking barcode labels on documents After printing the label sheets with Archivista BarcodePrint you stick the labels onto the documents There are two ways to do that 19 3 4 1 Labels in variable positions Normally you work with this option In principle you can affix the label to the document anywhere you like However you should take care to place it in a way that there are a few millimeters of space between label and surrounding text If you work with this option you must tick it in Options for bar code recognition Database Parameters and OCR settings See illustration Position of barcodes ff Autom
78. constancy would not have been possible without You who contributed to the success of our products We would like to take the opportunity to thank you here In this sense am looking forward to a continuously prosperous co operation with you today and in future Urs Pfister Managing Director Archivista GmbH Version 2009 1 1 2 Notes on the manual This manual is available on paper and as an online help file The later can be started directly from within the program with the function key FT You can do a full text search on the online help file Just enter your search string in the field at the top or the bottom of the dialog box and click on Search Note on RichClient Within the RichClient application there is also the readme file readme txt Where the versions Professional Business and Enterprise differ a special note is made Important notice or tip whenever you see this symbol you get relevant additional help 1 3 Our address You can reach us under the following address Archivista GmbH Zurichstr 80 CH 8118 Pfaffhausen Tel 41 0 1 254 54 00 Fax 41 0 1 254 54 02 E mail webmaster archivista ch The latest version of Archivista is to be found at all times on www archivista ch 1 4 Previous versions 1 4 1 Overview From the mid nineties when the Archivista product suite came into being a number of versions have been released In chronological order Previous versions e 9 1998 RichClient R
79. content of the strong room he Archivista gets the number of all available objects and the content of the first ten objects but not the 990 other objects If he wants to see more objects he must ask for objects 11 20 This helps to keep the strong room server uncluttered and make the exchange of data more efficient 2 4 Tables records and fields If you can remember the following sentence you know almost all there is to know a database contains tables these contain records which themselves contain fields and in the fields a certain infor mation is stored e g a number Tables The function of tables consists of pulling together the same type of information and making it visible e g documents in table Archive In Archivista there are other tables e g table Addresses Record Each record contains a specified identical number of fields Each row of the list represents one record and the top row contains the field names Fields Each column in the list corresponds to a field The field is the smallest organization unit and houses one piece of information e g the date of the document 2 5 Archivista and working method Now that you are ready to take the plunge into the world of elec tronic archiving let us make a few remarks regarding Archivista and working method Probably you have worked with folders hitherto i e each document was filed in a folder In the course of time you developed a folder structure Y
80. current page is activated 31 8 4 Last The last page of the document is activated Version 2009 I 31 8 5 Goto Ctrl G With this menu item you can go directly to the desired page in your document When running this function you will be asked for the page number Either enter the absolute value 78 or enter the relative position e g 10 for ten pages further on or 12 for twelve pages back 31 8 6 File number This is a menu item which you do not ordinarily use It is much more elegant and comfortable to go to the desired page by access ing the document first and then navigating to the desired page On the basis of the document number the page itself and the resolution Archivista calculates a file number for each individual page This number is at the same time the file name of the page It always consists of eight letters digits In the following a short explanation Ist letter A high resolution B screen copy resolution 2nd to 6th letter digit file number encoded taking a value from 0000B to ZZZZZ 7th and 8th letter digit page number encoded taking a value from 0B to ZZ Note In table Archive a page will only be displayed in high res olution if no screen copy is found Generally only the B page will be shown in cases where you enter a file number starting with an A In Page view however what is shown depends on what you enter If you enter an A page the
81. definition i e the first one can be used Archivista 19 4 0 4 1st and 2nd barcode type Barcode type determines the kind of barcode to be recognized Archivista recognizes the following barcode types Code39 with or without test characters Code25 with or without test characters EAN13 Code128 and EAN8 If type is set to automatic every barcode type is recognized The barcode recognition can recognize two different barcode types e g Codel28 and Code25 Further accuracy in barcode recognition can be added by setting the barcode s alignment The options are left to right bottom to top right to left top to bottom When set to automatic any alignment will be recognized Check characters give even further control over barcode recog nition However this function only works if all barcodes to be recognized begin with the same set of ID characters By entering STAT PERS for example you effect that only barcodes begin ning with STAT or PERS are recognised as valid This increases accuracy of barcode processing You can use Stretch vertically to stretch barcodes of less than one inch in height so that they reach the minimum height You use Recognition after each page to ensure that barcode recognition occurs even if the same barcode exists on a subsequent page This guarantees that each page with a barcode is always stored in a separate folder 19 5 Barcode processing
82. e pm se m o ee ee A dd l e l e o e A A O X X Js 069 03 001 0 400011 CH Pce Kr nzle Nettoyeurs haute pression Flyer 2005 If the quality is sufficient the letters must be closed and easily readable the text recognition works also with a photographed document and the text of the document can be found behind the blue View tab in the WebClient Service de l pa ral ion et poe do ruoli Pel 052 3541444 Kax 052 3543445 Metabo COPIE Quincaillerie Riviera SA Andrey Philippe Avenue Nestl 25 Case postale 1800 Vevey 1 Quincaillerie Riviera SA Andrey Philippe Avenue Nestl 25 Case postale 1800 Vevey 1 Bulletin de livraison Pour info Date Claudio Togni 052 3543 16 01 06 Page N no de ode No de client Votre commande du 1290562 174418 11 01 06 par repr sentant Votre r f rence de commanc Mr Vallotton D signation d article command e Attention prix et catalogues valables just qua la fin de f vrier livr e Prix la p 10 AUS 069 03 001 0 400011 CH Pce Kr nzle Nettoyeurs haute pression Flyer 2005 45 9 Transferring the RichClient to the ArchivistaBox The easiest way to transfer an existing RichClient database to the ArchivistaBox is to carry out an export from the old Archivista database and then an import using a USB stick You have to save the exported data in the transfer folder This is the only way to ensure that the USB stick is recognised correctly in the ArchivistaBox
83. files which get compressed in zip format The fully automated encryption of your data is a unique feature Each single page black and white gray scales or color is encrypted and put on Archivista your hard disk It can only be accessed via Archivista 2009 1 under the condition that you have the necessary privileges Loseless Tiff A common filing format in the world of document management In black and white pages need little disk space at 300dpi ca 50 KByte By ticking the option Allow color Tiff LZW 8 24bit see previous section the Tiff format can also be used for color pages Loseless Png Archivista s default format good compression as regards black and white pages pages in gray scales and in color This format is freely useable and is supported by Internet browsers Compressed JPeg Excellent compression rate but not loseless i e the compressed pages are not of the same good quality as in the original in contradistinction to the three formats above The JPeg format makes most sense where there are color pictures to be archived You must specify a compression factor 2 to 255 for the format Compressed JPeg Please note that this factor may be entered separately for the original high resolution page in Archiving for mat and the screen copy in Screen copies JPeg factor Different JPeg values for compression under Archiving format and Screen copies mean that the original copy and th
84. gets the owner AR and since both Ruth and Rudy belong to the group AR each can treat the document as if it was their own The chief accountant may view and edit all documents The apprentice in Accounts Receivable may only view documents namely the public ones and those belonging to the department Accounts Receivable The basic user settings do not change if a user belongs to one or more groups That is Ruth who has the rights Read public ones edit own cannot only view the documents of the group AR but can also edit them Please take care to set up group users before allocating a user to a group 35 2 5 2 Working with two owners As long as MySQL does not possess Views functionality one must make use of a trick to be able to allocate two owners to a docu ment Although completely unnecessary in many cases this option can be very valuable for example in the following framework Project managers add documents to a knowledge archive on a daily basis Each project manager remains responsible for those documents added by her At the same time she can make the documents available to an extended circle of users To activate the second owner there are three steps to go through 200 e User administration e First and second step create field and specify it as second owner field see 35 1 4 e Third step Determine in user administration under Group s who may assign which subordinate user s see 35 2 1 4
85. hardware that you can buy from Archivista GmbH On the other hand it is also a configuration that in principle turns any PC into an ArchivistaBox i e an archiving server If you do not possess an unused PC waiting for a new life there is the attractive alternative of an installation within a virtual box open to you In the following it is described how to go about installing ArchivistaBox with the two products Vmware Player and VirtualBox 44 7 1 Installation with VirtualBox Since January 2007 VirtualBox is available as OpenSource soft ware However we cannot recommend anyone to compile Vir tualBox him or herself Even if it worked out the OpenSource version misses one crucial bit of software the USB drivers The pre compiled version possesses the USB drivers and that is why we advise using the pre compiled VirtualBox It has to be added that the pre compiled version is restricted to personal use whatever that means and or to testing purposes Regarding the installation it may be said that the software can be downloaded from www virtualbox org ca 11MByte and that version 1 3 4 or higher must be used as with previous versions at least on our test computers the USB ports did not run properly After the installation please start VirtualBox and set up a session according to the example below 260 e Installing ArchivistaBox on a Virtual Machine Mm InnoTek YirtualBox iol xj File VM Help RES Deta
86. http 7 92 168 0 75 perlavclent ndex plftanget _top host localhostidb archivista uids4dmin pud archivistailang entgo 426 The conventions are Version 2009 1 host computer db database o vid user mame SSS lang language the entry is en for English and de for German go go directly to document here a document number is required The order of the expressions between the amp signs does not play a role You can for example enter the password before the host However attention must be paid to making all necessary speci fications host and database are compulsory lang for language governs the layout which means that for the sake of display it is compulsory too go is not compulsory 39 2 Extended access The ArchivistaBox 2008 III and higher releases can be used to control the entire WebClient externally as well as carry out regis tration and file selection automatically This means that it is now possible to control the WebClient remotely via another web ap plication Firstly this application has to connect to the WebClient see 39 1 The application can then call all the functions of the WebClient that are available in manual operation All editing functions are available here Files can be deleted scan ning is possible and indexing can be automated In order to gain a better understanding of external access it is important that you are aware of the various forms main page view and
87. icon with the magnifying glass take you to the Archive search mode Archivista Archive search mode Document Page Text anges Nietzsche in Bas el studied the deep p Sol Cf t ing Duck 63 28 P BASEL To Nietzsche in Basel t 19 91 309 18 Nietzsche in Basel studied the deep pool De 19 174 T To Nietzsche in Basel to Lenin by a lake Descr 19 179 19 To Nietzsche in Basel to Lenin by a lake Descri 19 217 HE To Nietzsche in Basel to Lenin by a lake Desc 19 245 197 1 Nietzsche in Basel studied the deep pool De 19 303 331 Ih Nietzsche in Basel studied the deep pool Des sl The Metaphysical Changes Nietzsche in Basel studied the deep pool Of these discolorations mastering The moving and the moving of their forms In the much mottled motion of blank time His revery was the deepness of the pool The very pool his thoughts the colored forms Search 2 Hit 2 of 15 Browse net Browse prev Search Back To search for words in the pages of your archive you enter them followed by a space Click the button Search to start the process After some time you will get the search result in a list only if anything is found When you browse through the list now you will notice that the corresponding document and page are shown at the same time A maximum of 30 entries is displayed in the list The buttons Browse next and Browse previous serve to move forwards a
88. interface is not active possibly because the scanner was attached to the already running ArchivistaBox system In this case you can activate the SCSI interface by running Rescan SCSI bus 8 14 1 7 Admin user RichClient In order to be able to use an ArchivistaBox for scanning with the Archivista RichClient as described in and for some other functions one must set up a user that has access rights In the following a short step by step guide regarding setting up this user Is given Version 2009 1 FO Richclient scan accesso LCA Cancel The illustration above shows that the system as always requires a password first dialog Enter user to grant revoke access to from e user 192 160 0 1 fcharligf 192 168 0 31 9 Then a user name in the required format must be entered dialog enter password for charllie21392 166 0 31 r Hide typing Next a password must be assigned dialog Scan User does not exist Shall we add it When the message above is confirmed then a user is created under the condition that no user of that name exists as yet See the message below System e 67 User charlie 92 160 0 31 created y ox Now everything is in place for RichClient scanning with an ArchivistaBox used as intermediate scanning station 8 14 1 8 Multi CPU With this function it is possible to address mainboards with mul tiple core CPUs Configure Keyboard F5 Network por
89. is a document management system and no image processing software That is the reason why you cannot edit the added pages pixel by pixel In particular you cannot add content Menu Edit e 183 with paint brushes and the like But you can modify the entire page by rotating or brightening it for example 33 5 1 Area size Tutorial on Area movie 2min Use the upper eight commands in the Edit menu to modify an area of the currently active page or to change its size Important the mouse is absolutely essential for the next five menu items 33 5 1 1 Mark Ctrl Ins When you run this function the mouse pointer changes the arrow turns into a cross Move the mouse to the upper left corner of the area you want to mark Press the left mouse button hold it down and move the mouse button to another location a frame appears As soon as you release the left mouse button the frame is copied onto the clipboard 33 5 1 2 Paste from clipboard Shift Ins When you run this function the mouse pointer changes into an arrow pointing upwards Move the mouse to the location where you want to insert the frame previously marked Left click your mouse and the frame from the clipboard is inserted 33 5 1 3 Mark and delete Shift Del The procedure is identical to the one described under Mark Ctrl Ins However the effect is totally different in that the marked area is not copied but deleted 184 e Menu Edit 33 5 1
90. is a so called Yes No field i e either the record is marked or it is not marked You can use this field primarily to make a fast selection of a few records click this field and make a small x appear in all desired records Afterwards go to menu Selection and menu item marked Now the list shows only those records which you marked before i e those containing a small x in the field marked Now you can work with these records You can print them for example or you can search them with Archive search mode Do not forget to delete the check mark of the records later when the specific selection you made does not make any sense any longer 29 7 2 Field owner You need this field only if the same database serves several users You can omit reading this paragraph if this does not apply to your case Marked ine Ed Version 2009 1 The field owner illustration above on the right allows you to allocate each record to exactly one user i e a certain record be longs to that specific user Click the pull down triangle on the right side of the field and a list with all active users appears Now choose the desired user The user ALL means that the record can be accessed by all users does not belong to one owner in particular If a document is allocated to one user and the others have no right to access this document then obviously the other users cannot view nor work on that particular docum
91. is thus separated into individual documents without the help of barcode technology If you want to scan invoices that come as two pages you can create a second scan definition and enter 2 beside Number of pages between documents 112 e Post editing Archivista 19 Barcodes Archivista Box 19 1 General 19 1 1 Barcode processing with Archivista The purpose of the Archivista barcode solution is an automated handling of scanned documents that are marked or labelled with barcodes There are three main areas to consider barcode entry and labeling barcode recognition and analysis of the recognized barcodes After a short introductory part these three areas form the core of this chapter 19 1 2 Prerequisites The barcode recognition of Archivista 2009 1 or higher is based on the barcode engine of Softek Software 19 1 3 Previous versions Version 1 0 was the first published version of Archivista Barcode Print Version 2 0 offers simplified entry of barcode definitions and verification mechanisms 19 2 Barcode technology 19 2 1 Barcode processing why Scanning is only the first step when keeping an archive Fast retrieval of your data when you need them is equally important Archivista 2009 1 offers you both full text retrieval and the entry of keywords Full text retrieval is especially useful for archives which lend themselves well to random searches by individual words or word combinations Working with keywords
92. macro definition itself is made of lines which either consist of a macro command in square brackets or which are composed of normal characters to be written in the keyboard buffer In the following a description of these two sorts of macro lines 35 8 1 Macro commands Important Always put macro commands in between square brackets DoEvents Work through everything before going further PrgMain Start Archivista 2009 1 Prg Header Start other program Fieldname Name Corresponding field value will be given out via keyboard buffer ClipboardClear Clipboard contents are deleted ClipboardField Name Value of field Name is copied onto clipboard ClipboardText Text Text is copied onto clipboard ClipboardRemoveNonsens Repeated spaces and returns are removed from clipboard Clipboard FileLoad Name Load ANSI file Name as text onto clipboard ClipboardFileLoadRtfTxt Name Load RTF file Name as text onto clipboard ClipboardFileSave Name Save content of clipboard in file Name PageSave Name Save current page of document under Name as graphics file Pagelmport Name Import file Name as page in current document only Page view Wait Sekunden Wait mentioned number of seconds Wait Clipboard Clipboard is tested every second until there are data SingleStepOn Single step mode is activated Sin gleStepOff Single step mode is deactivated Break Macro is interrupted End Macro
93. makes sense in all cases where the filing system in the computer adheres rather Version 2009 I closely to a classical paper filing system Barcode processing goes a step further by efficiently handling large masses of stereotyped documents To put it simply we mark out each document with some unequiv ocal piece of information according to which a later search may be executed We achieve this by adding a reference number to our document before we print it or by sticking a barcode label with reference number on the document to be filed As a consequence each document carries a barcode and reference number when it is scanned Scanned pages are subsequently worked on by a barcode recogni tion software and from now on they are at our disposal for searches by reference number or further data analyses An enormous time saving potential is realized if documents are filed and searched with the help of barcode technology 19 2 2 What is a barcode 233333 Barcodes consist of black bars and white spaces The sequence of these bars and spaces differing in width serves to encode in formation which can be read by a scanner and processed by a computer in an automated fashion The relatively simple encod ing allows barcode reading devices to recognize the information with 100 accuracy 19 2 3 Which barcode types must be distinguished There is quite a variety of formats in use Common to all of them is their for lay persons undistingu
94. mask appears Define abbreviation x Abbreviation m not found To define an abbreviation enter and confirm it Pones Please note abbreviate function must be called up again E anual You have now the possibility to define the abbreviation Enter the full term that you want to link with the abbreviation and press OK The abbreviation is now defined and from now on you can call it up any time by pressing F2 The shortcut F2 enables you to call up any previously defined abbreviation no matter where you are In addition to that you Working with abbreviations e 163 may edit the abbreviations by going to the auxiliary table Abbre viations 31 2 2 Get abbreviations window Ctrl F2 If you are no longer familiar with your abbreviations you can get a list of the already defined abbreviations by running this function You will get the following window Insert abbreviation Add semicolon and spaces too Definition Load list Cancel L or With a mouseclick on the desired expression and a confirming OK the previously defined text is entered in the current field When you have a large number of abbreviations you can enter the first letter of the desired word and you will be carried automatically to the words beginning with this letter Note The option Add semicolon and spaces too helps you to keep keywords separate if you enter several of them The option Load list serves to brin
95. mp archivista 1 2464 2 3507 120 1 tif 1 png update archivista archivbilder set where Seite 120001 1232 1753 home cvs archivista jobs avdbutility pl 20060307174919 Connection ok localhost archivista root home cvs archivista jobs avdbutility pl 20060307174919 Archivista database founded home cvs archivista jobs avdbutility pl 20060307174919 We have 3909 chars of language strings home cvs archivista jobs avdbutility pl 20060307174919 Connection closed X Cancel From this particular log file of Archiving amp more it can be seen that the OCR process was started and ended 8 5 6 2 Text recognition In the log file Text recognition details of the text recognition process are listed O Kdialog OCR text is being saved 664 1 OCR text is being saved 664 2 Archivista OCR Module FineReader Engine unloaded 3 7 2006 5 17 43 PM End i 3 7 2006 5 29 13 PM Start Archivista OCR Module FineReader Engine started Next document for OCR 66523 OCR text is being saved 665 1 OCR text is being saved 665 2 Archivista OCR Module FineReader Engine unloaded 3 7 2006 5 29 52 PM End X Cancel 46 e Archivista modules 8 6 Archivista modules Archivista Box archivista webclient F10 Archivista Webadmin Alt F3 view manuals Archiving CR Archivista modules Archivista modules ACCESSLOG Backup Workflow Encryption Fieldlists PDF printing EarcodePrint FTP server Mail server Rer
96. name You can then find the menu item Export documents in the WebClient under Choose action If you select this function the system asks you to specify the required database name When you enter a name and confirm the action an export is carried out with the data records that are currently selected 23 4 Exporting files in the RichClient Under Database in the RichClient you can find the sub item Export where you can then find ArchivistaBox As with the WebClient you are then asked for the required database name You then also have to enter a user as well as a password so that this user can carry out the actual export You can set up an appropriate user under 8 14 1 7 Exporting files in the RichClient e 133 24 Mail archiving 24 1 Introduction You can use mail archiving to archive mail messages Emails You have to perform the following steps in order to do this e Mail server with IMAP log including SSL support e Mail archiving must be activated in the system menu see 8 12 2 for more information e Mail archiving must be set up in WebAdmin for each database e Manual or automatic mail archiving must be completed This chapter only discusses the third point that is setting up in dividual mail folders that are to be archived in a database Before going into the individual settings options it is necessary to point out that the following events occur during mail archiving e A mai
97. object should be created too We recommend that you confirm this since a new field is usually meant to appear in the mask 210 e Working with fields 36 3 2 Adjust field settings After creating a new field you should adjust the field settings Some of these settings cannot be modified later on Fields in table Mame ClentNo Type Text X Length 30 No 2 Create field index le Create new field Delete from table Allocate to object The following settings are possible Name Name of the field Please note that the name must be unique must not contain any spaces nor begin with a number The name of the field can be modified as long as you are still in the Define fields mode Should you have left the form and want to modify the name you need to do that directly on the MySQL console Type We differentiate between the following field types Text 1 250 characters Number int i e integer Number double meaning double precision floating point to express fractions Date and YesNo field The field type cannot be modified in later ses SIONS Length When the field type is Text you may vary the length of the text by entering a value here Cannot be modified in later sessions No Designates the position of the field within the table Position 0 means that the field is inserted as the first field in the table directly behind Pages In general we can say that the higher the position number the furt
98. of compatibility with the RichAdmin tool the mask definition follows a special kind of logic In principle you must add all fields to the mask including those that should not be displayed Give these the value 1 under Width In this way you ensure that a field does not appear in the mask See also From the same reasons it follows that a definition field that was allocated to a mask that was allocated to a user cannot be edited by all users 16 3 Field type Decide here about add ons to field definitions Does a field need to be linked to another field Do you want to establish a set of fields that are hierarchically dependent on each other The following sections describe the different types Archivista 16 3 1 Text code You can create fields which are linked to other fields One alterna tive is the linking of a text field with a text code field For details see 36 6 4 and 11 3 6 16 3 2 Normal The default value is Normal The field is displayed as a simple entry field 16 3 3 Definition The field type Definition is used whenever we want to have a simple combo box from which to select a predefined value Such a field is easy to maintain and new values can be added easily too The subsequent example elucidates the functionality Go to Field definition and create a new field named Department Go to Mask definition select Department from the field list and choose Definition as field type Now sav
99. on US letter B W under Definitions After that choose Direct scanning The scanning process is started and the page is photographed and put into a file Adding pages e 153 i Archivista Page view Archive Document Page Edit Viewing Macros Help vavalo lt gt pl ole ajo sel al ajajaja y si Viev fatorial CeBIT Weltneuheit AVision ScanCopie1 An der diesj hrigen Ce6iT Computer ansi messe wurde ein Scanner vorgestellt kon y a Lieber reich und gesund p After the page is added it is displayed in its full size To see it enlarged use the magnifying glass Al lt goes without saying that a variety of other functions is at your disposal You do best if you try out the items of menu Edit right now To get back to the table mode of table Archive you must leave Page view Press function key F9 to do that ss Archivista Database Edit Selection Format Macros Table Help vs DO ale Y ela x aeaa Salo om Je fe Tocumen Fog eno Pero Nate P My first document 08 02 2000 1 Document Archivista Archi UP Date 08 02 2000 Doc f1 Pagesf Folder Marked Title My first document TT Key wrds Document Archivista tts Be OA Parsons Archi UP tt sti i i O i ci Note Format PNG y Added Archived IT Page text a hs Standard og File AOQOOBOB 1 1 M Activate Page view gt al Archiv archdb m
100. or AXIS Document Servers In the following we describe in a few short words how an AXIS Document Server is configured for scanning directly to an ArchivistaBox Configuring AXIS 7000 Document Server The AXIS Doc ument Server is a device that works together with a number of scanners on the market and that turns ordinary scanners into network scanners AXIS Document Servers are very easy to use and often you can elegantly circumvent driver problems For a detailed description and user manual we refer to the manu facturer s homepage www axis com Summarising we can say that the AXIS device is put into operation by following the steps below e At the beginning both devices scanner and AXIS Document Server must be turned off FTP Server e 57 Edit Profile Bl e Link AXIS Document Server with scanner SCSI cable This AXIS 7000 q Destinations Profile Name Tiff 300dpi SW e Connect AXIS Document Server to the network Paper Size E 3 Duplex Scanning D Single sided O Double sided P Orientation Bi i e Turn on scanner aper Orientation anota a Multipage Documents I All pages in one file BD O Separate file for each page Resolution 300 x 300 DPI e Turn on AXIS Document Server intensity 50 Contrast 50 Al Data Type W O Black amp White E OGrayscale E O Color Configuration and profile setting The IP address can be set Format Compression Dithering Method only for
101. or the corresponding folders respectively are written to non rewritable media CDR DVDR 41 2 2 1 Purpose of folder number The field Folder of table archive serves to store the information in which folder a specific file image file can be found The folder number is managed by the system The last i e most recent folder number is managed in table parameter There the field Name has an entry ArchivOrdner The number found there is the currently used folder number In principle each document is allocated the current folder number when the document is being created The folder number refers to the corresponding archiving folder Example if document 84 shows folder number 10 it will be archived in folder ARCHO010 if the previous documents have found room too Important for the archiving process are the following additional entries in table parameter Version 2009 I e ArchivAutomatisch O manual obsolete 1 automated archiving process e ArchivMByte 100 10000 value number of MByte per archive folder e ArchivDateien 100 10000 value number of files per folder In ArchivMByte one can determine how many MByte are to be saved in a folder e g 600 MByte in ArchivDateien one can specify the maximum number of files e g 2000 files that are allowed in a folder In the following we give two examples First example For the moment we do not know if document 84 can still be archived i
102. pages will appear Click paj or press Alt a to refresh the screen and to see whether the pages are already there To add new pages to an already existing document follow the steps below e go to the Edit mode by clicking on the red tab e select Scan in the pull down menu Choose action in the upper right corner of the screen e tick the document to which you want to add pages Archivista Choose action Delete Publish Unpublish scan A4 color ADF Duplex Scan A4 color ADF Simplex scan 44 gray ADF Duplex scan 44 gray ADF Simplex Scan 44 biw ADF Simplex sec o scan 44 bw ADF Duplex Download Downkad e click OK e confirm the pop up message 12 2 1 Combine documents To add a new page to an existing document one can normally go to the document in question and scan the new page With a digital copier this does not work however A separate document is created for the new page that has been scanned To move this page to the target document you need the function Combine documents This function can be found in the field Choose action appearing in the top right corner when you go to Edit mode Choose action Delete Publish Unpublish scan A4 1 Bit BY scan A4 6 Bit Gray scan Ad 24 Bit Colori scan Copy of 44 1 Bit EWi scan hhw scan Buch Dickens scan Metabo Combine documents If you want to combine two documents n
103. reboot the ArchivistaBox and make sure that it boots from the newly created medium and not from the hard disk We should now find those databases on the medium which before were published 38 1 A few tips on working with documents In the following we would like to give you a number of tips of how to get the documents into the ArchivistaBox in the first place before publishing them in a second step 38 1 1 Working with paper documents Documents you receive as so called hard copies must be scanned Before starting this time consuming process you should make sure that no PDF file exists As a rule you should be able to proceed much faster with electronically available documents if you possess the needed applications and the Archivista printer is set up properly on the ArchivistaBox 300dpi yield good results when scanning For the sake of velocity colour documents can be captured with lower resolution however Archivista it must be borne in mind that the text recognition might suffer accordingly For larger volumes we recommend to aquire a scanner with auto matic document feeder if it is possible to split the documents into individual pages Books often defy this procedure For books a flatbed scanner may be used or a digital camera Please note that with digital cameras lighting is essential artificial light might give problems as well as a tripod to hold it firmly in position For A4 pages a camera should possess at least
104. they are au tomatically allocated to the currently active document you can allocate pages to subsequent documents Example You scan 9 pages which really belong to three docu ments In the end each of the document is supposed to contain 3 pages After scanning with the document feeder all pages be long to document 1 Now you reallocate the pages that belong to document 2 and 3 Go to document 1 page 4 Run the command Allocate to next document Result pages 4 to 9 are moved to document 2 Go to document 2 page 4 Run the command Menu Document e 177 Allocate to next document The last three pages are moved to document 3 33 3 4 Create new document Ctrl N With this menu item you create a new document while you are in Page view 33 3 5 Create document and scan Shift F9 With this menu item you create a new document and call up the mask Add pages by scanning in one step 33 3 6 Mark pages for merge With this menu item you can earmark all pages from a document for later merger with another document 33 3 7 Merge marked pages with active document With this menu item you can assemble the previously earmarked pages with the currently active document 33 4 Menu Page 33 4 1 Basic functions Use the first six items of this menu to comfortably browse through one document These menu items are described in detail in chap ter 31 8 33 4 2 Scanning with settings F2 Tutori
105. this you use Adjust left margin and Adjust upper margin Under Main area you give the number of rows and columns as well as the margins for the individual barcode cell Under Barcode type you choose the type of the barcode to be printed Choose between the numeric only barcode Interleaved 2 of 5 and the alphanumeric barcodes Code 3 of 9 Code 39 and Code128 Under Size of barcode you define how the barcode looks You can choose between three standards small medium and large If you want to define your own choose special The fields Version 2009 1 barcode height and spacing are at your disposal Spacing influences the gaps between the black bars and the white spaces You can see the changes you make in the barcode picture on the right of the entry fields If you do not want to print the barcode text tick the corresponding box 19 3 3 3 Saving of form settings Changes to forms are registered in the memory after you confirm your changes before you go to another form or when you leave the form generator To save the changes and have them ready for further sessions you must end the program Only at that point the new form formats are written to the file AVBCODE DAT 19 3 3 4 Print test page After you have entered all parameters in the form Settings you should print a test page in the form generator to check the looks of it To do that either
106. though that the set measurements do not exceed the physical size of the sheets With some printers it may be necessary to move the whole page slightly to the left or right or upwards or downwards The fields Adjust left margin and Adjust right margin may be used for this 37 3 3 Kind of report Choose between reports with several columns and fixed cells and reports with one column and variable cells The option Sort reverse side helps you to print index cards with text also on their back What it does is it exchanges columns when printing In other words the column on the very left is printed on the very right and vice versa the second column on the left is printed as second on the right and vice versa and so on What is more you can specify here whether dividing lines should be printed between the different areas cells Version 2009 I 37 3 4 Main area Here the individual cells of the print reports are defined By cells we mean the area which is reserved for one record The number of cells is the result of number of rows times columns per sheet When you go for variable cells only one column is possible When entering the number of rows per sheet please take heed that the resulting height is minimal If a line takes more room later be cause of an object with variable height the height of the row is adjusted automatically In other words row height is variable The first cell of the report modul
107. to do this you need to create the macro first see tables Parameters and Macros Deskew automatically straightens scans that are slightly askew e g from scanning with a feeder Despeckle removes dirt spots scanned from the sheet Auto Margin removes superflu ous white borders w Note The functions Deskew Despeckle and Auto Margin cannot fix serious scanning flaws Also when deskewing scanned pages containing plenty of visual data but very little text it may be that they are not straightened up fully satisfactorily This is because no software has yet been able to match the perfection of the human eye Later OCR is an option to determine if the page image should be turned into a text file later by means of an OCR software If the material you scan is not text but images you should choose Exclude here to suspend OCR Further information you get in chapter 30 7 Version 2009 1 33 4 2 5 Scanning with autopilot If your scanner does not have an ADF but you want to add several pages to the same document and all have the same settings choose Scanning with autopilot With this option turned on your scanner makes scans in regular intervals of a few seconds and all you need to do is to change the pages in between scans You must enter the total number of scans that should be automatically made 1 640 and also the scanning interval must be specified 33 4 2 6 Scanning with feeder ADF If your sca
108. up Width of field Title in table allows you to determine the width of the field Title in the table of the main view By checking the third option Browsing in page view only in doc you restrict the browsing to the currently active document i e when using the functions next page and previous page you can no longer move beyond the borders of the document 194 e General program parameters The field that you specify to the right of Field for publishing is a kind of second owner field with which a document can be allocated to a second user or user group For many archives this is an irrelevant function However it can turn out to be important in some cases Take the following instance A knowledge archive is continually fed with new documents by two dozen project managers Each project manager is responsible for the documents she added At the same time she can make the documents available to an extended circle of managers After this option has been activated the input mask will show a second combo box with document owners This way each primary owner of a document can set a second owner lt goes without saying that the main user settings apply also in the extended owner environment See chapter 35 2 The field that you specify here must be of the type Definition See 36 6 3 The last option in this frame Deactivate RichEdit components serves to turn off formatting e g italics for memo fields This fu
109. user whose name should appear in the login mask Username scan Passwort Sprache Deutsch Anmelden In our example the fields for host and database are no longer displayed 8 14 1 5 Scan button 66 e System This function enables you to use a numerical keypad to start the scanning process It makes scanning a bit easier and more com fortable Please enter the system password root user in order to configure the scan button aes X cancel Then enter the host on which the database lies into which you want to scan Here see above you must specify the database name O dialog Default user Finally you enter the user Archivista Password r Hide typing E OR x Cancel and the user password Do consult 45 3 if you want to know more about the settings needed for remote scanning with an ArchivistaBox After these entries have been made there are no further obstacles to your scanning by means of a numerical keypad If the AccessLog function is turned on and you want to use the scan button then you can only work with it if a connection to the WebClient has been established You can find an LCD display under 44 10 which makes it even easier to trigger scanning 8 14 1 6 Rescan SCSI bus This function only plays a role if you scan with a SCSI scanner that is directly attached to an ArchivistaBox If the users can not scan the reason may be that the SCSl
110. virtualised variant of the Dolder ArchivistaBox complement this perfectly 1 4 2 3 ArchivistaBox 2008 1X New Eiger ArchivistaBoxes are being introduced with the ArchivistaBox 2008 IX On average these are two to four times more powerful than the old Eiger Boxes Good Open Source text recognition Linux port from Cuneiform is now also provided In addition to text recognition this can be used to create searchable PDF files in around 20 languages Archivista 1 4 2 4 ArchivistaBox 2008 VI French version The WebClient WebAdmin and the system inter face are available in French A new administration application for the system settings is provided with Archivista WebConfig A new file upload is also supplied The new API interface for the We bClient will probably also interest programmers The web based ArchivistaERP application is also new 1 4 2 5 ArchivistaBox 2007 VIII Beside various minor improvements there is now a comfortable im port feature for images coming from a digital camera or a USB stick respectively Another new feature is form recognition which together with logo recognition enables the user to process doc uments automatically Furthermore the entire source code is now subject to the GPL license version 2 Lastly ArchivistaBox can be attached directly to an LDAP server for central user management 1 4 2 6 ArchivistaBox 2007 11 Totally new WebClient Ajax based improved scan engine paral lel process
111. we activate Field type 1 N and we choose Department in the Link field We have thus specified a 1 n relationship between the fields Department and Region Field name Region Field type RES Link with field Department Label Region Position width Field type e 99 Save the changed mask definition logout from the WebAdmin tool and login to the WebClient Go to the detail view or input mask in the bottom left corner click the red Edit tab and under De partment choose Purchasing Now create entries like France Italy Germany and Switzerland in the field Region Do not forget to save your entries Department Purchasing el lt x gt Region France Italy Germany Switzerland Create a new document Under Department select Production from the combo box Now go to the field Region you will notice that the controlled vocabulary terms you created earlier France Italy Germany do not appear They belong hierarchically to the department Purchasing Department Production mex Region For the department Production you could now compile the values Switzerland Germany and Italy for example and select Italy for correct keywording if you like 1 N fields can extend over more than two hierarchical tiers You could for example define a 1 n relationship between the field Region and
112. where measurements are taken is in the left upperhand corner where the two axes intersect The horizontal and vertical distances of the logo from this point on the axis are the values that must be entered in these fields e Number of pixels e Number of contours e Tolerance Archivista Image reduction e Maximum rotation of logo e Rotation iteration e Accuracy within logo recognition As mentioned in 22 an exact definition of the area where the object is to be found is absolutely necessary In the same vein it is Utopian to assume that it is possible to scan a document without it being slightly skew This is the reason why we must give the system some tolerance This field contains the accuracy factor whereby 1 means 100 percent accuracy In the illustration above you see the factor 0 7 as a workable average The options Number of pixels Number of contours Tol erance and Image reduction cannot be used yet After you have filled in the necessary fields you must save your settings 22 4 2 Creation of a new logo Firstly a page containing the logo must be scanned In order that good results are achieved later during recognition you should take careful note of the following points e Scan letterhead page in color at 300dpi e Set quality to 90 at 17 2 4 e Use a high quality copy or original of the letterhead The document containing the logo must be exported to a USB stick See for a description of the export to
113. with RTF fields 45 11 9 Can I transfer archived documents from one Archivista database to another Use the export and import functions for this process by including the pages Do make sure that all uncompressed pages find room on the relevant hard disk and in the relevant directory 45 11 10 Printing problems Should you get funny page breaks after printing with Archivista the problem lies probably with the minimal margins of the printer 274 e ArchivistaGPL RichClient Please adjust the relevant values either in the general parameters or in the print reports Menu Database and Parameters With some printers printing of the last page takes longer You can avoid this by starting another print job 45 11 11 ls Archivista web enabled Yes The simplest and most efficient method to put Archivista databases on the World Wide Web is the ArchivistaBox See Part mi 45 11 12 Which scanners work with ArchivistaGPL You should use an ArchivistaBox for scanning Since 1 1 2008 Archivista has only provided scanner support for the ArchivistaBox You can find a list of the scanners that are currently supported on our homepage www archivista ch If you want to use a scanner in Windows with ArchivistaGPL any way it is still possible to address the scanner in ArchivistaGPL via a TWAIN interface Unfortunately however many problems occurred with TWAIN scanners throughout the past year One final option is to move the copy butto
114. you are in table mode and pointing to the words Page text in the detail view OCR settings current page will also appear as context menu 30 7 1 Extending OCR settings to entire document or selection The OCR settings of the currently activated page may be made over to the entire document or even the entire selection of docu ments By one stroke you can therefore specify for example if you want to subject one or several documents already treated by text recognition to a second text recognition When at a later stage the internal OCR is run these documents are treated afresh with different parameters if you wish 30 8 Quitting Alt F4 The menu item Quit quits the program A confirmation mask appears which must be acknowledged with the Return key You can leave the program also by using the shortcut Alt F4 162 e Quitting Alt F4 Archivista 31 Menu Edit Tutorial on Menu Edit movie 2min 5 2 3 In menu Edit you find all commands to move efficiently within a table to edit individual records to delete and copy them or create new ones The commands in this menu always apply to the selected records i e those records visible in the list If you want to be sure to include all records press F6 before running the command or go to menu Selection All records 31 1 Working with the clipboard 31 1 1 Marked parts on clipboard Ctrl Ins Marked text bits can be copied on
115. 1 3 5 7 8 6 4 2 now and need sorting so that in the end they appear in the natural order 1 2 3 4 5 6 7 8 Only those pages get sorted which lie behind the currently active page This procedure has the considerable advantage of enabling you to alternately add and sort pages several times Version 2009 1 33 3 2 2 Booklets and Extended These two options are more demanding than the one discussed above We recommend that you practice with a small number of pages before your pages are irrevocably in disorder Booklets The pages appear in the order 8 1 6 3 4 5 2 7 and need sorting This constellation may occur when you scan booklets with the staples taken out Extended You may find this function useful if you want to scan papers which are the result of your previously copying a book in duplex mode on a copier The pages appear in the order 1 2 5 6 7 8 3 4 and need sorting If you want to sort your pages with the functions Booklets or Extended respectively please take care to activate the option Divide page in the middle to make two pages menu Page Scanning with settings Here too only those pages get sorted which lie behind the cur rently active page The total of the pages that you want to sort must be a figure that can be divided by four 33 3 3 Remaining pages to new document Ctrl W You may need this option after scanning with the document feeder After scanning a whole batch of sheets
116. 16 Working with Office files Archived Office files can also be restored from the WebClient To do so you use the go_file_xxx command where xxx rep resents the file number You can use go_zip_xxx to download the Office file as a zipped file 39 2 17 Determining the WebClient version Each page that is delivered by the WebClient contains a hidden avversion form variable that contains the current date of the release e g 20080222 This allows the calling application to test whether a sufficiently updated version is available Extended access e 243 40 External SQL calls RichClient Archivista Business and Enterprise provide an interface for ac cessing individual documents within Archivista directly from third party applications To do this you need the avstart exe auxiliary program As soon as the program is started a database query is carried out in Archivista Any documents found are displayed directly in Archivista avstart exe is terminated w Note The auxiliary program avstart exe is capable of starting Archivista automatically if Archivista is not up and running already For this purpose you must create the file avstart dat The first line of this file contains the program name of Archivista Av5 exe The second line may contain the directory path e g c Program Files Av5e or may be empty The third line must consist of the start up parameters of Archivista which look approximately like the f
117. 165 Searching RichClient Documents fields 169 Searching WebClient Selection RichAdmin 205 Selection RichClient all records F6 working with defined criteria 172 Self made applications 249 Server Introduction Settings ArchivistaBox Shortcuts RichClient Show pages RichClient Shut down ArchivistaBox Sort RichClient ascending Ctrl F6 descending Ctrl F7 172 Source formats Publishing Edition 227 SQL definitions WebAdmin 125 Starting up the first time Introduction Starting up the program RichClient status bar 154 Storage concept RichAdmin 203 Store page Ctrl S RichClient 180 Switching it on ArchivistaBox Sysop privileges RichAdmin 193 System ArchivistaBox Tab key RichClient Archivista Table RichClient Literature 190 Tables Introduction Tables RichClient Addresses 189 notes 190 Tiff Multipage RichClient Tips for archiving Introduction Toolbar RichClient Transferring a database to the ArchivistaBox Tutorial Update User administration RichAdmin 195 User administration WebAdmin User manual WebClient Versions of Archivista View WebClient Web pages Publishing Edition 232 WebAdmin WebClient ArchivistaBox Working method Introduction Version 2009 1 Index e 281
118. 2 32 4 Sort descending Ctrl F7 172 32 5 All Records F6 o 0 0 172 ae 172 Deb ee eee shee eee tee ee 173 See ee eee ee hee Sees ae 173 32 9 Menu Help FIY 2 174 Contents e 5 33 Page View 33 1 What is Page view o 33 2 Menu Archive 33 3 Menu Document 33 4 Menu Page 208 335 Men Edi pula os a ea 33 6 Menu Viewing 2 33 7 Menu Macros 0054 34 Further Tables IX _RichAdmin 35 Parameters pee ne i 35 3 Directories folders a 35 4 Archiving amp Index i VU o 35 6 Field names aora AE 30 Define Fields and Masks 36 1 Additional fieldS PP o n seus bb bus es eee eee ead bebe ee awe eet 6 e Contents 175 175 175 177 178 183 186 188 189 139 190 190 192 193 193 195 201 202 204 204 205 207 iano Lan 37 2 Create new report 37 3 Page Setupl o o 37 4 Defining objects aoa aa a a a a X Publishing 38 PublishingEdition Il 38 1 A few tips on working with documents XI Technical Details 39 External SQL calls WebClient 39 1 External login o 39 2 Extended access 40 External SQL calls RichClient 41 Database structures TE 0 eye ee 42 ArchivistaBoxes 42 1 BIOS settings 220 42 2 Hard disk partitions aoa a 42 3 Processing of new jobs
119. 255 255 255 0 HwWaddr 00 0A 9D F3 07 2B Web server https SSL disabled FTP server enabled Incoming mail server disabled Database in master mode PDF printing enabled Remote access SSH active Graphical remote access VNC not active Tape backup not enabled Network backup not enabled Rsync network backup not enabled USB hard disk backup not enabled Hard disk usage 71 of 4 06 used on 99 of 138G used on home data T2 SDE 2 2 0 2005 12 01 20090105 26 3 1 System Settings Here all settings for the keyboard network and date time and time zones can be updated Keyboard layout and language Keyboard Language Network settings Get network address IP by DHCP server Date and time Area Time zone Date and time Swiss German 7f Update settings now Deutsch v Update settings now Update settings now Africa 05 01 2009 06 44 Update settings now Archivista 26 3 2 Mask connection WebClient In this menu item you can define the login screen of the webclient application Mask connecting WebClient Host to connect localhost No other hosts O Database login form archivista No other databases O User to connect Admin Update settings now 26 4 Setup scan button Define in this menu if the current ArchivistaBox can use the Scan button and if so in which database the scanned documents should be stored Setup scan button Use keypad for fast scanning Host localhost
120. 34 1 Table Addresses Table Addresses offers you comfortable address management i 01x Database Edit Search Macros Table Help KENE fuse ELBE Rls CPEE ESS aca P tesiratano Lene Poimatteifesi aP ton Cory Foo Bso e E UAC ivista re Ene 2 ch i 254 54 00 E 54 02 Address Marked I ae E Name f l Archivista GmbH Phone 00 Optional line Business jo 254 54 00 Stest Postfash O Faja H fen42 Zurich Phone 2 EE Country Switzerland Birthdate Intemet Salutation Status code 2 Temp mi Cha 28 01 2004 Remarks Adressen inventar Record 1 of 1 1 Selection all records 34 1 1 Fields Country code Zip code Town and Country You can make good use of the editing function Get abbreviation in the address fields Zip code and Town When you run it in Version 2009 1 these fields the program automatically fills in the remaining fields Country code Zip code Town and the name of the country The program gets this information from the auxiliary table Zip codes addresses In the following an example You are in the field Town and enter a F2 With the Swiss zip codes tied up the program immediately recognizes this as Aarau because it is the first town beginning with a in the zip code list Consequently the field Town is completed to Aarau and the field Zip code to 5000 If you work with more than one list of co
121. 4 Cut page in chosen area Alt Backspace When running this function the mouse pointer changes into a cross Move the mouse to the desired location and press the left mouse button Hold it down and move to another position a frame appears Release the mouse button and the page is reduced to the size of the frame 33 5 1 5 Cut page bottom right Ctrl U The mouse pointer changes into an arrow pointing upwards Move your mouse to the location which you want to be the future bottom right corner of your page Left click and the page is cut below and on the right and reduced to the desired size 33 5 1 6 Modify page width After entering the new page width the page is cut on the right side At this point in time only a reduction of the width is possible 33 5 1 7 Modify page height After entering the new value for page height the page is cut at the bottom At this point in time only a reduction of the height is possible 33 5 1 8 Divide page in two Ctrl T Tutorial on Divide page in two movie 2min This menu item divides a page vertically in the middle The left side stays with the old page for the right side a new page is created Only the last page can be divided It goes without saying that archived pages cannot be divided anymore Archivista 33 5 2 Rotating pages With this function you can rotate your pages to your heart s con tent You can use the predefined values 90 180 and 270 or enter any value yo
122. 46 7 Box is running but programs have vanished 276 46 8 A user has forgotten their password 276 46 9 Document locked message is displayed 2 6 Contents e 7 Part Introduction Archivista 1 Introduction 1 1 Welcome to Archivista We thank you sincerely for showing an interest in or even for buy ing Archivista 2009 I After many years how fast time passes take pleasure in welcoming you in a new preface The Archivista products are at ten years and running During this time we have brought two major releases to the mar ket This does not look like much but this is exactly the point continuity is where the emphasis is on lt started with refining our document structures internally for more than five years This paid off well not even the data structures for the archiving media did we have to change in the past decade Today we give you 30 years guarantee on our data structures Again for 30 years to come we will not touch the data structures of the archiving media then it will be over 40 years that we have the same structures and there is no reason why there should be an end to it We guarantee you the readability of our products and open data structures including source code our new flagship product the ArchivistaBox is subject to the OpenSource license GPL in order that you your third party applications but also we ourselves may handle archived data trouble free This kind of
123. 9 1 more elegantly by means of the Arrow keys on the right of your keyboard close to the right shift key A description of the menus you will find below Again the toolbar has the most important commands ready What is more to the right of the toolbar the current position of the mouse pointer is indicated X AND Y The values given here are based on the settings in menu Viewing see chapter 33 6 13 If your monitor possesses a resolution higher than 640x480 pixels you get additional information on the page displayed namely the folder the document the current page the number of pages in the document the file name as well as the title of the document E09 111 288 80000808 SR 210 ZGB Zivilgesetzbuchi 33 1 1 Menu structure in Page view Global functions i e functions that have an effect on all docu ments are to be found in menu Archive Functions referring to the document are in menu Document and functions pertaining to whole pages are accessible via menu Page Menu Edit helps you to work on individual pages and menu Viewing serves to display your pages in different ways 33 2 Menu Archive 33 2 1 Print Ctrl P Tutorial on Print movie 2min 5 4 3 Tutorial on Print movie 2min Note When printing in Page view only the pages are printed If you want to print other document information you must go Menu Archive e 175 to table mode where yo
124. A page will be fetched from the external medium and shown on screen This requires that you insert the relevant CD in your CD drive or that you connect the corresponding external medium to your computer Show pages e 167 31 9 Picture mode Shift Ctrl F9 DS idi Bezi rs Dia Sho w Ausschuss T Inter JT erien Sudfrankreich a FotoNr 26 Pesne Stichw rter a Fomat PEG Added Y Archived M Page text File BOOODAOB JPG 1 1 FV Activated Page view 4 gt 1 Selection all records Il itsplatz FIA H Archivista MAA 16 05 The command Picture mode turns the main view into a view where the upper part of the screen shows preview images in stead of the table Each document is represented by its first page image Typically this makes sense for photo collections This submenu can also be run by clicking the button 31 10 Format memo fields Tutorial on Format movie 2min Menu item Format can only be used within memo fields RTF fields Rich Text Format These are fields in which font format ting such as putting chars in bold or underlined type is possible 168 e Format memo fields In Archivista 2009 l the following fields are RTF fields field Note in tables Archive Notes and Literature as well as the field Remarks in table Addresses The format presently active will be ticked See menu items under
125. Admin Naturally this happens only if you have previously specified a user of the same name in WebAdmin With user Admin it is usually the case as it is the default user From the aforesaid it can be deduced that the user carrying out the scanning task can simultaneously determine the following points Version 2009 1 at the stroke of a button i e by choosing the destination on the AXIS 7000 device e into which database the scanner scans e which Archivista scan definition including options is used e which user is registered as owner Important If your scanbox cannot make a connection with ArchivistaBox please check if the following requirements are met Since you are scanning via FTP the field User in rubric Destinations must show the value ftp The password that you enter in the two fields that follow must fully correspond to the password with which you have enabled FTP scanning on the target ArchivistaBox Do not be misled by the number of asterisks as it will not be the same number when you log in the next time This is a security measure in order that the password may not be guessed by the number of characters entered Should FTP scan ning still not be working make sure that the target ArchivistaBox has FTP scanning enabled You can check this by taking a look at the system mode Win F7 on the target box 6 11 2 Disable FTP file upload With this menu item you shut down FTP access 8 12 Mail server Arc
126. Box Furthermore the Linux port from Cuneiform provides good Open Source recognition which can also create searchable PDF files 2009 More than 200 file formats can now be managed directly thanks to the integration of the Office formats Documents can be 10 e Previous versions sent to the archive and checked out again in their original versions A more powerful mail archiving function is now also provided 1 4 2 Versions in detail 1 4 2 1 ArchivistaBox 2009 I The ArchivistaBox 2009 l can be used to send all Office docu ments OpenOffice and Microsoft Office to the archive a function previously reserved for the old RichClient Documents archived in this way can then be checked out again in their original ver sions to undergo further processing All formats over 200 file types can be processed without the need for external plug ins A more powerful mail archiving function is also provided which can be used to archive entire IMAP folders automatically The sys tem menu can now also be used to update the ArchivistaBox via the Internet Split archive tables now make it possible to create archives of many terabytes in size 1 4 2 2 ArchivistaBox 2008 XI An optional LCD panel can now be ordered which can be used to trigger scanning via a small display All settings can also be called from this display In addition the ArchivistaBox 2008 XI can now be run on netbooks tested with the EeePC series A new mobile scanner and the non
127. D If it has been moved Mirroring to a second ArchivistaBox is described in Saving you should keep its old identifier Press create your data by means of an USB stick is discussed in the next section Version 2009 I Saving your data e 261 For a description of the backup procedure by means of a tape we refer you to 8 8 1 We recommend and many countries require it that you store your data on non rewritable media for the purpose of safe long term keeping The procedure is described in more depth in 44 9 Data exchange and backup by means of USB stick 44 9 1 General We recommend that you buy USB sticks USB sticks play an important role in the data exchange between ArchivistaBox and other digital devices and they are very easy to use Depending on the action you want to take you create a folder on the formatted stick e g exchange and you connect the stick with your ArchivistaBox On the basis of the folder name ArchivistaBox will carry out the action you chose In principle an empty folder on a USB stick leads to an export from your ArchivistaBox while a folder containing data incites ArchivistaBox to import data Currently there are the following types of action pd backup Backup for smaller archives config All parameters from an ArchivistaBox other name Import of images to Archivista In the following the procedure is described for the various ways of Cust folder user specific scripts exp
128. Definitions Sort 5 4 3 Printing pages Tutorial on Printing pages A unique feature of Archivista are the screen copies They are created when Archivista archives the pages and they are diminished to a size which fits the requirements of display on screen This saves hard disk capacity and network resources because as a rule you need only the screen copies to work with The full resolution copies of your pages are moved to CDRs or other external storage media from time to time and may be accessed that way For printing purposes you may decide on the spot which quality you want just as you may decide about how many pages you want printed on one sheet This saves time and paper Chapter s in manual 33 2 1 Print Ctrl P 5 4 4 Print reports Tutorial on Print reports Archivista Apart from printing individual pages you may also print document lists and reports with the help of Archivista You may freely define the reports you want just as you may send the printout to a file or to a faxdriver instead of a printer In the case of labels you may choose the starting position Chapter s in manual Define Print Reports 33 2 1 Print Ctrl P 5 5 Users amp Fields Archivista gives you the possibility to restrict user access in terms of individual users or groups In addition you learn in this chapter how to define your own fields what field types there are and what is hiding behind the term field lists 5 5 1 Users and Groups
129. E German Eng Ger Hew hiw Edit Delete English Edit Delete Datum 22 3 Editing objects of currently active definition By clicking on New a new object can be created in the active definition Form recognition archivista Object name Date Position left mm 66 0 Position top mm 56 Width mm 14 0 Height mm 6 0 Type Date Length from Length to Field Begin End Script name Acitvate test fe Back Save The following properties can be determined Editing objects of currently active definition e 127 Object name Each object carries a name This serves for organisational purposes but it does not influence the recognition Position By means of the elements Position left and Position top the distance from the left and the upper page margins may be defined The upper left corner constitutes the point of origin Thereby the page length corresponds to the y axis and the page width to the x axis w Example The invoice number can be found 9cm from the left and 6cm from above If you work with logo recognition you enter 89mm for Position left and 59mm for Position top If you work without logo recognition you must calculate approximately three millimeters of additional leeway i e enter 86mm and 56mm respectively Width Height The measures of the object can be determined with the help of the elements Width mm and Height mm w Example The invoice number is exactly 1 2cm wide
130. E 143 Za PS vide a 145 27 4 Create invoice oao a a a a a 147 AA aaa eR ERA a 148 27 6 Purchases 149 21 1 Items and Inventory oaoa a 0 149 27 8 Manufacturing j oaa aa 149 27 9 DIMENSIONS 149 rire Lee 150 DOLLS tU 150 VIII RichClient 151 152 A 152 pa Poa ee kee eee 152 28 3 Creating a document 152 AAA 153 TEN 154 A ae oe 155 29 Menus toolbar and shortcuts 156 29 1 Menus and functions 202 156 29 2 Toolbar 156 29 3 Shortcutsh eee 156 29 4 Tab KE sassi ria a Gua us 156 eee 156 Version 2009 1 a 157 cea ii 157 fee a ta 157 158 30 1 Printing Ctrl P 0 158 CORTI EE oe 158 pt tan ass 159 30 4 Hyperlinks links between records 160 30 5 Parameters wa ae ea eae ee ade di 161 30 6 Page view F9 2 2 0 161 A 161 30 8 Quitting Alt F4 a 162 163 31 1 Working with the clipboard 163 ae 163 E 164 o 164 31 5 Searching field content Shift F5 165 31 6 Replacing field content Ctrl F5 166 167 A 167 31 9 Picture mode Shift Ctrl F9 168 31 10Format memo fields 168 32 Menu Search and further menus 169 32 1 Documents fields F5 169 32 2 Pages fulltext CtrI F9 170 32 3 Sort ascending CtrI F6 17
131. Editing rights If you do you can select the documents in ques tion and run the option Selected document s under Current document to print them all at once 12 6 Barcode processing If your Archivista WebClient 2009 I has been equipped with the barcode processing module then you can easily scan your vouch ers invoices or reports and keywords are added automatically Simply insert the documents with the barcodes on them into the ADF of the scanner and scan them Subsequently the system will read the barcodes decode them and write the data into the fields where they belong Archivista Version 2009 1 Part V WebAdmin e 89 13 Login and Logout Tutorial on Login WebAdmin movie 2min Welcome to the administration of Archivista 2009 l by means of the Archivista web interface In the following we guide you through the different menus and options To adjust Archivista 2009 1 to your needs you can set up users create new fields and new input and search masks Archivista 2009 1 is fully multi client enabled i e you can house several very different archives in one database To begin with we describe how to go through the login and logout procedures of the WebClient administration 13 1 Login Version 5 2 Powered by Archivista GmbH Host localhost Database archivista Username Admin Password Language The database that needs setting up is accessed by means of the Internet browser Host database use
132. Here you define the network port O dialog Use DHCP to obtain configuration Y ve X mj In most cases you will proceed using DHCP Addresses will be allocated automatically By running the next menu item you can see which addresses have actually been allotted Please contact your network administrator if you feel unsure about what to do with regard to the network configuration 8 14 1 3 Time and date Here you determine system date and time 8 14 1 4 Login mask With this menu you can tailor the login mask of the WebClient to your needs but not that of the WebAdmin tool Advantage you may not have to enter the name of the host each time you log in for example PT setup backup Please enter the system password root user inorder to configure the web client login Password RARA ice E As always you will be asked for the password Allow local access only E ves X Mo System e 65 If access should be granted only from the local computer click Yes PF dialog Allow default database only v ve _X no If always the same database is to be accessed click Yes IP xdialog Default host 192 166 0100 Y ox X Cancel You will be asked for the host on which the database is located PF amp dialog Fo Default database You will be asked for the name of the database to which access should be enabled O dialog Default user Here enter the
133. Line Strasse Street Landcode Countrycode PLZ ZIP Ort Town Land Country Telefon Phone Geschaft Business Telefax Fax Zusatz Phone2 Version 2009 I Geburtsdatum BirthDate Temporar Temporary Briefanrede Salutation Bemerkungen Remarks Aufnahme EntryDate BemerkungenR T F RemarksR TF DatumVon DateFrom PendentAb PendingFrom Erledigt Done Betrifft Subject NotizRTF NoteRTF Untertitel Subtitle Autoren Authors Verlag Publisher Auflage Edition Sprache Language AnzahlSeiten PagesOfBook Ausgabejahr YearOfPublication ISBNNummer ISBNNumber DatumKauf Purchased Preis Price Gebiet Region Note The end user does not see any German field names every thing will be translated to English field names by the program 35 7 Definitions for selection Archivista uses an internal selection process that is based on SQL This concerns routines behind the commands in menu Selection SQL is an abbreviation of Structured Query Language Definitions for selection e 205 We recommend that you work through this chapter only if you have some basic knowledge of SQL or if you are ready to invest some time to make yourself familiar with SQL If SQL is all Greek to you as the phrase goes you should not make any alterations in the selection criteria filters Archivista offers you the possibility to define your own selections on the condition that you understand SQL However the formulation of selection criteria in Archivista requir
134. Making form definitions You can define how a form looks by going to the form generator in menu Settings Page settings or directly by clicking the button Settings in the icon bar Now you can enter the settings according to your needs Archivista Form name Form for 70 16 9mm 3x17 Code 1288 1 2digits medium Page setup Page width mm 210 Height of page mm 297 Left margin mm fo Top margin rm 5 Right margin mm fo Bottom margin mm 5 Adjust left margin jo Adjust top margin fo Main area Rows per sheet hr Columns per sheet E Left margin mm 7 Top margin mm fo Right margin mm E Bottom margin mm 2 Barcode type C num 2of5 alphanum Sof 9 alphanum 1288 Size of barcode Small Medium C Large Special Barcode height EB Spacing TT Suppress text Under Form name you give a name to your form This informa tion appears later in the main mask where you can choose among the different forms defined by you Under Page setup you find all the necessary page information Please note that the page size values are not sent to the printer when printing The advantage is that you can print with all paper sizes You must ensure that the values set do not exceed the phys ical paper size though With some printers it may be necessary to move the whole page a little to the left or to the right or a little up or down To do
135. Manual Archivista 2009 1 18th January 2009 by Archivista GmbH CH 8118 Pfaffhausen Web pages Contents 8 4 4 Accessing the manual 26 4 5 Login WebClient 0 a aa aa 26 9 E6 Scanning and entering keywords 26 MENE 9 4 7 Rotating pages 26 1 2 Notes on the manual 9 48 Title search 27 1 3 Our address 9 4 9 Fulltext search 27 1 4 Previous versions g9 1410 Login WebAdminl 27 1 5 Licensing 20 0 12 411 Adding users 21 ing deleting fields 27 18 4 13 Editing the input search mask 27 2 1 INtrOduCcHION oa a on Yo 18 4 14 Activating SSH 2 0008 27 pee ee ss he ee he ae oe 18 4 15 Activating VNC 2 000 27 2 3 Database server and client 18 4 16 Enabling print server CUPS 28 2 4 Tables records and fields 2 2 2 2 2 19 4 17 Password Unlock amp Restart OCR 28 2 5 Archivista and working method 19 4 18 Activating HTTPS 28 2 6 Tips for archiving 00 20 os aa i 20 5 Tutorial RichClient 29 2 8 The Archivista document 20 5 1_ Archivista in 90 Seconds 29 fee eee sosa 29 22 5 3 Search 00 0 00000 eee 29 cae eee ee he ee ee ee ee 22 5 4 Extended Functions
136. MySQL is restricted to word endings for the time being However the search for an entire sentence is possible We want drinks will return only pages which contain the phrase as it stands Note that MySQL indexes only words consisting of at least four letters This is a default value that the client application Archivista 2009 Itakes over from the MySQL server If you would like to change the settings of the fulltext index you must make these changes directly in the MySQL server More information about fulltext indexing you find in the MySQL manual Version 2009 1 Let us disclose at this juncture only that you can change the minimum word length to 2 chars by going to the my ini start file and making the following alteration in a line follow ing mysqld ft_min_word_len 2 After such a change the MySQL server must be started afresh and the Archivista index must be rebuilt by running the function Create new index in menu Database Parameters Archiving amp index 32 2 2 Hitlist The fulltext retrieval facility of Archivista allows you comfortable access to the pages you look for However the larger an archive the more hits will be returned by a fulltext search That is the reason why the Archivista 2009 Ifulltext search works always in conjunction with the current selection of documents l e we recommend that you narrow down the pages to be fulltext searched by doing a selection based on field content fi
137. O GT RTS peer rene Video EGA VGA Halt On All But Keyboard 648K n __PT m e Move Enter Select PU PD Value F18 Save ESC Exit F1 General Help FS Previous BS F6 Fail Safe Defaults F7 Optinized Defaults Under Halt On we make sure that one can work with the box even if there is no keyboard attached Then we move to the hard disk Version 2009 I Phoenix AvardBIOS CHOS Setup Utility IDE Channel 8 Master IDE HDD fiuto Detection Pres IDE Channel 8 Master futo Access Mode LBA a ems pU PD Yaluo TIB Save ESC Exit A 6 Fail Safe Defaults 7 Optini tisetMove Enter Selest FS Previous Values As access mode for the hard disk we choose in any case LBA and ensure that the kernel can cope with disks beyond 8 GByte Phoenix AwardBIOS CMOS Setup Utility gt CPU Feature Hard Disk Boot Priority Virus Harning Quick Power Un Self Test First Boot Be Second Boot De tf Normal Option Setup Node Knabied li ersion Control Por 8311 1 Smali LagotEPR Show Disabled I Nove Enter Select 5 Previous Values U PD Va tus P18 Save FG Fail Safe Befaults Finally the APIC mode must be turned on Otherwise the hard ware USB in particular might not work properly Memory Frequency For Auto System BIOS Cacheable Enabled Video BIOS Cacheable Enabled AGP Aperture Size MB 128 Init Display First PCI Slot Qn Chip VGA Enabled On Chi
138. Of course you can also publish documents that exist only as hard copies to begin with these you scan first However the following tutorial is dedicated exclusively to documents already existing in digital form on your computer The points made in this section are valid for all archives whether they were created with the Archivista PublishingEdition or not We should be aware of them when we later encounter problems during the import of documents You may safely assume that if certain files give you problems when you convert them today they would generate immensely more hassle if you tackled them in say ten years Have fun with the following tutorial 38 0 11 Preliminary note In order to publish Archivista databases you need an ArchivistaBox installation How to install ArchivistaBox is described in As soon as this is done you can add documents To create a publi cation you leave the WebClient and run the menu item Publish current system in the system menu F12 right mouse click and then choose Publish current system from menu system 38 0 12 Publish current system Publish current system serves to copy the entire fully functional system i e the Archivista database with all documents and metadata but also the settings to a USB or CD DVD device This way it is simple for example for accountants to take client documents along to the client site and display and search them there Run the command 228 e C
139. Parameters Archiving amp index Version 2009 I 45 4 3 Using the RichClient to scan to server via scanning station PC wath RichClient IP adr 0 20 ArchivistaBox EIGER IP adr 0 100 ArchivistaBox ROTHORN IP adr 0 75 As the illustration for this alternative shows the scanning process Is triggered from a PC with the Archivista 2009 1 RichClient but the scanning station itself is a ArchivistaBox with attached scanner here ScanBox ROTHORN The scanned pages are stored on the server in the end here ArchivistaBox EIGER 45 4 3 1 Logging in The IP address of the ArchivistaBox to which the scans are ulti mately sent must be entered Also the database name must be entered It must be borne in mind that the user has to be one that is allowed access not only locally See also 35 2 1 2 Archivista Choose new database Host 1921680100 o e Databaze archivista User jen CS Password rr r Cancel ox Scanning to ArchivistaBox with RichClient e 267 45 4 3 2 Displaying the scanning form and adding pages In menu Page in Page view mode there is the command Scanning with ArchivistaBox Shift F1 When you run it a special form or si no alii Definitions Color Rea BlackAwhite Brightness 4 a Hg Hf a Mew Delete Allocate f Gray scale 8 bit Contrast Aj H Color 24 bit Garma Scan resolution Desired resolution in dpi hr 50 Use given values si Page se
140. SSS first document Keywords Document Archivista S Persons ists si swsSSSSS Fomat TIFF ca E Page text a z V Activated Page view 14 aj gt or Selection all records Archiv archive Record 1 of 1 11 Please make your own entries now Taking the screen above as example enter the fields Title Key wrds Keywords and Persons To do that click the relevant text box with your left mouse key Your entries will be saved automatically You must not change the fields Document Pages or Folder The document is now ready for you to add pages 28 4 Adding pages Tutorial on Adding pages movie 2min To add pages you must change to another view Press the button __Pege view and you get to the Page view mode You achieve the same result by pressing the function key F9 Version 2009 I Date 03 04 2004 Doc 6772 Pages Folder 26 Marked Owner ER Title Kernel TT Stichworter Doku Debian O CS onen er wilabs cl Note Format fiera y Added Y Archived M Page text 1 Dow on http de ba maton nel org 2 mv SOME fn pees b22 us 3 ed ust ste Ci A bura li inux 2 4 22 tar bz2 5 tarsfy linux 2 4 22 tar 6 In s usi E c linux 2 4 22 linu F edinu 8 make xconfig laden der alten konfiguration entweder 2B config file i boot ci deri el Ver scr odor voir fun clin FIAS config e 16 c a sen s
141. T Deactivate RichE dit components E Version 2009 1 35 1 1 Displayed date format The default setting is mm dd yy which means that date fields show a two digit format with the month appearing first The 13th of March 1999 will read 03 13 99 for example You can also go for a four digit year mm dd yyyy or if you prefer a European format use either of the two remaining formats dd mm yy or dd mm yyyy 35 1 2 Options page text Archive Under Font and Size you specify font and size for the field Page text in table mode of table Archive Thanks to this option 8 bit fonts of foreign languages may be installed Under Keywording you determine the target field of information from Page text that you single out as keyword information worthy to be transferred to a different field As an example may serve the following in Page text you select the word competition to be copied and by pressing function key F2 you paste it automatically in the field specified here under Keywording e g field title 35 1 3 Entry conditions table Archive When you alter the content of a field in the main view of Archivista the changed content will normally be saved without further ado This corresponds to the first entry condition under this heading which is the default specification If you turn one of the other options on it will have an impact on the main view of Archivista close to the c
142. The following describes how you access the various operating modes and what each of their purposes are 7 5 2 Logging on to the WebClient When you switch on the ArchivistaBox the logon screen of the WebClient is displayed The WebClient is designed for end users who work with archives Documents can be entered and edited here Version 2009 I Powere d by Archivista GmbH Password archivista Language English v To log in to the WebClient enter the password and click on Login Important The preset password is archivista in lower case letters See the 9 chapter for information about the other functions of the WebClient Archivista 7 5 3 Exiting the WebClient Aaa tablilla Document Pages Date Archived Title gt PfadAlt Download 16346 1 08 28 2008 No PDF IMG PIC ZIP File 16347 1 12 03 2007 No PDF IMG PIC ZIP File 1634 1 07 11 2007 No PDF IMG PIC ZIP File 16344 1 07 11 2007 No PDF IMG PIC ZIP File 16341 1 01 23 2007 No PDF IMG PIC ZIP File 16340 1 01 17 2007 No PDF IMG PIC ZIP File 16338 1 01 17 2007 No PDF IMG PIC ZIP File 16337 1 01 17 2007 No PDF IMG PIC ZIP File 16343 1 07 21 2006 No PDF IMG PIC ZIP File View Search Edit Document 16340 Pages 1 Folder 1 Date 01 17 2007 Archived No Owner Title PfadAlt Archivista GmbH Postfach 8042 Zurich Tel 044 254 54 00 Fax 044 254 54 02 upfister
143. The latter serves to give an identifying name to the field object You see the difference between a field object and a label object by their background in the screen mask A white object is a field object a gray one a label object The areas Current object Field object type and Field object entry conditions serve to add particular functions to the fields At the very bottom of this form you see that you can create and ad ministrate more than one input mask Archivista Enterprise only In fact the system allows you to handle up to 16 field definitions which you can allocate to different users or groups Fields store information in table Archive objects represent fields and text labels in the mask 36 3 Working with fields Under Fields in table you define the settings which have a direct impact on table Archive You can add individual fields to the database you can delete these fields later and you can also create a field object and allocate it to an existing field by means of the button Allocate to object In addition you can specify what the field will look like in the table of the Archivista main view by setting table name Tab name position and width 36 3 1 Create new field Let us first consider the case of adding a new field Click the button Create new field Name your field and confirm your entry with OK the field is being added At the same time you will be asked If a field
144. a new field Contact By doing this you would have created a third tier 100 e Field type Field name contact Field type im Link with field Region y Label Contact Position Wcith Similarly you could make several 1 n relationships for one field type Definition You must simply see to it that the field type Definition is top of the hierarchy This is at the same time the most pragmatic approach move top down when you want to create hierarchically dependent fields Always start with the field that is at the top of the hierarchy 16 3 5 Number code You can create fields which are linked to other fields One alter native is the linking of a text field with a number code field For details see 36 6 4 and 11 3 6 16 3 6 Multi The idea behind the field type Multi is that with its help you can record several keywords of the same category for a document Let us assume that you want to assign several contact persons per document In the following we show you how to do it Go to Field definition and create three fields with the names Con tact Contactl and Contact2 The field Contact is assigned the field type Definition Contactl and Contact2 receive the field type Multi and the entry Contact under Link with field Archivista Field name Contactl Field type tut Link with field Contact Label Contact Position O Width O The perso
145. a resolution of 6 mio pixels 38 1 2 Working with electronic files To transfer individual files to the archive we proceed in the fol lowing manner We start up the application and open the partic ular file in question Then we print it using the printer named Archivista For information on how to set up a printer on the ArchivistaBox to print documents into the archive please see below 38 1 3 Working with PDF files In the following we would like to discuss a few peculiarities of working with PDF files To begin with let us bear in mind that the acronym PDF short for Adobe s Portable Document Format comprises a large number of different versions of the format This diversity of formats is further increased by innumerable third party products which emulate the Adobe Acrobat Writer and produce PDF files of good or lesser quality Unfortunately version 6 0 of the Acrobat Reader is not as lean an application as earlier versions were And it is true that sooner or later i e when the latest version of the Acrobat Writer has established itself you will have to use the most recent version of the Acrobat Reader However the principle we want to draw Version 2009 I attention to here has remained more or less the same from the Acrobat Reader version 4 0 onwards An older version may possibly serve our purpose better 38 1 3 1 Difficult PDF files PDF files often create difficulties In the Acrobat Reader but also in
146. abase Bal x Cancel Here you enter the database to which you want to scan from this scan station Default user x Cancel Lastly you can specify the user in order that the main user need not enter her his name each time she he logs in However this name may be overwritten in the login mask We have now set up an ArchivistaBox as an ideal scanning station How to scan from one ArchivistaBox to the other e 265 45 4 Scanning to ArchivistaBox with RichClient It is possible to access an ArchivistaBox from a PC on which the RichClient is installed Advantage The scanning flexibility of the RichClient may be exploited For example metadata of an exist ing document can be copied and re used for the next document something which is not possible in the WebClient There are three alternatives which are described below Please take note of the IP addresses in the illustrations For the sake of clarification they are repeated in the screen shots 45 4 1 Scanning by means of RichClient and Windows scanner PC with Richt lent IP adr 0 20 ArchivistaBox EIGER IP adr 0 100 The first alternative concerns a typical installation under Windows with a scanner run by a TWAIN driver and attached to a PC Scanning takes place locally and the images are sent to the server here ArchivistaBox EIGER 45 4 1 1 Logging in The IP address of the ArchivistaBox to which the scans are ulti mately sent must
147. ages fulltext Ctrl F9 5 3 3 Editing page texts Tutorial on Editing page texts Since the quality of the text recognition depends heavily on the quality of the scanned pages mistakes cannot be avoided Using a fabricated example we show you how simply you change the page text or make additions to it 5 4 Extended Functions The following four sections show you a small part of the manifold possibilites which you have when you work with Archivista 5 4 1 Page view part 2 Tutorial on Page view part 2 Scanning occurs on the basis of one single form After scanning there are functions which help you to edit your pages You may rotate pages delete areas of pages delete entire pages to name only a few of the functions at your disposal 30 e Extended Functions Chapter s in manual 33 5 1 Area size 31 4 4 Delete last page Ctrl L 33 5 1 8 Divide page in two Ctrl T 5 4 2 Scanning brochures Adding documents which are printed on both sides front and back e g brochures used to require expensive duplex scanners With the help of Archivista you may scan these pages with any scanner We show you here how you add loose pages which are printed front and back First we make a scan definition for sheets with the size A5 Afterwards we scan the front sides then the back sides and finally we sort the pages in such a manner that they are in the right order again Chapter s in manual Scanning with settings F2 33 4 2 9
148. al you want to scan The option JPeg factor enables you to determine the quality of the screen copies for documents which exist as jpeg files A high value means small file size but also lower quality The field Copy files to screen directory serves to determine whether the screen copies should be copied to the directory or not Please be aware of the difference between Make copy and Copy files to screen directory The first option creates a screen copy in the output directory The second causes an additional copy to be stored in the screen directory 35 4 5 Storage concept folders Normally you work with automated archiving e Archivista creates and handles the necessary directories As long as you work Archiving amp index e 203 with CDRs write once CDs for external storage media you should not change any settings If however you work with a different external storage medium you must specify the number of MBytes per drive In addition you can specify the number of Pages in folder This is the number of pages which should go into a directory when the pages are archived With regard to the pages please note that two files are created per page original page and screen copy The field Folders folder number is an incremental field i e the number appearing there is automatically increased when enough pages have been added and archived If you opt for manual archiving
149. al on Scanning with settings movie 2min Tuto rial on Scanning with settings movie 2min This function serves to add pages to your document by means of a scanner When you run it the following mask appears 178 e Menu Page Archivista Add pages by scanning Color information Options r Definitions i e Blois Brightness 4 ffo New Delete Allocate Gray scale 8 bit Contrast _4 T IC US letter B W C Color 24 bit Gamma pis US letter gray US letter colour w Scan resolution Desired resolution in dpi 300 Use given values v Page settings 44 Grau 24 Farbe 45 Broschure Width 8 5 Inch Position left margin 0 Inch Height fi Inch Position top margin 0 Inch Rotation Postediting 9 bet processing English y C 180 TT Split page in middle Makro No macros y C 270 I Deskew TT Despeckle T Auto Crop Several pages I Scanning with autopilot le pages 3 seconds breal I Feeder ADF simplex A E TN ew document after new page z Mase Mei Direct Scanning with Scanning with Cancel y learns oe scanning settings separating sheets Please note The function Scanning works only if a scanner is connected to your computer The scanner must be Twain com patible 33 4 2 1 Color information Within this frame you determine the color depth of the scanning process i e you specify if the page is read as a black a
150. an only be selected for a text object a field object or a combined object If an object of variable height is activated the height is calculated on the basis of the content of the record Cells below take their position accordingly Please note that with the variable single column print re ports the height of the cells and of the rows is calculated in dependence of the variable heights of the objects The maximum height of a variable object is therefore only limited by the page measurements In the case of the fixed reports of several columns the height of the cells is at the same time the maximum height of the objects Options Here the entries depend on the kind of object you want to place on your report The respective fields should be self explanatory with the exception of the combined object which offers you comprehensive possibilities that are described in the following passage 37 4 4 1 Combined objects Combined objects are fields that contain several text bits and parts of fields The following format must be adhered to XXXXX field xxxx field xx ASCII xxxx e Xxxxx means normal text without ASCII special charac ters e g Date Version 2009 I e field means a value from a field and consists itself of several parts namely name length exception replace ment subsequent character the individual parts are to be divided by commas name here you enter the field name length here
151. and 0 4cm high In analogy to the example regarding position above one would enter 14mm for width and 6mm for height in the case of logo recognition or 20mm for width and 12mm for height if one works without logo recognition Type With this field you can determine of which type the piece of in formation is that you want to capture There are the following choices 128 e Editing objects of currently active definition e Text entire text is accepted e Numbers The first number in the recognized text is consid ered valid e Date The first date in format d d m m yy yy is ex tracted Examples 13 4 07 or 20 12 2006 e Date The first date in format m m d d yy yy is ex tracted Examples 04 13 07 or 12 20 2006 Length The elements Length from and Length to enable you to re strict the length of the object If for example only six digit numbers are to be recognized you enter 6 in both cases If six to eight digit numbers are to be accepted you enter 6 in field Length from and 8 in field Length to If length is unknown leave the elements empty Field Element Field determines to which field in the archive the rec ognized text of the object is copied Begin and end With these two options you can define which parts of the recog nized text are to be copied to the previously specified field w Example We have the number 12220001 and would like to extract only the first four digits In this
152. and security enhanced Please note that users for which this option is ticked cannot create new documents This option makes most sense for users who view and edit documents by means of the web browser and who do not create documents manually Version 2009 1 14 1 9 Web The check box Web enables user access via WebClient If it is unticked the user can access the archive database only via the RichClient and not via the Web module See also 9 14 1 10 Workflow By means of the check box Workflow you can trigger certain actions when certain events creation of new document alteration of document etc take place Please refer to for more information 14 1 11 No of records following SQL queries See 35 2 1 3 14 1 12 Mask definition The option Mask definition serves to specify the input mask a user sees after starting up Archivista The definitions for the input masks are made where the fields themselves are created By being able to select different input masks for different users you can have several archives in one 14 1 13 SQL Definition Here normally AVSTART is chosen i e you choose the definition which determines which document selection a user should see after starting up Archivista The definition itself is made in a separate input form See chapter 21 14 1 14 E mail account additional field and additional notes You can collect one e mail address per user The e mail address may be used by thi
153. appears where you can specify the Boot First to touch the data existing on your hard disk you choose Device more exactly choose USB HDD a partition that has been already used named Archivista plus the date in brackets and you overwrite simply the e The rest of the procedure corresponds to what is described in program or you use a pristine partition that looks like 44 4 and 8 14 9 respectively dev hda2 Not formated for the installation of the program e Remember to remove the USB stick only after the ArchivistaBox has been shut down after the installation e The installation process takes roughly 20 minutes Please wait until the message appears that the installation is finished 44 6 My CD does not boot e The CD has done its work Now shutdown the system Please remember to use the default password archivista for this After downloading the update you must create a CD from which e Start the ArchivistaBox by pressing the Power button and you can boot your computer If your CD does not boot or if the deci scott liber message No suitable CD found appears it may mean that your Remove the CD CD was not written as image Please write the ISO file as such and not as data CD that will e Now the system boots from the newly installed hard disk never boot Version 2009 1 My CD does not boot e 259 44 7 Installing ArchivistaBox on a Virtual Machine ArchivistaBox is on the one hand a ready made piece of
154. as a PDF file Download e 87 e IMG The current page is downloaded in high resolution e PIC The current page is downloaded in reduced resolution e ZIP An original file source that can be downloaded as a zipped file exists for the respective file e Mail The current file was archived as a mail message You can use this command to return the file to the mail server e Datei The current file was archived as an Office file By clicking on the link you can restore the original file in the hard drive or open it directly If the Create PDF files option is activated in WebAdmin the PDF file can be downloaded directly If this is not the case the respective PDF file is created on the fly 12 5 Printing pages In principle you can print individual pages by going to Page view displaying the page in adequate size and running the print function from the web browser menu For individual pages this is workable however if you need to print one or several documents in the WebClient then it is inconvenient This option must be activated by the administrator label webprinting If the administrator has activated the option and thus enabled the printing function for you you see at the bottom right of your screen a couple of fields which you can use to print one or several documents Current document Pages from to Print 88 e Barcode processing You can print more than one document only if you possess
155. atic Fixed position given below Left lo mm Top o mm width lo mm Height o mm Tolerance lo mm Trial times mu Problem solving when barcode is not recognized with the automatic recognition of the barcode i e when the recognition software locates the barcode itself problems may occur when the barcode is not long enough If you work with format Interleaved 2 of 5 and 6 digit barcodes this may be the case You best change to the longer format Code 3 of 9 Code 39 to avoid this problem 19 3 4 2 Barcode labels in the same position lt may make sense to position the barcode label on all documents in the same place In particular if there is other barcode information on the document or if the barcode is so complex that automatic recognition presents problems 118 e Barcode entry If you work with this option you must tick it in Options for barcode recognition Database Parameters OCR settings Choose fixed and enter the details of the desired barcode position 19 3 5 Define your own BarcodePrint forms Tutorial on Define your BarcodePrint Forms movie 2min It is not difficult to tailor the BarcodePrint form to your needs However we recommend that you study this subchapter at some calmer moment since the possibilities are rather comprehensive Investing some time here may save you enormous amounts of time later on When you start the Barcode program after having installed Arc
156. ay pages Alt v With this command you change to a view which shows the active page scaled to your browser Please note that you can also change between main and page view by clicking the image once Quit program Alt q Select all records Alt a Browse backwards Alt f This command refers to the doc uments of the current selection With this icon you can scroll backwards through the document list KI View previous document Alt p This command refers to the documents of the current selection View first page Alt 1 This command refers to the pages of the currently active document 78 e Sorting View previous page Alt 2 This command refers to the pages of the currently active document Go to page Alt g Before clicking the icon please enter a page number in the field to the left gt View next page Alt 3 This command refers to the pages of the currently active document View last page Alt 4 This command refers to the pages of the currently active document gt Next record Alt n This command refers to the documents of the current selection gt Browse forwards Alt 1 This command refers to the documents of the current selection With this icon you can scroll forwards through the list of documents 10 2 Sorting Date 01 16 2006 01 16 2006 01 16 2006 Archivista The document list can be sorted by clicking on the triangles in front of the relevant term in
157. be done fast and easily w When using the field type Text code you can work with abbreviations instead of numbers For example you can use me mu and bu for Meier Muller and Bucher if you like It should be noticed that when first creating this kind of field you choose Text under Fields in table whereas with a No code field you choose Number 36 6 5 1 N Hierarchical The field type 1 N enables you to build drop down lists which depend hierarchically on specific entries in other drop down lists i e with this field type you can compile veritable keyword tree structures Let us make an example We create an additional field which is dependent on the field Department let us call it Field object type e 215 Region And now the essential option we activate Field type 1 N and we choose Department in the next but one field to the right We have thus specified a 1 n relationship between the fields Department and Region Field object type Normal field Combo ex x yy Linked w combo a a C Definition No code Text code By saving the changed field definition you are taken back to the main view Go to the detail view or input mask in the bottom left corner and under Department choose Administration Now go to the new field Region and create entries like France Benelux and Switzerland for example
158. be in the program Browse through the help system as you would be browsing through this manual w Under Last news you will find information which has not made its way into the manual yet 174 e Menu Help F1 Archivista 33 Page View Tutorial on Page View movie 2min 33 1 What is Page view With Page view you can view individual pages as image files you can turn them modify print or export them and of course you can add new pages You can call up Page view by going to menu Database item Page view or you press function key F9 You can also use F9 to move from Page view back to the normal table mode Also a double click with your left mouse key on the page image enables you to move between Page view and the ela mode Text 10 Beswick vs Beswick 1966 in The All Englane Where a contract is made for the benefit of a thi interest to enforce it it can be enforced by the t contracting party or jointly with him or if he re defendant 9 It may be that the change in the law was not doi the words of the section in my opinion are cle Tweddle v Atkinson has received the mortal wo jamal Page view shows one page at a time normally Depending on AE whether the whole page can be displayed or not below and on the right scrolling bars appear With these you can view the rest of the page You can also move through the page and perhaps Version 200
159. ble cells TT Dividing lines for areas Keep records together on TT Sort reverse side page if possible Number of lines per le le Columns per leaf fi Left margin Inch fo Top margin Inch fo Right margin Inch fo Bottom margin Inch fo Back The following settings have to be specified 37 3 1 Report name and group s Define the name which later will appear in the listing in menu Print menu Database Each report should have its own non equivocal name because otherwise the listing might show several entries of the same name Specify in field Group s which user s may use this particular report By default this field is empty i e by default all users may print the report Archivista If you prevent certain users from seeing certain fields you should also make sure that they cannot print fields by way of the print reports 37 3 2 Page information Here you define the measurements of your report page and the margins as well as adjustment values for an optimized appearance of your data on paper w Please note that you do not have to enter information on whether the report is to be printed in portrait or landscape style As soon as the page width is larger than the height of the page Archivista assumes that the page is to be printed in landscape fashion The page measurements are not transmitted to the printer The advantage is that you can use all paper sizes You must make sure
160. by clicking the button Continue on the box Master 8 13 3 4 Testing the configuration Test your Master Slave installation Make a few alterations on the Master and check whether they are mirrored on the Slave 8 13 4 Switch slave to master This menu item serves to upgrade slave to master in case the master fails one day After having run this function you can look in Display system status what the current status is In such a case it is recommended that you order a new ArchivistaBox and connect it to the upgraded master box and set it up as slave This way you have a fully redundant system once again 64 e System During the time when you work with one ArchivistaBox only you can save the ongoing changes if need be by running an additional backup during lunchtime See 8 8 1 2 8 13 5 Clear master binlog In the background of ArchivistaBox MySQL databases are at work In order that all changes at database level can be traced so called binary log files are created In general we must reckon that for each piece of information added we need almost the same amount of space temporarily for the binary log files Because ArchivistaBoxes save mostly image data a similarly large mass of data may be created in the binary log files For this reason you can delete these log files with the help of this menu item at regular intervals over months years 8 13 6 Clear slave binlog Thi
161. c clients You may also want to export an annual archive In all of these cases you can use the following form to make the relevant settings 23 2 Exporting files in WebAdmin gt User Export documents archivista gt Fields and masks Archive administration Authorized users up m Scanning User profile Logged on user gt Barcodes Number of records maximum 20000 gt Form recognition Deactivate export O gt OCR definitions gt SQL definitions Export documents Mail archiving Database creation Back Save Logout For Authorised users enter the names of all users that are au thorised to call this function in the WebClient as well as the Rich Client For User profile you can choose whether the user profile of the user that is currently logged in or the user profile of a different user Version 2009 1 is to be utilised For example this allows you to export a database with a guest user In other words the exported database can only be accessed using the guest user account For Number of records maximum you can determine the num ber of data records that can be exported 0 means any number and positive numbers indicate the maximum number of files that can be exported You can use the Deactivate export function to block the export temporarily 23 3 Exporting files in the WebClient After you activate the export you can login with a previously defined user
162. c ones edit own records Read all edit own records Read all edit all Sysop all as well as settings Each document possesses an owner Normally the owner is as signed automatically see 14 1 6 We can imagine many different archives 1 For instance one with two users and both work exclusively with their own documents 2 For instance one with two users none of which owns any documents but where there are only public documents 3 For instance one with three users Let us imagine a florist a bookkeeper and a general manager The florist creates a photo collection for her own purposes the bookkeeper scans 92 e Administration in general documents posted to an account but puts items of common interest like the list of public holidays for the new year to the disposal of everyone and finally the general manager compiles records for her own specific uses but is certainly allowed to view all documents In the first case both users obtain the following access rights Read public ones edit own records There are no public docu ments In the second case both users obtain the access rights Read all edit all In the third case the users are given the following rights e Florist Read public ones edit own records e Bookkeeper Read public ones edit own records e General manager Read all edit own records This way the florist and the bookkeeper see only their respective and the publ
163. cal disc writing of folders f PDF printing Restart ocr batch B FTP server Show log files Mail server Database Syster Remote access Exit Alt F4 Choose function Optical disc writing of folders in menu item Archiving amp OCR Burn archived folders to CD D D O Please enter the system password root user in order to burn archived folders again Password z x eE a Cancel 2 Run Enter the password optical disc archiving Format allowed for archiving xe DD w DVD ae MONE Y OK x cancel Choose the medium on which you want to archive the data Version 2009 1 Optical disc archiving Mumber of optical disc copies to be burned on different writers a of writer Ta OK x lt cancel Enter the number of copies in the field E g 1 Limit write speed for writing to the optical media Kf Yes x Mo Choose here if you want to restrict writing speed This is to be recommended in any case as a writing speed that is too high may impair data quality or may even damage the medium Optical disc archiving aor Maximal speed to be used for writing to the optical media 11 8 x media reference speed YK X Cancel Choose here the maximum speed for the writing procedure 8 5 5 Restart OCR batch This function starts the OCR as batch program l e the OCR is not running continually in the background but is started manually No confirmation message will be given Th
164. cally you need the required MySQL rights to access an Archivista database To allocate these rights you either create a user on the MySQL console or you use an ordinary Archivista user account The first alternative is probably easier to implement while the second gives you more flexibility With the second alternative you can fall back on the existing user specific information something you cannot do when using the first The user specific information is to be found in table user This is the same for all Archivista databases When login is attempted through an Archivista client the system checks whether the user possesses access rights reading rights as a minimum for a particular Archivista database The MySQL server consults its internal administration database mysql and takes a look at the entries in table tables_priv If user ID and password are correct the user may access the database In a second step the system checks the user specific information in table user of our Archivista database Is there an entry which has the same information in fields user and host as the internal MySQL table Version 2009 I tables_priv If this is the case too login may definitively take place 41 4 File name of an external saved page After we now know how to access an Archivista database we would like to show an exemplary case of how to locate bitmap pages with an SQL query and a few commands in Perl sub Ge
165. can use go_docs_prev to display the previous data records in the selection This is only useful if the first file is not already activated Version 2009 1 39 2 4 3 Previous data record You use go_doc_prev to select the previous data record 39 2 4 4 Selecting a data record You can use go_select and selectnr xx amp selectpage yy to activate a specific file and page from the current selection You have the option of specifying a page but if you do not the first page is always activated This function is used primarily if you want to display a specific document or page after a search query go_query The following example describes the selection of page 50 from document 4 0 is the first document from the current selection http localhost perl avclient index pl go_select amp selectnr 3 amp selectpage 50 w The above example uses the address localhost This only applies if you are working locally on an ArchivistaBox In all other cases localhost must be replaced with the IP address or the name of the computer domain 39 2 4 5 Next data record You use go_doc_next to activate the next file 39 2 4 6 Display next data records You use go_docs_next to display the subsequent files within the selection 39 2 5 Navigation within pages 39 2 5 1 Display first page in document You use go_page_first to select the first page in the current document Extended access e 237 39 2 5 2 Previous page You use go_pag
166. case enter 1 for element Begin and 4 for element End Archivista Script name This option is used to process further improve the recognized text By entering a script name here you effect that during the form recognition process the mentioned script is run As first and only parameter the script takes the file name of the recognized text The script must open this file process the text and display it on the console The form recognition takes the script output and files the value in the field in question in the archive Example From a date that was recognized only the year should be extracted The Perl script below does just that job usr bin perl use strict my Sfile shift get the file name open FIN file read the file binmode FIN my lines lt FIN gt close FIN my Stxt join lines get the whole text in one variable Stxt s r g replace all return with space Stxt s n g all newlines Stxt s t g all tabs Stxt s s g space and point goes to point Stxt s s g point and space goes to point Stxt s s 2 2 g replace two 2 spaces with 1 Stat 7 aed 10 9 142 210 Na 10 91 12 2 X 10 9 4 43 S77 if 2 ne amp amp 4 ne 6 ne Stxt S6 if we got a day month and year give back the year else Stxt don t give back anything print Stxt
167. ccordingly Possible values are from 10 to 800 percent This setting i e the zoom factor is kept until you enter a new value or quit Page view Archivista 33 6 11 As pixel equivalent without scaling Ctrl 0 Normally the size of the page displayed is in accordance with the size of the physical sheet of paper i e it is scaled according to sheet size By running this option you determine that the scaling should take place in relation to pixels 100 of the original then means that each pixel of the image file corresponds to a pixel on the screen This option does not influence normal Viewing because there the page is shown according to the size of the window 33 6 12 High resolution printer activated F7 There are two variants of each archived page The original copy which possesses high resolution and the screen copy with a lower resolution above all designed for quick reference The original copy is primarily needed for further use particularly for printing The screen copy is very useful whenever you want to go through your archive quickly Depending on whether this menu item is ticked the high resolution copy is activated or not You can also check the toolbar to the right of the icons if the filename starts with an A the high resolution copy is loaded if it starts with a B the screen copy is To print or export pages in high resolution quality you must activate the high resolution i e tick thi
168. ch www archivista ch You can use go_view to switch to display mode This displays the values that are currently saved in the database 39 2 2 2 Search View Search Edit PfadAlt Type of query New selection O Extend O Narrow Joker at the begin of textfields Joker at the end Search You use go_search to activate the search form You use go_query to trigger a search process and the fields are to be dis played with fld_Fieldl Valuel amp fld_Field2 Value2 Archivista 39 2 2 3 Edit Document 16346 Pages 1 Folder 1 Date 08 28 2008 Archived No Owner Title PfadAlt You use go_edit to access editing mode You can use go_update to edit the field values of actual files by entering the fields with f1d_Fieldl Valuel amp fld_Field2 Value2 However this is only possible if editing rights exist in the respective file 39 2 3 Logging in and logging out 39 2 3 1 Login The login procedure is described earlier in the handbook under Once you have logged in the parameters are not required until the end of the session i e when you logout 39 2 3 2 Logout You use go_logout to end the current session The system then displays the form for logging in 39 2 4 Navigation within files 39 2 4 1 Select all data records You use go_all to display all files for the active session This is also the case when the session is started and the first files are displayed 39 2 4 2 Display previous data records You
169. chivistaBox Therefore all the normal passwords can be managed directly into the WebAdmin see also Besides there are two user accounts which canot be stored in the databases Sometimes it concerns the root account owns all rights and other times it s about the archivista user account the user the ArchivistaBox runs under You can define the passwords for both users here Furthermore all user accounts for WebAd min and WebClient can be reset The last point you need as an Administrator when the user has forgotten the Password Change password Password for administrator root Enter passwort d Repeat password Update settings now Reset password Update settings now Archivista Attention Incorrectly setting these passwords as well as forgetting them makes it impossible for any future access to ArchivistaBox Be therefore extra careful when composing these passwords 26 9 Viewing log files Log messages ArchivistaBox createpdf pl 20090105061245 start ocr createpdf pl 20090105060743 start ocr createpdf pl 20090105060741 start ocr createpdf pl 20090105060740 start ocr createpdf pl 20090105060738 start ocr createpdf pl 20090105060737 start ocr createpdf pl 20090105060735 start ocr createpdf pl 20090105060734 start ocr createpdf pl 20090105060732 start ocr createpdf pl 20090105060730 start ocr createpdf pl 20090105060729 start ocr createpdf pl 20090105060222 start ocr Log messages Text recognit
170. cific expressions Archivista Box Archivista webclient F10 Archivista Webadmin Alt Fa inane Ss NA English a lt F1 Archiving amp OCR he German Win F1 Archivista modules Backup Encryption PDF printing FTP server Mail server Database 5 We tem Remote access Exit alt F4 Tutorial on Manuals movie 2min Archivista 8 5 Archiving amp OCR Archivista Box dn Archivista webclient F10 Archivista WebAdmin Alt F3 View manuals Archiving amp OCR Archiving amp OCR Setup archiving Archivista m xules Setup optical disc writing Backup Archiving now Encryption Optical disc writing of folders POF printing Restart ocr batch FTP server Show log files Mail server Database Syste tri Remote access Exit Alt F4 The archiving process is part and parcel of every Archivista archive This process is supposed to run at regular intervals lt keeps the archive tidy by rearranging the newly added pages and generally does everything that needs to be done in order that documents and pages may be copied to external non rewritable media The options in connection with the archiving process are described in 17 2 6 This section is concerned with the actual triggering of the archiving process when should it run and how often 8 5 1 Setup archiving The root password must be entered first D Enable archiving batch mode Please enter the system password root user in order to enabl
171. cify the number of hits appearing in the fulltext retrieval search window before you have to use the Browse buttons Un der SearchMax you can determine the maximum number of hits displayed after a fulltext search You can use values between 100 and 20000 Changes will only take effect from the next start up of an Archivista client 32 3 Sort ascending Ctrl F6 Left click a field or navigate to the desired field by pressing the tab key Run this function and all the records in the current selection are sorted in an ascending manner You can also trigger an ascending sort by going to the main view and clicking the column title of the field in question 32 4 Sort descending Ctrl F7 Left click a field or navigate to the desired field by pressing the tab key Run this function and all the records in the current selection are sorted in a descending manner You can also trigger a descending sort by going to the main view keeping the shift key pressed and clicking the column title of the field in question 172 e Working with selection criteria 32 5 All Records F6 When you start up Archivista the first found records will be dis played in each table This original state you can get back to at any time by the function All Records You simply need to press FO Please note that not all records of a query may be shown The status bar at the bottom of the window gives you the number of th
172. client F10 Archivista webadmin F9 View manuals Archiving amp OCR Archivista modules Ba ckup Backup Tape Network Encryption Network Setup network backup PDF printing Rsunc network Perform netii ackup now FTP server External USE disk Restore network backup Mail server Database System Remote access Exit F4 When configuring the network backup you must enter the protocol used and the IP address of the target computer The following dialog boxes require an entry FP dialog Protocol used to access the remote server CIFS stands for Common Internet Filesystem formerly known as SMB is used on Microsoft servers where MES is usually used in Unix environments Da DK x Cancel FP dialog server IP for hostname o ye OR x Cancel In the dialog box illustrated above you enter the IP address of the computer on which the backup copy is to be saved w There is no further confirmation Check System and Display system status to see whether you have successfully configured the backup In addition every time the backup process has been suc cessfully completed usually each morning you receive a message to that effect Version 2009 I 8 8 3 Rsync Network Archivista Box archivista Webclient F10 Archivista Webadmin F9 quia DCR Archivista modules Backup Backup Tape Encryption Network Rsync network FOF printing Rsync network Setup network backup FTP server External USE dis
173. column f c v5 2 7 2005 a ma Help Template Forms Import End 19 3 2 1 Barcode entry Working with Archivista BarcodePrint is simple After starting the program you get to the entry mask Now enter the barcode information in the Entry field and the corresponding barcode becomes visible below By pressing the Return key the entered reference number is copied to the list for printout on the right The field text for barcode is ready for the next reference number which again you copy to the list on the right by hitting the Return key When all reference numbers are entered you can print the barcodes by clicking the field Print Barcodes that have been entered previously may be called up once again by clicking the combo entry field black triangle on the right Version 2009 1 19 3 2 2 Editing and deleting individual barcodes Entered barcodes are moved to the list for printout There you can edit and delete them if you wish To do this click the area List for printout and correct or delete the entry in question After creating a barcode definition you can click on List for printout A dialog box appears asking you How many bar codes would you like to create Enter a number and the cor responding number of barcodes will be generated the last digit will increment by one for each barcode 19 3 2 3 Copying a barcode to the clipboard It is possible to copy the barcode to another Window
174. ctory Runtime errors e 255 Part XII FAQs 250 e Archivista 44 FAQs regarding ArchivistaBox 44 1 Is there a demo version of Archivista No but you can install the GPL version at any time If you want to use the commercial OCR option we recommend that you take a look at the following association s website 44 2 ArchivistaBox does not start up Delete the characters vga 0x311 at the very end of the line and properly press Enter After ArchivistaBox has been switched on normally the following message appears System being started Should it happen that the ArchivistaBox does not move beyond this screen you can adjust the start up screen temporarily so that you get more detailed information on the system Shortly after turning on ArchivistaBox the following screen ap pears may look slightly different Now press e to activate the highlighted first entry Start the booting process by pressing b Press e again to edit the entry Version 2009 I ArchivistaBox does not start up properly e 257 Subsequent to this procedure you will not see the start up screen you normally see but line by line there will appear status infor mation instructing you about system startup details Where the start up process stops there lies the problem the last line will tell you where If you have a support contract for ArchivistaBox please take a picture of the screen by means of a digital camera and
175. d ex change After you have entered the Archivista Admin user password the copying process is carried out When the process is finished you will see a message The export has succeeded 44 9 4 Encrypted Archivista export for later re import to ArchivistaBox An encrypted export makes sense in those cases where you later want to import the encrypted data to another PC and decrypt them In order to be able to make use of the encrypted export possibility a key must be available before the actual export pro cess you generate the key on the target PC and copy the public key to the source PC To generate a key we refer you to 8 9 3 Proceed in the same way as described above in PDF export but instead of creating a directory named pdf create one called crypt After entering the Archivista Admin user password you see the following dialog box Operation finished The USE storage device can be safely removed now E Ok Version 2009 1 Now the ArchivistaBox copies the documents onto the USB stick When the process is finished you will see a message The export has succeeded 44 9 5 Archivista export for later re import to RichClient Proceed in the same way as described above in PDF export but instead of creating a directory named pdf create one called trans fer After you have entered the Archivista Admin user password the copying process is carried out When the process is finished you will see
176. d HTML publication On the main page you will find all the information of the individ ual documents and on the subsidiary pages the individual pages will be shown in screen copy resolution compressed as JPEG file Navigation occurs in the first line of the subsidiary pages whereby Home Go to main page lt lt lt previous document lt lt first page of document lt previous page gt next page gt gt last page of document and gt gt gt next document Please note that the HTML export function always covers the current selection i e you must define which documents you want to export and turn into a HTML publication BEFORE the actual export There are a number of settings which enable you to customize the look of your HTML publication Created link You can switch database names and Created with Archivista for Archivista Business on or off as preferred The title can be specified individually for each HTML publication Maximum width Use this parameter to specify the width of the bitmaps within the single page view This means you can easily fit your HTML publications into existing home pages e g frames Template You have the option of using a template file Please note the instructions in the avexpo htm file Type Select the HTML publication type Detailed will create a publication with all fields Title only means that only the title line will be exported and with Photo album on
177. d is left empty a search returns all hits An entry in this field does not make much sense if Dr Lovegood has only 5 patients with the name of Smith for example and he restricts the number of results to 20 in the combobox field because there were not more than 5 in the first place 17 1 6 OCR recognition OCR Erkennung FineReader ArchivistaBox Addin xl PDF Dateien erstellen fe Gesamte Akte in eine PDF Datei he Volltextabfragefeld beim Suchen einblenden Seitentext in Ansicht darstellen fe The OCR is a software that serves to recognize text in the case of scanned text Here you have a choice of four possibilities 1 Leave the little box unticked if you do not wish any text recognition 2 Choose FineReader if you have purchased an OCR option until 1 1 2007 This option will yield very good results 3 If you have not bought an OCR the OpenSource products Cuneiform 0 5 and Tesseract 2 0 offer an alternative 104 e The first options Both OpenSource products know umlauts the Tesseract en gine can recognize only one language at a time though English German French Italian Spanish and Dutch That is why with Cuneiform and Tesseract only the first language from the OCR definition see 20 is taken into account Ocrad can give very good results if Numbers is selected makes sense for form recog nition 17 1 7 Create PDF files The next option is called Create PDF files Ticking this option means that t
178. d other experiences ArchivistaBox has come into being a solution which on the one hand keeps favouring Web technologies and on the other can be deployed as stand alone embedded box solution to be at all events prepared for future imponderabilities Until a few months ago using an ArchivistaBox required that the software be set up and the data to be archived needed to be added Because of this ArchivistaBox could not produce self supporting archive CDs It was then decided to enable ArchivistaBox to create self supporting CDs anytime from a running system These CDs were to serve a double purpose for one they should be liveCDs viewable as live archives and for another they should serve as installation CDs whereby an archive could be put back onto the server and where new data could be added We can only be grateful that at that time the Windows firewall shut the local ports because it gave us the possibility to make an Version 2009 I effort towards a solution which is in every direction much more open than the previous Publishing Edition With the new solution which is it goes without saying 100 percent OpenSource no Window license is needed nor do we have to list any version numbers or ServicePacks as prerequisites All we need is a a computer with 256 MByte RAM or b a vir tual box with 256 MByte RAM Everything else is handled by the ArchivistaBox and suddenly publishing archives is easy We are of the opinion that the Ro
179. d take place The default value 2 00 means 2 o clock in the morning There is no further confirmation After the time of day has been entered the backup is properly setup Each time the backup process has successfully ended usually each morning you will get a message to that effect 50 e Backup 8 8 1 2 Perform backup now The menu item Perform backup now kicks off an immediate back uping procedure Click Perform backup now enter the system password and the copying process starts under the condition that a tape drive is attached to the ArchivistaBox 8 8 1 3 Restore backup Running the command Restore backup and entering the system password enables you to copy what Is on the tape in the tape drive back to the hard disk of the ArchivistaBox The more data there are the longer the process takes Volume Label level 0 homesdata Tue sep 0 11 04 24 2005 afio gzip from localho 1196 0 records in 1196 0 records out a o 11m 594k 1002 bytes read in 4 seconds The operation was si A 222G0 ADE S2m 40m 7 _ E s o After the restoring process is finished a message pops up telling you that the database server was started again 8 8 2 Network The commands in this menu work in analogy to those for the tape backup but they let you copy the data on your ArchivistaBox to another network computer instead of an attached tape drive Archivista Archivista Box archivista Web
180. db Record 1 of 1 Selection all records The added page appears now also in the standard view of table Archive The field Pages was automatically updated This is the end of first steps We recommend you to create a few more documents and pages before you go to other chapters in this manual 154 e The main view of table Archive 28 5 The main view of table Archive After starting you will always get to the main view first i e the table mode of table Archive Let us take a look ARS 05 11 1999 1023 3 handelsblatt 11 01 2000 1136 Hr Edelmann 10 06 1999 1137 Arco 3 CHIP Volker Zwick 10 02 2000 1164 Artikel 13 03 2000 1231 Artikel 29 08 2000 1397 Artikel Date 10 06 1999 Doc 1137 Pagesfi Folde n ked Title Artikel in CHIP 7 1999 Owner les Stichw rter Artikel CHIP Personen Volker Zwick CHIP Note Format BMP ZIP v Added Y Archived M etei n beaibeit ach ic Pro Gann 241 INPUTS di Artdw ichi vtttdil MetfBn iap r Offen TiffCcfttG4 C Offen Pnal El Seiten paa FARO ogranin staba re ae tomafachet tcrtmen __ pooh e Datentrap pemi N1000 cul je Aicni pete AK j lt wietan Didi 1 9999 Freie Auswahl Archivista akzeptiert auch Zip Drives und CD Laufwerke als Archivdatentrager u mer dem Motto Scan Store Search tritt die Schweizer Software Archivista 4 12 a Lay m Ordnung auf rem Scrvelitiseh zu achelfen sf B
181. ded to the archive A document contains several pages which belong together A document may consist of only a single page but each page is allo cated to a document Each Archivista archive is made up of an undetermined number of documents Each document consists of one or several pages Strictly speaking there is one more administrative unit the folders However Archivista deals with them you do not need to keep track of the folders Only when discussing external storage devices will we touch on the topic of folders again 2 8 The Archivista document Each record in table Archive is handled as a Document The document number field Document is allocated automatically Each Document contains 640 pages at the most and will be Archivista assigned to a folder The folder number Field Folder is gen erated automatically according to the parameters set in Param eters At the beginning and as long as you do not transfer any data onto media other than your hard disk you work with folder number 1 Later the folder number is automatically increased by 1 from time to time The fields Document Pages and Folder cannot be edited ex ception system operator privileges Neither can the fields Pages and Archived be edited These show whether pages have been added and whether they have been archived respectively Version 2009 1 The Archivista document e 21 3 Installation 3 1 Arch
182. default Archivista GmbH 27 9 Dimensions Under Dimensions we find cost centres and or profit Centers Dimensions e 149 Purchases Items and Inventory Manufacturing Dimensions Banking and General Ledger Purchases Items and Inventory Manufacturing Dimensions Banking and General Ledger Training Co localhost Administrator Training Co localhost Administrator Transactions Company Setup Dimension Entry Company Setup Taxes Outstanding Dimensions User Accounts Setup Tax Groups a aloe and Reports pz i Display Setup System and General GL Setup l Dimension Inquiry Dimension Reports na SE em vear 05 01 2009 07 52 Miscellaneous ArchivistaERP 2009 1 Theme default Payment Terms Archivista GmbH Shipping Company Maintanance Backup and Restore Void a Transaction Create Update Companies View or Print Transactions Install Update Languages Install Update Modules 05 01 2009 07 53 2 F a 1 0 B a n ki ng a n d G e n e ral Ledge r ArchivistaERP 2009 1 Theme default Archivista GmbH Here you will find the bookkeeping as well as all options for pay ments and bank accounts Purchases Items and Inventory Manufacturing Dimensions Banking and General Ledger Training Co localhost Administrator Transactions Payments Journal Entry Budget Entry Deposits Bank Account Transfers Inquiries and Reports Bank Account Inquiry GL Account Inquir
183. default value is New selection With this option the search takes into account all documents Often you may want to build on your previous search For example you want to retrieve all docu ments which show the values moonstone or topaz in the title Alternatively you want all documents which have both moon stone and topaz in the title This you achieve with the options Enlarge more hits and Narrow fewer hits They are no difficult options we rec ommend that you create a few test documents for practising pur poses For example create a number of documents and use expres sions like moonstone moonstone related articles gemstone topaz and precious stones in the titles Then play around with the search options by building on your first search and entering the above terms in turn Documents fields F5 e 169 32 1 2 Search options By means of the search options you can refine your search Use i gt pS value only possible with the corresponding field types to nar and in front of a number or date row down your search Let us make a few examples Create a few documents with the dates 01 01 2004 04 20 2004 07 10 2004 and 01 01 05 Now run a selection with lt 01 01 2004 none of the four documents should appear When using lt 01 01 2004 you should see the first document in the hitlist and when using gt 07 10 2004 the last two doc
184. demonstrates uploading a file to the web server in the Perl programming language The comments should be of assistance even if you carry out the upload in a different programming language usr bin perl wcupload pl gt demo script for uploading a document via web client c 2008 by Archivista GmbH Urs Pfister Archivista use strict use LWP UserAgent we work with UserAgent our batch web browser use HTTP Cookies we need to work with cookies use HTTP Request Common qw POST the post method must be imported my fin home archivista documentation_de pdf demo doc our manual my Spages 1 5 pages to extract so we don t wait too long my Sfout tmp eins pdf the finally file we want to import if e fout create file with pdftk if it does not already exist system pdftk fin cat Spages output Sfout server we us link to webclient my Sserver http localhost perl avclient index p1 connection string host db user password my Sconnect host localhost amp db archivista amp uid Admin amp pwd archivista my Swww LWP UserAgent gt new new www session save the cookie for the corrent session Swww gt cookie_jar HTTP Cookies gt new file gt tmp cookies lwp autosave gt 1 my Sres S www gt get SserverSconnect connect to webclient if res gt is_success if Sres gt conten
185. detailed description would exceed the scope of this handbook If you do not understand the following examples please use a handbook on Access Leaving away the condition WHERE would result in all records being selected You can use the asterisk as wildcard symbol however you must use it as in Access SQL Sort After the fragment ORDER BY the field names follow according to which the sorting takes place You can use several fields The abbreviations ASC and DESC result in ascending and descending sorting respectively ASC is optional i e when nothing is mentioned an ascending sorting is effected If you omit the condition ORDER BY no sorting will take place 35 7 2 Extensions of SQL queries Archivista offers two extensions to SQL queries 1 Archivista stores all SQL queries in table Parameters 2 Variables if you want to use a variable in a standard query definition for selection then you must put the name of the field in question in square brackets e g Persons When you choose this particular definition for selection Archivista will ask you for a variable for the field Persons You can also use curly brackets and enter Persons by which you effect that a variable once entered is re used in other places of the SQL search string e g when you want to search for the same term in all fields Archivista 35 7 3 SQL selection at start of program You may sp
186. different hierarchical status see 14 2 2 1 then the hi erarchical status of the user corresponds to the hierarchical status of the one of the two groups which is hierarchically highest 14 2 1 1 Server Here you enter the IP address of the server e g 192 168 0 12 14 2 1 2 Port If needed you can enter the interface port address here e g 389 14 2 1 3 Program If access should take place by means of an HTTP query you have here the possibility to run a program on a different server For this purpose enter the name of the program 14 2 1 4 Basis DN Here you can specify from which branch of the LDAP tree the search must start Enter the branch e g dc archivista dc ch 14 2 1 5 Domain The mentioning of the domain is necessary in order that the LDAP server may know in which network it is e g archivista ch Version 2009 1 14 2 1 6 Users small Groups large You can use this field to determine that when a user logs in with a mixture of upper and lower case letters this is always converted to lower case For example the user is opened with meiere If this option is active MeierE is also accepted No conversion is carried out if the whole name is entered in upper case 14 2 1 7 User Files without owners Here you can explicitly specify a user name so that it is no longer possible to open a file in the ArchivistaBox and all services scan ning FTP upload and PDF printer that does not have an owner
187. dingly turn it on only if you attach importance to having an access log What is more you should be aware that the option cannot be turned off so easily once it is turned on the reason being that otherwise an administrator could hide his or her own accessing the database 17 2 9 1 Turning off the access log function Should the access log function accidentally have been turned on or should you wish to deactivate it from other reasons you can do it by unticking the option Log database access and entering at the same time an 8 digit checking number or check hash You can take the checking number from the access log table It corresponds to the first eight characters of the first generated hash field hash 17 2 9 2 Check integrity of access log An access log is of little value if we cannot make sure that the log itself cannot be falsified For this reason keys are generated for each entry in table access keys that later on may serve to confirm the accuracy of the entries The technology used here was taken from the application md5sum When so called signing of the entries takes place it is always the entries that are signed as well as the hash of the previous entry This is the reason why it is possible to ascertain later on whether all entries were correctly created But only if the hash of the first and last most current entry are known Consequently we recommend that you save the Archivista firs
188. documents which correspond to these criteria This is much faster than working your way through filing cabinets folders and masses of documents in the same sub folder Do not only throw your old dusty archive overboard but the working method that goes with it too Move on to the new advantages which digital archiving offers you Enjoy Archivista and working method e 19 2 6 Tips for archiving What number of documents do you have What sort of doc uments are they The higher the number the more sense does a powerful scanner including automatic document feeder make Apart from the velocity of the scanner the quality of the docu ment feeder is highly important Does it handle your specific thin or thick sheets without any problems We gladly come up with suggestions for scanners which fulfill your particular needs Please send an e mail to webmaster archivista ch If your filing system relies on simple categories you must decide whether manual subject allocation makes sense or whether bar codes are a good idea Manual subject allocation is suitable for up to 100 pages per day If you have more paper to scan and archive you should think about barcode processing because bar code processing enables you to allocate subjects to your documents automatically Thus all your documents are uniquely identified and perfectly categorized Not a single one of them slips a later search because other than manual subject allocation which may resu
189. ds 0 x The field Elements in combobox fields 0 x gives you the possibility to restrict the number of documents displayed after searches in the WebClient To define the number of search results displayed enter it in the combobox field Thus the com bobox field simplifies and speeds up the search for a specific doc ument in the WebClient Those interested in getting to know more about searching we refer to Chapter 11 2 The following example may serve to explain how such a restriction works and when It makes sense Example Dr Lovegood possesses an ArchivistaBox with which he administrates names addresses and patient histories of his 100 000 patients Whenever a patient is hospitalized the already existing data are looked at first Dr Lovegood has 20 000 pa tients named Smith who have undergone an appendectomy If The first options e 103 he wanted to search for a specific patient without using the com bobox field the system would come up with 20 000 hits For one this is problematic from the point of view of time and for another such a mass of data could cause the system to crash This is the reason why Dr Lovegood restricts the number of results to be shown to 100 by entering 100 in the combobox field w If one wanted to see all entries in fields subordinated to the Definition field Smith one would have to go to the Fieldlist w To be able to access the field list one needs admin rights If the combobox fiel
190. e To create a new definition change the settings according to your needs but do not start the scanning process yet Click the button New under Definitions and enter a name for it The new definition is ready and appears in the list as a new entry You call up an already existing definition by simply clicking the relevant entry with your left mouse key Immediately the settings spring to the defined values lt goes without saying that you can delete definitions with the appropriate command Also changing definitions is possible call up a definition change the values you want to change and click Allocate Definitions are kept only during the current session If you want to make them available to more than one user or for longer than the current session they must be created with systems operator privileges After quitting the program they are stored and at the disposal of all the users 33 4 3 Direct scanning Ctrl F2 You can start a scanning process without having to change settings beforehand The previously entered settings are used 33 4 4 Store current page Ctrl S After the pages are added they are automatically stored From this point in time until the document is archived you must manually store each page that you have altered In these cases only a status message in the header tells you that the page is being stored no confirmation box 33 4 5 Delete page Ctrl L You can easily remove individual pages
191. e page 3 lang de page 3 lang de page 3 lang de page 3 lang de page 3 lang de page 3 lang de page 3 lang de page 3 lang de 20070220210347 20070220210331 20070220210320 20070220181546 20070220181540 20070220181535 20070220181531 20070220181523 20070220181518 20070220181513 20070220181510 20070220181504 20070220181457 20070220181454 20070220181450 20070220181446 20070220181439 20000000000000000000000oO ld 77 Host localhost Db archivista User test Document 26 Action select Additional page 1 Moddate 20070226224353 Checkstate 0 Database archivista Table access Document 1 77 8 6 1 1 Turning it on Please note that this option is normally not turned on You must activate it as described in 17 2 9 Archivista 8 6 1 2 RichClient The RichClient is currently not able to access archives for which activities are logged in detail When trying to log in you will get an error message 8 6 1 3 Slave computer Please note that it is not possible to access an archive on the Slave Box by means of the WebClient as all accesses can be protocolled only once To nevertheless ascertain whether the ArchivistaBox in Slave mode does cleanly replicate the Master Box you will see when logging into the Slave computer an error message displaying the last modification that has taken place in the database The following may serve as example Try to log into the Slave The time appears w
192. e painted blue on the screen is the one on which you later place your objects What you define for the first cell i e for the first record applies to all records afterwards 37 4 Defining objects By objects we mean in principle a fill in to print certain data Per report you can place 50 objects as a maximum Do not confuse objects with reports In contrast to the reports the objects are not created via menu Edit but via menu Object See menu items Add Duplicate and Remove A print report must at least contain one object You place the object manually on the page by left clicking it or by choosing it via menu item Select The activated object has a colored frame You determine size and width of the active object with your mouse grasp the object at the bottom right by pressing your left mouse button keep the button pressed and move your mouse to enlarge or diminish the object You find further settings in menu Object You can also use the shortcut menu right mouse click to make the same menu items appear In the following a description of the additional settings Defining objects e 221 37 4 1 Printing position With this item you determine the order in which the objects are printed What is printed last is uppermost on paper Do bear in mind that graphic objects usually make text objects unreadable when printed on top of them 37 4 2 Kind of object There are five kinds of objects e
193. e IP address of the ArchivistaBox Slave without the information after the sign The next steps are meant to grant the Slave the right to access the Master O dialog Name used for the replication account slaveuser Y DK x Cancel The following dialog box invites you to give the Slave a name In our example it is slaveuser O dialog Password for the replication account FP Hide typing Y Ok x Cancel Here you allocate the Slave user a password 62 e Database Mo host keys present Generate private keys now T ves x No Unless remote access was previously granted manually the ArchivistaBox asks you now whether the keys for SSH connection should be generated Click Yes IP xdialog starting remote access 55H for replication E ok The following dialog box confirms the SSH connection Click OK IP dialog Replication can now be performed on the slave Click Continue when the slave is configured and all database information has been transferred Ti Continue The setup of the Master box is complete Please note Do not click Continue as yet First you must setup the Slave box 8 13 3 3 Configuring the Slave MT Enable database slave mode Please enter the system password root user in order to enable the database slave mode Password a SS Again you will be asked for the passwo
194. e are two boxes in front of you You have to connect each box in the same way as for the PILATUS ArchivistaBox TITLIS and EIGER e 37 2 Important You can only connect a scanner to the master box You must also ensure that you use the USB port on the front side of the master box See 8 13 for information about preparing the master slave config uration 7 5 Switching it on Press the button Power on the front of the ArchivistaBox The box starts up and after about a minute you will get directly to the login screen of the Archivista web client Important If the screen flickers after you start the ArchivistaBox then it has been unable to find a suitable reso lution for the screen In this case disconnect the screen before switching on the ArchivistaBox After two minutes connect the screen A resolution of 1024x768 is now in use This procedure is also recommended if you connect the ArchivistaBox to a projector 7 5 1 structure of the ArchivistaBox There are four modes of operation in the ArchivistaBox e WebClient Work as user for example add documents e WebAdmin Make changes to an archive database for exam ple edit fields e WebConfig Make changes to the ArchivistaBox for example network address e System menu Right hand mouse button and Quit right hand mouse button again only available in box If you want to work with ArchivistaERP please see the information under 38 e Switching it on
195. e definition the following settings apply Length Enter here the total length of the barcode expressed in number of characters You can simply choose All However the advantage of entering the total length is that the system checks again whether the barcode considered is the right one Field This entry determines the field into which the barcode information should be copied Start If you want to accommodate the first analysis unit of the barcode then use 1 for Start The analysis units that follow have starting values that correspond to their character positions Character s By selecting All you transfer the entire barcode information to the field specified By choosing a value between 1 and 20 you determine the number of characters entered in the field in question Please do not forget to save your settings w Beside text and numerical fields you can also address date fields However you must use a 6 digit or 8 digit format for the date it must be all numeric without separating characters of any sort For example 040130 would work and 20040130 too but 30 01 2004 would not 122 e Barcode processing Archivista 20 OCR definitions OCR definitions archivista Mame of the OCR page definition Multi Language 1 English h Language 2 German Language 3 French Language 4 Italian xl Language 5 Dutch xl Quality of the pages Typographic y Check text for the right orie
196. e documents found beside the figure in brackets which gives the maximum number of records displayed for the current user More information on this is to be found in 35 2 1 3 32 6 Working with selection criteria There are times when you do not want to work with all existing records In these cases the defined criteria filters in menu Selec tion may be helpful They are listed under the default selection All records Click the desired filter Subsequently the selection process gets started and may take a few seconds Please note that there are filters or selection criteria which possess variables After running such a filter you will be asked for further information necessary to do the selection A variable in the field Persons means that you have to specify which person you want to include in your search criteria The following screen appears Selection of record Enter variable Persons New selection Extend Narrow b fu E Abbreviations Cancel ok Archivista Enter a person Press OK and the specified selection will be run You can also use wildcard symbols asterisks for example if you only know the beginning of the person s name Buch for example will find all persons named Buchan as well as all persons called Buchanan or Buchman Wildcard symbols can be used both at the beginning or the end of a search term 32 6 1 Extending or narrowing down of selections
197. e im digitalen Zeitalter Jahr fur Jahr Allein in Deutschland wurden 1999 weit uber zehn Millionen Tonnen Papier produziert bedruckt mit Myriaden von Letter Auch wenn nur ein Bruchteil davon wieder in den PC zuriickgeholt werden soll bleibt immer noch ein Riesenfeld fur Zeichenerkennungsprogramme Doch was dem Menschen so simpel wie beilaufig erscheint etwa ein A in den verschiedensten Gro en oder Schrifttypen zu erkennen verlangt Computerprogrammen zur optischen Zeichenerkennung Optical Character Recognition OCR ein H chstma an Leistung ab Trotz des Einsatzes ausgefeilter Methoden etwa die Buchstaben weniger im Mustervergleich Pattern Matching sondern vielmehr uber eine Analyse ihrer Merkmale Feature Recognition zu bestimmen oder der Zuhilfenahme von nia selbstlernenden neuronalen Netzen sowie der Zuschaltung umfangreicher Worterbucher x i ee File BOODMFOB BMP 1 3 FW Activated Page view al gt dif Archiv avambh Record 19 of 73 73 Selection Titel Artikel After running menu item Enlarge diminish list Ctrl F11 the list is shortened to make room for a bigger picture This function is available only within table Archive note too that this function is akin to the function Enlarge page described earlier on 32 9 Menu Help F1 By pressing the function key F1 you will get instant access to the Help system of Archivista 2009 l from wherever you happen to
198. e log files described in the next section serve to monitor the process In order that the text recognition software may run smoothly the ArchivistaBox must be closed down once and started up again Archiving amp OCR e 45 8 5 6 Show log file 8 5 6 1 Archiving amp more The log file gives information about whether the archiving process has been started and about the procedures already finished as well as about potential inconsistencies There are two submenus namely Archiving amp more and Text recognition O dialog IM Q UPpoarle arci a arcnivbinder a ere DEMe bb4AUUT E homecvs archivista jobs sane post pl 20060307170633 Amparchivista 1 2464 3504 664 2 tif tmp archivista 1 2464 2 9304 64 2 11 1 png update archivista archivbilder set where Seite 664002 1232 1752 homestvstarchivistasjobs ocrMow pl 20060307170720 Start activate ocr batch again in archivista homescvsfarchivistajobstocrWNow pl 20060307170720 End activate ocr batch again in archivista home cys archivista jobs sane post pl 20060307172912 Amp archivista 1 2464 3504 665 1 tif tmp archivista 1 2464 2 3504 665 1 ti 1 png update archivista archivbilder set where Seite 665001 1232 1752 homercys archivista jobs sane post pl 20060307172913 Amparchivista 1 2464 3504 665 2 tif tmp archivista 1 2464 2 3504 665 2 ti 1 png update archivista archivbilder set where Seite 665002 1232 1752 home cvs archivista jobs sane post pl 20060307173236 Amp archivista 1 2464 3507 1 20 1 tif
199. e low resolu tion screen copy are archived in different quality Since the screen copy is by definition of lower quality its JPeg factor should be higher than the one under Archiving format A high JPeg factor means lower quality but an attractively small file size 35 4 2 1 Allocate per document Archives which were created with version 4 14 or lower allowed you to choose the archiving format only on the level of the database and before adding documents and pages If the option Allocate per doc is not activated Archivista 2009 1 will react in the same way as earlier versions i e you will not be able to change the Version 2009 I archiving format on document level The option must be ticked in order that field Format may be changed upon creation of a new document 35 4 3 Conditions for archiving process Here you can specify by means of an SQL fragment that the archiv Ing process should only involve certain documents and not others 35 4 4 Screen copies By ticking Make copy you determine that a screen copy should be created This option is ticked by default and you should keep It like that because the pages you are going to add are displayed much faster later Under Size 10 100 you can enter the size that the screen copy will take in relation to the original high resolution copy Normally you will work best with a value in between 25 and 50 percent 50 is the default value it depends on the materi
200. e may make changes to the content of the field Chapter s in manual Input conditions 5 6 Databases fields and barcodes The following lessons are a step by step guide on databases and barcode printing Databases fields and barcodes e 31 Please note that the barcode processing requires the Barcode Op tion The Barcode Option is only available with the versions Archivista Business and Archivista Enterprise 5 6 1 Additional fields Tutorial on Additional fields To create additional fields run the function Define fields in menu Database submenu Parameters The mask helps you to create fields and adjust the detail view to your liking Chapter s in manual Additional fields 5 6 2 BarcodePrint The look of the BarcodePrint form is defined with the help of a configuration file If you want to make an example of your own you best use the values of this demo Chapter s in manual Define your own BarcodePrint forms 5 0 3 Add barcodes With the help of the program BarcodePrint you add barcodes easily and comfortably The entry mask is displayed according to the previously created parameter file avbcode2 dat A probability check helps you when entering barcodes Chapter s in manual Working with Archivista BarcodePrint 32 e Databases fields and barcodes Archivista Version 2009 1 Part Ill ArchivistaBox e 33 6 Introduction The ArchivistaBox is a preconfigured server for everyday busi
201. e printed out in 8 digits and that it can be entered according to Anglosaxon custom e g 12 31 06 The codes used are e 6d e 6e e 8d e 8e whereby d stands for German entry e for Anglosaxon entry and 6 or 8 for the number of digits needed for output 120 e Barcode recognition 19 4 Barcode recognition Here you specify different barcode recognition definitions that you think you will need in the future After clicking the menu item Barcode recognition you first see a list of existing definitions Barcode recognition testdb Mer Hame gt Edit Barcode Edit Delete Barcode To make changes to existing definitions click Edit To delete definitions click Delete The first cell in the upper left hand corner shows New printed in red Click New to create a new barcode recognition definition You will see the following dialog box Barcode recognition testdb Mame Barcode 1st barcode type Codel28 nd barcode type Codez5 Alignment Check character s Back Save The individual settings are described below 19 4 0 3 Name The system is basically designed for parallel use of different barcode definitions Thus you may want to use one barcode definition for vendor invoices and another one for delivery notes signed by your clients for example The different definitions are distinguished by names that you enter here Please note that as per July 2005 only one barcode
202. e the archiving batch mode Password a Cancel S Run Then you can specify on which days the archiving process is sup posed to take place Version 2009 1 IP amp dialog Days the archiving batch should be run on allowed are ranges from 1 Monday to T sunday e g 2 6 and O to disable the archiving batch 2 6 Y GK 4 Cancel Finally you can specify the time at which the archiving process should start Optical disc archiving Maximal speed to be used for writing to the optical media 1 x media reference speed E DK x cancel No confirmation message will be given lt is recommended to monitor the process by regularly consulting the log file Archiving amp more that is described in one of the following sections 8 5 2 Setup optical disc writing With this menu item you can configure attached CD DVD writing devices so that later when the archiving process is run the folders in question are automatically transferred to CD DVD In case you would like to read an in depth account of the Archivista archiving concept you find the information in To arrange for automated creation of archiving folders you must get authorization first Setup backup Please enterthe system password root user inorderto setup the the optical disc archiving Password X cancel Run Archiving amp OCR e 43 Now choose between CD and DVD Optical disc arc
203. e the mask and logout from the WebAdmin tool On entering the WebClient you now see the following mask Document 26 Pages 0 Folder 1 Owner Date 0706 2005 Title Department lt u gt Click the field Department as there has not been defined any controlled vocabulary as yet the pull down list is empty Version 2009 1 Click gt and a field will open up Now enter the value Purchasing Department lt x gt Purchasing Add Then click Add The value Purchasing has been added Let us add the values Production and Sales to our field Depart ment Now you should see a screen roughly like the following Department iwl lt x gt Purchasing Production Sales Please note that when choosing a value from your drop down list it is sufficient to enter the beginning of the word up to the first distinctive character The value you want is selected and by clicking Enter you transfer it to the field 16 3 4 1 N The field type 1 N enables you to build drop down lists which depend hierarchically on specific entries in other drop down lists i e with this field type you can compile veritable keyword tree structures Let us make an example We go to the menu Field definition and create an additional field which is dependent on the field Department let us call it Region And now we go to the menu Mask definition and choose the essential option
204. e to select different input masks for different users you can have several archives in one When the check box Internal pages is ticked the bitmap pages are delivered straight from the database When you leave it 198 e User administration unticked default the bitmaps are loaded from the directories The advantage of this ticked option is that users no longer need read access to the directories of your archive it helps you to sim plify user administration and increase security Please note that users for which this option is ticked cannot create new documents This option makes most sense for users who view and edit documents by means of the web browser and who do not create documents manually The check box Web enables user access via WebClient If it is unticked the user cannot access the archive database via the Web module See also 9 By means of the check box Workflow you can trigger certain actions when certain events creation of new document alteration of document etc take place Please refer to for more information 35 2 3 Measures for page view Possible measures are twips points inches millimeters and cen timeters You can define for each user with which measuring unit they may work For your information one inch corresponds to 1440 twips 72 points 25 4 millimeters or 2 54 centimeters respectively Calibration of page viewing is needed to adapt the display of pages for each user or for
205. e while the lines that follow contain a record each The individual entries i e the fields or field defini tions are separated by tab stops 30 3 1 1 Exporting pages of table Archive When exporting from table Archive you must further specify if you want to export the pages too and if you want to export them as original copy screen copy or as a HTML file Export records from table archiv General settings e Page export of documents f Original copy Screen copy f No page export I Export in PNG format slower but better compression I Export OCR page texts az well e g for later import Kind of export f Standard later import into other Archivista database f Create Internet publication create HTML files Options for HTML export W Link Created by Title HTML Export by Archivista Maximum width of pages in pixels detail view E Template Type Title only Cancel E port Further you must decide whether you want to export the OCR text pages in ASCII this option does only make sense in those cases where the documents were previously treated with menu item OCR Importing and exporting documents e 159 When exporting pages please make sure that the target drive offers enough space for all of them Otherwise the export will not be completed due to a lack of disk space 30 3 1 2 HTML export in table Archive HTML export creates a ready to rea
206. e will try to remove a colour background Version 2009 I 18 3 9 BW optimization number of pixels 1 x The value entered here has an impact on the black white opti mization It determines the number of points the algorithm reads around the point of origin The best way to proceed is to test a few typical documents 3 is a good value to start out from 18 3 10 BW optimization output resolution DPI Here you determine the resolution the image must have when it is stored in the database A typical value would be 300 it is generally recommended for black and white pages 18 3 11 JPEG compression factor Between scanner and computer ArchivistaBox image data are normally transmitted without having been compressed At 300dpi and color there are ca 25 MBytes of data per page that must be conveyed With double sided scanning there are about 50 MBytes per sheet The USB interfaces used today can in theory handle 60 MBytes or 480 MBits per second In practice the throughput is only about half of that though and data transmission may easily take a couple of seconds There exist a few scanners today which compress the image data while they are still in the scanner and which send out an already compressed data stream The transferral of data between scanner and computer is much more efficient this way If the device you use supports such compression you can enter the compression factor here Please note that currently only a
207. e_prev to select the previous page in the current document 39 2 5 3 Jump to a specific page You use go_page_ Jump to activate a specific page directly 39 2 5 4 Subsequent page You use go_page_nextto select the subsequent page in the cur rent document 39 2 5 5 Display last page You use go_page_last to select the last page in the current document 39 2 6 Search in archives 39 2 6 1 Trigger search queries You use go_query to trigger the search process To do so you have to specify a field with fld_Fieldname Value or multiple fields and or a full text query with fulltext value You use searchmode xxx to determine the type of query You have the following options for this e searchmode new for a completely new query e searchmode or for extending the search query or e searchmode and for extending the search query and 238 e Extended access Throughout the entire query you can specify whether you want the system to use wildcards for the search or not If you use jokerstart 1 a wildcard is used at the start of the field and if you use jokerend 1 a wildcard is used at the end of the field The required values merely have to be somewhere within the field you require for both of these options The following example illustrates the search process http localhost perl avclient index pl go_guery amp searchmode new amp fld title Meier amp fulltext vacuumcleaner amp jokerstart 1 amp jokerend 1 When you sta
208. each PC screen Do make the calibration directly on screen Measure the red bar with a ruler and enter the resulting value according to the chosen measuring unit From now on the size of the pages is displayed in accordance with the calibration i e the size US letter is US letter also on screen 35 2 4 Additional information You can collect one e mail address per user The e mail address may be used by third party modules e g workflow module when Archivista certain events trigger user notification Add field means that Entry under Entry under A need be and in the memo field Add notes you can enter any not compulsory not compulsory text you like E you can allocate an additional identification number to a user if aaa ALL net compulsory other user compulsory A net comps other use compulsory It goes without saying that not all of the above combinations are 35 2 5 Working with owners 35 2 5 1 Working with one owner The user administration of Archivista may sometimes seem con fusing because a series of options can be tied to the user name equally sensible If a user can read and edit all documents why and they can be combined in different ways should she be part of a group then Nevertheless the overview This subchapter serves to clarify the user and owner concept of Archivista First we discuss how the options Access New doc uments with owner and Group s interact
209. eady the start screen for the WebClient application is displayed automatically It may also be the case that an application has already been started In order to now access the system menu you have to close the application that is currently running You do so by pressing the right hand mouse button Full Screen F11 wa Quit Ctrl Q A grey screen is then displayed Press the right hand mouse button again to access the system menu Archivista Archivista Box I Archivista webclient F10 Archivista Hebsdmin Alt F9 ebconfig Alt F11 Archiving amp SCR archivista modules Backup Encryption Print server FTF server Mail server Database System Remote access Exit Alt F4 Difference between WebConfig and the system menu You can find almost all of the menu items of the system menu in the WebConfig application Thus you will rarely need to use the sys tem menu However some menu items can only be accessed via the system menu e g master slave configuration You also need the system menu if the WebConfig application has been deacti vated Version 2009 I Switching it on e 41 8 System settings You can make most settings in WebConfig see 26 However there are some settings e g master slave that you can only make in the ArchivistaBox in the system menu You must connect a screen mouse and a keyboard to the ArchivistaBox to do this Alterna tively you can use VNC to login directly in the ArchivistaB
210. eason it is guaranteed that all users can normally work on the master box Backup e 139 26 5 2 Log messages Here you will find the messages on current status of completed backups Log messages libgdraw so skipping non regular file data archivista images fontforge fontforge 20071210 libs libgdraw la skipping non regular file data archivista images fontforge fontforge 20071210 libs libfontforge so 1 skipping non regular file data archivista images fontforge fontforge 20071210 libs _ Tibfontforge so skipping non regular file data archivista images fontforge fontforge 20071210 libs libfontforge la total size is 15114634432 speedup is 1 71 sent 8858529499 bytes received 240026 bytes 11452837 14 bytes sec Total bytes received 240026 Total bytes sent 8858529499 File list transfer time 0 000 seconds File list generation time 21 428 seconds File list size 1075227 Matched data 0 bytes Total file size 15114634432 bytes Number of files transferred 10653 Number of files 57886 skipping non regular file data archivista images wine wine 0 9 51 tools winegcc wineg skipping non regular file data archivista images wine wine 0 9 51 tools winegcc winecpp skipping non regular file data archivista images wine wine 0 9 51 programs xcopy xcopy skippina non reaular file data archivista images wine wine 0 9 51 oroarams write write Ul 26 6 Services Here you can decide whether you
211. ebClient After the call the toolbar is displayed in a slightly different way ok You can use the first button to determine the file that you want to send to the archive To the right of this you can choose whether the file is to be processed with Black White Gray or Colour On the far right you determine whether OCR text recognition is to be carried out and if so what type At present you can upload PDF files as well as established Bitmap files tif png gif and jpg As of version 2009 l you can also upload all Office files When you do this these files are scanned automatically The original file is also archived and you can check it out again later 12 2 Creating and scanning documents Tutorial on creating and scanning documents movie 2min It is the Edit mode that enables you to create documents and to scan pages 86 e Creating and scanning documents o RODADO First go to the Edit mode by clicking on the red tab Thereon the pull down field Choose action will appear in the upper red corner Select Scan and click the button OK Choose action Dekte Publish Unpublish scan 44 color ADF Duplex Scan A4 color ADF Simplex scan 44 gray ADF Duplex scan A4 gray ADF Simplex scan 44 bw ADF Simplex Scan A4 bw ADF Duplex Download Down ked Downkad After about 30 seconds the newly created document and the scanned
212. ecific fields are shown in a simplified display For example http localhost perl avclient index pl go_gquery amp searchmode new amp fld_pages 4 amp frm_filenumber 1 amp frm_pages 1 All files that contain precisely four pages are to be called The Document number and Pages fields are to be displayed Unsur prisingly Pages always STNOUL lt i NOU lt input lt input lt input Lut type hidden type hidden type hidden type hidden type hidden type hidden contains the value 4 in the form name name name name name name 39 2 13 Final example filenumber _1 value 1251 gt pages _1 value 4 gt filenumber _2 value 1229 gt pages _2 value 4 gt filenumber _3 value 1228 gt pages _3 value 4 gt To round off the following program example illustrates a simple session with the WebClient in the Perl language www gt cookie_ jar HTTP my res Swww gt get use strict use LWP UserAgent use HTTP Cookies my Swww LWP UserAgent gt new if Sres gt is_success my server http localhost perl avclient index p1 E sserversconnect if Sres gt content we got login my Scmd go_query fld_Seiten 3 Sres Swww gt get SserverScmd my Scmd go_doc_next 242 e Extended access my Sconnect host localhost db archivista amp uid Admin pwd archivista new www ses
213. ecify the kind of document selection that shall be displayed in table Archive after the program has been started Make your definition in AVSTART The illustration below shows the entry for a descending order of documents Archivista Edit SQL selection Table Archive Mame AVSTART Groups Descr Content Laufnummer gt O ORDER B r Laufnummer DESC A gt gt teal x e 35 8 Edit macros Archivista offers you a simple macro programming language in menu Edit macros For each main table you can define 9 macros and for Page view belonging to table Archive there are 5 slots for macros Go to Parameters Edit macros Choose the table for which the macro should be defined field Table Enter the name of the macro i e the name that is to appear in menu Macros in field Name The definition itself should go in field Content Field Descr Description offers additional space to comment on the macro Table Addresses Name Copy address to clipboard Groupls Descr Content ClipboardClear ClipboardField Anrede ClipboardT ext 13 10 ClipboardField orname ClipboardT ext seal gt 83 a x Back Version 2009 1 In the field Group s you can enter user names or group user names By this you specify which users may work with which SQL definition Users with SYSOP privileges see all definitions The
214. ecognition definition you proceed as follows in menu Form recognition in WebAdmin you find the item Logo recognition When you click it you see the following Logo recognition archivista Hew Hame Edit Delete hh Edit Delete kisling Edit Delete metabo By clicking Edit you can edit existing logo recognition definitions and by clicking Delete you can erase existing definitions To create a new definition click New You will see the following mask on your screen 130 e Logo recognition Logo recognition archivista Definition name Petermann Logo image petermann png Position of logo in mm on sheet X 25 0 Position of Logo in mm on sheet Y 25 0 Number of pixels step 1 Number of contours step 2 Tolerance step 2 Image reduction step 2 Max rotation of logo step 2 Rotation iteration step 2 Accuracy within logo recognition step 3 D 7 Back Save In the following the individual functions are described e Name of definition With this field you give the definition a name In our example it is Petermann AG e Logo image In order that the logo may be recognized it must be stored as image file on ArchivistaBox Fill in the file name here e Position of logo in mm on sheet X and Position of logo in mm on sheet Y Imagine the form as the 4th quadrant of a Cartesian coordinate system in order that the page width constitutes the x axis and the page height the y axis The origin i e the point from
215. ect entry conditions bottom center e Name of input mask at the very bottom left Archivista Enterprise only Archivista Field definitions and input masks Keywords tichworter Personen Name Stichw rter Type Text Y Length 128 Ne o Create field index v Tab name I Pos width Create new field Delete from table Current object Objects in mask Name tichworter El Font Position XI 300 YI fo Obi type Field object Label object _ Tab pos x2 6570 y2 285 Field object type Field object entry conditions Normal field C Combo ex x 44 None Recommended Mandatory Linked w combo C Dependent on field E Ej with value s C Definition No code Textcode User s allowed new entries New object C EN Multi Field User s allowed changes Delete object Name of input mask Input mask 1 1 al gt gt Es i x Cancel OK The screen mask top left corresponds to the modifiable part of the detail view of table Archive and the dialog box for searching Here the fields of table Archive top right can be displayed as objects i e as cells and labels To create cells and labels you work with objects bottom right There is no absolute need for objects but they are often useful An The form Field definitions and input masks e 209 object is either a field object or a label object
216. ed The change can only be seen at the next login 17 1 2 Width of field Title in table Under Width of field Title in table you can determine the column width that the title takes in the table of the main view 17 1 3 Hiding extended icons When you log in to the WebClient two icons are displayed One of these is for scanning and the other is for uploading files If you do not want these icons to be displayed you have to activate this option 17 1 4 Field for publishing The field that you choose under Field for publishing is a kind of second owner field with which a document can be allocated Version 2009 1 to a second owner user or group user For many archives this function is irrelevant however it can be a very important function indeed Look at the following instance A knowledge archive is continually fed with new documents by two dozen project managers Each project manager is responsible for the documents she added At the same time she can make the documents available to an extended circle of managers After this option has been activated the input mask will show a second combo box with document owners This way each primary owner of a document can set a second subordinate owner It goes without saying that the main user settings apply also in the extended owner environment See chapter 35 2 The field that you specify here must be of the type Definition See 16 3 3 17 1 5 Elements in combobox fiel
217. ed in their use You have to click on the field to choose a value The field types described in the following paragraphs offer more convenience because you can add values in the main view without having to take recourse to the Define fields form and because there is Table Field lists if you nevertheless want to maintain the lists comfortably Let us take a look at the simplest case namely the field type Definition This field type is used whenever you want a simple combo box both for input and search We explain its functionality by considering the following example Run the function Define field and create a new field with the name Department Field object type e 213 Go to Field object type and click on Definition Save the field definition by clicking OK You should now see the following input mask Date 16 04 2004 Doc fi Pages 0 Folder t Marked Owner Title Letter to Meier Keywords letter 0 Client fi 023 Meier Department i Format TIFF G4 Added MO Archived When you click the field Department you see that the combo box is as yet empty no values have been defined Department Note Now add the value Administration and press the tab key the following message pops up only when you define the first entry Archivista A x Welcome to the first entry of drop down field Company DE Click OK to create a basic drop down field ord
218. een asking for your password please enter host server database user name and password You get this infor mation from the systems administrator Hostflocalhost O00 Database archive User fot Password Aa Lancel ox 152 e Creating a document 28 2 1 Desktop link to the database If you create a desktop link to the program you can go a step further and preset host name database name and user How to go about it e Create desktop link click on Start and move the mouse to Programs and Archivista Create the icon by means of a right click and Send to e Rightclick the new icon and complement the target under Properties The example below gives localhost for host test for the database name and ph for the user CAProgiammetAvErav5 ene localhost testiph 28 3 Creating a document Tutorial on Creating a Document movie 2min After starting up you get to the table Archive Below an illustra tion of this table Click the icon 2 l in the toolbar and the document is being created at the same time the system automatically fills in the current date in the field Date Archivista Database Edit Search Macros Table Help 8 0 9 a peli a ejz ee az olor Sella AS AAA AAA i gt My first document 02 2004 7 n Archivista l Date 04 02 2004 Doc AR a Pope tl Noise E Pagesfo Folder 1 Marked Ownel y Title My first document ss SsS
219. efinitions 22 2 1 Selecting a definition To activate a definition click on the definition name in question in the drop down list Then click Select Archivista Form recognition archivista Mask Select Delete Rename Create Desired ocr definition Save Desired logo definition hhw xj Save New Name Edit Delete Rechnung Edit Delete Datum 22 2 2 Deleting a definition The activated definition can be deleted by clicking Delete 22 2 3 Renaming a definition The activated definition can be renamed This is effected by click ing Rename 22 2 4 Creating a definition If you want to add a new mask enter its name in the field preceding the button Create and press Create Form recognition archivista Mask hhw sl Select Delete nm Rename Create Desired ocr definition Fra sl Dave Desired logo definition hh Dave Hew Hame Edit Delete Rechnung Edit Delete Datum 22 2 5 Allocating OCR For the extraction of the objects each form definition is in need of a text recognition software That is the reason why each form recognition must be allocated an OCR definition see 20 Version 2009 1 If there are only numbers to be extracted e g invoice number and date it makes sense that for the OCR definition only English is chosen or if available numbers Form recognition archivista Mask Petermann Ala Select Delete hhw Rename Create Desired ocr definition Save Desired logo definition DAV
220. efinitions WebAdmin Office files online help 9 Online update online tutorials 152 Owner RichAdmin Owners RichAdmin 199 Page settings RichAdmin 220 Page view RichClient exporting pages 181 Importing pages 181 menu Archive 175 menu Viewing 186 menu Document 177 menu Page 178 scanning 178 Index e 279 Page view RichClient macros 188 Pages Parameters RichAdmin 193 General program parameters 193 Passwords ArchivistaBox Passwords RichAdmin 197 PDF files Publishing Edition 231 Picture mode RichClient Preliminary note Publishing Edition 228 Print reports RichAdmin 220 Print reports RichClient Printing Ctrl P RichClient Printing RichAdmin 220 Printing RichClient Printing in page view RichAdmin 194 Printing pages WebClient Publishing WebClient PublishingEdition 226 Quit program RichClient Quitting RichClient Record Introduction Record RichClient Remote access ArchivistaBox Replace RichClient Report module RichAdmin 220 Resizing the detail view window table Archive RichClient RichClient Right mouse key RichClient RTF fields RichClient Runtime errors 255 280 e Index Saving your data ArchivistaBox 261 Scan definitions WebAdmin 108 Scanning F2 RichClient Scanning with network scanner ArchivistaBox Search Shift F5 RichClient
221. elevant code in the status code field of your newly created address i e your aunt who is to get picture post cards from you is marked with an F and a P in the status code field The order of these letters does not play a role Later you can select your addresses according to a status code Before your holidays for example you can search for all the ad dresses that you need to take with you to write post cards Go to Selection Status Under variable enter P 34 2 Table Notes Table Notes serves to manage notes The layout of this table is simple and needs no further SPORE Date 05 02 2004 Pending f 05 02 2004 Done Marked Owner y Subj Key words Note Notizen inventar Record 1 of 1 1 Counter 1 190 e Table Literature 34 3 Table Literature Table Literature helps you to keep an overview of books and other delas 10 x Database Edit Search Macros Table Help vanel ebla Beja S cel x loz Srl Sul la pee O fe pie CEA ee Code Marked l E y ui Edition Lang Subtitle Mr of Pages fo Year of publ _ Key words Authors Notes Publ er IP ISBN Number MA Purchased 05 02 2004 Price fo Record 1 of 1 1 Literatur inventar Selection all records The fields Rubric and Code call number as well as the aux iliary table Rubric Literature are particular to this table 34 3 1 Fields Rubric and Code I
222. enables correct keywording for example For the rest the procedure is the same as with text field number code 11 3 7 Navigation To hop fast and easily from one field to the next in the edit dialog box you best use the tab key with your left hand 11 3 8 Document scanning This is a special case of the Editing function insofar as an addi tional device scanner is needed and it is treated in a separate section See 11 3 9 Deleting While documents are edited in the edit dialog box the delete function is run from field Choose action in the upper right corner of the screen First go to the Edit mode by clicking on the red tab Thereon the pull down field Choose action will appear in the upper 84 e Edit mode red corner Select Delete and click the little box es beside the document s you want to erase Delete Ok 5 Persons Public ssmedic Click OK A dialog box will pop up to ask you whether you want to go ahead with the deleting process Click OK again and deletion takes effect 11 3 10 Publish and Unpublish This function enables an owner of a document to make it available to an extended circle of users but without losing ownership of the document him or herself EERE eel foe Po lf ywords in Protokoll 8 03 17 2005 6 HMG Swissmedic Mm Protokoll 9 03 03 2005 2 HMG Swissmedic O In our example user freuler clic
223. ence In principle you need this menu item to delete documents definitively only after the retention period according to law has elapsed 8 14 4 4 Restart OCR Tutorial on Restart OCR movie 2min If for some reason OCR is not running use this function to restart it 8 14 4 5 Register OCR The ArchivistaBox contains various text recognition programs to ensure that the scanned pages are formatted by the text recogni tion software for the free text search System e 69 Po Archivistabox A commercial OCR option is available in addition to two Open File to download Source text recognition programs Tesseract and Cuneiform Since 1 1 2007 it has been possible to obtain the OCR licenses TE x Sel from the freearchives ch association see www freearchives ch You receive three sets of information a download link a file name Confirm your entry with OK and enter the password that you and a password You then have to register the OCR option to race ved activate It TP archivistaBos Password to intall OCR option Under System in the system menu select the menu item Archivista tools and then select Register OCR FP Hide typing Archivista Box d OK x cancel archivista Webclient F10 en Once again you confirm your entry by clicking OK The download Archivis bconfig Alt F11 is now activated and the following is displayed on your screen Po archivistaBoz JO CR ules Eackup E
224. ent By using the field owner you can effect that certain documents are protected be cause it may well be that the director does not want her employees to have access to payroll information 29 7 3 Field counter This field is not shown in detail view However you can see it if you left click the list and use the right arrow key to move to the last field The last field is the field counter It is called like that because whenever you create a new record this field will automatically show the current number of records i e an unequiv ocal value which is kept throughout the lifetime of the record and cannot be edited 29 8 Additional fields in table Archive For table Archive you can define up to ten additional fields When you start Archivista they will be automatically added to the detail view of the table mode To make such modifications go to the submenu Define fields see menus Database and Parameters Further information on adding fields is available in chapter Additional fields in table Archive e 157 30 Menu Database In menu Database you find those commands which apply to the whole archive In the following you find the descriptions of the individual menu items one by one 30 1 Printing Ctrl P Select menu item Print to convey your data to paper Printing from the main view means printing with the help of print reports lists labels etc If you want
225. ent not only figures but text as well makes it more space consuming than In terleaved 2 of 5 12345678 Code 128 alphanumeric barcode A space saving multilevel for mat which yields relatively narrow unobtrusive barcodes even if figures and text are encoded 12345678 A detailed description of the above formats you find on the web page of Hewlett Packard at www hp com or on other websites 19 3 Barcode entry 19 3 1 Barcodes exist on documents to be scanned If the barcodes are affixed to the documents during the printing process you can scan and analyze the documents with the help of Archivista 2009 l and its barcode application without further ado 19 3 2 Working with Archivista BarcodePrint Tutorial on Archivista BarcodePrint movie 2min If the documents to be filed do not yet carry a barcode the barcode information must be added normally by sticking on a label This must take place before scanning otherwise no barcode processing is possible To do this we recommend the use of the sub application or auxil lary program BarcodePrint of which we show the main mask below Archivista Ill aArchivista BarcodePrint a E i xi Barcode entries Current barcode definition List for printout Export Entry field EJER 1234 de 5678 Le Reset Copy Delete all Print 8766 Form Form for 45 165 9rimm 4 16 Code 39 4digits medium Printer 4192 168098 netz087 NeD8 v Start ow Start
226. enter the right names and to use the proper spellings when you enter data in the fields Host and Database You can not undo the process of deletion Should you delete the wrong database by accident then the only possible solution is to transfer the data from the backup medium Under User enter SYSOP and the field Password must contain the right password By clicking the button Execute you delete the database Archivista Version 2009 1 Part VI WebConfig e 137 26 Administration with WebConfig 26 1 Introduction The Application WebConfig serves to undertake the webbased ArchivistaBox system settings 26 2 Login In order to register you must use the password root Archivista WebConfig Version 2009 l Powered by Archivista GmbH Password Deutsch Login Please bear in mind that the application is possibly not available because it is either switched off or the databank e g due to Backups is running During this time it is not possible to do any work on Archivista WebConfig 26 3 Current Settings You will find here the current settings of ArchivistaBox 138 e Current Settings gt Current settings System settings gt Backup Administrate services Unlock documents Passwords ArchivistaBox View log files Text recognition OCR gt Tum off ArchivistaBox gt Logout application Current settings Inet addr 192 168 2 157 Beast 192 168 2 255 Mask
227. entered in the field and he is free to make changes After he has finished the content of the field Gesperrt is erased again e Table archivseiten Each record corresponds to a page in a document The necessary link between documents and pages is saved in the field Seite English page the last three digits denominate the pages of a document while the preceding digits stand for the document number Let us make an example 2412004 can be parsed into document number 2412 and page number 4 It is important to know that there is no relational mapping between the two tables as yet That is an application must take care for example that all pages in table archivseiten are deleted the page counter in table archiv field Seiten is updated and the document itself is deleted if there are no longer any records in table archivseiten Version 2009 1 e Table parameter In this table you find all settings which play a role in any Archivista database Most relevant are certainly the entries regarding the archive directories These entries begin with Pfad English path e Table user In this table you find the user specific settings For more information see 41 3 41 2 Archiving concept 41 2 1 Tables and Fields 41 2 1 1 Table archive In table archive the individual documents are stored The key words the number of pages and the folder number are to be found here for exa
228. ents to the archive via an FTP upload The following folders exist at present e office Import any files a text extraction occurs rather than OCR recognition e pdf Import scanned PDF files OCR recognition occurs e tiff Import scanned tiff multipage files OCR recognition oc curs e tosca Cold import from ERP solution e axapta Cold import from ERP solution e xerox Import after Xerox copying Please note If you send a file directly to the subfolder e g Office the file is always imported to the database archivista If you want the file to be imported to a different database you have to copy the file to the relevant subfolder e g you have to send a file to office archive if you want to store it as an Office document in the archive database Version 2009 1 8 11 1 2 Scanning by means of network scanners There are many network scanning devices around today The Xerox Work Centres may be mentioned as prominent examples But also the more sophisticated copiers of other brands give this possibility Setting up such a network scanning device may not be a trivial task and scanning to the ArchivistaBox may not be successful at first go There are a couple of essential settings that must be made in the network scanner e for black and white scans you enter tiff archivista e for color scans you enter pdf archivista 8 11 1 3 Scanning by means of AXIS Document Server As examples may serve Xerox Work Centres
229. er20090517 The current ISO file approx 700 Mbytes is then downloaded This process can take some time depending on your connection Once the download has been completed successfully the update is carried out on the alternative system partition The system then issues a confirmation message to inform you that the update has been carried out successfully Please note that the system connects to the server automat ically Unfortunately the reaction time of download servers can occasionally be extremely slow If this is the case you can restart the ArchivistaBox while the update is in progress so long as the download is successful and start the update again If the down load is unsuccessful again carry out an update in accordance with 8 14 9 8 14 7 Publish current system installed ArchivistaBox This menu item is used to copy an existing ArchivistaBox incl one or more databases to a DVD or to an external hard disk respectively How archives are published is described in 38 8 14 8 Convert CD to USB storage With the help of this function an installation USB stick may be copied from an installation CD See also 8 14 9 This is advantageous in all cases where you want to install ArchivistaBoxes that do not possess a CD drive For the cre ation of the USB stick you do need a box that contains a CD drive though Version 2009 1 Insert the installation CD and run the command Archivista Eox l Archivista webclient F10
230. ers many new features apart from a web module and a PublishingEdition for self supporting archives 15 April 2004 1 4 2 11 Archivista 5 0 Version 5 0 embeds MySQL as database server and is able to handle much larger archives than hitherto 30 March 2003 1 4 2 12 Archivista 4 1 Version 4 16c works with FineReader5 engine incl PDF export and offers post editing functions for scanned documents 8 May 2002 Previous versions e 11 Version 4 15 introduces a fourth archiving format JPeg The archiving format may be specified on document level 15 January 2001 Version 4 14 contains an enhanced FineReader4 engine and the new Search33 engine to index even larger archives In addition to that there are many further enhancements 16 June 2000 Version 4 12 FineReader 4 0 technology is introduced for OCR and a comprehensive barcode processing solution is incorporated too 19 July 1999 Version 4 11 introduces two additional file formats Along with that an English version is issued for the first time 30 Dec 1998 1 4 2 13 Archivista 4 0 Version 4 0i was completely refurbished In contrast to earlier versions Archivista 4 01 is no longer available as shareware version 26 May 1998 1 4 2 14 Archivista 3 x Version 3 x with new modules Archive Adresses Notes and Literature Version 3 x runs under Windows 9x NT 1 June 1997 1 4 2 15 Archivista 2 x Version 2 x runs under Windows 3 x and Windows9
231. es only a limited number of SQL commands Go to Parameters Definitions for selection and you will get the following mask Archivista Edit SQL selection d E Table archive Y Mame Keywords tw o al Groups Descr Stichworter LIKE amp Stichworter AND Stichworter LIKE Stichworter ORDER EY Datum Akte Content 4 ajja jeje _Bock_ The table for which you want to create a new definition must appear in field Table Enter the title i e the entry to appear afterwards in menu Selection in field Name Field Content houses the SQL definition itself Field Descr for Description may be used to add further comments on the definition In the field Group s you can enter users group users By this you specify which users may work with which SQL definition Users with SYSOP privileges see all definitions 35 7 1 SQL commands used by Archivista In the following a short description of how selection criteria or filters must be formulated in principle The individual fragments must be separated by a space each and are to be used in the sequential order described below 206 e Definitions for selection SELECT FROM Table WHERE Conditions ORDER BY Sort The underlined part of the SQL fragment must not be entered It will be added automatically when a selection is made via menu Selection Conditions The conditions serve to restrict the selection of records A more
232. et a second document which corresponds to the first the most important fields show the same information Scan your pages into this new document Later when selecting your document by keyword title or persons both documents will be shown There is the considerable advantage that you may sort your documents according to date ArchivistaGPL RichClient e 273 45 11 7 Can customize the look of the start up screen Yes you can set preferences with regard to the look of the start up screen and the printing options The size of the program window is to be found in file AV41 SCR If you want the program window to fill the entire screen at start up change the value in line one from 1 to 0 Further options regarding the display of pages and printing op tions can be found in file AV41 STA You will find many settings influencing the view of the start up window there Take note of line two and the word Activated In this context 0 means that user defined settings are ignored 1 means that the settings in this very file determine the looks of Archivista at start up and the default value 2 means that the settings are kept from one session to the next 45 11 8 Canl export my data Yes by using the function Export data in chapter We would like to point out that you can copy any marked fields by pressing Ctrl Insert and paste them in any application also a text application with Shift Insert This also works
233. et system password movie 2min Run this command and set the new system root password User root has rights both on the level of the operating system as on the level of MySQL The password is the same and is defined here 8 14 3 2 Set Archivista passwords Tutorial on Set system password movie 2min Run this command and set the new archivista password User archivista possesses the same password as user SYSOP 8 14 3 3 Reset user password Should a user have forgotten his her password it can be reset by means of this command NECE User to reset the password e useri localhosti Version 2009 8 14 4 Archivista tools 8 14 4 1 Unlock documents Tutorial on Unlock documents movie 2min With this command you make locked documents available again for editing See also 26 7 8 14 4 2 Clear log table By means of this submenu item you can delete the OCR log file For information on how to look at the log file in the first place compare section 8 5 6 2 Removing the log items can be helpful if the text recognition module does not seem to work although it is turned on In certain cases a warped log entry may obstruct the correct functioning of the OCR software 8 14 4 3 Remove documents or folders With the help of this menu item you can delete certain docu ments or folders for good even if the documents have already been archived Please use this command with the necessary pru d
234. f a field both in the input mask and the table With the option discussed above you prevent users from changing a field When a field is masked out completely the users cannot see that the field is there at all 36 8 Different input masks With Archivista Enterprise different users can work with altogether different input masks You find this option at the very bottom Name of input mask Input mast 1 1 ajo peee x Cancel OK Under Name of input mask you can specify a name To the right of this field you find icons with which to administrate the at present maximum number of 16 definitions Please note that you can copy entire definitions commands copy and paste and that you can delete them too After you have created a new input mask you must allocate it to the users concerned You do this by running the function User administration in menu Database Parameters Please note too that only the first definition allows you to add or delete fields And you can only do this if you have not yet made changes to Version 2009 1 the other definitions Should you want to add new fields or delete fields after having edited the secondary input masks you must save your changes first and run Define fields afresh Different input masks e 219 37 Define Print Reports Tutorial on Define Print Reports movie 2min 37 1 Function The report module helps you to create so called print reports for the main tables
235. few Fujitsu scanners offer this option Use O no compression or choose a value between 1 fast transferral with less quality and 7 slow transferral optimum image quality Settings e 109 18 3 12 Doublefeed detection Some scanners offer ultrasonic doublefeed detection By clicking this check field you can activate it The ultrasound helps the scanner to notice if there is really only one sheet being pulled through This helps to avoid paper jams and erroneous feeding of more than one page Please note that to date only a few Fujitsu scanners support this option 18 3 13 Scan width mm The scan width of an A4 page is 210mm 18 3 14 Scan height mm The scan height of an A4 page is 297mm 18 3 15 Position left margin mm This value is needed with some scanner models when the width of the page does not tally with the area the scanner covers For example when you use the ADF to scan pages that are narrower than US letter it is not sufficient to change the scan width but the left margin must be adjusted too 18 3 16 Position upper margin mm With some scanner models it may be necessary to adjust the upper margin when scanning special paper sizes This can be done by means of this function 18 4 Post editing 18 4 1 Default fields You can enter default values for specific fields here These fields are then automatically filled during scanning The following format must be adhered to here Fieldl Valuel Field2
236. ficate for https created v Archivista 52 e Encryption 9 9 1 3 Retrieving data from a different computer in the network After HTTPS has been configured on the server you must check whether you can access the database from any client workstation Enter the IP address of the ArchivistaBox in the browser window but do not precede it with http but with https Add Javeltent Archivista WebClient Microsoft Internet Explorer Datei Bearbeiten Ansicht Favoriten Extras Adresse https 1 1192 168 0 64 awclent Now it emerges whether your settings are correct or not You should be able to see your data now Please note that the ArchivistaBoxes work with the encryption certificate from Verisign It may happen that you get warning messages with regard to specific details If for example the sys tem times of server and client workstation do not fit together a warning message to that effect will pop up on the screen even if encryption as such is not affected Please note the following im portant rule if you can access your data with https and the IP address of your server then your data is transmit ted in encrypted form If you read possible warning messages closely you will see that it is mostly unimportant partial aspects that Verisign wants you to inform of 8 9 2 Disable https Here you simply enter the root password Subsequently the HTTPS mode is turned off again 8 9 3 Da
237. field value is assigned the field will be used only for sorting If the symbols and are to be used they must be specified as A bzw Note regarding activation Installing Archivista 2009 1 does not automatically activate the program avstart exe The rele vant program file is initially installed in the program directory as avstart eee Only when you rename the file avstart eee as avs tart exe will you be able to work with this functionality What is more you need a licensing file On acquiring this module you receive the licensing file on a CD or via e mail and you must copy it into the Archivista program folder before you can make full use of External SQL calls Archivista 41 Database structures 41 1 The most important Archivista tables In the following we would like to introduce you to the most im portant tables of an Archivista database Please note that table and field names are in German as yet For a conversion table of field names please see chapter e Table archiv Each record corresponds to an Archivista document The field Laufnummer English counter ad ministrates the document number The field Gesperrt En glish locked is essential in that each time a user tries to change a document the system checks this field to find out whether or not somebody else is already working on the same document If the field Gesperrt is empty the user s ID is
238. from a document How ever only up to the point in time when the document gets archived You will get a message asking you to confirm the dele tion Archivista By pressing the Shift key you can delete several pages at a time 33 4 6 Move current page Ctrl M Normally pages are added in the same order as they should appear in the archive and moving them should not be necessary However if a page scanned and added at a later stage has its rightful position early in a document you can move it by using this function You can move the page backwards or forwards to any position you like 33 4 7 Importing pages With this function you comfortably import pages that already ex ist as bitmap files The formats BMP TIF PNG and JPEG are supported 33 4 7 1 Import from file Shift F2 With this menu item you import an individual bitmap file as a new page 33 4 7 2 Import from clipboard Ctrl V A graphics page also one previously created by Archivista itself parked on the clipboard may be added to any Archivista docu ment this way 33 4 7 3 Several pages from parameter file With this menu item you can import several pages at once with the help of a parameter file All these pages are imported into the same document The parameter file consists of a header and the names of the files to be imported X Archivista Parameterdatelxx x C Programme Av5e TEMP E0000BOB BMP C Programme Av5e TEMP E0000BOC BMP
239. from the Zweckform company Zweckform No 3667 4732 and 6071 The stan dard forms were created for these label sheets 19 3 2 7 Deleting all added barcodes After printing the barcodes the individual barcode entries are still in the printing list You can print them again or edit them if you like If you do not need them anymore you delete them by clicking the field Delete all All entries in the printing list are erased 19 3 2 8 Importing existing barcode information If barcode information exists already in electronic form you can import it via an ANSII file directly into Archivista BarcodePrint Use the button Import 19 3 3 Archivista barcode forms If you cannot print the desired barcodes by means of the existing forms you can edit these forms or create entirely new ones 116 e Barcode entry The Archivista barcode form generator is very similar to the report generator of Archivista 2009 1 Please also refer to Define print reports in the Archivista manual chapter 37 19 3 3 1 Form generator From the main mask you get to the form generator by clicking the button Forms You will see the following MES Define barcode forms Ioj xi Exit Edit Settings ex _ Bl a gt fl r Ba al _setinos All functions with regard to adding and deleting individual forms you find in menu Edit The chosen form is shown on screen Each little blue box represents a barcode field 19 3 3 2
240. g Field Content movie 2min 166 e Replacing field content Ctrl F5 Archivista also offers you a function to automatically replace cer tain terms within your database Please be aware of the fact that effected changes cannot be undone This is especially important with regard to the option Replace without asking again The illustration below gives you the dialog box Replace It is almost an exact correspondence to the dialog box Search Search That is why only the differences are discussed here Replace in field Title Search for manual Replace with booklet Compare Search area Search direction Whole field Present field Ascending Beginning of field C Descending Part of field TT Replace without asking again Start Cancel Before you replace a specific search term with another term you must enter the two text bits in the relevant text fields Search for and Replace with respectively Only then the procedure of replacing all terms can be started by clicking Start Normally the replacement procedure occurs manually i e you must confirm each replacement By ticking the box Replace with out asking again the replacement of all terms occurs automati cally Also when using the replace function you can work with the ex pression NULL You can use it for Search for as well as for Replace with What is more the expression ALL helps you to
241. g field content Shift F5 e 165 Search in field Title Search for Manual Compare Search area Search direction f Whole field f Current field f Ascending f Descending cca f Beginning of field The header tells you which field the search procedure pertains to f Part of field Please take note of the possibilities which are at your disposal in the frame Compare There are three options Part of field default the search procedure will turn up every record that has a field in whose text the searched for term s occur s Beginning of field Only those fields will be found which start with the search term Whole field Only those fields will be found which correspond 100 to the search string Furthermore you can specify under Search direction if you want to search upward or downward in the list The search starts as soon as you click the button Start When an entry is found you will be asked whether you want to proceed with your search Entering the value NULL as search term means that you search for all records which do not possess a value i e which never were edited Since such a search comprises the whole field you must choose the option Whole field under Compare Within Yes No fields e g field Marked you can search for the Yes value by entering Y or Yes for the No value by entering N or No 31 6 Replacing field content Ctrl F5 Tutorial on Replacin
242. g the list up to date after you have defined abbreviations by means of F2 164 e Create copy paste and delete documents 31 3 Navigating among the documents 31 3 1 Activate first record Ctrl F3 With this command the cursor the little black triangle on the left moves to the first record within the current table and the current selection The record will be visible in the detail view and can be edited 31 3 2 Go to previous record F3 With this command the record immediately preceding the currently active one is activated In most cases you will observe how the little black triangle on the left of the active record moves to the record just above it unless it is the first record in the list 31 3 3 Go to next record F4 In this case the cursor moves to the record just below the currently active one 31 3 4 Activate last record Ctrl F4 With this command the cursor moves to the last record within the current table or the current selection respectively 31 4 Create copy paste and delete documents 31 4 1 Create new document Ctrl N Tutorial on Create new Document movie 2min By running this command you add a new record to the table e g a new document to the table Archive You can run this command only if you possess the right sort of user privileges Archivista Archivista supports four different archiving formats Encrypted Bmp Zip 1 Bit Black White Tiff G4 Loseless Png and Compre
243. ge expressed in one tenth of a percent 20 for example means that any page whose surface area is less than twenty tenths of a percent or 0 02 percent black will be deleted The margin mentioned above is not counted in the calculation of this The second value stands for the margin in pixels that is not taken into consideration for the calculation of the proportion of black as against white on the page O means that there are no empty pages to delete Please note that the two values need to be separated by a full stop We recommend that you take a figure between 10 and 40 for the first value The higher the first value the more black a page may contain The lower the first value the higher the chance that pages with only a little black information are integrated into the archive The second value must be 8 or a multiple of it such as 40 48 etc 18 3 7 Black white optimization When this function is activated scanning takes place in greyscales As soon as the images arrive at the ArchivistaBox they are turned into black and white by means of an optimization process l e contrasts are reinforced so that the text remains legible even if the original page was of weak print quality 18 3 8 Threshold 0 128 255 With this value you determine how the images are converted back to a black white raster after the optimization process The higher the value the higher the proportion of black If you enter 0 the softwar
244. ges after archiving This option has not been activated yet You can use Move mails to folder to specify the folder to which a message is to be sent after archiving This allows you to ensure that mail messages are not archived more than once You can use Restore mails to folder to specify the folder to which an archived message is to be returned from the WebClient when you click on the Mail option in Download You can use Definition for archiving process to use a scan definition for the post processing of mail messages Here you also specify whether mail messages are to be archived in black and white grey scale or colour You can use Do not archive attachments to ensure that mail attachments are not added as image pages of the actual message Version 2009 I In each case the whole message is archived so that it and the attachments can be restored at a later stage You can use Not activated to specify that a definition is tem porarily inactive 24 4 Possible problems during setup If at first you are unable to activate mail archiving you can find a lot of information in the log files You must also take into account the fact that mail archiving will only work if you activate it beforehand in the system menu under Mail archiving Possible problems during setup e 135 25 Database creation 1 owered by Archivista GmbH Host Database Username root Password Options create drop Set
245. gs are made through the web interface here they are made in the desktop application there Since with regard to in put and search masks the graphic user interface is of paramount importance we do not recommend to you to take recourse to the RichClient companion chapter in this case We advise you to adhere strictly to the information below After clicking Mask definition you see a screen where you can select the mask which you want to manipulate further The table below shows the fields of the active mask Mask definition archivista Mask Mask English select Delete Mask English Rename Create Hew Field name Label Position Width Edit Persons 0 O Edit Delete Keywords 0 0 16 1 Mask Here you can specify whether you want to e select an existing mask and edit it e delete an existing mask e rename an existing mask e create a totally new mask Before you can make changes to an existing mask you have to select it To rename a mask you select it first and and then write 98 e Field type the new name into the field in front of the button Rename Then click Rename Please note that you must choose a unique name which does not contain any blank spaces and does not begin with a number Whether you create a new mask or make changes to an existing one there are always the following settings to consider 16 2 Field name You can add fields to the mask Simply pick an existing field from the list From reasons
246. h Person Phone TTT Number Fax Number e E mail D Sales Verkaufsperson Y Person Sales CH Area Default Inventory Standard Location Default Shipping Default Company Please note that every branch will GL Accounts Sales 3000 Verkauf v Account Sales Discount 3000 Verkauf E Account Accounts Receivable 1500 Debitoren ha Account Prompt Payment i 3200 Rabatte p nktliche Zahlungen al Discount Account Addresses Mailing Address 5400 Baden Billing need a new address where the the invoice and delivery can be entered In our case we take over the address details and of the company 27 4 Create invoice In order to compile an invoice choose Direct invoice at Sales In order to add an article either enter the article code or here rigi use the drop down option to choose from the list So that the article can be charged on the system finally click on Add item Create invoice e 147 Direct Sales Invoice Customer E Petermann Ltd Price List Endkunden Branch Petermann Ltd Y Invoice Date 31 12 2008 E Customer Discount 0 Reference fi Sales Invoice Items Item Code Item Description Quantity Unit Price Delete Discount Total rigi ArchivistaBox Rigi 1 00 St 800 00 0 0 800 00 Edit i Ver Komponenten ArchivistaBox Rigi 1 00 800 00 0 0 800 00 Add Item l
247. h list Ctrl F11 In standard view the active page is normally displayed as a very small picture in order to list as many documents as possible Some times it makes sense though to display only a short list and have a nate picture instead See the to owing t two illustrations MET in Computerworld pas 08 2001 ni Presse Presse ALII Papierlose Zukunft mit 23 09 2001 1 Archivista Artikel Presse Infow eek Hr 02 10 2001 3 Vergleich Artikel OCR Fine Artikel Pr fstand Volltextsuche 02 10 2001 8 Finden statt suchen Artikel Free and Shareware 02 10 2001 2 Free and Shareware Office Artikel in Faximile Oktober 01 10 10 2001 1 Artikel Presse Uta Buhl Artikel Uber DMS in PC Business 05 11 2001 11 Artikel Presse PC Business Artikel in ct November 2001 05 11 2001 1 Presse Artikel ct Frau Andrea Artikel in BOOM 17 12 2001 2 Artikel Presse BOOM Thomas Artikel Infoweek Umfrage 27 02 2002 1 Archivista Artikel Presse Infoweek Artikel in PC Business 30 11 2001 9 Artikel Presse PC Business Artikel in BOOM 28 10 2001 1 Artikel Presse BOOM Thomas Artikel in Faximile 20 11 2001 1 Artikel Presse Uta Buhl Report Digitales Erbe 01 12 2000 8 Artikel CDR ct Artikel Infoweek 23 2002 Juni 24 06 2002 1 Artikel Presse Infoweek Artikel in Online PC zur Orbit 30 09 2001 1 Artikel Presse Orbit 2001 ken frank Date 02 10 2001 Doc 2345 Pages 3 Foldeft1 Marked Owner A Title Artikel Prufstand OCA Fine Reader credo
248. hapter 38 PublishingEdition II l bclient F10 b amp dmin F9 Backup Encryption POF printing FTP server Mail server Database System System configure Remote access Display system status FF Exit F4 Passwords Archivista tools Terminal Alt F7 Convert CO to USE storage Publish current system After password entry there appears a list from which you can choose the database which is to be published By default archivista is ticked O archive publishing _ archiv44 r archivista J archivuw VA DR x Cancel In the following you see a confirmation message mentioning the database s concerned The next screen tells you the amount of space that is needed You can choose whether you want to have a compressed or an uncompressed system The advantage of the compressed system is that the ISO file remains small enough so that also large databases may find room on a DVD in the end The ISO file will be created You see by the number of megabytes mentioned at the end of the message if the process is soon coming to an end or whether you still have to wait Please note that no user is allowed to work with the system during the time the file is put together As soon as the process is finished you receive a message confirming the creation of the ISO file Archivista D archive publishing Disc image generation completed The compressed ISO image is 1 16 and named fhome data publishi
249. he OCR run does not only make the ASCII text avail able for fulltext searches but in addition generates searchable PDF files 17 1 8 Whole document in one PDF file By turning off the option Whole document in one PDF file you can effect that upon creation of PDF files each individual page is turned into a PDF file Normally you should not turn this option off unless you must process extremely large documents with color images In such a case it could be that the PDF file covering all pages would take more than 128 MByte space and could not be saved in the database because at the moment a maximum of 128 MByte can be stored per database field 17 1 9 View fulltext field search form When you activate the option View fulltext field search form then the field for fulltext search is displayed in the WebClient If the option is not activated then the field does not appear Normally you should leave this option turned on However if you do not want to use text recognition and full text search at all as it can happen for certain types of archives it makes sense to Archivista deactivate the option as it might bother users to see a field which they cannot use because full text is not available at all 17 1 10 Show page text in View mode The function Show page text in View mode enables you to see nothing but the text of the currently active document in the WebClient s View mode Land edit Region FirmenNum
250. he external device If no new directory were created in such a case it could not be transferred later As mentioned previously the task of handling pages and preparing them for transferral to external media is taken over by Archivista The only thing you should keep an eye on is the folder number If after archiving the number in the field folder is increased a new folder has been created and the old one only that one may be transferred An example The fields folder of documents 1 to 34 show a 1 before archiving After the archiving process the documents 29 to 34 have a 2 in their respective field folder Folder 1 is definitively full and may be transferred If there is an output directory under C Program Files av416e archive output you will find the two subdi Archivista rectories arch0001 and arch0002 in them after the archiving process has been run The first subdirectory arch0001 can be transferred to an external storage device because it is complete arch0002 is incomplete and should be left alone If you work with standard settings the folders are made to fit on CDR You need not make adjustments to the parameters for archiving A further piece of advice To be on the safe side with regard to data security you should make two copies of the complete folder that you want to transfer 41 3 Clean login to Archivista databases At the beginning is a clean login to the system Basi
251. heck button Activated at the bottom of the window a new check button Protected will appear Depending on the situation you can enforce with General program parameters e 193 this option that a user must confirm his or her entry before it is definitively saved Please note that users with permission to alter documents will still be able to do so but if the check button Protected is turned on they will have to confirm changes In the following the different options are described User decides turn protection on off the check button Pro tected appears it is the users decision to turn it on in order to avoid inadvertent changes of field information all changes require confirmation Archived documents are protected the check button Pro tected is turned on when you are attempting to edit a document that has already been archived All documents are protected Even if you untick Protected while editing a document the option will be turned on again when you leave the document in question Only for the freshly created document the option is turned off You can turn the button Protected on and off by using func tion key F12 35 1 4 Options for table archive With the first option Suppress field Title in table form you decide globally i e for all users whether the field title should be displayed or not This change takes effect as soon as the next Archivista client is started
252. hen the last change was made Now go back to the Master and use the WebClient to navigate from one document to the next This causes the AccessLog table to be automatically updated in the background Now go back to the Slave and use the Webclient to login The generated time stamp must be different from the first because the activity registered by the AccessLog table in turn influences the ArchivistaBox Slave 8 6 2 Workflow The module Workflow is not active for all customers i e it is not preconfigured on the OpenSource CD and ready to use We are working on it Version 2009 1 8 6 3 Fieldlist ArchivistaBox Nes E gt gt gt gt Laufnummer Felddefinition Definition Feldcode Code D Q ies a a a o ooo COW WOON OF ESE NNO COD Id 0 T editieren suchen gt 8 6 3 1 Introduction The fieldlist represents a kind of central management of field en tries Go to fieldlist by means of menu Archivista Modules Here all entries of almost all fields created in WebAdmin are listed Fields of field type Normal do not appear in the fieldlist as they are not connected with any other field In addition to a simple listing also the hierarchies between the individual fields are shown Thus the field list gives an overview over the relations between the existing fields However special care must be taken editing the fieldlist requires considerable circ
253. her back the positioning of the field Can be altered in later sessions Archivista Create field index With this option you determine if an index auxiliary sorting is created along with the field This setting is often highly useful Can be modified in later sessions Tab name Here you can specify the field name that is to appear in the column title of the main view of Archivista table Archive Pos width In the field to the left you put the position that it should take in the main view table Use any integer larger than 0 In the field to the right you specify the column width the field should take in the main view table One screen pixel corresponds to 15 units i e if you enter 900 the field will be 150 pixels wide The value 1 means that the field in question is not to be displayed in the main view table 36 3 3 Delete from table By clicking this button you delete a field definitively from the table Please be aware that any information that is stored in this field will be irrevocably erased in all documents Use this command only if you are absolutely sure that the database must be rid of the field in question 36 3 4 Allocate to object By clicking the button Allocate to object you create a link between a field from the table and a previously created label object which is subsequently turned into a field object You create a label object by means of the button New object under Objects in mask
254. hite images the value can be higher e g 20 You can use 0 to merge tables that you have already divided into one table This option is available for reasons of compatibility Remember to save your data before you divide the tables If a power cut occurs during the conversion the tables may be lost although this is unlikely 8 14 2 Display system status Win F7 Here you can gain information about the system You see for example which network port was allocated This is important when the ArchivistaBox is used in a network 8 14 3 Passwords The ArchivistaBox has administrator passwords on three levels e Admin e User archivista e User root The user named Admin is designed for administration tasks in the WebAdmin tool i e the creation of fields and input masks or Archivista the setting up of new users User Admin is an ordinary user with superuser SYSOP rights on the level of the database User archivista is designed for the external relations of the ArchivistaBox archivista allows the exportation or importation of data for instance Internally in the database it corresponds to user SYSOP SYSOP cannot be edited in WebAdmin User root possesses the most far reaching rights both within MySQL as also for the entire system Only user root may create or delete databases or make system configuration changes 8 14 3 1 Set system root password Tutorial on S
255. hiving Format allowed for archiving w The decision for or against CD or DVD depends on several factors relating which would exceed the scope of this manual In general one can say that the use of CDs in particular gold layered CDRs is still highly recommendable Now choose whether you have one or two CD DVD writers at your disposal We unreservedly recommend the simultaneous use of two writers as with this configuration you can always create two archiving media at the same time Optical disc archiving Number of optical disc copies to be burned on different writers A A E E of writer FA OK Da Cancel Determine whether you want to give an upper limit to the writing speed Also this is highly recommended For one CD DVD writers may not work properly at top speed for another the quality of the created media diminishes in proportion to the velocity with which they are written on at least at the top end of the scale TP Optical disc archiving Limit write speed for writing to the optical media Y ve x No 44 e Archiving amp OCR Set the desired writing speed 1x is admittedly too conservative for the majority of cases When trying to find the optimum speed keep in mind the remarks above optical disc archiving Maximal speed to be used for writing to the optical media 1 a x media reference speed wi DK x cancel With this the configuration of the CD DVD writers i
256. hivista 2009 l you will find exactly one field into which a bar code may be entered The illustration below shows you an example of how the BarcodePrint form may be adjusted larchivista BarcodePrint xl Barcode entries Current barcode definition List for printout _Export County Ta ermany GETE a Process BRIM al BRm cl Subprocess 100 y fioo Accept barcode Reset Copy Delete all Print E GETEBRIM 100 Form Form for 45 7x16 9mm 4 16 Code 39 4digits medium y Printer SS 92 168 0 98 netz8 Ne08 Start row Start column 1 c v5 2 7 2005 ni GEE Help Template Forms Import End You see three fields which together generate one barcode The parameter file avbcode2 dat serves to check whether the bar code is correct This parameter file lies in the program directory of Archivista BarcodePrint Archivista 19 3 5 1 Working with templates Thanks to the button Templates you can easily adjust the barcode entry form BarcodePrint Label Start Length Min Max Default ValuelValue2 OR Valuel Defl Malue2 Def2 Part 1 Country fi a o GETE G ermany ITTE ltaly CHTE Switzerland Part 2 Process 5 a o BRIM D SAM HTAX Part 3 Subprocess a fo 9999 fi 00 200 300 400 PT T f Part 4 Part 5 Each analysis unit of the barcode takes one row Take care to separate the values in the last field by means of semicolons Alternatively y
257. hivista Box archivista webclient F10 Archivista Webadmin F9 View manyals Archiving amp OCR Archivista modules Backup Encryption PDF printing FTP server Mail server Mail server Event notification address Database Enable incoming mail server system Disable incoming mail server Remote access Exit F4 Mail server e 59 8 12 1 Event notification address The ArchivistaBox can send out confirmation e mails to specified e mail addresses Enter here the mail addresses to which such confirmation e mails e g that backup has been successful should Mail address es to send event notifications to petermuster firma ch rose grafi firma ch x Cancel 8 12 2 Activating mail archiving You use this function to activate mail archiving for all databases Please note that you then have to set up mail archiving in WebAd min for each database For more information about mail archiving see 24 1 8 12 3 Start mail archiving now You can use this menu item to start mail archiving at any time 8 12 4 Deactivating mail archiving You can use this menu item to deactivate mail archiving again 8 13 Database This menu item applies only in the case of Titlis and Eiger i e when two ArchivistaBoxes form a redundant system 60 e Database Archivista Box Archivista webclient F10 Archivista webadmin F3 View manuals archiving amp OCR Archivista modules Backup Encryption PDF print
258. hivista Setup Wizard Setup has finished installing Archivista on your computer The application may be launched by selecting the installed icons Click Finish to exit Setup A Archivista 2009 l has been correctly installed 3 4 2 Starting the program for the first time After having installed Archivista 2009 l go to the Start Menu in the lower left corner of your screen In menu Programs you will find Archivista 2009 I e and within the range of programs ap pearing start Archivista 2009 I The program is being started After some time a dialog box appears which says Archivista Choose new database Archivista Choose new database Host localhost Database archive User root Password Cancel ox Now enter the connection data of the required ArchivistaBox database and confirm this by pressing the OK button After a few seconds you are taken to the main Archivista screen gt Please note that you have to create appropriate users in We bAdmin in the ArchivistaBox before you can use the RichClient to access the ArchivistaBox See for more information Archivista Version 2009 1 Part ll Tutorials e 25 4 Introduction 4 1 How to use the online tutorials To work efficiently with the Online Tutorial your screen should at least have a resolution of 1024x768 pixels Each lesson consists of a GIF film and a short descriptive text do not forget to scroll down
259. ia suffers considerably That is the reason why there is the possibility to reduce writing speed by pressing the Yes button optical disc archiving Limit write speed for writing to the optical media Y ve X No The next dialog box asks you for the speed with which the process is to be carried out TP optical disc archiving Maximal speed to be used for writing to the optical media x media reference speed x Cancel After that the CD DVD is being written A message to that effect appears Write Optical disc media EEE Writing to optical disc in device dewcdrom The end of the process is confirmed by a message that the archive was successfully written by means of the attached device successfully written archive to dewcdromi 230 e A few tips on working with documents w As described in 38 0 12 1 there appears also here a dialog box asking whether the ISO file created on the ArchivistaBox for the purpose of writing the CD DVD can be deleted now lt is further advisable that the published system be tested straight after creation In addition the CD DVD serves not only as copy of your archive but it can be used for the installation of the system on a PC Read 38 0 12 1 for a more detailed description of the two abovementioned points 38 0 13 Testing the medium Media created by means of the publishing function should be tested right away to ensure that the result satisfies us We
260. ial on Additional Fields movie 2min 36 1 Additional fields Table Archive of Archivista 2009 1 consists basically of a num ber of fields These are stored in the database After creating a new database the fields Title KeyWords and Persons as well as some status fields like Document Pages etc are at your disposal While the status fields cannot be altered and the field Title cannot be modified or deleted either but it can be blanked out please see 35 1 4 the fields KeyWords and Persons are optional l e they do not have to appear in the database and can be removed What is more you may create additional fields The following subchapters give you information on the functions that you need to add modify and delete fields Also the positioning of new fields in the mask of the detail view area is explained below There are a variety of possibilities to create input masks in Archivista 2009 1 We recommend that you practise with a demo database first before you change existing masks in a live database 36 2 The form Field definitions and input masks After running the submenu item Define fields under Parameters you get a form consisting of the following areas e Screen mask top left e Fields in table top right Version 2009 1 Objects in mask bottom right Current object and options for field object center left Field object type bottom left Field obj
261. ic documents The general manager can view all documents When the bookkeeper creates a document she would like to make available to the florist then she sets the owner of that document manually to ALL 14 1 5 Create new documents If the user is allowed to create new documents then this option must be ticked 14 1 6 New documents with owner This option is related to 14 1 4 The following alternatives are the most likely choices Archivista e New documents with own owner e New documents with owner ALL e New documents with group owner See also 29 7 2 14 1 7 Group s Groups make those documents available to a user that are not really his own but belong to a larger entity Typical groups are for example the accounts payable department or the production department Let us take the example of Joe Smith who is part of accounts payable Under New documents with owner Joe Smith could have AP and with access rights Read public ones edit own records Joe could handle all documents of the accounts payable department as if they were his own And his colleagues can do likewise See also 35 2 1 4 14 1 8 Internal pages By ticking Internal pages you determine that for this user the bitmap pages are not loaded from a directory but are loaded straight from the database This has the positive effect that users no longer require reading rights for the directories in question administration is simplified
262. ice i i Use Passive FTP b enter the device s IP address in the browser window DE Ifleft blank the value specified on the Destination Defaults page will be used Under Profiles you can enter scan definitions paper size storage format etc See below 58 e FTP Server Archivista Important Unter Destinations it is possible to enter not only the IP adress of the target ArchivistaBox but also the target database In our case it is the default database archivista See box e archiwista The ArchivistaBox is programmed in such a way that the charac the illustration below Destination Marne ters behind the hyphen are recognised as database name Important If you put the same name for the scan defini tion under Profiles as it exists in the WebAdmin tool of the ArchivistaBox then Archivista 5 2 will run the following additional options specified in the scan definition only if they are activated e Black white optimization e Default fields e Removal of white pages e Barcode recognition optional module Profile Mame Titi a00dpi S Illustration The Profile Name in the AXIS document server should ideally correspond with the name of the scan definition Important Under Destinations you can put the file name or the file name structure you want to allocate to the scanned documents The information in front of the hyphen is recognised by the ArchivistaBox as owner File Marne
263. ichAdmin Endusers and Administrators work with the same program the administrators merely possessing more access rights 2002 WebClient Endusers no longer need to retrieve and view documents via an installed program but can do it by means of a web browser Advantage greater flexibility less implementation effort However administrators still make the settings by means of the RichClient RichAdmin 2005 Webadmin Now endusers can also add documents and edit records via the web browser Also administrators can make settings by means of a browser based interface 2005 ArchivistaBox Mini archiving server which is pre configured with WebClient and WebAdmin In addition functions like backup encryption remote access etc are integrated in the ArchivistaBox 2007 ArchivistaBox with AJAX Web2 Ordinary web appli cations may be slower than RichClient applications because of the form concept Thanks to new web technologies AJAX in partic ular it is possible to display content dynamically without having to reload forms That is the reason why this technology is in troduced with ArchivistaBox 2007 111 With version Archivista Box 2007 VIII also the RichClient is 100 percent OpenSource 2008 ArchivistaBox as a BusinessBox In addition to the web based WebConfig application web based system settings there is now an optional ArchivistaERP module This now makes it possible to use the ArchivistaBox as a DMX Box as well as an ERP
264. identiality Version 2009 1 Loseless Png Archivista standard format with excellent com pression rate with black white gray scales and color pages No quality loss Target group note Don t use it any longer Compressed JPeg Excellent compression rate e g 1 20 however not without any losses Depending on the compression factor you must live with a considerable quality loss Target group note Archiving of color photographs The archiving format may be specified for each individual docu ment in field Format in the main view However you must make your choice of format before adding pages to the document 45 11 60 Why is it impossible to add pages after a document has been archived During the archiving process the documents are prepared for trans ferral to external storage devices The pages are compressed and moved to a folder in the Output directory l e after the archiving process is finished and after a folder is closed the documents may be transferred to an external storage device such as a CDR see also chapter 8 5 4 If it were possible to add pages later a folder could never be closed and consequently could not be transferred That is the reason why documents may not be extended later To circumvent this problem work with document templates First search for the document to which you would like to add pages Create a document template by copying Ctrl C and pasting the document Ctrl V You will g
265. iew you can change to an enlarged view of the same page where additional functions await you To the right of the button Page view there are some buttons to navigate among the pages of the active document The status bar informs you of certain basics of the currently dis played table On the left the name of the current table appears in the middle the name of the active record as well as the total number of records of the current selection On the right the active selection is shown By selection we mean a certain part of the entirety of records chosen on the basis of a feature that is common to these records see menu Selection Please note too that although this is the table mode of table Archive and the main view table Archive encompasses more such as Page view and the report generator Version 2009 1 28 6 Further tables of Archivista Beside table Archive there are three main tables namely tables Addresses Notes and Literature Furthermore there are a few auxiliary tables See chapter 34 Further tables of Archivista e 155 29 Menus toolbar and shortcuts 29 1 Menus and functions All functions what you use when you want to make something happen at your disposal in Archivista 2009 l are to be found in the Menus second bar in the program window A detailed description of the menus follows in the next chapters Here only a short overview is given In menu Database
266. ile size ca 10KB you can begin to try out the functionalities of ArchivistaBox i ATChIVISTABOX Lco rom Eethemet x e Unzip this file into an empty directory A hard disk with sufficient free space should be chosen at least 5GB 10GB would be better e The ArchivistaBox ISO file ca 600MB that is also down Archivista WebClient hivista G loadable from www archivista ch must be copied into the same directory in which the VMWare image has its location e Start up VMWare Player by double clicking Milam e Go to the said directory where the unzipped file of the VMWare image is located and the ArchivistaBox ISO file Open ArchivistaBox file 44 8 Saving your data Please note the difference between long term and short term data saving The ArchivistaBox concept supports the following levels of data security Dateiname Netzwerkumg e Mirroring to second ArchivistaBox to save changes made dur Dateityp VMware Configuration Files mx ing the current day only ArchivistaBoxes Titlis and Eiger e The ArchivistaBox starts up Please wait a few minutes until e Daily backup by means of a USB stick or b tape you see the WebClient e Storing of data on non rewritable media like CDs or DVDs e lt may happen that a message comes up saying that the RAM for longterm data storage ID is not unique If the virtual machine has been copied you should create a unique identifier UUI
267. ill see the following screen ARAT ES Do you want to import images from the USB device Y vel x No Click Yes to import the images Then enter your password 270 e Import of images M Authentication aa A Please enter the password for the archivista user Password peleo a Cancel San Now you get to the main menu Archivista image import al nt usbdisk dcim LOOcasio cimg1627 jpg nt usbdisk dcim LOOcasio cimg1626 jpg nt usbdisk dcim LOOcasio cimg1625 jpg Login information Host localhost Database archivista User Admin _ All images in one doc Password HAAS _ Process as text images _ Select all images _ Deselect all images Fill out filelds in database Field1 Valuel Field2 Value2 JPeg USB stick import c 2007 by Archivista GmbH You have the following choice Select all images Deselect all images undo selection of all images all images in one doc file all images in one document e process as text images import photographed text pages The field Fill out fields in database serves for the allocation of keywords to the individual photos You may enter something like Title Office Fill out filelds in database Fieldl Valuel Field2 Value2 Titel Buerd JPeg USB stick import c 2007 by Archivista GmbH Archivista Subsequently the column Title in the WebClient will show the name of the image Office
268. ils 6 Snapshots New Settings Delete Start Discard E General A Name ArchivistaB ArchivistaBox OS Type Linux 2 6 Ni Powered Off Base Memory Video Memory 8 MB windows Boot Order Floppy CD DYD ROM Hard Disk A Powered Dff ERA Enabled 10 APIC Disabled 2 Hard Disks Primary Master av vdi Normal 20 00 GB Floppy Not mounted CD DVD ROM Image atchivista_cd1 iso Audio Disabled Network Adapter 0 NAT USB Controller Device Filters 1 1 active QS e USB Y Enable USB Controller USB Device Filters New Filter 1 l s Name New Fiter s Vendor ID zzz Manufacturer Product ID Product o Revision zz Serial No o Port ts Remote Any v Remote Display Select a settings category fom the list on the isi side and move the muse Overa settings tem to get more information mea 4 44 7 2 Installation with VMWare Player Note VMWare Player currently only offers USB 1 1 situation as of February 2007 The use of a document scanner together with USB 1 1 can be recommended only with reservations if at all Below a sketchy outline of the procedure is given e Download of VMWare Player from www vmware com download player File size ca 30MB e Installation of VMWare Player Archivista e Download VMWare image from www archivista ch Zip file This will make the ArchivistaBox start up After a few minutes f
269. images however this is only applicable when editing several pages simultaneously Rotation of pages is fairly straightforward and a detailed de scription of the effects goes beyond the purpose of this manual Should you be unfamiliar with these effects simply perform a few experiments with a test document or consult an image edit ing manual Please note that not all effects may be visible in Menu Edit e 185 black white images Gamma correction for example only af fects color and grayscale images Repeat effects for following number of pages lets you apply all the parameters set in this dialog box for any number of pages i e as a batch action w Note There is no Undo function for Repeat effects 33 5 6 Cancel last action F5 You can undo each of the functions in menu Edit but only the function executed at the very last The simplest way to do that is pressing the function key F5 33 6 Menu Viewing Tutorial on Menu Viewing movie 2min 5 2 3 With this menu you determine the viewing size the quality of a page low or high resolution and the measures You can also change from the viewing of one page to the viewing of two pages 33 6 1 Normal according to window F6 This is the default setting The page size is adapted to the screen the page is always shown in full and depending on the size of the scanned sheet it has been either diminished or enlarged This is the bes
270. inary ok case or enter the field name for a linked code field Fanes _ _ _ Please click OK since we want to create only a basic drop down field A further message appears The definition Administration is not yet part of the standard values table Field lists Would you like to create a new entry Note IF you press No the value will be added to the active record but will not be saved as Mein Abbrechen standard value This kind of confirmation screen comes up when there is no entry yet in table Field list for a particular field here Department Click Yes and the value Administration will be definitively added to table Field lists If you go back to the field Department now 214 e Field object type by means of Shift Tab you see that the value Administration has been added Department Administration Hote Administration Let us add the values Production and Sales to our field Depart ment Now you should see a screen roughly like the following Client 1023 e Mee Department Production Note Administration y Sell Page text Please note that when choosing a value from your drop down list it is sufficient to enter the beginning of the word up to the first distinctive character The value you want is selected and by clicking Enter you transfer it to the field 36 6 4 Linked definiti
271. ing FTP server Mail server Database Database Setup master for slave Syste Enable slave mode Remote access Switch slave to master Exit F4 8 13 1 Setup master for slave By clicking this function you make the currently active ArchivistaBox the leading one it contains the live configuration and the live databases and any alterations that are made affect this ArchivistaBox first Further down there is an example of a complete master slave con figuation 8 13 2 Enable slave mode By clicking this function you make the currently active ArchivistaBox the subordinate one The alterations made to the master box and its databases are mirrored to the subordinate box every few seconds The next section gives an example of a complete Master Slave configuration 8 13 3 Example Master Slave configuration 8 13 3 1 Fixed IP addresses Before you can start with the Master Slave configuration both ArchivistaBoxes must possess one fixed IP address each Com mand Configure network port Archivista PT system status Inet addr 1921665 0 101 Beast 0 0 0 0 Mask 255 200 205 0 Internet address and network prefix in CIDA notation 2 9 192 166 0 100 24 or 10 0 0 1 00 16 HWaddr 00 04 30 06 00 F4 1192 166 0 100 24 O speed 100Mbs Duplex Full Link detected yes Remote access 59H not active This is an example of the ArchivistaBox Master Tape Backup not enabled Database in normal mode Te SDE 2 e 0 al
272. ing fields Here you see how fields are added and deleted Chapter s in manual 4 13 Editing the input search mask Tutorial on Editing the input search mask This example shows how a field is added to the input search mask At the beginning of the tutorial attention is drawn to the fact that an input search mask is linked to user definitions Chapter s in manual 4 14 Activating SSH Here SSH is activated for the purpose of establishing a secure connection to the console Chapter s in manual 8 15 2 4 15 Activating VNC Tutorial on Activating VNC Tutorial on Accessing other PC by means of VNC Activating VNC e 27 This film sequence shows how graphical remote access is enabled on the target PC and how you can subsequently access the target PC remotely Chapter s in manual 8 15 1 1 4 16 Enabling print server CUPS Tutorial on Enabling PDF printing This film shows how the ArchivistaBox is opened up to accept spool files that are sent to the archive from other PCs in the network PDF printing can be turned off too Chapter s in manual 8 10 1 4 17 Password Unlock amp Restart OCR Tutorial on Changing password unlocking documents and restart ing OCR Here you learn to do three things e how the root password is changed e how locked documents are unlocked e how OCR is restarted Chapter s in manual 4 18 Activating HTTPS Tutorial on Activating HTTPS This example demonstrates h
273. ing installation no MySQL Server must be running a Setup Archivista Select Components Which components should be installed Select the components you want to install clear the components you do not want to install Click Next when you are ready to continue Full installation Help files 23 MB a DirectPrint module 8 6 MB TifToPDF module 0 4 MB Additional programs 0 9 MB Conversion 5 0 lt gt 5 1 0 2 MB Conversion 4 16c gt 5 0 2 1 MB MySQL 4 0 17 21 7 MB OCR module 31 2 MB VI OpenSource Edition 176MB Z Current selection requires at least 99 5 MB of disk space cee Now you confirm the folder for the start menu Later you will find the Archivista program group under this entry 12 Setup Archivista 3 olx Select Start Menu Folder Where should Setup place the program s shortcuts E Select the Start Menu folder in which you would like Setup to create the program s shortcuts then click Next Accessories Administrative Tools Adobe Acrobat lt Back Cancel Archivista is being installed this process may take quite some time 2 Setup Archivista Installing Please wait while Setup installs Archivista on your computer F G E Extracting files C Program Files 4v5e pics res120 pma00 bmp EA Cancel 24 e OpenSource Windows Finally you see the following message Setup Archivista loj x Completing the Arc
274. ing of scan jobs faster OCR on ArchivistaBox Merging of documents RichClient Archived folders can be automatically written to CD DVDs All sessions can be protocolled in detail WebClient and viewed by means of the application AccessLog 1 4 2 7 ArchivistaBox 2006 XI Black white optimisation for badly printed sheets of paper split ting of documents even without barcodes during scanning pro cess automated writing of DVD CDRW with complete archives remote access for easy maintenance multi core processor support with up to 4 GB RAM automated creation of archives on USB sticks Version 2009 I 1 4 2 8 ArchivistaBox 2006 11 First released ArchivistaBox edition print and FTP server Back ups on USB stick tape Windows Linux file systems and USB hard disks Master Slave configurations PDF OCR server and barcode recognition module With ArchivistaBox 2006 III a new versioning concept begins The year takes the first position followed by the month in Roman Numerals The software of the ArchivistaBoxes are subject to the GPL e the source code is open 1 4 2 9 Archivista 5 2 From version 5 2 onwards there is not only the RichClient ver sion of Archivista but also the embedded OpenSource solution ArchivistaBox RIGI PILATUS TITLIS and EIGER Smaller inno vations include a photo mode for photo archives and an editor for templates in the barcode print program 1 Oct 2005 1 4 2 10 Archivista 5 1 Version 5 1 off
275. ing with MySQL RichAdmin 204 full text search 9 Function keys ArchivistaBox Functions RichClient Handbuch WebConfig 138 Help 9 Help RichClient Hyperlinks RichClient Icons WebClient Importing data RichClient Initial start up ArchivistaBox Archivista Input masks RichAdmin 219 Installation Introduction Internal image copies RichAdmin 204 Internet web page 9 Introduction 9 Key in red color RichClient Keywording Licenses RichAdmin 195 Links between records RichClient list Literature RichClient Log in With New Password RichClient Login WebClient Login and logout WebAdmin Long term considerations on documents Publishing Edition 226 Macros RichAdmin 207 Macros RichClient Macros RichClient Mail archiving WebAdmin 134 Mail server ArchivistaBox Main view and page view WebClient Main view of table archive RichClient Manual Introduction 9 Manuals ArchivistaBox Mask definition WebAdmin Master Slave configuration ArchivistaBox Memo fields RichClient Menu RichClient Database 158 Edit Version 2009 1 Macros 173 Search Table 173 Menus and toolbar RichClient Modules Creating your own 254 Modules ArchivistaBox Mouse right key RichClient Mouse RichClient doubleclick page image 175 Navigation RichClient Notes RichClient OCR RichClient OCR d
276. int the name of the document page The desired font and size can be specified The default is Arial 10 point The first choice under Printing options is Paper size you can choose between Automatic Portrait or Landscape Auto matic means that the page orientation will be set according to the bitmap dimensions i e whether it will fit the page better as por trait or landscape Duplex lets you choose between single sided 176 e Menu Archive or double sided printing depending on printer support Under Pages per leaf you can specify how many pages are fitted on each sheet Up to 16 pages can be printed on the same sheet and you can also determine whether you want to have the first page of a new document on a new sheet with Page feed at end of document The option Page feed after each page closes the print job after each page and creates a new job for the following page On a network this may speed up the printing process Important When printing Archivista always uses the page qual ity that is activated If you want to print a page in the original high quality and not in screen quality then you must load the original page function key F7 33 2 2 Archive search mode Ctrl F9 By running archive search mode you start a full text retrieval searching through all indexed pages of the archive This function is described in depth in chapter 32 2 33 2 3 Count page
277. introduction provides you with some useful tips for getting started with an ArchivistaBox If you want to start using the ArchivistaBox immediately you can find the necessary infor mation under 3 2 2 The digital archive From the time when information was first available in writing or in the form of pictures the problem arose that the knowledge thus collected would not be available when it was needed This is where archiving sets in In contrast to a conventional filing system where every single page must be filed into folders or cabinets to be extracted later in a time consuming search Archivista helps you to do this work in a fraction of the time and in fully digitized manner This time gain is the result of well thought out processes of en tering the material and searching for it effectively Integrated full text retrieval automated barcode processing individual sub ject allocation or hyperlinks all these functions are available to you in order that you may display any wished for document within seconds on your screen Digital archiving with Archivista means further that you can store both paper documents and documents that exist already in the computer as electronic files Archivista is geared towards making information available for years even decades exactly in the same form as it existed in the original To effect this all documents are stored in a picture format be fore being compressed Such picture formats bitma
278. ion 0 130 LO 101 P25 UAM 132 aaa 101 16 7 Width 00 0 0000 101 133 16 8 User s allowed new entries 2 2 101 25 1 Introduction 133 16 9 User s allowed changes 102 4 Exporting Tiles In WebAdMIN gt gt s a a a 133 ee es eee 133 103 23 4 Exporting files in the RichClient 133 TER A 103 o 105 24 Mail archiving 134 aaa 134 18 Scan definitions 108 24 2 Individual definitions 134 CRETE TOCE ra 108 243 Editing a definition 2 134 ee ee ee PETTO 108 24 4 Possible problems during setup 135 eee eee eee eee 108 18 4 Post editing 0 0000 110 136 A 136 19 Barcodes Archivista Box 113 s amp 25 2 Option drop 136 19 1 General 113 19 2 Barcode technology 113 19 3 Barcode ent 114 137 lau pae ora ba 120 19 5 Barcode processing 121 138 EERE 138 20 OCR definitions 2 120 2 Login aooaa a 138 pias cos 123 263 Current Setting 138 A be eee ee 123 204 Setup scan Button acacia Dae owe Oo 139 Ri _IIIO I I 123 20 5 Backup es oes tg RHR SES es be eee Be dX 139 BC 123 20 6 Services 2 2 a 0004 140 A 123 26 7 Unlock documents 140 E a 140 21 SQL definitions 125 26 9 Viewing log files 141 4 e Contents Archivista 26 10 Text Recognition OCR 141 aa ae 141 Vil WebERP 142 27 ArchivistaERP 143 EA 143 TE
279. ion OCR 12 14 2008 4 54 34 AM End Archivista OCR Module FineReader Engine unloaded PDF page is being created 2 PDF page is being created 1 PDF layout is being created 2 PDF layout is being created 1 OCR text is being saved 370 2 OCR text is being saved 370 1 Next document for OCR 370 Connect to localhost archivista root Archivista OCR Module FineReader Engine started Connect to localhost archivista root 12 14 2008 4 54 28 AM Start ly 26 10 Text Recognition OCR In this menu teh text recognition OCR can be activated Usually this should already be the case Furthermore you can execute the OCR Recognition of specific files again as well as in problems actuate the OCR Server afresh Activate text recognition OCR Text recognition OCR already registered Restart OCR server Update settings now Restart OCR for document s Host localhost Database archivista User account Admin Enter password Desired documents i e 1 10 or 4 Update settings now Version 2009 1 26 11 Turn off ArchivistaBox This menu point is either used to restart ArchivistaBox or to switch it off Turn off ArchivistaBox Reboot Shutdown Turn off ArchivistaBox e 141 142 e Part VII WebERP Archivista 27 ArchivistaERP 27 1 Introduction The ArchivistaBox originated as an DMS and archiving software From the year 2008 Archivista will also receive an ERP Modul Ente
280. ions 17 2 3 Show download link When you access the WebClient and the field Show download link is active the table shows the field Download at the end of each row This field offers the possibility to download the currently active document as PDF file To be able to download a PDF file the function Create PDF files need not necessarily have been acti vated One can create a PDF file ad hoc However if you want PDF creation to happen automatically and constantly in the back ground and if you want searchable PDFs you must not only tick the box Create PDF files but also Show download link 17 2 4 Quality factor JPEG 1 100 Quality factor JPEG 1 100 33 Scaling of preview 0 10 100 20 Color scans are saved in JPEG format With this option you can determine the quality of the images 100 is best quality The smaller the value you enter the higher the compression 17 2 5 Scaling of preview 0 10 100 Here you can enter the relation of the size of the preview image to the original file 25 for 25 is a good value to start with 0 Further options e 105 means that no preview images at all are created If you work with the RichClient this can make sense In general however it is good to activate Preview access of the images is much faster even if this option at 25 requires approximately 10 more disk space 17 2 6 Conditions for archiving process SQL Conditions for archiving process SOL Folder size external st
281. ions Assistent Lokaler Drucker oder Netzwerk Sie mussen angeben welcher Druckertyp emgerichtet werden soll Wahlen Sie die Option fur den gewunechten Drucker aus Lokaler Drucker der an den Computer angeschlossen ist Netzwerkdrucker oder Drucker der an einen anderen Computer angeschlossen ist Afterwards you specify that it is a network printer you want to add Verbindung mit einem Drucker im Internet oder Heim Firmennetawerk herstellen URL 1 192 168 0 71 631printerssarchivista Beispiel http Serverprinters M einDrucker printer In the dialog box that comes up next you enter the IP address to which the files that are to go into the archive and which have been printed with the Archivista printer should be sent In our case the entry reads http 192 168 0 71 631 printers archivista In your own case the part of the entry that is not bold must show your own IP address The first part http and the last part 631 printers archivista are fixed 631 is the printer port that is used Please note too that the last part of the entry archivista in the above case denotes the database If you want to configure a virtual printer for a new database archiv4 for example then you make the following entry http 192 168 0 71 631 printers archiv4 Version 2009 1 Druckerinstallations Assistent Wahlen Sie den Hersteller und das Modell des Druckers aus Falls Sie Uber eine Installationsdiske
282. is finished Edit macros e 207 35 8 2 Normal characters If you want your macro to enter normal characters in any field you write straightforward characters on a separate line Example Hello Special characters can be entered as ASCII values but must be put in between asterisks e g 32 for a space In the case of some special keys and the function keys you have to take the following conversion rules as your guide BACKSPACE BS or BKSP Backspace key BREAK Break key CAPSLOCK Caps Lock key DELETE or DEL Delete key DOWN Down ar row key END End key ENTER Enter key ESC Escape key HELP Help key HOME Home key INSERT Insert key LEFT Left arrow key NUMLOCK Numerical block PGDN PageDown key PGUP PageUp key PRTSC Print screen key RIGHT Right arrow key SCROLLLOCK ScrollLock key TAB Tab key UP Up arrow key The Function keys are to be entered in the following manner F1 F2 F3 F4 F5 F6 F7 F8 F9 F10 F11 F12 Key combinations with Shift Ctrl and or Alt key are realized in the following fashion Control key Example d Control combined with key d Shift key Example TAB Shift comb with tab key Alt key Example f Alt combined with key f 208 e Edit macros Archivista 306 Define Fields and Masks Tutorial on Define Fields and Masks movie 2min 5 5 3 Tu tor
283. ishable appearance of black bars Barcode technology e 113 and white spaces of different widths We differentiate between two types of barcodes two level codes and multilevel codes CODE 39 Two level barcodes have two different widths narrow and wide Interleaved 2 of 5 MSI Code Codabar Code 39 and Extended Code 39 are examples of two level codes Code 128 Multilevel barcodes have more than two variants of width they may have bars and spaces that are very narrow narrow normal wide and very wide for example Among the multilevel barcodes we count Code 11 UPC EAN and kin Code 128 and Code 93 19 2 4 Which barcodes are supported by Archivista A barcode solution for the purposes of document management must be able to allocate barcodes to documents and vice versa To follow this purpose Archivista offers the most widely known barcodes but does not support each and every barcode format The Archivista Barcode Option works with the barcode formats Code25 Code39 Code128 EAN8 and EAN13 The auxiliary pro gram BarcodePrint supports Code25 Code39 and Code 128 Out of this reason these three formats are presented below Interleaved 2 of 5 numeric only barcode very efficient Nor mally you use this format because it can represent high numbers in limited space 12345678 114 e Barcode entry Code 39 alphanumeric barcode lts ability to repres
284. it F4 As always the individual functions are presented one after the other 8 9 1 Enable https Tutorial on Enable HTTPS movie 2min 4 18 8 9 1 1 What is HTTPS Ordinarily web pages are transmitted by HTTP Hypertext Transfer Protocol The data are not encrypted When HTTPS Hypertext Transfer Protocol Secure is used the data flowing between web browser and web server are encrypted By running the function Enable https we tell the server that from now on it must encrypt all data that it sends to other computers in the network upon their request HTTPS makes most sense for the local network and the Intranet 8 9 1 2 Function Enable https on the server side Enable https SSL Please enter the system password root user in order to setup https SSL for the web server Password HARU X Cancel Run O dialog Here you must enter the IP address of the computer with which you are currently working Remember you are configuring HTTPS on your server just now FP dialog Country code ICH Ti OF x Cancel The Country code must be two characters long O dialog state or Province Fal DK x Cancel All further settings can be entered without any such restrictions FP dialog City Zuerich Y OK x Cancel FP dialog Organization vw OK x Cancel FP dialog O dialog 24 009 certi
285. ith a minimum of 64 MByte RAM Further you need Windows9x Me or WindowsNT4 2000 XP as operating system Archivista A scanner is not imperative you can create pages directly from graphic files nevertheless the use of a scanner makes good sense and sooner or later you will need one The same applies to a good printer and a CD writing device The latter is used to transfer the high resolution pages which are needed for top quality printouts onto CDs 45 11 3 What do I have to take into consideration when converting from an earlier version Converting Archivista 4 x 5 x Please see the information under 45 9 45 11 4 Are there any fees if migrate to version 2009 1 Yes Archivista has been on the market for more than 5 years Pre vious updates have been free Since Version 2009 1 is a quantum leap in the history of the product we ask for a migration fee The exact prices can be found at Alternatively you can run ArchivistaBox under the General Public License GPL 45 11 5 Which archiving formats does Archivista 2009 I offer and how do they differ Archivista 2009 1 offers four formats In the following we give an overview by comparing the four Encrypted Bmp Zip the standard format consists of com pressed Windows bitmap files Target group note Don t use it any longer Bit Black White Tiff G4 Widely used file format in archiving systems Target group note Open archive in black and white without any need for conf
286. ition become valid In other words the print jobs are post processed with the extended options 8 10 3 Disable print server With this function you turn off the print server 8 11 FTP Server This function allows you to scan directly to the ArchivistaBox by means of a network scanning device 6 11 1 Enable FTP file upload Archivista Box Archivista Webclient F10 archivista webadmin F3 View manuals archiving amp OCR Archivista modules Backup Encryption PDF printing FTP server FTP server Enable FTP scanning Mail server Disable FTP scanning Database Syster Remote access Exit F4 Run the function Enable FTP file upload FP dialog Enter the new fp password FP Hide typing As always you will first be asked for the root password Then you will be asked to enter a specific FTP password You will be Archivista prompted to enter it a second time Now password protected FTP access to the ArchivistaBox is granted You do not receive a confirmation message FTP Server enabled Check System and Display system status to review the status of the FTP server In the illustration above you see the entry FTP server enabled Hence everything is in place for you to scan directly into the database on the ArchivistaBox 8 11 1 1 Upload in folder The FTP server was originally developed to work together with FTP capable digital copiers However it is now possible to send any docum
287. ivistaBox You have purchased an ArchivistaBox It is sitting in front of you and you want to start running it To do so see 7 for more information 3 2 Virtual Box You have also purchased an ArchivistaBox but you want to run it virtually To do so see for more information 3 3 OpenSource Box Please note that when you buy an ArchivistaBox the solution has been pre installed on the harddisk There is no installation necessary Should the need for an installation arise nevertheless you will re ceive the entire system ArchivistaBox WebClient and WebAd min as an integrated package on a live CD or a live USB stick After starting up the medium in question you simply run the in stallation process Cf 3 3 1 Hardware needed To work with it you need the following components e computer 256 MByte Ram or more SCSI or USB2 0 e harddisk 10 GB or more recommended 40 GB e SANE enabled USB SCSI scanner 22 e OpenSource Windows 3 3 2 Getting CD and installing ArchivistaBox The installation is simple Firstly download from he ISO file below ca 600 MByte and create a CDR by means of a CD burning software Then start the CD on the computer you want to use as your archive The live CD version starts up automatically With this version you can test all functions before you make an installation on the harddisk of your computer 3 3 3 Starting ArchivistaBox as liveCD You will be asked for keyboard language
288. ivistaBox by pressing the Power button e Now the ArchivistaBox will boot from the live CD The startup process resembles the startup from hard disk but bear in mind that it is only the CD The system is rather slow After some time you are asked to define keyboard layout and Archivista network configuration For keyboard please enter the layout 44 5 Installation update from USB Stick that you need But don t make an entry for network skip this setting by hitting No After a moment of patience you It is also possible to install the system by means of a USB stick will see the login screen of the WebClient That is the end of In this case proceed in the following way the starting up process Shut down the ArchivistaBox e Close WebClient e Change to the ArchivistaBox settings by rightclicking your Attach USB stick press Power button mouse Now you should see the entry Install current system to a hard disk partition in menu System e Press the ESC key and keep it pressed until e Run this command See also If you have reliable e the system gets into a special mode where you can choose backups a must in any case you can choose the option from which device the system should boot Select the hard dev hda Reformat_whole_disk i e you reformat disk as Boot First Device the entire hard disk and are ready to copy the database and your data to the system later If you do not want e A new screen
289. k Perform network backup now Mail server Restore network backup Database uste Remote access Exit F4 With this menu iterm you can implement an incremental network backup As in the backup version described above a copy of the data is written to another computer in the network but here only files that have changed are copied and not the entire data sets 8 8 4 External USB disk Archivista Box archivista Webclient F10 Archivista Webadmin F9 Backup Backup Tape Encryption Network POF printing Rsync network External USE disk FTP server External USE disk Setup USE disk backup Mail server Perform USE disk backup now Database Restore USE disk backup uste Remote access Exit F4 The commands in this menu work in analogy to those for the network backup but it lets you copy the data on your ArchivistaBox to an external USB harddisk instead of a network computer 8 9 Encryption On the one hand this menu item serves to encrypt the data streams flowing between the network and the ArchivistaBoxes PILATUS TITLIS and EIGER respectively On the other hand it enables you to generate an explicit key for data exchange between two ArchivistaBoxes Encryption e 51 Archivista Box archivista webclient F10 Archivista Webadmin F3 OCR a CR Archivista modules Backup Encryption Encryption Enable https PDF printing Disable https FTF server Mail server Data exchange Database Systern Remote access Ex
290. k RUN Logo recognition e 131 Operation finished The USE storage device can be safely removed now Ward You receive confirmation that the process has been successfully completed Click OK Now the logo in question is saved on your ArchivistaBox In order that the logo recognition can take it as its basis you must not forget to enter the file name under menu item Logo recognition Attention In order that you do not overwrite existing logos on your ArchivistaBox you must export the cust folder before you add the new logo to it and copy it back to ArchivistaBox 22 4 3 Problematic logos from pre printed letterheads When you use pre printed letterheads you must be very careful Hommel Hercules Werkze A a E 52 DE 68519 V WRONG Hommel Hercules Werkzeugl The first picture shows you part of a pre printed letterhead All that is green is part of the pre printed logo What is printed in black was printed onto the sheet afterwards As you may easily notice the printing is awry If you use the green bar as logo the objects cannot be properly positioned because the information was not printed in alignment with the logo here bar In such a case use that part of the letterhead that was printed later here Hommel the objects may be awry but they are correctly awry in relation to the logo The form recognition module will not have any problems to extract the objects properly 132 e Summary Note
291. k in seconds When scanning a book you mostly scan two pages at once gt cheat araram her ansi blo agora Lai sn ral a de cd The function Split page in middle gives you the possibility to split the pages in two after scanning Since books are in most cases made up of text one should not forget text recognition OCR Under Desired OCR definition you can choose between Multi German English and German and others 45 6 Classifying documents ERP interface You use the Archivista printer to print documents in the archive You then want to index these documents automatically and you use Archivista to search for a solution This solution is called coldplus pl home data archivista cust cold coldplus pl If this program exists in the ArchivistaBox it is run for each print Job For example Version 2009 1 usr bin perl my db shift database name you can change it my Stitle shift title of document goes to Title my Spdffile shift pdf file name for own work my Spsfile shift ps file name for own work my Sfor shift author goes to Owner if length Stitle 120 4 Stitle substring title 0 119 Stitle s Microsoft Word g Stitle s Microsofe Orfice 9 Stlule Ss 2 0 selele 6 7 2 7G title s g to return values you need to print it at first position include db name followed by a after it add the field value separa
292. ks the red edit mode tab In the upper right corner of the screen there appears a field with different actions To publish documents to further users the action Publish must be selected In a second step the user s for which the documents should be published are specified in the field adjacent to Actions In a third step the document s in question are ticked Publish all users Ok Persons Public dic dic By ticking the small box at the top all documents of the current selection can be selected for the action that follows Archivista By clicking the button OK the action is carried out Publish all Users Ok Persons Public edic ALL edic TAO In our example one document was released for all users This can be seen from the entry ALL next to the record concerned To reverse the publishing process choose Unpublish instead of Publish Version 2009 1 Edit mode e 85 12 Extended functions 12 1 Uploading a file Upioad file TT iz ox Choose action gt PfadAlt Download Upload file PDF IMG PIC ZIP File Delete PDF IMG PIC ZIP File Scan 44 1 Bit BW PDF IMG PIC ZIP File Scan A4 8 Bit Gray PDF IMG PIC ZIP File Scan A4 24 Bit Color PDF IMG PIC FIP File Combine documents PDF IMG PIC ZIP File You use this menu item or optionally the icon shown on the left to directly upload a file to the active database within the W
293. l message is picked up by the server The mail message is analysed e The message itself is archived with the option of archiving all PDF files and images it contains e An Archivista file is opened for each mail message The Sub ject From To and Cc fields as well as the date can be indexed automatically e The message itself is zipped and is also saved 134 e Editing a definition 24 2 Individual definitions User Mail archiving archivista Fields and masks Archive administration Scanning New Name Barcodes Edit Delete test Form recognition Edit Delete productive OCR definitions SQL definitions Export documents Mail archiving Database creation Logout If you select the menu item Mail archiving the system displays all definitions for mail archiving that are active in the database you activated in WebAdmin If no definition exists yet you can open one with New You can use Edit and Delete to edit the definitions 24 3 Editing a definition gt User Mail archiving archivista Fields and masks Archive administration Definition saved Scanning Mail server host smtp archivista ch Barcodes Port for connection 143 Pen irene tall User accoun t mailaccount OCR definitions gt SQL definitions Password T Export documents Encryption SSL Mail archiving Folder for archiving xx yy INBOX GESICHERT gt Database creation Field f
294. lay them by twos Show two pages Chapter s in manual Menu Edit Menu Viewing 33 6 14 Show two pages F11 5 2 4 Working with JPEG Tutorial on Working with JPEG Working with JPEG ist very easy Add a new document choose the format and the pages you add will be stored in JPEG Chapter s in manual Create new document Ctrl N 5 3 Search A powerful search functionality enables you to find archived pages quickly 5 3 1 Searching and Replacing Tutorial on Searching and Replacing You may search your documents and pages not only with the help of the full text search feature but also with the help of the sepa rately allocated subjects and other status information You may use the menu Search to make a first choice The selected items may then be further searched or field values may be replaced Search e 29 Chapter s in manual 32 Menu Search and further menus 32 1 Documents fields F5 Replacing field contents Ctrl F5 5 3 2 Full text retrieval Tutorial on Full text retrieval Thanks to the comfortable full text search function you may look through the entire body of text existing in your archive Simply click the symbol of the magnifying glass or go to menu Search and enter search words By clicking the question mark in the search mask you learn the possible options for a detailed search The hits may be displayed both in the main view and the Page view Chapter s in manual P
295. lic ones edit own records The records not belonging to any specific user and the records belonging to the user we are talking about are shown The latter may be edited Read all edit own records All records are shown i e also those belonging to other users But those belonging to the other users cannot be edited Read all edit all All records are shown and may be edited Sysop privileges all as well as settings All records are shown and can be edited In addition to that the user with sysop privileges has access to all settings and parameters w Imagine the SYSOP as a sort of super user because she is mistress over the rights of all other users Normally you login as SYSOP only when you want to change parameters 35 2 1 8 New documents with owner Tutorial on New Documents with Owner movie 2min 5 5 2 Here you can specify whether a user may create new documents and if yes which user they should be allocated to If a user has no right to create new documents she has no right to delete documents either 35 2 2 Access to databases Under SQL Definition you can specify which document selec tion a user should see after starting up Archivista The definition itself is made in the Definitions for selection see chapter The option Mask definition serves to specify the input mask a user sees after starting up Archivista The definitions for the input masks are made where the fields themselves are created By being abl
296. ls of preserving the free status of all deriva tives of our free software and of promoting the sharing and reuse of software generally NO WARRANTY BECAUSE THE PROGRAM IS LICENSED FREE OF CHARGE THERE IS NO WARRANTY FOR THE PROGRAM TO THE EXTENT PER MITTED BY APPLICABLE LAW EXCEPT WHEN OTHERWISE Version 2009 I 12 STATED IN WRITING THE COPYRIGHT HOLDERS AND OR OTHER PARTIES PROVIDE THE PROGRAM AS IS WITHOUT WARRANTY OF ANY KIND EITHER EXPRESSED OR IMPLIED INCLUDING BUT NOT LIMITED TO THE IMPLIED WARRANTIES OF MER CHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE THE ENTIRE RISK AS TO THE QUALITY AND PERFORMANCE OF THE PROGRAM IS WITH YOU SHOULD THE PROGRAM PROVE DEFECTIVE YOU ASSUME THE COST OF ALL NECESSARY SER VICING REPAIR OR CORRECTION IN NO EVENT UNLESS REQUIRED BY APPLICABLE LAW OR AGREED TO IN WRITING WILL ANY COPYRIGHT HOLDER OR ANY OTHER PARTY WHO MAY MODIFY AND OR REDISTRIBUTE THE PROGRAM AS PERMITTED ABOVE BE LIABLE TO YOU FOR DAMAGES INCLUDING ANY GENERAL SPECIAL INCIDENTAL OR CONSEQUENTIAL DAMAGES ARISING OUT OF THE USE OR IN ABILITY TO USE THE PROGRAM INCLUDING BUT NOT LIMITED TO LOSS OF DATA OR DATA BEING RENDERED INACCURATE OR LOSSES SUSTAINED BY YOU OR THIRD PARTIES OR A FAILURE OF THE PROGRAM TO OPERATE WITH ANY OTHER PROGRAMS EVEN IF SUCH HOLDER OR OTHER PARTY HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES Licensing e 17 2 First Steps 2 1 Introduction The following
297. lt in faulty keywording now and then barcode processing is not prone to mistakes and it is faster too Full text archive If you scan many texts the features text recog nition and full text retrieval of Archivista are a boon Do pay at tention to choosing the right sort of language set Umlauts are no problem then and thanks to the extensive dictionaries you may achieve excellent results Integration of documents already existing in digital form Windows documents which already exist in electronic form may be incorporated into your archive by using DirectPrint2 COLD We recommend that you make yourself familiar with the basic functionality of Archivista before you try a hand at DirectPrint2 Please read chapter 8 10 20 e The Archivista document The backup concept is and remains vital in archiving The archived pages should be copied to a write once storage medium like a CDR Also the database itself as well as pages that are not vet archived should be backuped So much on archiving in general see chapter 26 5 2 7 Archive pages and documents After installing Archivista the first archive is created automat ically You can begin feeding it with your papers straight away There are two terms to know which is helpful documents and pages Each sheet of paper corresponds to a page Documents already existing in your computer are tied into the archive as if they had been printed i e they are sent to a virtual printer and ad
298. ltipage GIF C TIFF multipage save each document in its own file based field Title File name s according to field FileName based on earlier import Options iY Compress when saving E JPEG compression factor 2 255 T Ovenwrite existing files without asking again I Do not write JPEG files afresh COPY only quality Corea To export the specified pages click Start In the case of a Tiff multipage file you must name the graphics file yourself When exporting several pages in the formats BMP JPEG or TIFF a parameter file is created The file names of the individual pages are composed of the letter E and the ending of the filename previously used by Archivista With the help of the parameter file pages exported in this way can be allocated to a different document for example The option TIFF multipage save each document in its own file based on the field Title is only useful if you have chosen to export All documents In this case every document will be exported as a separate file The file name is derived from the document s Title field Please note that before exporting you will need to define a parameter file suffix avp which after exporting will contain a report of how many pages were exported from each document 33 4 8 2 To clipboard Ctrl C You can also copy the active page the one currently displayed on the screen to the clipboard in order to make it
299. ly reduced scale thumbnail pictures will be created 160 e Hyperlinks links between records 30 3 2 Importing data The menu item Import data is the companion piece to Export data You can very easily import data that has been exported earlier from another Archivista database Just import the file pre viously defined as export file Archivista parameter file When running Import data you will be asked for such a file Click OK to import the corresponding data When importing into ta ble Archive you must further decide whether you also want to import the pages that belong to the documents 30 4 Hyperlinks links between records You can link records of the tables Addresses Notes Archive and Literature i e you can comfortably jump from one record to the next although they may not be close in the list The following four functions also exist as icons in the toolbar on the right 30 4 1 Defining a target Ctrl 1 To create a link first go to the record you would like to jump to from another record By first moving the cursor to this record and afterwards running the function define target either via the menu or the icon this record is defined as the target record When creating links in table Archive the current page is in cluded Thus the target is a specific page in a document This allows you to comfortably jump to a specific page and to jump from one page t
300. m Komponenten ArchivistaBox Rigi Y The new price has been added Currency Price racial Type CHF Endkunden 800 00 0 00 Edit Delete Currency CHF Franken v Sales Type Endkunden dh Price Factor 0 00 Add Update Price Back 27 3 4 Adda customer So as to be able to commence with the sales we must open a customer account Go to Sales and then to Add and Manage Customers Enter similar data in the field Customers Enter a new customer Customer Name Petermann Ltd Sales Type Price List Buchgasse 3 5400 Baden Address Dimension 1 Discount Percent Prompt Payment Discount Percent 0 0 Zahlungen innerhalb 10 Tage Y Credit Limit Email Payment Terms GSTNo Credit Status Customer s Currency CHF Franken Important The address should always be entered in a memo field in ERP Thereby you decide at the same time the formating of the address In order to open a customer account click on Add new customer Additionally for every client we must open a branch You will find Add New Customer this under Add branches for this customer Version 2009 1 Gute Zahlungsmoral hd Customer Branches Select a customer Petermann Ltd 7 The selected customer does not have any branches Please create at least one branch Name and Contact Branch Petermann Ltd Name Contact Main Branc
301. m purposes it would be more than sufficient Soon a floppy disk drive would come on the market and that would be extra safe and much faster too The storage capacity of 180 KBytes had great appeal but the Schneider computer was the only PC around with a 3 disk drive Consequently the shop assistant was asked if it was not a problem 226 e Chapter 38 PublishingEdition Il that Schneider had a 3 drive while all other home computers pos sessed either a 5 25 or a 3 5 drive No problem he answered the 3 drive was very much on the upsurge Amstrad was introducing It too The customer swallowed what the shop assistant said and bought the Schneider PC Only much later did he realise that Schneider and Amstrad were the same and that his initial gut feeling proved right no other 3 drive ever appeared on the market The man stuck to his Schneider PC faithfully but the data of those years e 1983 to 85 could not be converted later on lt was his luck that he had printouts of all the files so that he could scan and archive them later Without this experience Archivista might never have come into existence What are we to learn from this cautionary tale In contrast to the 3 disk the tape has survived until today And the information could be saved because it existed as printouts Does that mean that we have to produce printouts of all electronic files on our computer The answer cannot be yes here also because we would n
302. man Numeral Il in the chapter heading is justified We wish you and us much success and pleasure with the new Publishing Edition 38 0 10 Why source formats are not suitable How can we ensure that our documents keep well and are safe for long periods of time Why are source formats e g MS Word files unsuitable and why should we also convert PDF files although they carry portable document format in their name Simply because we need powerful programs to display these files All of them con tain characters more or less exotic fonts images and sometimes even bits of executable code that need to be put together on the fly and with the help of considerable processing power before we can view our file on screen Keeping documents can be massively simplified if we create an image file out of our source format The image file resembles a photograph in that it freezes the look of a file at a particular mo ment in time Display on screen is much simpler too At Archivista Gmbh we speak of virtual printing because converting source for mat files into image files entails nothing more than printing them to a file and rasterising them Finally they end up as image files in the Archivista database In the following would like to explain the abovementioned process step by step and with the help of Archivista lt saves us the task Chapter 38 PublishingEdition Il e 227 of having to print out our documents file and re scan them again
303. may print in archives and if it is possible to deliver files by FTP upload Furthermore decide whether it is possible to access Archivista by remote access Print server for archives CUPS Activate print server CUPS Printing allowed for range 192 168 2 hd 0 f 24 z Update settings now Upload server for files FTP Activate upload server FTP Enter password Repeat password Update settings now Mail archiving Enable mail archiving Weekly days 1 Mo 7 So 0 manually e g 2 6 0 Desired time e g 2 00 2 00 Update settings now Perform mail archiving now Update settings now Remote access console with SSH Activate remote access SSH Enable it permanently O Update settings now 140 e Passwords ArchivistaBox 26 7 Unlock documents Should there be a paper jam during scanning then it could be due to the fact that a jammed document remains behind This means that it is no longer possible to make amendments on the document bercause the system assumes that the document is still being worked on In this case such documents can be unlocked again using unblock Unlock documents Host localhost Database archivista User account Admin Enter password Desired documents i e 1 10 or 4 Update settings now Attention an incorrect area designation can cause a queing job to be incorrectly carried out 26 8 Passwords ArchivistaBox The passwords are directly administered on the Ar
304. mer FirmenName Dokumententyp Metabo Schweiz AG Ringstrasse 30 CH 8317 Tageiswangen Tel 052 3543434 Fax 052 3543435 Service de r paration et pce de rech Tel 052 3543444 Fax 052 3543445 Metabo COPIE Diserens Electrom canique Route de Marcolet 45 1023 Crissier Diserens Electrom canique Route de Marcolet 45 1023 Crissier Bulletin de livraison einto This function is exceedingly useful if one wants to copy the entire text of the page without any graphics barcodes or similar One should only turn off this function when one wants to put the documents on the Internet because flaws in text recognition can be annoying 17 2 Further options 17 2 1 Do not show owner Hide field Owner E Startup with photo mode E Show download link fe Activation of the field Do not show owner has the effect that the field Owner does no longer appear in the View mode of the WebClient The field serves to indicate which user or user group the currently active document belongs to To which documents a Version 2009 1 user has access is described in detail in Chapter 14 1 2 Often the document owner is of no relevance In this case the field need not be displayed 17 2 2 Startup with photo mode If you tick Startup with photo mode then the photo mode is active when you login to the database i e in the upper part of the screen you will see the first pages of the documents instead of the table This view makes most sense for photo collect
305. mote access Exit Alt F4 8 6 1 AccessLog This module serves to create a logfile of all accesses to the Web Client VNC localhost 0 0 Host Db Document Action Additional Moddate localhost archivista 26 select page 1 20070226224353 localhost archivista 28 all page 1 20070226224348 localhost archivista 28 all page 1 20070226224344 localhost archivista 28 all page 1 20070226224220 localhost archivista 28 go_search page 1 lang de 20070220210457 localhost archivista 28 go_search page 1 lang de 20070220210425 localhost archivista 28 go_all page 1 lang de 20070220210406 o ansicht suchen localhost localhost localhost localhost localhost localhost localhost localhost localhost localhost localhost localhost localhost localhost localhost localhost localhost archivista archivista archivista archivista archivista archivista archivista archivista archivista archivista archivista archivista archivista archivista archivista archivista archivista 28 28 28 25 25 25 25 25 25 25 25 25 25 25 25 25 25 go_ajax go_edit go_all go_mainview go_zoom_in go_zoom_in go_pageview go_mainview go_zoom go_pageview go_mainview go_zoom go_pageview go_mainview go_zoom_in go_pageview go_mainview page 1 lang de page 1 lang de page 1 lang de page 3 lang de page 3 lang de page 3 lang de page 3 lang de page 3 lang de page 3 lang d
306. mple but not the image files or texts of the individual pages mysql gt mysql gt mysql gt select Akte Seiten ArchivArt Erfasst Archiviert BildInput BildIntern QuelleIntern BildInputExt BildAExt QuelleExt from archiv or der by Akte desc limit 3 h 4 nnn n 3 rows in set 0 00 sec mysql gt J Let us take a look at the relevant fields of table archive e Dokument unique number for document 1 x e Seiten Number of pages per document 0 none 1 640 pages e ArchivArt 0 BMP ZIP obsolete 1 TIF 2 PNG 3 JPG e Erfasst 0 no pages added 1 document contains pages Archiving concept e 245 e Archiviert 0 document is not archived 1 document is archived e Bildinput O image in input folder 1 image in table archivbilder e BildIntern 0 no web preview images 1 web preview images e Quellelntern 0 no source file 1 source file e BildInputExt file extension in capital letters TIF PNG JPG e BildAExt file extension for web preview images TIF PNG JPG e QuelleExt file extension for source format archiving e g DOC PDF 41 2 1 2 Table archivseiten Table archivseiten contains the information regarding the text recognition of a page i e we find the extracted text as well as the OCR definition belonging to the page Note that the archiving process leaves table archivseiten untouched mysql gt describe archivseitent
307. n click on Logout You are then returned to the login screen Switching it on e 39 gt User User administration archivista gt Fields and masks Archive administration New Host User Access Scanning localhost SYSOP SYSOP All as well as settings Barcodes localhost Admin SYSOP All as well as settings Form recognition Edit Delete localhost Adminl SYSOP All as well as settings OCR definitions gt SQL definitions Export documents Mail archiving Database creation 7 5 6 Logging in to WebConfig In order to connect the ArchivistaBox to the outside world i e a network you have to call the WebConfig application WebClient WebERP WebAdmin Wwebcontia Manual Handbuchi You also enter the password archivista on the login screen here Click on Login You are then taken to the main screen Current settings gt System settings Current settings gt Backup Administrate services Inet addr 192 168 2 157 Beast 192 168 2 255 A alate Mask 255 255 255 0 Passwords ArchivistaBox gt View log files Hwaddr 00 0A 9D F3 07 2B gt Text recognition OCR gt Tum off ArchivistaBox Web server https SSL disabled gt Logout application FTP server enabled Incoming mail server disabled Database in master mode PDF printing enabled Remote access SSH active Graphical remote access VNC not active Tape backup not enabled Network backup not enabled
308. n and military casuytes they also aggravate the protien of structural impadiments in the poor and least deveraped courknes ay ther detrimental effects an the economie active and social and priysscal infrastructure Wina are the man pattical econome and numan security challenges in past crass poor sonene What are the priority needs in the areas al emergency humantaran reset rehanatatian and recarstrachan and deveannen What coud de the key comrinution of the industrial should be the rose and camtributian af UNIDO in meeting the economic challenges in post crais situations Thase are some af the issues winch were discussed in the fourth Round Table an Aost Crisis industrial Renane tation and Reconstruction Keynote Speaker H E Mr Kay Rala Xanana Gusri cent of Timor Leste Panelists H E Ms Kadi Sesay Ministar af Trade and industry Sierra Loone H E Mr Yukio Takasu RELATED Mr Ranjith Fernando raans Mr Erick de Mul Mr Maurizio Pieroni Ambassador of japan Permanent Representative to the Internationa Organizations ln Vianna Secretary to the Ministry af Enterprise Dew Pramotian and Constitutlana Affairs former Lanka nent Industria Policy iv rent sidant af the Developmen jn Sr Former UN Resident and Humanitarian Coordinator in Angala and Afghanistan Senior Liaison O cui HABITA Ganava O fica Moderator 03 12 04 00 42 vmware worksta BY UNIDO Genera X xterm 2 a ag fal 00 YY 123 04
309. n creating and editing documents can now allocate sev eral contact persons per document All values predefined under Contact also appear in the combo boxes of Contact1 and Con tact2 See the example below Contact M ller cx Contactl Huber EH b Contact Maller Huber 16 4 Link with field Here you enter the field to which the currently active field refers For 1 N fields you choose the field with the superordinate concept in Archivista terminology Definition In the case of multi fields which are in actual fact copies of a main field the main field is selected Field name Region Field type ES Link with field Department Label Region Position width Version 2009 1 16 5 Label Do you want to attach a label to a field If yes please enter the label here A label makes sense in most cases With multi fields or hierar chically dependent fields it may be better to omit labels though 16 6 Position Here you can specify at which position the field is to be displayed in the table Use a number larger than 0 16 7 Width In the field to the right you specify the column width the field should take in the main view table One screen pixel corresponds to 15 units i e if you enter 900 the field will be 150 pixels wide A value of 1 means that the field in question is not to be displayed in the table at all 16 8 User s allowed new entries With the last two optio
310. n folder 10 name ARCHO010 Currently folder 10 is made up of 25 MBytes and 1789 files The field ArchivDateien shows 1800 files our document 84 possesses 14 pages Together with document 84 folder ARCH0010 would con tain 1803 files That is the reason why a new archiving folder with the name ARCHOO11 is created and the current folder number goes up to 11 Second example Up to and including document 83 there are 1500 files in folder ARCH0010 The folder consists of 589 MBytes document 84 contains 220 files and is made up of 44 MBytes Also in this case document 84 would be finally saved in archive folder ARCHOO11 41 2 2 2 Calculation of file name If a page is saved in the database itself the image file is not named The file name is calculated on the basis of the field Document and the corresponding page It works like this The image file gets an A in first position The second to the sixth position are reserved for the document number the seventh and eighth position gives the current page Archiving concept e 247 The following example will make this clear Document number 84 modulo 26 6 G remainder 3 D results in 000DG Page number 12 modulo 26 12 M remainder 0 results in OM Thus the full file name without extension looks like AO00DGOM XXX The extension of the file name is calculated on the basis of field ArchivArt e 0 BMP ZIP e 1 TIF e 2 PNG e 3 JPG If field A
311. n is interrupted without any apparent reason In such a Version 2009 1 case simply turn the scanner off and after a minute turn it back on In 9 out of 10 cases the connection will be resumed If not try as a last resort shutting down the ArchivistaBox and starting it up again See 44 3 und 7 5 The scanner AVision AV3200c is connected to the ArchivistaBox by means of a SCSI card If scanning by means of this device is no longer working please refer to the function described in 46 3 Characters on keyboard do not work If you cannot type characters that are represented on the keys of your keyboard then you must adjust the keyboard layout setting See above in 8 14 1 1 46 4 OCR is not or no longer functioning Should the text recognition not be working the underlying causes may be the following e OCR module has not been registered e OCR has not been activated for this particular database e A warped log entry prevents the OCR software from working The measures below should put things right order according to the causes listed above e OCR module must be registered see 8 14 4 5 e OCR must be turned on for the database in question see e Delete log table and restart OCR see 8 14 4 2 and 8 14 4 4 OCR is not or no longer functioning e 275 46 5 ArchivistaBox is no longer working ArchivistaBoxes are designed for 7x24 performance and we recom mend that you keep them running over months and years If an
312. n of the delivered scan ner software to an activated Archivista printer See for information on how to set this up If you want to print scanned documents in bleed off form you should use a printer driver in Windows that is capable of handling this Archivista 46 Solutions for common problems 46 1 Scanning is slow Scanning may be slowed down by some of the options Functions that use considerable calculating capacity include e OCR recognition e PDF generation e Barcode recognition optional module e Removal of blank pages If several of these are turned on at the same time and the system is supposed to go through all tasks at once scanning speed may sink If you want all of these functions turn them off during scanning and turn them back on afterwards 46 2 Scanner is not working The first question you should ask yourself is am using the right scan definition If your papers are sitting in the ADF but you are using a scan definition where ADF as option is not chosen then the scanner cannot respond The second possibility may be that the connection between ArchivistaBox and scanner is broken The scanner AVision AV220 with USB interface should immedi ately respond when a connection with the mains on the one hand and the ArchivistaBox on the other has been established A startup procedure where the scanner has to be turned on first and the ArchivistaBox afterwards is not required However sometimes this connectio
313. n the lower half and on the very left of your screen is EG ES Ko 4 K 4 pE gt Dl gt Choose action fad Ok 08 11 2005 No 08 11 2005 No Document 2 Pages 8 Folder 1 Date 08 11 2005 Prospekt Box Systeme Category Archivista Categoryl DMS g Category2 d Country Digital archive Region DMS IA IA JA JA IA IA x i Ix Ix Ix De o 8 2 3 es A Save Database archivista Recordset 1 2 Document 2 Page 1 8 You see the edit dialog box specially adapted to your and your com pany s needs Depending on user access rights and work sphere some fields may be locked for you while others need to be filled in with keywords In addition there are different field types Below we give a quick overview Do not get confused however There is no need to learn what follows by heart As a rule and to ensure stringent classification of documents the system guides and supports the individual user in the process of keyword allocation The more data in a database Archivista the more important the streamlining of possible entries If at all unsure as to how to allocate keywords do contact your system administrator As mentioned above we give a quick overview of what kinds of entry possibilities the system typically provides Should you want to know more we refer you to chapter and 11 3 1 Uncontrolled keywording You are free to enter anything you like
314. ncryption Print server FTP server Mail server Installation in progress Database System System configure wi DK Remote access Display system status Win F7 e RL archisiazianie Once the download is complete the following confirmation is dis Archivista tools unlock documents Alt FS Terminal AIt F7 n played on your screen and you close it by clicking OK Clear log table Online update Restart OCR server Convert CD to USE storage Register OCR Install Current system to a hard disk partition O archivistaBoz OCR option successfully installed Publish current systern E ok The OCR option is then active and can be used immediately The following window is then displayed 8 14 5 Terminal Alt F7 Download link for OCR option nu freearchives chiz This menu item is reserved exclusively to the developers of the Zo oo X Cancel ArchivistaBox 8 14 6 Online update Enter the download link that you received this should be www freearchives ch liz Click on OK and enter the file name You can use this menu item to update the ArchivistaBox to the that you received for the download e g fr41 zip latest version directly via the Internet After you call this menu 70 e System Archivista item you have to enter the root password You then have to enter the required version number This number has the following structure YYYYMMDD For example to install the release from 17 5 2009 you would ent
315. nction was developed for companies with subsidiaries in differ ent countries Depending on which language the keyboard works with character font incompatibilities might appear This option circumvents the problem 35 1 5 Printing in Page view Archive Within Page view only table Archive there is the possibility to send pages to the printer Since some printing devices have margin settings that unduly diminish the printable space of a sheet it may turn out useful to make up for them here What is more you can adjust the starting position on the left and at the top Archivista 35 1 0 All tables With this option you specify whether the tables Addresses Notes and Literature as well as their auxiliary tables are opened when Archivista is started up If this option is not turned on starting the program is faster but you cannot access the men tioned tables 35 1 7 Country definitions Country definitions are exclusively needed for table Addresses and table Zip codes Addresses This field contains the country definition for the field country in table Addresses and is the link to the country codes in table Zip codes Addresses An example if you want the field country to say Suiza instead of Switzerland it suffices if you enter CH Suiza here 35 1 8 Status help for addresses This is the location to specify the reference list for your status letters table Addre
316. nd backwards When you press the button you get information on how to do combined searches Archivista 32 2 1 MySQL search definitions Archivista Search definitions E xX Divide search strings by empty spaces Examples wordi Word2 Both wordi and word must occur ANDI wordi Wordz Either wordi or word must occur OR Wordi Wordz Wordi must occur whereas word must not occur NOT In order to search For parts of words use the wild card Example a search using treet finds apart from tree also treetop All words together yields hits only for the exact string of words If you work with the indexing function of MySQL there are the following options at your disposal regarding fulltext retrieval The operator means that all the words entered must be present If you enter drink alcohol you will find all pages containing both drink and alcohol By entering drink alcohol you will find all pages containing either drink or alcohol The search drink alcohol returns all pages which contain the word drink but do not contain the word alcohol Wild card search by means of the asterisk is also a possibility When you enter drink pages not only with drink but also with drinks or drinking will be returned however pages with drunk will not be selected you would have to enter drink drunk Wild card search with
317. nd side 11 2 Search Tutorial on Searching movie 2min 4 8 Tutorial on Searching movie 2min Searching by means of the WebClient is very comfortable there is a special search dialog box at your disposal Simply click the green tab of the detail view of the currently active document You find it in the lower half and on the very left of your screen 80 e Search eal lel Jf Neus Boxen Database archivista Recordset 1 2 Document 2 Page 1 8 You see a dialog box with empty fields ready for you to enter your search criteria For those fields for which pull down menus exist you can select your search criteria by picking them from the list 11 2 1 Full text search If you do not want to search for your documents and pages by making use of keywords in the fields but want to search the entire text of all the pages then use the full text search possibility Fulltext The little window serving this special purpose is to be found in the upper right corner of the search dialog box Please note the following features of the full text search e There is no distinction between upper and lower case Archivista e You can look for parts of words by adding an asterisk to a word manx for example finds mandarin as well as man ager e An asterisk at the beginning of the search term is ignored xman does not find Hopeman e A Boolean AND can be achieved by firs
318. nd then the next row is begun To begin a printout in the third row second column please enter the value 3 after Start row and 2 after Start column If you tick Page with the same record then a whole page is printed by repeating the same record again and again i e with labels having 8 rows and 3 columns you will get the same record 24 times This option is useful to comfortably replenish your stock of address labels belonging to a certain record Finally you specify the desired printer with the field Choose printer Here Windows standard definitions are used When you are finished with the details click Print A status message follows telling you which record is being printed If you wish to interrupt the current printing process click Cancel 30 2 Working with databases 30 2 1 Logging on with password This function allows you to log on afresh without having to quit the program This is a considerable advantage when different people work on the same computer and have to make entries in an Archivista database Archivista A password is only required if users have been defined previously see chapter 35 2 30 2 2 Choosing another database With this menu item and the relevant submenus you can get straight into one of the four databases most recently looked into As long as you work with only one the first database you will not need these menu items On start up of the program
319. nd white page as one with gray scales or as a color image Black and white scans possess only black and white dots while images in gray scales contain different shades of black and white and correspond to a black and white picture shot with a camera 33 4 2 2 Options Here you specify brightness contrast and gamma value of the page you want to scan If your pages are of satisfactory quality you do not normally need to change the settings However if your pages are of bad quality these options may do wonders 33 4 2 3 Scan resolution Under Scan resolution you specify the desired resolution when scanning It goes without saying that the chosen value must be Archivista supported by your scanner Normally you would use 300dpi for black and white pages and 150dpi for pages in gray scales and color At any rate this is what you get when you tick Use given values The size of the page is specified under Page settings It is a good habit to put the pages always in the same fashion on the pane of the scanner The function Rotation serves to subsequently rotate landscape pages and put them on their feet 33 4 2 4 Post editing functions Scans that consist of two pages side by side as with the scanning of books can be split into two separate pages by activating the Split page in middle function After scanning you can automatically run a macro You could for example brighten up the page automatically In order
320. ne click OK and attach the USB stick to the ArchivistaBox The following dialog box appears Encryption e 53 To export the public encryption key please enter the system password root user Password X Cancel oe Run Enter the password click Run and the key will be copied to the USB stick The private key remains on the target ArchivistaBox To convey this key to the source ArchivistaBox simply insert the USB stick in this second box and the key will be copied onto it When you now export documents from the first box they will be encrypted And when you import them to your server or target box they can be decrypted by means of the private key Let us assume that the ArchivistaBoxes with the data to be encrypted before the export are far away and conveying the public key to these boxes is not feasible In this case you can send the public key to your partner by e mail The public key is stored in ASCII format and there are no special characters In such a case the file key must be copied on site first to the USB stick and from there to the ArchivistaBox 8 10 Print server The function Print server sets up a virtual printer in order that files may be virtually printed and the resulting print spools may be archived in the ArchivistaBox The main point is to open the ArchivistaBox for files print spools that users print somewhere in the network by means of the Archivista printer
321. ness use It is focused towards document processing DMS and archiv ing as well as mapping business processes ERP solution new as of 2008 All user interfaces are web based the entire solution is delivered ready for operation in a single box and the sources com ply with the GPL standard i e the software is available as Open Source The following main models are supplied DOLDER RIGI SANTIS PILATUS TITLIS and EIGER There are also two sub models that can be used as intelligent network scanning stations These are called MYTHEN and ROTHORN 6 1 Advantages e No installation of any desktop application on an already busy server or on client workstations e Very intuitive user interface Hardly any training necessary e Documents cannot only be searched but also edited via the web browser i e keywords can be added for example e The ArchivistaBox is independent of any operating systems already in use it works together with Windows Unix OS X etc e Starting to work with it is simple plug and play 34 e RIGI and SAENITS model 6 2 DOLDER model 6 2 1 Hardware The ArchivistaBox DOLDER is an industrial suited fanless PC with the following content Geode LX800 Processor 256MB RAM fanless 2xUSB LAN VGA Compact flash harddisk with minimal 32GB SSD 12 Volt DC Caused by the progress of hardware equipment components are subject to modifications 6 3 RIGI and SAENITS model 6 3 1 Hardware The Archi
322. ng av 20060410 2301 iso Do you want to copy the archive to an USB device vel x By the same token you will be asked if you want to copy the archive to a USB or CD DVD device The compressed archive image is 900 MB and named fhomedate publishing ay 20061 105 2346 iso Please choose a device type to write it to 38 0 12 1 USB medium After clicking the Yes button a dialog box announces that the ArchivistaBox is waiting for a USB device archive publishing Waiting for USB device Please insert the device you want to use a Cancel After you have attached the USB medium the ISO file is being copied As soon as the copying process is finished the following dialog box comes up archive publishing Archive copied to the USB device E Ok You will also be asked whether you want to keep the ISO file If you keep it you can re use it say for moving it to your Windows Version 2009 1 system by means of Win SCP and burning a CD or DVD But please bear in mind that the space such a file uses is not negligible D archive publishing Delete published archive now ui WES Mo Now is the time to shut down the ArchivistaBox We recommend that you test the live system on the USB device straight away Leave the USB device attached Use the Exit function to shut down the ArchivistaBox Then press the Start button on the ArchivistaBox and after a couple of seconds press the ESC key
323. ng functions in Archivista No password is set yet and no logon dialog box appears Only after the entries mentioned below have been made the system will ask for a password any time the program is opened To create users to select or delete them there are five buttons at the bottom right of the dialog box To the left of these buttons you see which user is active at the moment w Create new user Please note that when creating a user you always have to enter Name and Access from e g User administration e 195 uer localhost More information on this can be found under 35 2 1 1 und 35 2 1 2 The following entries must be made for each user 35 2 1 Settings for users 35 2 1 1 Name Each user needs an identification name i e a non equivocal term which establishes a person as a rightful user and which gives him individual privileges to use the database A name may consist of a maximum of 10 letters and numbers but it cannot begin with a number 4DOS is not a valid name but DOS4 is w User name and owner are identical insofar as each user is listed as owner in the field of the same name see chapter 29 7 2 How ever a user can allocate a different owner to a record e g a document under the condition that he has the necessary privi leges 35 2 1 2 Access from Please specify here from where a user may access the Archivista database Under Access from you enter either localhost a d
324. nner possesses a document feeder do tick Feeder and choose ADF simplex With this option on you can fill the document feeder press Direct scanning and walk away Your scanner will faithfully work through the whole stack and it may be minutes before you have to attend to it again Some more expensive scanners are able to scan both sides of a sheet at the same time If you posses such a scanner choose ADF duplex Your scanner and Archivista 2009 I will work perfectly together to add all the desired pages to your archive You can cancel the process by pressing the ESC key Please note that cancellation takes effect only after scanning of a page is completed The option Create new document with new page makes most sense when you work with a scanner that has a feeder It allows you to scan whole stacks of paper and Archivista 2009 1 allocates each new sheet to a new document 33 4 2 7 Starting the scanning process After entering all the desired settings you may start the scanning process Press one of the following buttons to do that Direct scanning the scanner is addressed directly and not via the scanning software dialog box supplied with the scanner Menu Page e 179 Scamning with settings the scanning software dialog box ap pears this is not Archivista 2009 l but the scanning software be longing to the scanner The page is scanned Afterwards you can modify your page see menu Edit i e you can
325. ns in this dialog box you can lock a field for users that are not listed here User s allowed new entries PS RM Users allowed changes Back Save The users whose names are specified behind User s allowed new entries can add controlled vocabulary to the pulldown list This option concerns primarily 1 N or multi fields Pay attention to separating the user names by commas User s allowed new entries e 101 16 9 User s allowed changes Under User s allowed changes list those users who are allowed to make changes to this particular field This does not concern changes to controlled vocabulary but solely changes to selecting from controlled vocabulary or changes to fields for which entries are not predefined Pay attention to separating the user names by commas 102 e User s allowed changes Archivista 17 Archive administration Most functions appearing here and described below can also be found in Part IX in particular under 35 1 4 and If there is a function you happen not to understand it may help to refer to the description in Part IX 17 1 The first options Suppress field Title in main view E Width of field Title in table 3000 Field for publishing FelderPublish f Elements in combobox fields 0 x 4 17 1 1 Suppress field Title in main view By ticking Suppress field Title in main view you decide on a global level i e for all users that the field Title is not to be display
326. nt of scanning quality Enter the measures in the following fields scan width mm 10 scan height imm ed As most books are printed in black and white the specifications Grayscales and 200 dpi are sufficient If the books are printed in color these values must be adjusted accordingly Color information Grayscales 6 bit Resolution dpi 200 To achieve a really high scanning quality the option Black white optimization should be ticked Maybe you are asking yourself why you do not scan in black and white The answer is that black and white optimization does not work with a black and white scan Depending on how you scan your book it must be rotated in order that the scan is in an upright position later For this purpose use the field Rotation The scan is turned automatically in accordance with your settings Rotation o sl The option Several pages relieves you from the necessity to start the scanning command again and again Under Autopilot one can specify how many scans should be made several pages Autopilot xl Autopilot number of pages 4 In the example above a 4 has been entered in the field Autopilot number of pages The scanner makes 4 scans Between the scans the scanner takes breaks By means of Autopilot break in seconds it can be specified how long that break ought to be Archivista The illustration below shows an example where the scanner is to wait 2 seconds in between scans Autopilot brea
327. ntation e Clean page before starting recognition rm Suppress scaling to minimal 300dpi fe Do not use black and white conversion 4 Use lines for defining table cells T Table without overlapping cells O Cells with exactly one row T Back Save The form OCR settings enables you to get the most out of the internal text recognition module You may define up to 20 sets of definitions which may be allocated individually The buttons at the bottom of the form help you to jump from one definition to the next or to delete a OCR definition 20 1 Name of OCR page definition Each OCR definition must wear a name which you specify in line Name of OCR page definition This name will appear in submenu OCR settings current page which may be used to assign a specific definition to a specific page document or selection of documents Version 2009 1 20 2 Languages of definition Each definition may contain up to five languages There is a mini mum of one language The specification of several languages helps to maximize the number of recognized symbols If for example German and French are entered the umlauts of both languages are valid typefaces but an Italian umlaut will not be rendered as such 20 3 Text quality of pages Normally you will use the option Typographical If you have texts which stem from a matrix printer or a typewriter the other two options help you to achieve better quality 20 4 Fur
328. ntentyp File name mnt usbdisk dcim 100casio cimg1620 jpg File size 642970 bytes File date 2007 07 16 08 07 26 Camera make CASIO COMPUTER CO LTD Camera model EX S500 Date Time 2007 07 16 08 07 25 Resolution 1600 x 1200 Flash used No Focal length 6 2mm 35mm equivalent 38mm Exposure time 0 0010 s 1 1000 Aperture f 4 3 Whitebalance Auto Metering Mode matrix Exposure program auto 45 8 1 Photos with text The import of photographed text documents works in analogy to the import of photos however there is one difference In the main menu of the photo import feature click Process as text images The photo is imported as usual and is archived by ArchivistaBox Prerequisite for a good scan of the text document is a good quality high resolution camera Many digital cameras possess a text mode specifically intended for the photography of texts go to the menu settings of your camera Additionally a camera support may be a definite advantage as pictures taken without support are easily blurred Such a camera support may be purchased from Archivista GmbH Import of images e 271 A camera of good quality with say 10 megapixels but even 5 megapixels may be sufficient will return a photographed docu ment of excellent quality Let yourself be convinced by the follow ing example D signation d article cc Attention prix et catalogues valables just c la fin de fevrier
329. o dass der neue Ken nel gebootet werden kan lilo 18 shutdown r now xi I Activated Page view maam ion emel The page is empty since there has not been anything scanned yet Now click Bl to scan a page If there is no scanner installed go to menu Page and menu item Import and then to From file After entering the file name the page is imported If you want to add pages with the help of a scanner and in the case of such a device being installed correctly you get the following form Archivista Add pages by scanning Color information Options Definitions Black white Brightness A New Delete Allocate Gray scale 8 bit Contrast 1 L re C Color 24 bi Gamma 1 8 Scan resolution Desired resolution in dpi 200 Use given values Iv Page settings US letter colour Width 8 189 Inch Position left margin fo Inch Height 11 614 Inch Position top margin fo Inch Rotation Postediting 0 Later OCR processing English f i TT Split page in middle JT Makro No macros 270 TT Deskew TT Despeckle Auto Crop Several pages TT Scanning with autopilot 1 n pages 2 seconds break I Feeder ADF simplex YA 7 New document after new page y La al Direct Scanning with canning with ja glia scanning settings sep arating sheets To add a page which does not contain any information on color or gray scales click
330. o set up the first invoice So as to enable us set up the invoice ourselves we must next prepare the company data at least a tax rate a tax group an article as well asl a further client 27 3 1 Company Setup After registration change to Set up as well as Set up Company You can now enter your company data Version 2009 I Fiscal Year 01 01 2008 31 12 2008 Active gt N A Address Telephone Number Facsimile Number ES Email Address o Company Logo Domicile A Use Dimensions ale No Item List No Customer List 27 3 2 Taxes Before we can be able to compose an article we must ascertain that there is at least one entry on Tax Rate ing and General Ledger Setup Taxes Make an entry there as per the diagram below Tax Types Description Default Rate Sales GL Account Purchasing GL Account New Tax Type Description Schweiz Default Rate 7 6 Sales GL Account 2660 MwSt CH v Purchasing GL Account 2680 MwSt CH Vorsteuer v Back Next to the Taxes we will next need a tax group Please click on Tax Groups to open a tax group First Step e 145 Tax Groups Description Tax Shipping New Tax Group Description Mwst Tax Shipping No Select the taxes that are included in this group Tax Default Rate Rate Schweiz 7 6 w 16 7 6 None y None None None hd Back Tip The difference between
331. o supplying the list items the server names the total number of records resulting from the search query in order that the enduser may know whether the results she sees constitute a subset or a total of the results she produced by her query 35 2 1 4 Group s In principle Groups in Archivista are ordinary users The only difference is that Groups are allocated to users To each user you can allocate one or more Groups The user in question may see and edit not only his own documents but also those of the group s as if they were his own Example Let us assume that users A B and C form a group D is not to have access to the documents of A B and C S possesses all privileges but his documents must not be viewed by either A B C or D With the function Group s this riddling task is elegantly solved You create a virtual user ABC which is allocated to the users A B and C but not to D In this way these users form a group A B and C each view their own individual documents Archivista as well as those of user ABC i e the Group D does not have any access and S has access to all documents anyway since he has reading and writing privileges with regard to all documents w From version 5 1 onward each user may belong to several groups You achieve this by entering the names of the groups separated by commas For example if you want a user to have ac cess to the documents of both Sales and Purchasing
332. o the other within the same document 30 4 2 Defining hyperlinks Ctrl E After defining the target you define the link by determining the source Go to the record from which you want to jump Now click define hyperlink and you will get the following screen Archivista Define hyperlink Ea Define Hyperlink to Archiv 4 Entry of description Cancel Old manual Enter the name of the hyperlink if you like you can accept the suggestion made by Archivista and click OK The hyperlink is defined You can tell this by the key in the toolbar that is now shown in red 30 4 3 Call up hyperlinks Ctrl F8 The current hyperlinks of the active document address item etc can be looked at by clicking the red key El or by choosing Current hyperlinks in menu item hyperlinks menu Database Below an illustration of the list that will appear Click the desired entry and you will be carried to the target record Archivista Hyperlinks archi 5 1 New manual Entry upwards Einty downwards Edit Delete Back Goto 30 4 4 Last active record F8 By running this function you get to the previously active record It may be the record from which you jumped to the present one by means of a link or it may be the last active one Version 2009 I 30 5 Parameters With this menu item you can tailor Archivista 2009 I to your indi vidual needs Please go to the separate chapter 35 further towards the
333. ocument which document of how many it is what number the document possesses and which page is displayed Depending on which version of the WebClient you possess you cannot only search documents and pages but you can also edit and delete them To the left of the document detail area you find tabs in different colors To find out more information about searching please go to 11 2 To find out more about the editing mode see 11 3 76 e Views Archivista 9 2 2 Page view Page view gives you the best possible view of the currently active page The image is automatically scaled to your browser window Coassolo na box systems OUT OF THE BOX The DMS and archiving solution Archivista came into being in 1993 because there was and sull is no other solution that managed documents ina 100 application free way At the beginning Archivista was a Windaws product The turn of the Millennium changed that in the year 2000 the OpenSource database MySQL was embedded in Archivista Already then Archivista Ltd was thinking out of the box With this the scene was set for a platform independent software Database archivista Recordset 2 2 Document 1 Page 1 10 Version 2009 1 Views e 77 10 Navigation Navigation i e moving from one document to the next and leaf ing through pages of individual documents is not done by com mands from the menu but by clicking the relevant icons 10 1 Main view Page view displ
334. of course run the ArchivistaBox under the GPL license You should note however that no support is available for this see also GPL license under 1 5 6 If you purchase an ArchivistaBox you also receive the Silver sup port package free of charge This includes 30 days of telephone and email support for implementing the ArchivistaBox You can also obtain free support by using our support forums and you will also receive the latest versions of the ArchivistaBox for three years You Version 2009 1 can also choose to pay for support which you can do at any time over the course of five years The rights of use of ArchivistaBoxes subject to GPL licenses are not affected by this If you require further support a guaranteed reaction time or con tractually agreed updates then you require a maintenance contract in addition to the ArchivistaBox If a maintenance contract is re quired it must be concluded when the ArchivistaBox is purchased or retrospectively over the full period of time If you still use 4 x or 5 x we recommend that you update to the ArchivistaBox as soon as possible The reason for this is that updated versions for 4 x and 5 x will no longer be available 1 5 4 Guarantee Archivista GmbH guarantees that the application Archivista 2009 1 will run in basic accordance with this documentation for 90 days after selling date The total liability of Archivista GmbH consists of a refund of the originally paid price or of
335. ollowing s localhost archiv SYSOP Please note in partic ular that you must put an asterisk followed by a space followed by a lower case s followed by a space and then enter host database and user separated by semicolons The user can also be omitted The following control parameters may be used when accessing avstart exe SQL SQLEQUAL SQLLIKE FIRST PREVIOUS NEXT and LAST capital letters required The commands SQL and SQLLIKE are special in that when accessing avstart exe and SQL or SQLLIKE additional field names and values are also re quired Here are some examples c Program Files avstart exe SQL Titel Meier c Program Files avstart exe SQLEQUAL Titel Meier 244 e Chapter 40 External SQL calls RichClient In both cases a query will be run in the Title field i e the documents activated will be those which have exactly the word Meier in the Title field c Program Files avstart exe SQLLIKE Datum Titel Meier In this case the files activated will be all those in which Meier occurs in any position i e Hansmeier or Meierhans will also be located In this example the hits will be sorted by date in descending order because of the minus sign in the field name and then according to the title field Note Up to five fields can be used for selection sorting Each unit is separated by a semicolon The field name and value are separated with a comma If no
336. omain like company com also possible in combination with or an IP address such as 192 168 0 44 also possible in combination with Please note that you have to use localhost for all the users who work on the PC on which MySQL is installed If you want to access the Archivista database from a different PC then you need either global access rights with the domain name of the computer accessing the database or the IP address of the computer 35 2 1 3 Number of records following SQL queries The advantage of client server solutions lies in the fact that database queries such as we want to see all documents of a 196 e User administration particular customer from last year are not dealt with locally by the end user s PC i e the client but by the database server The server processes the search and the client receives only the results Theoretically a client could ask for all the records In other words for the entire database The transferral of this mass of information to the client PC might take quite long in this case especially with very large databases This is the reason why we specify the maximum of records transferred from server to client for each query This value is entered under Number of records following SQL queries It corresponds with the number of list items to be seen by the user in the main view of the program When a query is sent to the server the following happens in addition t
337. on fields No code Text code Similar to when you work with linked combo boxes you can also link fields when you work with the field type Definition and the resulting table Field lists We distinguish Definition No code and Text code The field specified as Definition will always contain the text in full length while the other fields No code and Text code give a home to the appropriate number or abbreviation Again we best give an example to illustrate the use of these fields Run the function Define fields and create two new fields Name the first field Client Text and choose Definition under Field object type Name the second field ClientNo and choose No code as type If you have already worked through the example of the linked combo box and if the fields ClientText and ClientNo exist al Archivista ready then simply change the field type to Definition and No code respectively Save your changes by clicking OK You should see roughly the following input mask Client 7 i Department aan ee At first sight you do not see a difference the fields look like two ordinary drop down fields or indeed like the linked combo box we created earlier But now click the field Client Text and enter the value Meier Press the tab key You will get the following screen Archivista x Welcome to the first entry of drop down field ClientT ext
338. one of the two docu ments may have the status archived To combine two documents you must proceed in the following manner 1 Go to Edit mode Version 2009 1 2 Tick the two documents that you intend to combine The document to which the other one will be copied is underlaid with gray You can change the target document by dou bleclicking the target document 3 Go to the Choose action field select Combine documents and click Ok 12 3 Editing and deleting pages Tutorial on Editing and deleting pages movie 2min You can edit the pages of a document it is possible to rotate and save individual pages to delete them or to assign specific OCR definitions to them All of these functions are carried out by means of the Choose action menu in Page view Choose action i Ok Choose action OCR Parameter Multi OCR Parameter German OCR Parameter Eng Ger 124 Download Download POF IMG PIC PDF IMG PIC ZIP File POF IMG PIC ZIP File PDF IMG PIC ZIP File PDF IMG PIC PDF IMG PIC ZIP File PDF IMG PIC There are a few links on the right hand side of the table in the main view of the WebClient You can use these to obtain the respective document or a specific page as a PDF file or as an image file At present you can download the following formats e PDF Page file as a PDF file Depending on the option Con vert whole file to a PDF file the system provides the current page or the whole file
339. or added pages before they are archived For the sake of optimized filing the Input directory contains 100 subfolders in000 to in099 The documents are allocated to these subfolders on the basis of their modulo value with regard to 100 Archived pages C Program Files Av5e archive output When they are archived they are filed in this directory Now that the folder number has been determined filing happens in the corre sponding document folder e g document 455 in folder 3 gets filed in c Program Files Av5e output archive arch0003 Screen copies C Program Files Av5e archive screen Screen copies are optional When chosen filing happens in anal ogy to the filing of archived pages Filing of screen copies takes place into a directory named screen Only the screen copy gets filed in the corresponding folder e g C Program Files Av5e screen archive arch0003 Index C Program Files Av5e archive index This directory houses the index of the archived documents and pages Remem ber the index is created only if we treat our pages with OCR and work with ASCII files to have a full text retrieval archive For external media C D and E In correspondence with these settings pages already transferred to other media can be addressed In most cases these other media will be CDRs which you insert in one of the mentioned drives 35 3 2 Temporary working directory Specify a directory which you want to use f
340. or sender from MailFrom y eni Field for additional receivers cc MailCC Field for receivers to MailTo Field for subject Titel Ow Minimal age in day Remve mails g M mail to fold Mail restore to fold Definition for archiving process A4 1 Bit BW D t h attachment O Not activated Back Save You then have to enter a name for the Definition this is saved in our example You should not change this name after this Oth Archivista erwise it may not be possible to copy the archived mail messages back into the desired folder For Mail server Host Port for connection User ac count Password and Encryption SSL enter the connec tion data for the mail server In Folder for archiving xx yy you can specify multiple folders that you want to archive Use commas to separate the entries You cannot use any other characters to separate them In Field for sender from Field for additional receivers cc Field for receiver and Subject you determine fields in the database that are to be used for indexing the mail messages when they are archived In Owner you can specify that the archived mail messages can always be assigned to a specific user or group You can use Minimum age in days to ensure that mail mes sages are only archived after a certain period of time In future you may be able to use Remove mails to delete mail messa
341. or temporary data transfer Choose a directory of the fastest drive in order to achieve maximum velocity of Archivista 2009 I Directories folders e 201 35 3 3 Batch paths For the Business and Enterprise versions directory paths can be specified which allow for the scanning via a network document server 35 3 4 Archivista Define directories The standard procedure for entering a directory including its path is to click the button to the right of the field A form will appear which serves to comfortably choose the directory in which your files the image files the screen copies the ASCII files the text recognized by the OCR software etc should be put After choosing the directory you confirm your entry by clicking OK Choose drive Sc y Choose directory CA 3 Programme 3 archive 3 index Create directory Cancel OK If you want to assign UNC paths you need to do it manually UNC paths cannot be assigned with the help of the little browse buttons Please note that a directory may be used only by one Archivista database If you allocate the same directory to more than one Archivista database you will get an error message 35 4 Archiving amp index In the submenu Archiving amp index you find parameters which are important to archiving and transferring copies of pages to ex ternal media 202 e Archiving amp index Archivista Edit parameters for archiving
342. or the fields Contactl and Contact2 connecting them with Contact by selecting Contact under Field 15 x ss Edit Search Macros Table Help Hauo a SPRATT Rs aa Slo sla DEFENSE EntiyDate Folder Colour ETZ 20 04 2004 7 W3 ea TE NE 04 2004 i Date 20 04 2004 Doc hi Pages 0 Folderi Marked Owner y Client 1025 Bucher gt Department Administration y Region Switzerland x Note DPA Format TIFFG4 dded Archived Page text l V Activated Page view 14 KIKALI Archiv archive11 Record 1 of 1 1 Document 1 Now you can allocate more than one contact person to a docu ment All values predefined for Contact appear also in the fields Contactl and Contact2 See the illustration below Archivista Client f 025 Bucher Contact Mr Pfister Mr Stock Mr Kapt Department administration Mr Pfister Mr Smith Mr Stocker Region Switzerland Note 36 6 7 Table Field lists After having discussed all possible field types the question might come up how exactly the predefined values are administrated The answer is to be found in the auxiliary table Field lists If you have gone through all the examples you should see roughly the following entries Switzerland Germany Contact Mr Pfister Contact Mr Stocker Contact Mr Smith Contactl Mr Kapf departement Production departement Sell
343. orage MByte 300 Max count files in folder 1000 Here you can specify by means of an SQL fragment that the archiv ing process should only involve certain documents and not oth ers As example may serve Publish lt gt _ This means that only the documents published to other users should be part of the archiving process 17 2 7 Folder size external storage MByte At regular intervals an Archivista archive undergoes an archiving process This automated process rearranges and compresses the newly added pages and generally does everything that needs to be done One important point in this is the preparation of pages for the copying to external media l e in order that you may save your data to a CD or DVD the system prepares a folder of the appropriate size Under Size of folder for external storage MByte you specify the maximum size If you work with CDs for example you might enter 600 here 17 2 8 Max count files in folder In addition to indicating the maximum folder size also the max imum number of pages that are supposed to fit in a directory folder after the archiving process can be determined 106 e Further options 17 2 9 Log database access Log database access e Check hash to deactivate This option enables you to have a log created for all access activ ities regarding the archive You find more information on this in 9 0 1 w This option results in the ArchivistaBox working a bit more slowly Accor
344. orting and saving data The procedure for the saving of data 262 e Data exchange and backup by means of USB stick as PDF files is described in detail The rest works as described for PDF files 44 9 2 PDF As explained above the ArchivistaBox recognizes what action it is to take by the properties of the USB stick For a PDF export to take place the USB stick must be prepared accordingly Go through the following steps e Attach the USB stick to your Windows PC e lt appears as Removable medium on your PC Right click your mouse format as Fat32 Right click your mouse create a directory folder named pdf on your USB stick lower case Right click your mouse Eject Remove the USB stick and insert it in the USB interface at the front of your ArchivistaBox After entering the Archivista Admin user password you see the following dialog box Range of documents to export fe g 2 4 or just al o I Z o X All Enter the range The figures from to refer to the document numbers Now the ArchivistaBox copies the documents onto the USB stick When the process is finished the following message will come up Archivista Operation finished The USE storage device can be safely removed now E Ok 44 9 3 Ordinary Archivista export for later re import to ArchivistaBoxes Proceed in the same way as described above in PDF export but instead of creating a directory named pdf create one calle
345. os Defining print reports contains complex functions which is the reason why we have made a separate chap ter see chapter 37 Parameters in Archivista are set per database and also stored with the database Whatever you change in Parameters the changes take effect only in the currently active database 35 1 General program parameters Archivista Edit general parameters Displayed date format E ddmm yy dimm vp C mmeiddey o mm dd vuyy Printing in page view archive Print margin fi 5 mm 0 25 4 Adjust left o mm 127 12 7 Options page text archive Adjust top fo mm 12 7 127 Font Arial Size 8 fie E Scanning in page view archive ale ni Always activate 1st scan definition E Entry conditions archive All tables Show addresses notes amp literature Jw Ho automatic protection default Country definitions addresses User decides tum protection on off Archived documents are protected A Desterech D Deutschland County code Country only 1 entry per line All documents are protected Options for table archive Suppress held Tithe in table forrm i Width of field Title in table 4200 Status help for addresses o Urbit oder Topzoft Browsing in page view only in doc tt T ag der offenen Tiir Field for publishing Mot activated F Add new documents with new selection T
346. ot need a PublishingEdition then 38 0 9 The XP adventure The first version of the Publishing Edition was created within a client project in the year 2004 The task was to create a CD which could be started on a Windows PC without requiring any additional software This solution was greatly loved by our clients right up to the moment when with Windows XP the firewall was activated with SP1 by default Not that our solution did not run any more but since our solution used local port 8088 the Windows firewall blocked this partic Archivista ular local port In the final analysis this meant that for most users working with our Publishing Edition went from worry free to hiccup laden We could go into arguing that it makes little sense to shut the local ports in a local environment by default when at the same time at least at the time it was possible to write on the hard disk via the temporary directory However when you want to open a self supporting archive then such deliberations are hardly of interest to you You simply want to work with your archive From a vendor s point of view it was a deplorable situation We did make all the right choices with Web MySQL and Windows did we not Bad luck when we propose but Windows disposes Windows is not fond of Web technologies and this is not our fault But even this will be of little interest to you when you are trying to make archived data available As long term reaction to this an
347. other products there is an option to print these PDF files directly as image files In the following an example Open any PDF file you like or the Archivista manual as in the example below lol E File Edit Document View Window Help 18 x AOSB M gt gt 4 gt DOR ae e Bookmarks Thumbnails gt EE Erste Schritte E5 Men Datenbank E Men Bearbeiten EE Y Weitere Men s E Seitenansicht E Y Weitere Tabellen Einstellungen E Felder definieren E L Druckreporte definieren E L Tipps und Tricks E L Archivista DirectPrint2 Y Barcode Verarbeitung Zus tzliche Module zu Arct z Fragen amp Antworten FAQ 1 Einleitung chon vo woiligen 1 3 Unsere Anschrift M4 4 40136 ohr 1169x827 in EJ Go to the menu Print do not use the printing icon in the toolbar and have a look at the printing options For our purposes it is essential that a you use the Archivista printer and b you tick the option Print as image With the latter option each page is rasterized as image in the first place no attempt at recognising fonts is made for example This way rasterising takes a bit longer but the fonts are interpreted more clearly than when we rasterize without this option Depending on the Acrobat Reader version you use you may have to search for this option in different places as not all Acrobat versions are the same If you do not find it straight away please
348. ou can adjust the entry form directly in the param eter file avbcode2 dat Within a parameter file a maximum of five entries are possible because there are only five fields The lines 2 to 6 of the parameter file are decisive Each row is built along the same lines e Label text that is supposed to appear in BarcodePrint form e g Country e Starting position specifies what position this entry takes in the barcode the first entry starts at 1 e Length the maximum length of the entry a 3 means that this part of the barcode consists of three characters e Min minimum value of barcode e Max maximum value of barcode e Default the standard value must be between Min and Max e Valuel Value2 optional here you can specify up to 100 precise entries that should be accepted The format of Version 2009 1 this list is the following Value Description For value you enter the figures or letters that are part of the barcode for description the name you want that analysis unit to stand for With the help of the parameter file avbcode2 dat you may cre ate barcodes for the formats Code25 Code39 and Codel28 Alphanumeric characters i e with letters are supported by Code39 and Codel28 Before you can create a new template you have to make sure that in the barcode form press button Form the right barcode type is specified 19 3 5 2 Series In a limited way i
349. ou can do this by clicking the field Download at the end of each line you see by the fine gray line dyed red for illustration purposes what the reason may be LI Hommel Hercules Werkzeughandel Tin 4 il HOMMEL HERCULES Telefon 06204 739 0 HEIDELBERGER STR 52 DE 68519 VIERNHEIM Telefax 06204 739222 E USt Id Nr HHW DE 146279926 Irma USt Id Nr Kunde HHW SCHWEIZ AG STEUERFREI DRITTLAND RECHNUNG NR 196625 Kd Nr 80311 Bei Zahlung und R ckfragen bitte stets angeben When you look at the frame around the invoice number you find out that it is situated a bit too much to the left and that it includes the line which it adjoins Such a line may prove to be a stumbling block for the text recognition software Editing objects of currently active definition e 129 22 4 Logo recognition Logo recognition is a subcategory of form recognition When scan ning it may easily happen that there is paper skew This in turn may cause troubles for the form recognition as it is dependent on the exact position of the objects to be recognized Logo recognition means that the logo previously stored in the sys tem is recognized on the page On the basis of the logo s position the system is enabled to decide whether there was paper skew dur ing the scanning process and to correct this if necessary in order that the form may be recognized without any problems 22 4 1 Creating a logo recognition definition To create a new logo r
350. ou might have had a separate folder for orders invoices and reminders for example Alternatively it Version 2009 I may have been your clients which were the organizational unit of your filing system This thinking in terms of folders is very inefficient from the point of view of digital archiving It simply does not make any sense to haul folders if all you are interested in is one doc ument Looking for a document may be a very time consuming task because neighboring documents not only guide your search but hamper it too An index helps structuring your material but if you are forced to extend it an often complicated reorganization follows suit That is the reason why we of Archivista GmbH have consciously opted against such time consuming folder structures You will not find any imitated safes cabinets folders and registers in Archivista because their disadvantages in the realm of digital archiving exceed their advantages by far Give your documents the information according to which you will search for them later An invoice is named invoice and by adding a client name or client number and a date your document is uniquely defined That is all When you look for your documents later on you do not have to dig in your archive for the appropriate folder but you simply tell Archivista that you want to see all invoices addressed to a specific client and that you want to see them sorted according to date Within seconds you get a list of
351. ow means that all cells are recognized as having one line although borders or spacing may be missing 124 e Options for table recognition Archivista 21 SQL definitions gt User Fields and masks gt Archive administration Name AVSTART SQL definitions archivista Scanning Comment gt Barcodes OCR definitions gt SQL definitions Database creation Logout Back Save ser SQL definition Laufnummer gt 0 ORDER BY The SQL definitions described here serve the purpose of giving specific users specific selections at start up The name of the SQL definition must be AVSTART in all cases The individual fragments must be separated by a space each and are to be used in the sequential order described below SELECT FROM Table WHERE Conditions ORDER BY Sort The underlined part of the SQL fragment must not be entered It will be added automatically when a selection is made via menu Selection Conditions The conditions serve to restrict the selection of records You can use the sign as wildcard symbol however you must use it according to SQL standard Leaving away the condition WHERE would result in all records being selected Sort After the fragment ORDER BY the field names follow according to which the sorting takes place You can use several fields The abbreviations ASC and DESC result in ascending and descending sorting respectively ASC is optional i e when
352. ow HTTPS secure HTTP protocol is turned on Chapter s in manual 28 e Activating HTTPS Archivista 5 Tutorial RichClient 5 1 Archivista in 90 Seconds Tutorial on Archivista in 90 seconds In this example we do the following first we create a document then we go to page view we scan two pages we return to the main view we allocate manually a subject to the document with the help of the function abbreviations and we start the full text search Chapter s in manual Creating a document Adding pages Archiving documents 5 2 Adding Documents The following lessons teach you how to create documents and how to archive pages The individual steps are the following 5 2 1 Scanning pages Tutorial on Scanning pages In this example we scan two pages from within Page view we delete superfluous information we change the size of the viewed page and get back to the main view Chapter s in manual 33 What is Page view Scanning with settings F2 5 2 2 Keywording Tutorial on Keywording After adding pages you may allocate individual keywords to each document To do this you use abbreviation functions Within memo fields you may even format text bits Version 2009 1 Chapter s in manual Working with abbreviations Format memo fields 5 2 3 Page view part 1 Tutorial on Page view part 1 Within page view you cannot only add pages but you can edit or delete them too You can also disp
353. ox See 8 15 1 for more information If you are working in the ArchivistaBox itself a web application WebClient WebAdmin or WebConfig is usually active In other words you have to switch to the system level first Press the right hand mouse button first to do so The following is then displayed lt Full Screen F11 wa Quit Ctrl Q Rightclick your mouse and click Quit An empty grey screen appears Richtclick the mouse and you see the following dialog window Archivista Box i Archivista webclient F10 Archivista Webadmin Alt F9 View manuals Archiving amp OCR Archivista modules Eackup Encryption PDF printing FTP server Mail server sla Remote access Exit 4 It F4 In the following we describe the commands one by one Some functions are protected by a password The default root password is archivista written in lower case letters 42 e View manuals 8 1 Archivista WebClient F10 Clicking this menu item takes you back to the Archivista Web Client 8 2 Archivista WebAdmin Alt F9 Clicking this menu item takes you back to the Archivista WebAd min 8 3 Archivista WebConfig You can use Archivista WebConfig to manage the ArchivistaBox conveniently via a web application Archivista WebConfig is de scribed under 8 4 View manuals By clicking View manuals you get to the searchable PDF docu ments in English and German Use the icon binoculars to search for spe
354. p Frame Buffer Size BNB Boot Display Auto TU Standard FORCA gt Video Comecter Automat rc ve start 47 7 PU PN Value Fig Save S Previous Values PE Fali Safe Defaults BIOS settings e 251 To ensure that the ArchivistaBox does not freeze we use RAM ACPI Function Enabled ACPI Suspend Type S1 P9S Power Managenent User Define Video Off Method Blank Screen Video Off In Suspend No Suspend Type Stop Grant MODEM Use IRQ 3 Suspend Mode Disabled HDD Power Down 15 Rin Soft Off by PAR BTTN finstant Oft CPU THRM Thrott ling 75 82 Hake Up Un EAN Disabled Power On by Ring Disabled tRicabted Resume by Alara Disabladi Frequency Volta Step down CPU Voltage Enabled Item Help i i CPU Host Clock 100MHz Should it come to pass that the box is continuously under full load in high summer temperatures we reduce CPU voltage to avoid overheating 42 2 Hard disk partitions The hard disk is configured in a way that automatically four par titions are created SWAP Data SWAP hda3 hda3 Data 252 e Processing of new jobs On the first two partitions 4 GByte each a maximum of two dif ferent ArchivistaBox versions may be installed The third partition is used as SWAP storage and on the fourth one the data are saved 42 3 Processing of new jobs app app perl script WebClient SaneButton notify pl app i a n insert jobs from Pichcnent creates ane
355. pha 2005 00 10 20050923 Internet address and network prefix in CIDA notation e g 192 166 0 100 24 or 10 0 0 700 7 6 192 168 0 101 24 n oK This is an example of the ArchivistaBox Slave Dren The above illustration shows the Slave Inet addr 192 168 0 100 Beast 0 0 0 0 Mask 255 255 205 0 HWaddr 00 0 4 90 08 00 F Speed 100Mbrs 8 13 3 2 Configuring the Master Duplex Full Link detected yes Remote access 55H not active Tape Backup not enabled Database in normal mode Setup the ArchivistaBox Master now Te SDE 2 2 0 alpha 2005 00 10 20050925 Archivista Box Archivista Webclient F10 Archivista Webadmin F3 View manuals Archiving amp SCR Archivista modules Backup Encryption PDF printing FTP server Mail server Database Database Setup master for slave System Enable slave mode Fd ok When running Display system status we can see which IP address Remote access Switch slave to master Exit F4 the box possesses Above you see the Master Choose the command Setup master for slave Version 2009 1 Database e 61 D Enable database master mode Please enter the system password root user in order to enable the database master mode Password a Cancel oe Run A dialog box will ask for the password O dialog Enter IP or hostname of slave server f DK x Cancel Afterwards you must enter th
356. ple you can make the flatbed scanner scan at regular intervals while you have nothing else to do than turn the pages Enter here the number of times you want the scanner to repeat the scanning process Diese Funktion ist zurzeit nicht implementiert Der Flach bettmodus kann zwar angesprochen werden aber es wird nur eine Seite aufs Mal gescannt 18 4 8 Autopilot break in seconds Here you indicate how long the scanner should wait before doing the next scan This function is not implemented at this point in time 18 4 9 Break before scan seconds If the scanner is located not on your desk but further away you can enter delay time here This function is not implemented at this point in time Post editing e 111 18 4 10 Desired OCR definition Choose here the OCR definition which should be applied to the pages scanned with this scan definition 18 4 11 Create new documents Number of pages between documents These two points belong together Here you specify that a new document must be created at regular intervals and after how many pages this must be done Example Let us assume that you scan invoices which consist of one page as a rule By activating Create new documents and entering 1 after Number of pages between documents you can build a scan definition that allows you to put a whole stack of paper into the scanner after each page a new document is created automatically The scanned stream of pages
357. print it out give it back to the form recognition In order that the script may be run it must be stored in the path mentioned below home data archivista cust formrec To copy a script into this folder you can proceed in the same manner as when you prepare a logo for form recognition For more information see 22 4 2 Version 2009 1 Activate test With this option you can turn on a test If it is ticked the form recognition module creates a PDF file for each page showing you how the object in question is handed over to the OCR software Positioning mistakes are easily traced this way It may happen that when the area in which the object to be rec ognized is is specified too small or too big an object and with it the entire form is not properly recognized To execute a test turn on this option Note that only one object can be tested at a time Then scan a few pages with form recog nition turned on Wait until the pages have been processed After that you can open the generated PDF file in the WebClient and check whether the object has been positioned correctly Example In the following form the invoice number filed in field Title is wrong It should be 196625 but we see in the WebClient that only the number 19662 appears Document Pages Date Archived S Publish Titlte Kontinent Geschichte Land Region FirmenNummer FirmenName Dokumententyp PDF 63 07 11 2007 Yes 19662 Downle When you look at the PDF file y
358. ps are very 18 e Database server and client simple and therefore especially long living Archivista works with open and freely available standard bitmap formats a guar antee that your original documents will be correctly reproduced for decades to come It goes without saying that we could file all our documents in a tree directory on our hard disk With a small archive this would work well But the more documents we have in our archive the more difficult the administration of our data would be This is the reason why Archivista 2009 1 works with the high performance database MySQL 2 3 Database server and client At this point we would like to clarify a few terms whose under standing makes working with Archivista easier If these terms are clear to you please go directly to chapter Database Organizational unit whose purpose it is to collect and retrieve information on the basis of particular criteria A database could also be likened to a strong room where data are stored in a secure fashion Server and clients In order to store our pieces of information safely we choose a safe location server This location may only be accessed by customers clients who have identified themselves as being rightful customers To put it in a more abstract manner the server offers clients services in our case the service is a database Information exchange takes place in small quantities If the cus tomer client asks for the whole
359. r Document 1 page 1 with A copy and value 1 in field ArchivArt you find in input in001 A0000BOB TIF Page in output folder Document 2 page 3 with B copy and format JPEG has already been archived and lies in folder 1 field Ordner English folder This page is to be found in output ARCH0001 B0000C0D JPG w The Archivista PublishingEdition offers more clues as to how to communicate with an Archivista database lt gives you the complete source code including correct login for communicating successfully with Archivista databases 250 e File name of an external saved page Archivista 42 ArchivistaBoxes This chapter is only relevant for the technicians of Archivista Ltd 42 1 BIOS settings The following explanations refer to the default hardware settings recommended for our ArchivistaBox systems standard CHOS Features gt Frequency Voltage Control Advanced BIOS Features Load Fail Safe Befauit Advanced Chipset Features Load Optinized Defaults integrated Peripherals Set Supervisor Password Power Management Setup Set User Password PaP PCE Configurations Save amp Exit Setup PC Health Status Exit Without Saving pm Quit fe Select Iten Fi Save 4 Exit Setup Load Fail Safe Defaults setup Utitity ires foes he apy Time fhh nn ss IDE Channel 8 Master SAMSUNG MP9482H gt IDE Channel 8 Slave None IDE Channel 1 Master CD 224E N IDE Channel 1 Slave None PSO RA
360. r to distribute corresponding source code This alternative is allowed only for noncommercial distribution and only if you received the program in object code or executable form with such an offer in accord with Subsection b above The source code for a work means the preferred form of the work for making modifications to it For an executable work complete source code means all the source code for all modules it contains plus any associated interface definition files plus the scripts used to control compilation and installation of the executable However as a special exception the source code distributed need not include anything that is normally distributed in either source or binary form with the major components compiler kernel and so on of the operating system on which the executable runs unless that component itself accompanies the executable If distribution of executable or object code is made by offering access to copy from a designated place then offering equivalent access to copy the source code from the same place counts as distribution of the source code even though third parties are not compelled to copy the source along with the object code You may not copy modify sublicense or distribute the Program except as expressly provided under this License Any attempt other wise to copy modify sublicense or distribute the Program is void and will automatically terminate your rights under this License However pa
361. r administration external Administration archivista Access mode MySQL Server Port Program Domain for users Base DN for LDAP Back Save The first field Access with gives you the choice of the following options e MySQL e LDAP e HTTP query MySQL If you choose MySQL access will always happen via the ArchivistaBox in question i e no external computer will be used for login LDAP LDAP Lightweight Directory Access Protocol is an application protocol that is widely used in computer technics By means of the LDAP server it is possible to run user administration from one central system Only one single password is necessary The web client serves as a data transmission device between central system and the individual database Hence LDAP allows you to administrate your users centrally HTTP query The HTTP query feature is not yet implemented However we are working on it now Archivista Background information LDAP allows the query and modifica tion of information of a directory service by means of the TCP IP network One important characteristic is its hierarchical setup which for example MySQL does not use MySQL possesses an ordinary tabular structure The data structure of an LDAP di rectory is like a hierarchical tree with roots branches twigs and leaves The root root suffix is the topmost data object below it one finds the higher structures If you allocate to a user two groups of
362. r id and password must be entered Please note that it is incumbent on you as systems ad ministrator to keep track of all databases and sysadmin passwords lt may well be that in the framework of your particular instal lation host and database name need not be entered 90 e Logout 13 2 Logout User Fields and masks gt Archive administration gt Scanning gt Barcodes Form recognition OCR definitions gt SOL definitions Database creation Logout To logout you simply click the expression Logout at the very bot tom of the WebAdmin menu Archivista 14 User 14 1 Administration in general Tutorial on User Administration movie 2min This chapter corresponds structurally to chapter under 35 While the settings are made through the web interface here they are made in the desktop application there If you come across a function or option you do not understand at all it may help to look up the section in question in 35 After clicking User administration in the menu you see a table of existing users User administration archivista gt New Host User Edit localhost SYSOP gt Edit Delete localhost Admin gt Edit Delete 192 168 0 heidi gt Edit Delete 192 168 0 peter gt Edit Delete 192 168 0 clara If you have only just started setting up your database then you see the user SYSOP To make changes to existing user definitions click on Edit To delete use
363. rchase Orders Inquiry Supplier Transaction Inquiry Supplier and Purchasing Reports Supplier Allocation Inquiry Maintenance Suppliers 05 01 2009 07 49 ArchivistaERP 2009 1 Theme default Archivista GmbH 27 0 Items and Inventory In this menu we administer the articles just like in the inventory section Version 2009 I Purchases Items and Inventory Manufacturing Dimensions Banking and General Ledger Training Co localhost Administrator Transactions Inventory Location Transfers Inventory Adjustments Inquiries and Reports Logout Inventory Item Movements Inventory Reports Inventory Item Status Maintenance Items Inventory Movement Types Item Categories Item Tax Types Item Translations Units of Measure Inventory Locations Reorder Levels Pricing and Costs Sales Pricing i ca Standard Costs Purchasing Pricing 05 01 2009 07 50 ArchivistaERP 2009 Theme default Archivista GmbH 27 8 Manufacturing Manufacturing planning can be carried out here Purchases Items and Inventory Manufacturing Dimensions Banking and General Ledger Training Co localhost Administrator Transactions Work Order Entry Outstanding Work Orders Inquiries and Reports af Inventory Item Where Used Inquiry i Manufactoring Reports Work Order Inquiry Maintenance Bills Of Material Work Centres 05 01 2009 07 51 ArchivistaERP 2009 1 Theme
364. rchivArt displays the value 3 all this results in the file name A000DGOM JPG 41 2 3 Differences in the archiving process 41 2 3 1 Working with internal images ArchivistaBox e The image files are immediately stored in table archivbilder and field BildInput e The source files are immediately stored in table archivbilder and field Quelle e The field BildInput in table archive shows 1 e During the archiving process the files are always moved to folder output The image files can remain in the database but they need not remain there 248 e Archiving concept 41 2 3 2 Working without internal images Archivista 5 x e When pages are added the image files are saved in folder input e Newly added source files are also filed in folder input e The field BildInput of table archive shows 0 e During the archiving process the files are moved from folder input to folder output 41 2 4 Archivista folders When Archivista archives documents it counts the number of pages present in the current directory As soon as a certain total of pages is reached a new directory is automatically created and the surplus pages are copied there The reason for this is that an operating system can only handle a certain number of files per directory efficiently A new directory is created too when the size of the currently used directory exceeds the predetermined size of t
365. rd Archivista IP dialog Enabling slave mode will erase the current database Are you sure you want to proceed Y ves Xx m By confirming the message above you effect that existing databases are deleted from the Archivista Box O dialog Enter IP or hostname of master server i OK x Cancel Subsequently the fixed IP address of the Master box must be entered PF dialog Name used for the replication account slaveuser Y DK x Cancel Here you must enter the name of the Slave user lt goes without saying that the name must correspond to the one entered in the Master box In our case this is slaveuser PT xdialog Password for the replication account M Hide typing Jo The password is the same too Version 2009 1 IP db slave sh PING 192 168 0 100 192 168 0 100 56 octets data 64 octets from 192 168 0 100 icmp seq 0 ttl 64 time 0 2 ms 192 168 0 100 ping statistics 1 packets transmitted 1 packets received 0 packet loss round trip min avg max 0 2 0 2 0 2 ms Please enter the master server system root user password in order to copy the initial database The authenticity of host 192 168 0 100 192 168 0 100 can t be established RSA key fingerprint is df c8 82 e2 d4 cb fb f6 fc f9 da 67 07 b9 24 6c Are you sure you want to continue connecting yes no ii This message may or may not appear but if it does i
366. rd party modules e g workflow module when Administration in general e 93 certain events trigger user notification Additional field means that you can allocate an additional identification number to a user if need be and in the memo field Additional notes you can enter any text you like 14 1 15 Additional field For those users who need to be able to make printouts the ad ministrator can add a printer in the additional field It must be pointed out that up to now only postscript printers are sup ported The printer must be set up correctly as CUPS printer on the ArchivistaBox 14 2 User administration external gt User gt Administration gt Templates There is a distinction between the external user administration and the internal user administration with MySQL If you log in to your ArchivistaBox for example you directly access the MySQL database i e you work internally In all those cases where a central user administration tool exists e g LDAP the ArchivistaBox can be connected to it At every login the WebClient will check with the computer specified whether the account that is used exists and whether it is valid Only if this is the case login can take place The way you want to deal with your user administration and the necessary settings can be determined under this menu item 14 2 1 Administration When you click Administration you will see the following picture 94 e Use
367. re The ArchivistaBox TITLIS consists of two industrial suited PCs that form a redundant system together They have each the fol lowing content Intel 865GV Core Logic Chipset Intel Celeron 2GHz Processor 512MB RAM Automatic thermal fan control Dimension 14 8 x 25 4 x 7 cm Interfaces 1x1394 3xUSB LAN serial parallel Line in Speaker Headphone Mic VGA 24x slim CD Rom drive 2 5 inch ATA HD with at least 160GB 12 Volt DC Caused by the progress of hardware equipment components are subject to modifications 6 5 2 Software Multi user version incl OCR for three concurrent users For a max imum of 200 000 documents per database For a total of roughly 2 000 000 pages Users can optionally acquire further concurrent user licenses or a barcode module license TITLIS model e 35 6 6 EIGER model 6 8 ROTHORN model 661 Hardware The hardware corresponds to the RIGI hardware The ROTHORN model serves exclusively as scan box with which documents can be sent to the server EIGER Siehe 45 3 The ArchivistaBox EIGER consists of two industrial suited PCs that form a redundant system together and the backup is done by means of a tape drive The PCs each have the following content Intel 865GV Core Logic Chipset Intel Celeron 2GHz Processor 1GB RAM Automatic thermal fan control Dimension 14 8 x 25 4 x 7 cm Interfaces 1x1394 3xUSB LAN serial parallel Line in Speaker Headphone Mic VGA 24x slim CD Rom drive
368. re not activated by holding the Shift key down and then pressing the right hand mouse key Archivista Under Type you can specify whether the note is to be displayed as a Line Triangle Frame or Text box A note is normally activated by clicking on it Alternatively pressing Select will also take you to the editing function A number of examples are given below 10 x Archive Document Page Edit Viewing Macros Help RDS ol lt olol Gaffe a e al aJa aJa 7 122 1 1140000w08 11F Masdata Rechner t temschein 2001 Artik Dieser Systemschein dient auch als G Kunde Name ATTI viste ne AR 152642 1 500802 AMD Athlon XP 2600 333FSB a 313596 Maxdata INTEL Mousepad 1 313353 Maxdata Desktop PC Manual DE UK FR NL 1 312631 Mini Tower ME w o PSU w USB Audio 1 311920 QualitycertificateDE UK FR NL ES PT I L 1309230 PSU 300W ATX 12V Delta y eae A LZ Go to menu item Duplicate to make copies of existing notes the copy will be superposed on the former note To delete a note select Delete and the edited notes will be saved automatically Additional parameters are Position Colors and Line width These menu items should be self explanatory However note that you can create transparent notes by going to Colors and sub menu item Translucence If you use the Type menu item to open a text box you will first see the text Archivista If you double click on this note
369. responding button Enable graphical remote access YMC permanently ard ves x No Version 2009 1 8 15 2 Shell Archivista Box Archivista webclient F10 Archivista WebAdmin Alt F3 View manuals Archiving amp OCR Archivista modules Backup Encryption POF printing FTP server Mail server Database mea _ System Remote access Remote access Graphical Shell Exit Alt F4 Shell qu Enable 55H WintF2 Disable 55H Win F3 Tutorial on Enable SSH movie 2min For a secure connection to the console you run Enable SSH Alt F2 With Disable SSH Alt F3 you close the connection again Remote access is a maintenance account and should not be open normally However it is possible to keep it open permanently in special cases Simply choose the corresponding button Enable remote access SSH permanently Y ves x No 8 16 Exit Alt F4 With this command you shutdown the ArchivistaBox 8 17 Function keys The most important functions of the ArchivistaBox can be ac cessed by function keys Function keys e 73 74 e Function keys Archivista Version 2009 1 Part IV WebClient e 75 9 User Manual WebClient 2009 1 9 1 Login Tutorial on WebClient Login movie 2min Access to the Archivista database takes place via the Internet browser Enter Host Datenbank User ID and Password This information will be given to you by your system administrator Note It is possible
370. ries folders Every Archivista database possesses a number of directories the administration of which is done with this menu item 35 3 1 Archivista directories Only the status information of the archive is stored in the database itself The reason is that the database does not become huge and unflexible The pages belonging to the documents and the index files are stored in separate directories exception internal pages We differentiate between the following directories in brackets the path names for the first database if Archivista has been installed in C Program Files Av5e Define directories Add pages to input Jcsavgmbh inputs El Archiving pages in output Jcsavgmbhsoutputs El Screen copies screen Jckavambhiscreens 0 El 1 External media drive external zAhometsambarfimasAWGMBH4Output El 2 External media drive external E Eo B El 3 External media drive external ga El Working directory temp EN El Batch path input folder test Batch path output folder C Program Files od Batch path screen folder C Program Files WAvSd Cancel OF Added pages C Program Files Av5e archive input All pages added via Page view are filed in this directory if they do not Batch path temp folder Version 2009 1 go straight into the database Since the folder number is not definitive at this point the final document folder does not exist yet either The directory named INPUT is the relevant directory f
371. ripts are linked with the barcode recognition in the input fields 18 4 3 Desired barcode definition When you enter a barcode definition here that you created earlier see 19 4 0 3 the barcode recognition in question will be carried out automatically after scanning with this scan definition This way it is ensured that you can work with more than one barcode definition and the document is steered down the right path from the moment the scan button has been touched 18 4 4 Rotation Here you can specify that the page undergoes automatic rotation after scanning This makes sense for pages with a landscape ori entation for example Choose from the values 0 90 180 and 270 degree This function is not implemented at this point in time 18 4 5 Split page in middle This function serves its purpose when books are being scanned For more information see Chapter 45 5 Version 2009 1 If you want to scan more than one page at one go there are a few options to simplify your task e ADF Simplex simplex scanning with ADF e ADF Duplex duplex scanning with ADF e ADF 270 90 duplex scanning with ADF where recto has to be rotated 270 degrees after scanning and verso 90 degrees in order that all pages stand on their feet at the end of the process e Autopilot manual scanning with the help of the flatbed scan ner here there are two further settings 18 4 7 Autopilot number of pages If you plan to scan a book for exam
372. rmissions for other licensees extend to the entire whole and thus to each and every part regardless of who wrote it Thus it is not the intent of this section to claim rights or contest your rights to work written entirely by you rather the intent is to exercise the right to control the distribution of derivative or collective works based on the Program In addition mere aggregation of another work not based on the Program with the Program or with a work based on the Program on a volume of a storage or distribution medium does not bring the other work under the scope of this License You may copy and distribute the Program or a work based on it under Section 2 in object code or executable form under the terms of Sections 1 and 2 above provided that you also do one of the following a Accompany it with the complete corresponding machine readable source code which must be distributed under the terms of Sections 1 and 2 above on a medium customarily used for software interchange or b Accompany it with a written offer valid for at least three years to give any third party for a charge no more than your cost of physically performing source distribution a complete machine readable copy of the corresponding source code to Licensing e 15 be distributed under the terms of Sections 1 and 2 above on a medium customarily used for software interchange or c Accompany it with the information you received as to the offe
373. rom the table Before the record is deleted you must confirm your intention Deletion of records is final There is no function Undo delete Delete records only when you are absolutely sure that you do not need them anymore 31 4 4 1 Deleting archived documents To protect users from inadvertently deleting parts of their archive it is not normally possible to delete an archived document However you can delete such a document after having deleted the check mark from the box archived first Let yourself be guided by the dialogue screens Please note that documents and pages already transferred to external media are not affected by this i e that they cannot be deleted this way 31 5 Searching field content Shift F5 Within the current selection of records you can search for data in a particular field To search for a specific string of text you must move the cursor to the field you want to search i e the field must be active it does not play a role which document is active all fields of the current selection of documents will be sifted through Please note that menu Search see chapter 11 2 holds ready a much more comfortable possibility The difference is that Search ing field contents uses by default the current selection while Searching in fields documents by default creates a new selec tion After running the function menu Edit Search field contents the following dialog box appears Searchin
374. rotate it remove flaws by cutting them out etc What you cannot do is modification pixel by pixel After adding the pages they are automatically stored You can modify them until they are archived but you need to manually store these modifications menu Archive Store current page 33 4 2 8 Options for addressing Twain driver Please take note of the option Twain module in memory By ticking it you effect that the Twain driver is kept in memory af ter scanning Apart from avoiding scanning problems with older drivers 16 bit drivers this option makes the scanning process faster because the twain module does not have to be loaded be fore each scan By choosing Show scan progress you see a bar on the screen during each scan which tells you roughly at what stage the scanning process is By choosing the option Use native transfer the page will be scanned in the RAM and not in the hard disk buffer It may well be that by choosing this option you will be able to scan faster but not all scanners support it 33 4 2 9 Definitions Tutorial on Definitions movie 2min By means of the definitions you can take a snapshot of the settings that you use most often Later you click a definition and the desired settings are active In that way you save time and energy when you have to quickly change from a US letter page in black and white to a smallish piece of paper that needs to be scanned in grayscales 180 e Menu Pag
375. rprise Resource Planning We from Archivista GmbH are convinced that the linkage of an ERP with a DMS Solution on a box makes sense for various reasons The most important reasons are mentioned as e many clients ask for the possibility of an integration of their existing ERP Solution with ArchivistaBox Dank Archivis taERP gibt es fur alle nun ein Anschauungsbeispiel e loday everything in a box is in demand more than ever A simple web based ERP Software that can be inserted ready to use does not exist ArchivistaERP is therefore highly in novative e The number of webbased ERP Solutions can be counted on one hand Even in no way does OpenSource Solutions exist like sand on the seashore ArchivistaERP is subordinated to GPL and runs entirely webbased e Ver Archivista GmbH ourselves need a new ERP Solution During the evaluation we came across various products The Solution below originates from Frontaccounting see www frontaccounting com and was adapted to our needs so that we can work swiftly Enough about reasons as to why ArchivistaERP exists And so that no misunderstandings arise here let it be said at this point that which ArchivistaERP is not Version 2009 1 e ArchivistaERP is not a substitute for your existing ERP solution The crucial point with an ERP Losung are not in the first instance the licencing charges but the Implementa tion costs If your ERP Solution to some extent performs the task
376. rry prominent notices stating that you changed the files and the date of any change b You must cause any work that you distribute or publish that in whole or in part contains or is derived from the Program or any part thereof to be licensed as a whole at no charge to all third parties under the terms of this License c If the modified program normally reads commands interac tively when run you must cause it when started running for such interactive use in the most ordinary way to print or display an announcement including an appropriate copyright notice and a notice that there is no warranty or else saying that you provide a warranty and that users may redistribute the program under these conditions and telling the user how to view a copy of this License Exception if the Program Version 2009 I itself is interactive but does not normally print such an an nouncement your work based on the Program is not required to print an announcement These requirements apply to the modified work as a whole If identifiable sections of that work are not derived from the Program and can be reasonably considered independent and separate works in themselves then this License and its terms do not apply to those sections when you distribute them as separate works But when you distribute the same sections as part of a whole which is a work based on the Program the distribution of the whole must be on the terms of this License whose pe
377. rs altogether click Delete The first cell in the upper left hand corner shows New printed in red Click New to create a new user You will see the following dialog box Version 2009 1 User administration testdb Host localhost User Password New password empty password allowed y Access Read public ones edit own records Create new documents e New documents with owner All T Groups Internal pagez D Wek W Workflow TM Ho of records following SGL queries 1000 Mask definition admin y SQL definition E mail account Add field Add notes Back ave The individual settings are described below 14 1 1 Host Here you enter the name of the host on which your Archivista database lies See also 35 2 1 2 14 1 2 User Here you enter the name of the user you want to create The user name must be composed of letters but may also contain numbers 14 1 3 Password There are three options here e Normal login Administration in general e 91 e New password empty password not allowed e New password empty password allowed When creating a user choose the second or third variant If you change settings later then the first variant makes sense If a user forgets her password you as SYSOP cannot access it but you set the second option above and the user is forced to enter a new password on next login 14 1 4 Access The alternatives are e Read public ones edit none e Read publi
378. rst In the final analysis a fulltext search which returns 34 234 hits does not help you much you would not want to browse through all these pages That is one reason why Archivista 2009 Ishows you by default a maximum of 1 000 hits per search 32 2 2 1 Influencing the number of hits Should you aim for an archive that is solely based on fulltext some thing we expressly do not recommend you might want to influ ence the maximum number of hits This can be done in Archivista 2009 l even if we have to warn you that increasing this number can severely affect performance of larger archives especially in the network In order to change this setting you need the console mysql or a MySQL frontend As a last resort you may use an ODBC connection Please bear in mind that you change the values in question at your own risk Certainly no free support on this question could Pages fulltext Ctrl F9 e 171 be given We recommend that you use the default values if you do not follow the description below at all For those who remain undeterred and are still willing to make these changes let us take a look at table parameter You will find two columns Name and Inhalt In column Name you find two entries SearchHits and SearchMax The default value vor SearchHits is 9 and the one for SearchMax is 1000 Under SearchHits you can enter any number between 9 and 50 in or der to spe
379. rt a new search query this query searches the ti tle field for Meier with the additional prerequisite that the word vacuumcleaner also has to occur in the full text Wildcards are used at the start and end of fields meaning that all Meierhans and Hansmeier entries are also found 39 2 6 2 Sorting search queries You can use the go_order_ desc and go_order_ asc com mands to sort a query in descending or ascending order for a spe cific field To do so you also have to specify the desired field accordingly with orderfield Fieldname For example http localhost perl avclient index pl go_order_asc amp orderfield Date When you use this command the current selection is sorted in accordance with the Date field Archivista 39 2 7 Editing files By using go_update and entering fields e g fld_ Title Meier it is possible to carry out post processing for the files It is only possible to edit fields if the corresponding rights exist in the required file If this is the case editing is carried out without any further queries from the system For example http localhost perl avclient index pl go_update amp fld_Title Meler amp fld_l1No 1001 This command sets the Title field to Meier and 1001 is entered in the No field 39 2 8 Manipulating the display 39 2 8 1 Rotate left You use go_rotate_left to rotate the current page to the left 39 2 8 2 Rotate by 180 degrees You
380. rties who have received copies or rights from you un der this License will not have their licenses terminated so long as such parties remain in full compliance You are not required to accept this License since you have not signed it However nothing else grants you permission to modify or distribute the Program or its derivative works These actions are prohibited by law if you do not accept this License Therefore by modifying or distributing the Program or any work based on 16 e Licensing the Program you indicate your acceptance of this License to do so and all its terms and conditions for copying distributing or modifying the Program or works based on it Each time you redistribute the Program or any work based on the Program the recipient automatically receives a license from the original licensor to copy distribute or modify the Program subject to these terms and conditions You may not impose any further restrictions on the recipients exercise of the rights granted herein You are not responsible for enforcing compliance by third parties to this License If as a consequence of a court judgment or allegation of patent infringement or for any other reason not limited to patent issues conditions are imposed on you whether by court order agreement or otherwise that contradict the conditions of this License they do not excuse you from the conditions of this License If you cannot distribute so as to satisfy simul
381. rwards them to Sane post Version 2009 I Processing of new jobs e 253 43 RichClient 43 1 Keywording functionality Insert abbreviation a Archivista 4 16 e Export for translation p Publication Add semicolon and spaces too Definition Load list Cancel ok Practice has shown that many users seldom if ever use the F2 key Get abbreviation in the Edit menu The abbreviation window Ctrl F2 is much more frequently used However since new abbreviations have to be created with F2 or directly via the Insert abbreviations table many people have not been able to get into a habit of entering keywords at reasonable speed For this reason you can now create new abbreviations directly in the abbreviations window under Definition Also when you are selecting records the abbreviations window can be called up directly using the Abbreviations button At this point it is useful to recall that page text is intended mainly for full text queries and keywords for selection However some times the boundary between these two search strategies becomes blurred If you want to copy information from the field Page text to other fields mark individual words in Page text and then press F2 to transfer them to a particular pre defined text field To specify the field go to Parameters and select General program parameters 254 e Efficient entering of data Options page te
382. s die w hrend der Installation benutzt werden soll Abbrechen The standard setup package contains all programs you need for the installation This contrasts with version 5 0 where the individual programs had to be installed separately 3 4 1 Step by step guidance You need the current version of Archivista but at least version 5 2 During the setup procedure you will first see the following dialog box Setup Sprache auswahlen X W hlen Sie die Sprache aus die w hrend der Installation benutzt werden soll Abbrechen Please accept the license agreement for Archivista Version 2009 I i Setup Archivista License Agreement Please read the following important information before continuing Please read the following License Agreement You must accept the terms of this agreement before continuing with the installation Archivista GmbH possesses all rights regarding its software Archyista 5 1 This application is protected by Swiss copyright law and international treaties Unauthorized reproduction or distribution of the program or any portion of it may result in severe civil and criminal penalties and will be prosecuted to the maximum extent possible under law Archivista GmbH P O Box CH 8042 Zurich Switzerland Tel 41 0 1 350 46 74 Fax 41 0 1 350 46 72 E Mail info archivista net accept the agreement do not accept the agreement lt Back Cancel
383. s allocated the field type Definition Hence Country will appear in column Field definition The countries allocated to the field Country in the WebClient appear in column Definition If we assume that the field Country has the sequence number 1 in the fieldlist this sequence number appears also beside the field Region that can also be found incolumn Field definition Region Is of the field type 1 N that appears in column ID Ex planation the region was subordinated to the country by alloca tion of field type 1 N The entries made in field Region in the WebClient appear in column Definition 1 Land Schweiz 0 20 Region Zurich 1 100 Fields to which the field types Text or Number have been al located appear in column Field code The number code to which a code was allocated in the WebClient appears in column Code For more information on how to edit fields in the Web Client go to Chapter Example We are to develop a system whereby each company is assinged a number For the purpose of illustration the name Archivista of the sample company is Petermann AG We first have to cre ate the field Company name and then assign it to field type Definition This field appears in the Fieldlist in column Field definition In the WebClient we make the entry Pe termann AG in field Company name This entry can then be found in column Definition To assign a company number to this company one creates the field Company number and allo
384. s application Simply click the field Copy after entering the barcode information and paste it to any Windows application which is able to handle bitmap files 19 3 2 4 Printing of entered barcodes To print all barcodes appearing in the list click Print Printing takes place without further confirmation 19 3 2 5 Printing options If Archivista BarcodePrint has once been adjusted to your needs you normally do not have to change any settings However once in a while you might need the printing options to achieve the desired printing result First choose the desired form The form active during the last session normally appears as standard form at the beginning of the next session You create new forms by clicking the button Forms You can also edit forms for example to adjust the page layout Barcode entry e 115 Choose the right printer under Printer After starting up Archivista BarcodePrint the standard printer appears The options Start row and Start column are needed to help you saving label sheets Printing starts only in the mentioned row and column 19 3 2 6 Using label sheets To achieve best results barcodes should be printed with a laser printer which gives the bars a sharp edge If the barcodes are printed in a large format an ink jet printer may also serve the purpose Ordinarily you use self adhesive label sheets By default Archivista BarcodePrint works with the label sheets
385. s finished You can start the archiving process and wait until the first medium is written lt goes without saying that you must first put a CD DVD medium into the CD DVD device And yes depending on the number of documents the writing process may take longer On average a CD DVD should be written after a couple of thousand pages 8 5 3 Archiving now Alternatively the archiving process can be triggered immediately After having entered the root password you can pick the databases for which the archiving process is to be run The example below shows only one database Choose a Database archi vt Y GK x Cancel No confirmation message will be given lt is recommended to monitor the process by consulting the log file Archiving amp more that is described in one of the following sections Archivista 8 5 4 Optical disc writing of folders The purpose of the function Optical disc writing of folders is that the folders are not only saved in the database but on the box This means that the folders are saved externally for long term accessibility The folders saved externally are written to a CD or DVD To make a copy of one or several folders proceed in the following manner Archivista Box Archivista webclient F10 Archivista WebAdmin Alt F9 View manuals Archiving amp OCR archiving amp OCR Setup archiving archivista modules Setup optical disc writing Backup Archiving now Encryption Opti
386. s in archive Ctrl J When you run this menu item the selected pages the pages of the documents in the selection in table mode are counted and the result is shown 33 2 4 Choose scanner If more than one scanner is connected to the system you can select the one you want to use by this menu item 33 2 5 Back to Archivista F9 With this menu item you quit Page view and get back to the table mode the main view of table Archive in Archivista Archivista 33 3 Menu Document 33 3 1 Basic functions Use the first four items of this menu to browse among the individ ual documents 33 3 2 Sort Tutorial on Sort movie 2min This functionality is highly useful if the feeder of your scanner handles simplex mode only Scanning originals which are printed on both sides can be done in no time this way If your scanner does not have a feeder ADF at all or if it has a duplex feeder the sorting functions described below do not make any sense Before running this menu item please make sure that you are familiar with the details of how it works Otherwise you might inadvertently bring your pages into utter disorder The following examples are based on the simplest case where there are eight pages involved When there are more pages the page numbers change accordingly 33 3 2 1 Normal You scan all front sides of a batch of sheets first and then you do the reverse sides The pages appear in the order
387. s menu item 33 0 13 Measures When going to Page view for the first time the used measuring unit depends on what is defined in General program parameters see chapter 35 2 3 Temporarily i e for the current session you can change the measure Possible units are twips points inches millimeters and centimeters All entries made when in Page view including the scanning dialog box must be made in this measure Version 2009 1 For your information One inch corresponds to 1440 twips 72 points 25 4 millimeters and 2 54 centimeters respectively 33 6 14 Show two pages F11 Tutorial on Show two pages movie 2min To comfortably go through your pages you can look at two at a time Run this menu item and you will get something like the following in the beginning the same page appears twice In spite of double page mode only one page is active i e you can modify only one By default it is the right one and the pages are shown in pairs See below for further details 33 6 15 Left page activated Shift F11 This menu item activates the left side You achieve the same result by left clicking the left side with your mouse 33 6 16 Right page activated Ctrl F11 This menu item activates the right side You achieve the same result by left clicking the right side with your mouse Menu Viewing e 187 33 6 17 Show in pairs Ctrl Shift F11 When this menu item is ticked the pages are shown in pairs Browsing
388. s of release 2009 1 the ArchivistaBox can process more than 200 file formats without using external plug ins See 8 11 1 1 or for more information 45 3 How to scan from one ArchivistaBox to the other As we have seen in 8 11 one can scan directly to an ArchivistaBox by means of a network scan device If there is no such device around then ArchivistaBoxes lend themselves very well to this task of peripheral scan stations from there the data are sent to a central server e g ArchivistaBox EIGER In the following we outline the setup of such a scan station 45 3 1 1st step setting up the user on the server If you have not done it already you must specify the user who is to scan remotely into the database Please make sure that you specify for Host Version 2009 1 45 3 2 2nd step setting up the scan station It goes without saying that the scan station must be connected to the network By means of the function Configure login mask in menu System you can now adjust the WebClient on the ArchivistaBox in a way that there is only one location to which one can scan namely the database thus specified Proceed in principle as described in In particular you must define that scanning is exclusively possible to a default host and a default database Default host 192 168 0 100 Ti DK x Cancel Under default host enter the IP address of the server on which the database Is Default dat
389. s option is needed only if you work with a master slave con figuration Underlying this option is the same principle as in the case of Clear master binlog After the binary log files have been deleted a check if the mas ter slave configuration is still intact is mandatory In case of doubt the master slave configuration is to be set up afresh 8 14 System Tutorial on Set system password movie 2min 4 17 Tutorial on Unlock documents movie 2min 4 17 Tutorial on Restart OCR movie 2min Archivista Archivista Box archivista webclient F10 Archivista Webadmin amp lt F9 View manuals Archiving amp OCR ArChivista modules Backup Encryption POF printing FTP server Mail server Database System System N Configure Remote access Display system status Win F7 Exit Alt F4 Passwords Archivista tools Terminal Alt F7 Convert CO to USE storage Fublish current system 8 14 1 Configure Keyboard alt F5 Network port Alt FE Time and date Login mask Scan button Richclient scanning Rescan SCSI bus Multi CFU 8 14 1 1 Keyboard Alt F5 Choose the keyboard layout here The following layouts are preset e US French e German e Italian SwissGerman SwissFrench Swissltalian To choose a different keyboard layout click Other and enter the abbreviation for your keyboard When in doubt choose the US layout as all keyboards accept it Version 2009 1 8 14 1 2 Network port F6
390. s restricted in certain countries either by patents or by copyrighted interfaces the original copyright holder who places the Program under this License may add an explicit geographical distribution limitation excluding those countries so that distribution is permitted only in or among coun tries not thus excluded In such case this License incorporates the limitation as if written in the body of this License The Free Software Foundation may publish revised and or new ver sions of the General Public License from time to time Such new versions will be similar in spirit to the present version but may differ in detail to address new problems or concerns Each version is given a distinguishing version number If the Pro gram specifies a version number of this License which applies to it and any later version you have the option of following the terms and conditions either of that version or of any later version published by the Free Software Foundation If the Program does not specify a version number of this License you may choose any version ever published by the Free Software Foundation If you wish to incorporate parts of the Program into other free programs whose distribution conditions are different write to the author to ask for permission For software which is copyrighted by the Free Software Foundation write to the Free Software Founda tion we sometimes make exceptions for this Our decision will be guided by the two goa
391. se By clicking install you are accepting the license Remote access Exit Alt F4 Archivista modules CcessLog workflow Fieldlists BarcodePrint ELE Install ArchivistaERP Accounting archivistaERP ArchivistaERFP Start archivistaEREe Setup databases users e Database name Name of desired Databank Activate ERP system Deactivate ERF syster e Password root Passwort of ArchivistaBox Po Archivistabox e Company Name Name of your company amendable later A Please enter the system password root user e Database scheme chart of accounts Password kikke present de_CH new sql en_US new sql Cancel Run en_US demo sql e EMail Desired E Mail Address for admin user Unnamed al ERP system enabled e Password Re Password Passwort for the admin user in du z plicate Click on Install ArchivistaERP Once all entries are completed After we have activated the ERP Solution we can then open a you will arrive at the registration screen databank Select in the same menu as above the following menu ArchivistaERP 2009 I ArchivistaERP j Start ArchivistaERP User name 5 tabases users Al Pa Password Activate ERP system f di eactivate ERP system j A aa Company You will arrive at the installation screen Enter the following in ARCHIVISTA Please login here _ Login formation 144 e Activate ERP system Archivista You can now register yourself
392. selected for the keywording of documents remain allocated to these documents 36 6 7 1 Editing field lists by means of the search mask In menu Search of the Main view the first submenu to be found is Documents fields F5 When you run this command or press F5 you can call up the search mask With this mask you can edit or delete fields from field lists While as the name suggests the search mask is primarily a tool to find records with it fulfills a double function in connection with field lists When you have to go through complicated editing or deleting ses sions working with the search mask is superior to working with table field lists Please note that you can solely edit or delete fields You cannot add any entries The procedure is the following e Pressing F5 takes you to the search mask e Click the field in question so that the pull down menu opens and move the cursor over the entry you want to change or delete Field object type e 217 e Double click the entry e A dialog box pops up Click Yes and the entry is removed from the list click No and you can edit the entry By clicking Cancel you get back to the search mask When editing hierarchical fields it must be noted that main entries can only be removed if all corresponding entries from the subvalue list have been deleted This is a security measure to prevent that entire filing trees are removed 36 7 Entry conditions
393. send the picture together with a description of the problem to the support department Leading weeestarage P S ArchivistaBox starts up fast Please forgive us for not taking a sharper image 44 3 Shutdown of ArchivistaBox The ArchivistaBox is an archiving server designed for 7x24 hours running Nevertheless it may make sense under certain circum stances to turn it off Click the X in the upper right hand corner of the screen to change to the level of the ArchivistaBox settings You will see a grey screen Right click your mouse and choose Exit from the context menu that appears You are asked for the root password Then a new dialog box appears 258 e Installation Update from CD Choose one option A Shutdown w Reboot uf OK X Cancel Click Shutdown or Reboot depending on your wishes The archiving server will shut down Please note that there is no need to press any buttons for turning the ArchivistaBox off 44 4 Installation Update from CD Tutorial on Installation movie 2min 4 2 Tutorial on Instal lation movie 2min It may happen that you want to carry out a system update For this purpose you receive a CD with the new system Follow the steps below e Close WebClient and WebAdmin e Insert new CD e Change to the ArchivistaBox settings by rightclicking your mouse Choose menu Exit and shutdown the Archivista Box as described in 44 3 e Vait one minute e Start Arch
394. sion Cookies gt new file gt tmp cookies lwp autosave gt 1 connect to webclient search for 3 pages for my c 1 c lt 18 c navigate 18 times to next doc Sres Swww gt get SserverScmd The above example creates a connection with the WebClient exe cutes a search query in which all files with three pages are activated and then navigates through 18 files Furthermore when a script is called externally it is important that the cookies are saved This is the only way in which further commands can be transferred to the WebClient 39 2 14 Transferring files to the archive in the WebClient to transfer a file PDF or graphic file to the archive server it is also pos Since it is possible sible to do this via external control In principle the go_action amp action upload command can be used for this However when you upload data it is necessary to switch to POST mode during communication with the WebClient this is different from the GET mode that is normally used During the upload you can include the uploadocr x and uploadbits y options in order to determine OCR definitions as well as scanning Alternatively you can also determine a scan definition containing the processing parameters directly during the upload You use uploaddef x to select a specific scan defini tion although the first scan definition is activated with 0 The following example
395. space bar once 43 3 Runtime errors Archivista was developed with a view to high crash resistance and was tested extensively Normally no runtime errors should occur and you should be able to work without interruption If a runtime error occurs nevertheless there are routines which prevent the program from crashing The error is analyzed internally and a general error message appears In the following an example of a general error message Error message xi Control frmGrafik Grafik Error in module 80443 Error code Path File access error 5 Cancel Retry i Normally you can pass over the error by clicking Repeat The command causing the error is run again If again an error message occurs click Ignore and the command is passed over altogether If the error messages persist click Cancel The current function is quit and the program asks you if you want to exit If the same error occurs again and again please contact us in writing and describe what happens in detail We also need the exact version number of your program to be found in menu Help menu item Info your customer number a description of the hardware and software with which you work and the exact wording of the error message all three lines Version 2009 1 If error 3024 occurs Archivista tries to load a non existing database In such a case delete file avb dat from your Archivista program dire
396. ssed JPeg From version 2009 1 onwards the archiving format may be specified for each individual document by choosing the corresponding option in field Format before adding the first page The default value when creating a new document is PNG This default may be changed in Parameters Archive Archiving format 31 4 2 Copying a document Ctrl C The whole record is copied onto the internal clipboard and can be retrieved by the command Paste record see below Note In contrast to the menu item Marked parts on clipboard which refers only to a part of a field the menu item Copy record comprises the whole record 31 4 3 Paste document Ctrl V A record which was previously put onto the internal clipboard with the command Copy record is recalled with Paste record Out of the existing data a new record is created For this new document the current date is taken the document number is increased by one and the field Pages contains a 0 since the new document does not possess any pages yet This command is especially handy if the same type of record has to be created again and again You can copy one record and then use Paste record several times to create as many of the same type of record as you wish 31 4 4 Delete document from table Ctrl L Tutorial on Delete Document from Table movie 2min Version 2009 1 Use this command to remove a document together with its pages f
397. sses More information you find in chapter 34 1 2 35 2 User administration Tutorial on User Administration movie 2min All Archivista 2009 l settings referring to users you find in this form Version 2009 1 Archivista User administration Access to databases SAL definition avs TART Mask definition Felddefinition 1 Internal pagez Web Workflow 7 Settings for users Mame max 10 chars Access from a No of records following SQL queries ioon Groupls PO Password Password atloggingin y Use encrpted passwords i Access Sysop All as well as settings Y 4 New documents with owner ALL Additional information Mail account Add field Add notes Measures for page view Measuring unit Milimeters xi Calibration of page viewing Please measure the bar above and enter the value 50 8 Entry 1 of 10 4 gt me gt L Back There is a difference between the number of licenses and the number of defined users Even with only one license of Archivista 2009 I a virtually unlimited number of users can be defined The individual users cannot work with the system at the same time though Only as many persons can work at a time as licenses have been bought When an Archivista database is created solely the user SYSOP is created along with it This is the default user and equipped with sysop privileges i e she can run all existi
398. subsequent improvement of the application the choice of which is Archivista GmbH s Misusing the program or manipulating it in a wrong manner voids this guarantee There is no further guarantee In particular any liability with regard to consequential damages is excluded as far as is lawful Swiss law applies and the place of Jurisdiction is Zurich 1 5 5 Support and maintenance licenses Should the basic support or the basic guarantee not be sufficient for your purposes Archivista GmbH offers a variety of support and maintenance contracts By buying an ArchivistaBox you are in any case entitled to a support license You cannot acquire a support license however if you use Archivista 2009 l under the GPL or test license In such a case Licensing e 13 we offer consulting The conditions for consulting are indicated on our homepage 1 5 6 The GNU General Public License A considerable part of the Archivista software suite ArchivistaBox WebClient WebAdmin Publishing edition is available under the GPL license That is the reason why we reprint the original text of the GPL license Version 2 June 1991 c 1989 1991 Free Software Foundation Inc 51 Franklin St Fifth Floor Boston MA 02110 1301 USA Everyone is permitted to copy and distribute verbatim copies of this license document but changing it is not allowed The licenses for most software are designed to take away your freedom to share and change it By contrast
399. t we got login now upload a file we use request method with POST my Sres Swww gt request POST Sserver Content_Type gt form data multipart form data Content gt structure for our file MAX_FILE_SIZE gt 134217728 max size WebClient won t accept more upload gt fout Sfout J file to upload file name to use go gt go_action we need to call the go_action command action gt upload inside of go_action we need to use upload uploadbits gt 1 l black white 8 gray 24 color uploadocr gt 27 the desired ocr def 1 x 27 does mean no ocr meta gt Titel 450 filling in some meta keys is no problem if Sres gt is_success if we got a succes file is uploaded print file fout uploaded n i Note The above example runs in every ArchivistaBox In principle however the WebClient can be addressed by any computer and it is even possible to work with encrypted ac cess HTTPS You can find the program on the ArchivistaBox CD under home cvs archivista jobs under the name wcupload pl 39 2 15 Working with archived mail Archived mail files can also be copied back to the original mail server from the WebClient To do so you use the go_mail_xxx Version 2009 I command where xxx represents the file number You can use go_zip_xxx to download the mail message as a zipped file 39 2
400. t FE Time and date Terminal Alt F7 Login mask Convert CD to USE storage Scan button Fublish current system Richclient scanning Rescan 5251 bus Multi CPU 8 14 1 9 Configuring WebConifg You can use this menu item to activate or deactivate the Web Config application Although WebConfig is activated as standard you can deactivate it here or activate it again at a later stage 8 14 1 10 Extended form for login When you call the WebClient WebAdmin or WebConfig you will see that there are direct links to the applications and handbooks on the upper left hand side If you do not want these to be displayed you can deactivate the Extended form for login 8 14 1 11 Determining the table structure for images The ArchivistaBox usually saves the image data which makes up approximately 90 to 95 of data in a table In the case of very large archives between 50 and 100 Gbytes it is recommended 68 e System that you use this menu item to divide the tables that contain the image data into smaller units Use this menu item to login The system then asks you how many folders you want to save in a table Under normal circumstances you can enter the value 10 here In other words a new table is opened automatically for all ten folders Of course you can enter any value between 1 and 100 If the level of colour is high you should keep the number of files as small as possible e g 5 If you only work with black and w
401. t dialog box 8 10 2 Administration When the print server is activated you can administrate this printer also directly from the ArchivistaBox After you have run the function the following dialog box comes up and asks you for ID and password a i Enter username and password for CUPS at http localhost 631 User Name Password T Use Password Manager to remember this password Login with user root and the corresponding password You will see an overview of the existing printers Here you can administrate the printers and create additional print ing definitions for example to print into a second database You can manage printers here and open further print definitions for example in order to print in a second database To do so you have to set up an appropriate printer for each database This means that if you want to print archivehello in the database you also require a printer with the name archivehello It is often the case that you want to print certain files in colour and others in black and white in the archive You can then set up a printer that contains the required scan definition separated from the database name by a hyphen For example 56 e FTP Server You can use the archivehello colour printer to print in the archivehello database and the system also checks whether the color scan definition exists during the import If this is the case the options of each scan defin
402. t entering the one and then the other search term e g word writing This search returns all pages on which word and writing are to be found e You can enter expressions in between quotes Berlin Wall finds all pages on which exactly this expression appears The full text search can only come up with results if the doc uments and pages are actually available in full text If in doubt please ask your system administrator 11 2 2 Extending results or narrowing them down new selection 11 2 2 1 Option extend Multilevel searches are possible by means of the options towards the bottom of the dialog box Type of query New selection Extend Narrow When you do a second search and you tick the option Extend you will see the results of both the first and the second search For instance click New selection and choose Sample Inc in the field Client Then click the Search button After the results have been displayed go back to the dialog box click Sample Holding and in addition click Extend Then click Version 2009 1 the Search button This two level search yields all documents that belong to Sample Inc AND Sample Holding 11 2 2 2 Option narrow Narrowing down my results works similarly For instance click New selection choose Sample Inc in the field Client and press the Search button After the results have come up decide that want to refine my search go back
403. t hash in a different place after you have turned on the access log function and to save the most current hash from time to time too If you have a good backup concept it is unnecessary to manually note the hash as these keys are automatically saved in the backups Version 2009 1 Further options e 107 18 Scan definitions 18 1 Introduction Here you create various scan definitions that you will repeatedly require during scanning After you click on the Scan definition menu item the system displays a list with the existing scan defi nitions You can make changes to scan definitions or delete them by using the Edit and Delete functions which are highlighted in green and red respectively In the first box on the upper left hand side of the table the word New is displayed in red Click on New to create a new scan definition The following screen is then displayed 18 2 General settings Scan definitions archivista Name Color information Grayscales 8 bit gt Resolution dpi 150 Brightness 0 Contrast 0 Remove blank pages 0 deactivated 0 Black white optimization BW optimization number of pixels 1 x 3 Threshold value 0 128 255 190 BW optimization output resolution DPI 300 Scan wi dth mm 210 Scan height mm 297 Position left margin mm 0 Position top margin mm 0 Default fields Fieldl Valuel Field2 Value2 Desired barcode definition None gt Form recognition
404. t is possible to create barcode series Let us consider the following example Twice a day goods are dispatched from your warehouse The delivery notes are filed in a folder At the end of the week you would like to scan the documents but without detailed indexing information Your aim is above all fast indexation Only the date and a 1 or a 2 for the morning or the evening dispatch respectively are required BarcodePrint enables you to create the necessary barcodes with one click By entering the following information in the barcode print program a series of barcodes is automatically prepared HI Archivista BarcodePrint Barcode entries Current barcode definition Number of barcodes Date 01 01 06 JIE I Incremental St Dispatch 1 le e Incremental The date can be entered in English format mm dd yy How ever the date as it appears in the barcode displays the format yyyymmdd Barcode entry e 119 List for printout Export 00601011 0060101 200601021 008601022 200601031 20060103 With one click barcodes for the whole week have been created they carry the date followed by 1 or 2 The template belonging to the example above determines how the entry mask looks Label Stat Length Min Max Default WaluelYalue2 OR Yaluel Defl Yalue2 Def2 Pat1 Date i Part 2 i Part 3 Part 4 Part 5 The code entered under Length namely 8e defines that the date will b
405. t it The button Font enables you to allocate a font or another attribute to a object The button Tab pos ensures that in the input mask or search mask you can change the order of Jumping from one field to the next by means of the tab key 36 5 Saving the form Click OK to save the form The changes made are saved in the database table Archive The result is now visible both in the table upper part of screen and in the mask of the detail view lower left 212 e Field object type w By clicking Cancel before the changes have been saved all alterations are ignored This also happens if you go back to the main view of Archivista without clicking the OK button 36 6 Field object type Tutorial on Field Object type movie 2min Under Field objects you can specify the type of field you want Let us have a look at the settings for the previously created field No Field object type Normal field f Combo ex 44 C Linked w combo 1023 Meier F 1024 Muller C Definition No code Textcode C iN Multi Field In the example above we have decided for a linked combo field and have added a couple of values In the following the different field types are discussed 36 6 1 Normal field Usually Normal field object is activated in order that the field appears as a simple cell in which to enter information 36 6 2 Combo box Tutorial on Combo Box movie 2min B
406. t makes sense to allocate your books to certain rubrics such as economics law or Elizabethan literature To keep order in your rubrics and to know at all times with which rubrics you work you can access a list of all existing rubrics in the field Rubric To allocate a rubric to a record choose the desired entry in field Rubric and quit the field In field Code the corresponding code or call number appears automatically For a fully fledged call num ber system you now must edit the field code and add a few numbers to make your call number unequivocal Archivista 34 3 2 Auxiliary table Rubric Literature The rubrics for table literature are defined in the auxiliary table Rubrics literature Go to menu Table and the corresponding menu item There you add new entries modify and or delete them The entry you get later in table Literature is taken from this auxiliary table i e the final entry depends directly on what you define here Version 2009 I Table Literature e 191 192 e Part IX RichAdmin Archivista 35 Parameters Please be aware of the fact that when you venture into making pa rameter changes you might massively change the program s basic workings You need SYSOP privileges to change parameters On a first level we differentiate between general parameters user administration parameters for archiving documents selection pa rameters and macr
407. t should be answered by Yes E db slave sh PING 192 168 0 100 192 168 0 100 56 octets data 64 octets from 192 168 0 100 icmp_seq 0 ttl 64 time 0 2 ms 192 168 0 100 ping statistics 1 packets transmitted 1 packets received 0 packet loss round trip min avg max 0 2 0 2 0 2 ms Please enter the master server system root user password in order to copy the initial database root 192 168 0 100 s password J Then enter the Master password Database e 63 MT db slave sh DX The authenticity of host 192 168 0 100 192 168 0 100 can t be established RSA key fingerprint is df c8 82 e2 d4 cb fb f6 fc f9 da 67 07 b9 24 6c Are you sure you want to continue connecting yes no yes Warning Permanently added 192 168 0 100 RSA to the list of Known hosts root 192 168 0 100 s password receiving file list done deleting mysql localhost relay bin 005 my sql mysql ib logfile0 mysql ibdatal mysql localhost bin 011 mysql localhost bin 012 mysql localhost bin index mysql localhost relay bin 006 mysql localhost relay bin index mysql localhost err mysql master info mysql relay log info sent 42642 bytes received 2632553 bytes 28308 94 bytes sec total size is 612266016 speedup is 228 87 Press enter or close this window aL When you see this screen the Slave is ready to take up work and to replicate all data on the box Master Please do not forget to finalise the configuration
408. t way to get a quick overview of the pages in your archive 33 6 2 25 of the original The page is shown as a copy diminished to 25 33 6 3 40 of the original Ctrl F6 The page is shown as a copy diminished to 40 186 e Menu Viewing 33 6 4 50 of the original Shift F6 The page is shown as diminished by half 33 6 5 75 of the original Ctrl F7 The page is shown as a copy diminished to 75 33 6 6 100 of the original Shift F7 The page is displayed in the original size If in the same menu the command As pixel equivalent without scaling is activated a pixel on the screen corresponds to a pixel on the original page If As pixel equivalent without scaling is not ticked 1 inch on screen corresponds to 1 inch on the page If the size of the sheet does not correspond to the size of the page on screen go to Parameters in table mode where what is displayed can be calibrated for each user Please take note of the fact that screen copies are physically made smaller and therefore are also shown in diminished form 33 6 7 200 of the original Shift Ctrl F6 The page displayed is the double size of the original 33 6 8 300 of the original The page displayed is three times as large as the original 33 6 9 400 of the original The page displayed is four times as large as the original 33 6 10 Free choice in percent Ctrl F Enter the desired zoom factor in percent The page will be shown a
409. tDateiName my modus shift A or B copy my Sakte shift document number my seite shift page in question return modus FileName Sakte 5 FileName Sseite 2 sub FileName my Seingabe shift my Sanzahl shift my Sres resl Sout while Seingabe 0 Sres Seingabe 26 Sresl Sres 65 Sout chr Sresl Sout Seingabe Seingabe res Seingabe Seingabe 26 Sout 0 x Sanzahl length Sout Sout return Sout The code above shows how the file name is calculated from the document number and the page number in that document To calculate the complete path of a page we in addition need the type of the document and the folder where it lies The type of the document is to be found in field ArchivArt 0 BMP ZIP 1 TIF 2 PNG and 3 JPG The folder number is to be found in field Ordner One other thing must be paid attention to has a document been archived or not The field Archiviert in table Archive tells us If yes the page will no longer be found in the input folder but it will reside in the output folder The folder of a document that has not yet been archived can be located by the following procedure File name of an external saved page e 249 a it must be in the input directory b its number is the result of taking the remainder of modulo 100 of a document number e g the remainder of 1725 would be 25 Two more examples Page in input folde
410. ta exchange ArchivistaBoxes utilize encryption to guarantee safe transport of data for example when USB sticks are used as export and import Version 2009 1 media The source PC and the target PC must be equipped with the key The system used here follows the principle of public key encryption It uses two keys a public key known to everyone and a private key known only to the recipient The public key is used for encryption the private one for decryption When Peter wants to send a secret message to Heidi he encrypts it with Heidi s public key and Heidi decrypts it with her private key First prepare the USB stick then create an encryption key and put it onto the USB stick Go through the following steps e Attach the USB stick to your Windows PC e lt appears as Removable medium on your PC e Right click your mouse format as Fat32 e Right click your mouse create a directory folder named key on your USB stick lower case e Right click your mouse Eject Then go to your server the target ArchivistaBox and run func tion Encryption As yet without connecting the USB stick Wait for the message that the key has been created you will see the word done Should the phrase not enough entropy appear simply wait for the process to finish eventually even if it takes longer or create entropy yourself by pressing keys at random on the keyboard After you see the word do
411. takes place one by one with neighboring pages forming pairs If this menu item is not active nor the menu item Show as in a book then the inactive page remains frozen where it is while the active side changes 33 6 18 Show as in a book Ctrl Shift F12 This menu item deactivates Show in pairs and enables you to browse as in a book When you have finished looking at pages 2 and 3 and you click the icon Next page in document pages 4 and 5 are displayed 33 6 19 Additional icons On running this menu item a number of additional icons will be displayed which simplify manipulation of pages deleting moving importing exporting and post editing them Sa a ajajaj e 33 7 Menu Macros Running macros is possible also within Page view They work the same as in table mode Please go to chapter to see how macros are edited 188 e Menu Macros Archivista 34 Further Tables Beside table Archive there are other tables in Archivista 2009 I which are accessible via menu Table Please note that working with these tables is similar to working with table Archive how ever a few menu items are missing What is more the items in menu Edit often carry the name record instead of document You can work with the following tables only when they are opened during the start up process For this purpose the option All tables under Parameters General must be activated
412. taneously your obligations under this License and any other pertinent obligations then as a consequence you may not distribute the Program at all For example if a patent license would not permit royalty free redistribution of the Program by all those who receive copies directly or indirectly through you then the only way you could satisfy both it and this License would be to refrain entirely from distribution of the Program If any portion of this section is held invalid or unenforceable under any particular circumstance the balance of the section is intended to apply and the section as a whole is intended to apply in other circumstances lt is not the purpose of this section to induce you to infringe any patents or other property right claims or to contest validity of any such claims this section has the sole purpose of protecting the integrity of the free software distribution system which is imple mented by public license practices Many people have made gener ous contributions to the wide range of software distributed through that system in reliance on consistent application of that system it is up to the author donor to decide if he or she is willing to dis Archivista 10 11 tribute software through any other system and a licensee cannot impose that choice This section is intended to make thoroughly clear what is believed to be a consequence of the rest of this License If the distribution and or use of the Program i
413. ted with a my sret Sdb Title stitletowner sSfor print Sret The program always receives the database name the respective PDF file the corresponding postscript file and the author if the author is included in the PDF document The program initially returns the database name as well as the desired fields ftpplus pl exists in addition to coldplus pl The difference here is that only the name of the document is received You have to add the corresponding program to the following location in the ArchivistaBox home data archivista cust ftp ftpplus pl Classifying documents ERP interface e 269 45 7 Is there an API for the ArchivistaBox Yes Use the external control for the Archivista WebClient See 39 for more information 45 8 Import of images There is the possibility to store images from a digital camera di rectly on your ArchivistaBox Attach your digital card or a USB flash SD card reader to the USB interface on the front of your ArchivistaBox In general we recommend using a USB flash SD card reader for data transfer SD miniSD microSD TransFiash MMC Plus Mobile RS MMC DV This kind of data transfer gives you higher convenience and flexibil ity In addition the direct transfer from camera to ArchivistaBox may require special settings which the ordinary user may not be able to see through without disproportionate effort When the computer notices that you want to import image files you w
414. th Inch General settings f Printin each cell Print once on page Position Fixed Height Fixed Options Adiust Left Height of line E Definition D ate D atum E 5 Ex Theldissssifield sss where feld name leth exception replacement following chars Max object width 7 Font Back Mas Objekthohe 1 583 Positioning and size Enter the position of the object When you go below minimum or above certain maximum values an error message ensues General settings If you activate print in each cell then the object is printed as many times as there are cells number of rows x number of columns If you activate Print once on page then an object is printed only once e g for headers or footers Under Position the following settings are possible Fixed the object has a fixed position Variable the position of the objects is calculated on the basis of the variable heights of the previously printed fields Please note Archivista how Archivista proceeds only objects just above the mentioned object and within the same width are taken into consideration when the variable position is calculated Below positioning takes place in accordance with the variable ob Ject height at the bottom of the cell This helps you for example to print a line at the bottom of a cell Also under Height you can choose between Fixed and Variable Fixed is the default Variable c
415. that you only have to enter a user name and password It is also possible that you may be able to enter the database name but not the name of the computer Initially all four values are required although the first three have default values localhost archivista Admin The default password is archivista IVISTaA VVepRLuilienti Version 5 2 Powered by Archivista GmbH Host localhost Database testdi Username SYSOP Password SERRE Language English gt Login 9 2 Views There is a main view as well as a page view 9 2 1 Main view The main view consists of a list of documents upper half of screen details of the currently active document lower half of screen on the left and the image of the currently active page bottom right ETA IAA o Prospekt Box Systeme box systems english 08 11 2005 No Archivista Schweiz ri Brosch re 08 11 2005 No Petermann AG 3 N Archivierung Grossbritannien Brosch re Document 2 Pages 8 Folder 1 Date 08 11 2005 Archived No Owner Fus Boxen Title Prospekt Box Systeme wc oas Lano ly Category Archivista Category DMS search Category2 Country Schweiz Region Z rich pan CompNr edit Company Meier Doc type Brosch re Database archivista Recordset 1 2 Document 2 Page 1 8 The status bar at the bottom left shows information on the cur rently active d
416. the ArchivistaBox This can be used for scanning and calling the system settings 44 10 1 Scanning DI gt Des 0 Bi gt H A H nn sa a a me a a ha i ER In order to use the LCD display for scanning connect it to a USB port on the ArchivistaBox After a welcome message the system displays the first scan definitions To trigger the scanning process click on OK on the current def inition labelled with a gt This triggers the scanning process immediately 264 e LCD display with ArchivistaBox Important Scanning only works if you activate the scan button of the ArchivistaBox under 8 14 1 5 To select a different scan definition use the arrow keys located above and below the OK button 44 10 2 System settings You can also use the LCD display to call the current system set tings To display the system settings press the Home key lo cated on the bottom right hand side The system settings are then displayed You can use the arrow keys to scroll up or down To return to the scan definitions from the system settings press the ESC key Archivista 45 Integration questions 45 1 Is there a mail archiving function Yes An IMAP compatible mail archiving function that can mon itor and archive any folders is available for the ArchivistaBox Archived mail can also be checked out again See 8 12 2 for more information 45 2 Can l archive Office files incl check out Yes A
417. the maximum length of the field value exception her the value which should not be printed replacement here you enter the value which should be printed instead subsequent character further text characters are pos sible An example country code 5 CH means that the field country code is to be printed that a maximum of 5 characters is admissible that the country code CH is not to be printed that no replacement is to be intro duced and that a hyphen is to be used as subsequent character but only if a country code other than CH is present e ASCII enables you to print ASCII characters which cannot be represented values 0 to 31 plus those that are used as delimiters by Archivista for the combined object characters and The character sequence 13 10 results in a carriage return at the position where you put it 37 4 5 Font With the exception of the graphics and frame line objects you can use an individual font definition for each object Use the menu Font to do this By default font Arial 10 point is used i e if you do not specify anything else Defining objects e 223 37 4 6 Printing of RTF fields RTF fields see menu Format in chapter Menus can be printed either as normal text choose the corresponding field name in the field object or with formatting information in this case choose the field name with the file extension RTF e g NotizRTF
418. the red bar 10 3 Page view Back to main view Alt v With this command you change back to the main view Please note that you can also change between main and page view by clicking the image once Rotate graphic to the left Alt Rotate graphic to the right Alt r Put graphic on its head Alt u View entire page Alt s Zoom out Alt w Zoom in Alt x Previous record Alt p This command refers to the documents of the current selection lt View previous page Alt 2 This command refers to the pages of the currently active document Version 2009 1 Go to page Alt g Before clicking the icon please enter a page number in the field to the left gt View next page Alt 3 This command refers to the pages of the currently active document gt Next document in the list Alt n This command refers to the documents of the current selection E Continuously adjustable zooming by moving the little red bar the page display can be easily adjusted Page view 79 11 View Search and Edit In addition to the main view and the page view there are three fur ther operating modes in the main view Documents can be viewed searched and edited When you view the current document it is displayed on the lower right hand side 11 1 View Ctrl F5 You use the blue View tab in the detail view of the current file to access the view in the middle of the area on the left ha
419. then please gladly keep it e ArchivistaERP does not at least at the moment offer a so lution for middle and or large firms e ArchivistaERP is a solution among many and the ArchivistaBox supports entirely some imaginable Solutions in dependent of ERP Modul with a minimum integration expen diture e ArchivistaERP will soon be further actively developed i e in future certain adjustments must be taken into account 27 2 Activate ERP system Upon delivery of the ArchivistaBox the ERP module is not acti vated For you to be able to work with the ERP Modul Archivis taERP must be activated For that reason the right mouse button on the Archivista desk top must be pressed In the system menu ArchivistaERP can be activated under the Modules Activate ERP system e 143 Archivista Box ArchivistaERP Installation Wizard Archivista webclient F10 Archivista Webadmin Alt F9 Archivista Webconfig Alt F11 View manuals Archiving amp DCR Archivista modules Backup Encryption Print server FTP server Mail server Database Welcome to the ArchivistaERP Installation Wizard i 2 ARCHIVISTA System Please enter the database name and the root password Database Name averpe Password preen Company Name Training Co Accounting scheme de_CH new sql v Usemame admin Password Pree I Email webmaster archivista ch Re Password preserie Please note ArchivistaERP is released under the GNU General Public Licen
420. ther preparatory settings Check text orientation means that pages that were scanned in the wrong direction are rotated so that OCR is possible Clean page e g delete background pattern deletes screen dots that otherwise would get in the way of text recognition The option Suppress minimal scaling to 300dpi prevents pages that exist in a weaker resolution from being extrapolated to a minimum of 300dpi Process without black and white conversion means that pages in gray scales or color are not converted but recognized as such 20 5 Options for table recognition If you have pages or documents which contain tables these options help you to make the most of them They are especially valuable Options for table recognition e 123 in cases where you want to export the information contained in the tables to another Windows application The option Define cells of table according to lines tells the OCR software that only cells with borders should be recognized If the internal OCR does not recognize a table properly just take the original page draw lines where you want to have them scan the page again and have it recognized once more In 99 9 of all cases this will do the trick The option Tables does not contain overlapping cells ensures that no cell extends over another If your table shows titles that go over more than one column this option should be turned off The option Cells contain exactly one r
421. tings from fad Execute The screen used to create or delete archives is very similar to the login screen 25 1 Option create If you want to create a new database follow the steps below Host enter the host name that you plan to use for Archivista 2009 1 Under Database you can enter a name of your choice it must be in one word and the initial character must not be a number You must enter root in the User field if you want to create a new archive The field Password must carry the root password The field Settings from gives you the possibility to hand down the settings from an existing database to the new one Select the existing database from the combo box If you want to create a database from scratch then you leave this field empty Please note that you cannot delete the very first database archivista After you click the button Execute the database is created Important Please note that you can access a new empty database only with user SYSOP The password is the same as for user Admin User Admin must be created first before you 136 e Option drop can use it for the new database Note too that you cannot work with the WebClient with user SYSOP Hence there is no getting round creating user Admin in WebAdmin before you can enter data in the WebClient 25 2 Option drop If you want to delete a database then click drop under Options Take care to
422. to print individual pages please go to Page view and run the printing command from there Desired printout Report List US letter Records to print f All t Select li to 1 Current record Options Print all pages z Duplex Inactive Copies li Stark row i Start column fi Page with the same record 7 Choose printer OKIPAGE 24 PS MARCHE netz89 Cancel Choose the kind of printout you wish under Desired printout by choosing a Report By print report we understand a definition to print out data in a certain layout Archivista contains a certain number of pre defined print reports In addition to these you can create your own reports by using the module Print reports Further down you specify which records you want to print Records to print You can choose all records or a selection of them 158 e Working with databases Under Options Print you specify whether you want to print all pages all odd or all even pages What is more you can determine the number of Copies per page Duplex gives you the option of printing single sided or double sided documents only available for printers supporting duplex printing The fields Start row and Start column are only needed in the case of printing labels by using sheets of labeling paper which are already partly printed on Archivista always prints in rows i e a row is finished first covering all columns a
423. to the clipboard The text is put on the Windows Clipboard and can be recalled later either by another program or by Archivista You mark text bits by using the mouse mark the beginning of the bit you want to copy by a left click keep the mouse key down move to the end of what you want to copy and let go of the mouse key You can also mark text pieces by the key combination Shift Arrow keys 31 1 2 Cutting text and moving it to clipboard Shift Delete Contrary to the command Marked parts onto clipboard which does not change the marked bits this command removes the marked pieces At the same time they are being put on the clip board Version 2009 1 31 1 3 Pasting text from clipboard Shift Ins This menu item captures the text previously copied onto the clip board and inserts it where the cursor is situated at the moment i e into the active field of the active table 31 2 Working with abbreviations Tutorial on Working with abbreviations movie 2min 31 2 1 Abbreviations F2 In Archivista you can define abbreviations in order that you may not have to type in the same words again and again Calling up the abbreviation is simple when you are in the field in which you want to enter an often used word type the abbreviation and press F2 Archivista will replace the abbreviation by the previously defined term This works only if an abbreviation was defined in the first place If there was not the following
424. to the search dia log box and click Narrow In the field document type choose correspondence and click the Search button Now the sys tem returns only the correspondence for Sample Inc All other document types like invoices delivery notes etc are ignored 11 223 New selection As mentioned above tick New selection whenever you want to search the entire document base for which you possess rights Type of query New selection Extend Narrow As a rule when you start up the program all documents appear that you are allowed to see New selection is the default value in the search dialog box For workflow implementations it may make sense to display a selection that has already been narrowed down only those documents are shown for example which need to be processed In such a case please refer to the specific workflow documentation 11 23 Date range The format when searching for a date range is d m yy d m yy for example 1 9 03 30 9 03 This stands for September 2003 Search e 81 11 2 4 Entering ranges for number fields You can also carry out a range search for number fields This in cludes the File Pages and Folder fields For example By entering 10 11 in the Pages field you select all files that have 10 to 11 pages 11 2 5 Searching with larger smaller When you carry out searches in date and number fields you can also use lt for smaller or equal to and gt for larger or equal to
425. to work totally independently with it In the year 2007 the entire source code of the RichClient too was made subject to the GPL license For the rest it must be distinguished whether you download the software from our or any other homepage in the framework of the GPL or Archivista whether you decide to buy the software from us or from authorized third parties and be entitled to support in return If you buy an ArchivistaBox for example we offer support services Should you then prefer to change from this support license to the GPL you are certainly free to do so 1 5 2 Copyright note Archivista GmbH Zurichstr 80 CH 8118 Pfaffhausen possesses all rights regarding its software Archivista 2009 1 Trademarks MySQL MySQL AB Postscript amp Acrobat Adobe Microsoft Word Excel Access and Windows Mi crosoft Apple Macintosh Apple Zweckform Zweckform Biro Produkte GmgH Ghostscript Artifex and Ghostgum Ghost gum AXIS Axis Communications and Xerox Xerox Corpora tion ABBYY TM FineReader TM OCR 1993 2006 by AB BYY Software House All rights reserved ABBYY FineReader are trademarks of ABBYY Software House Part of imaging code Pegasus Software LLC Tampa FL Bar code from Softek Software www softeksoftware co uk VMware is a registered trademark of VMware Inc USA Archivista 2009 l is protected by Swiss copyright law and interna tional treaties 1 5 3 Support for the ArchivistaBox You can
426. ts amp Pixel per inch TT Change bits per page 24 bit color 16 bit color 8 bit color 8 bit gray scale 4 bit grayscale 1 bit b w Resolution pixels per inch 300 dpi for color gray scale 300 dpi for black white No rotation E NIE 180 e n C Free rotation fo Effects I Brightness FC ajo I Invert TT Deskew T Contrast Al pio TT Auto contrast I Despeckle IT Gamma correction aj wfs Equalize TT Auto crop Sharpen Aj a TT Eliminate noise T Mirror horizontally IT Softening ali oh TT Mirror vertically Repeat effects for following number of pages fi Cancel ox File size can be changed retrospectively under Scale size Scale change resolution recalculates the page s physical size Change size changes the height or width of the page which means that an empty space is created or part of the original page is truncated Width and height parameters are usually entered as pixels unless the option Entries in percent is ticked If Calc proportional value is ticked the entered width and height data are synchro nized i e changing the width would proportionately change the height as well Bits amp Pixel per inch Try changing color depth or image resolution In terms of color depth 24 Bit color is highest 1 bit b w lowest The resolution of color and grayscale images can be adjusted independently from the resolution of black white
427. tte verfugen klicken Sie aut Datentr ger Wenn der Drucker nicht aufgefuhrt wird informieren Sie sich im Druckerhandbuch uber kompatible Modelle Hersteller Drucker Agfa Alps Apollo APS PS AST Datentr ger Warum ist Treibersignierung wichtig Choose the Apple LaserWriter printer Do not get confused by the names We are still in the middle of installing a virtual Archivista printer which however should take over a few properties from the Apple printer It could also be the printer of a different manufac turer f the printer model you are choosing has the word Color in its name then the virtual printer can print color images and you will eventually see your documents in color If the word Color is missing then the virtual printer prints in black and white Soll dieser Drucker als Standarddrucker verwendet werden O da 2 Nein Say No Nein to the question if the printer you are installing should become the standard printer Click Finish Fertigstellen Es archivista an http 11192 168 0 71 631 If you look again at Printers you see the newly configured Archivista printer Print server e 55 Those wishing to send a copy of a document from a third party application to the ArchivistaBox from now on choose Print and the printer with the database name In our case this is archivista If you need to print a document landscape fashion then choose landscape in the prin
428. ttings Width 21 0 mm Position left margin o mm Height 297 mm Position top margin o mm Rotation Postediting p Later OCR processing Muti P BAY optimization Pixels 1 x DPI Barcodes Barcode Blank pages x fo E 270 Several pages TT Scanning with autopilot fi pages 2 seconds break KW Feeder ADF simple New doc after 1 Box 192 168 075 Ad 24 Bit Color Ad Farbe duplex pages At the very bottom the IP address of the ArchivistaBox that is used as scanning station is entered here ArchivistaBox ROTHORN In addition a specific user must be named that was previously created on the ScanBox with IP address 0 75 Please refer to regarding the proper procedure The scan definitions that are displayed are those specified for the database archivista on the server here ArchivistaBox EIGER 45 5 Can I scan books A book can be scanned by means of the usual scanning command Special attention should be paid however to a number of points To create a scan definition for a book go to WebAdmin and menu Scanning Click New to make a scan definition that fits the 268 e Can scan books specific needs of the book to be scanned For a detailed description of all scan definitions please read Chapter 18 When scanning books it is fundamental to give the exact format The scale of measurement is in millimeters Inexact specifications may lead to a considerable impairme
429. u can comfortably move from one field to the next To move one field backwards you press the combination Shift Tab 29 5 Resizing the detail view window CEM Helen vendier iticiem Charles Doyle jo m d sass RTRT TIE sss snnu ps You can enlarge both the page graphic as well as the field with r the recognized ASCII text on the left field page text only con taining text if you used the option OCR when archiving Click the black rectangle on the right side under the table keep the left mouse key pressed and move your mouse upwards You will notice that a black bar appears on the screen This bar marks the new relation of table to detail view As soon as you let go of the left mouse key the page and the field with the ASCII text are bigger in size In the same manner by pulling the black rectangle downwards you can effect a smaller graphic and a smaller field page text Archivista 29 6 Using the right mouse button Within Archivista 2009 l you can click the right mouse key and you will get a shortcut menu with appropriate commands 29 7 Special fields In each of the four main tables there are three special fields Since we already know the general meaning of fields we shall immediately go on to the specific use of the special fields 29 7 1 Field marked Marked I Due The field marked see illustration above left or detail view above right in table Archive
430. u like a figure between 0 and 359 degrees When you rotate a JPG image with predefined values the follow ing dialog box will pop up Rotate JPEG file Va vgmbh inputtin0098A00NICOB JFG without logs Warning lf you click yes the original file will be overwritten In order to rotate the image without loss Archivista 2009 l uses a special subroutine which replaces the original image straightaway If you are sure that you want to save the image in its rotated state then this dialog box must be confirmed 33 5 3 Modifying pages These menu items either alter the resolution of the page or change Its size 33 5 4 Effects Under effects a variety of functions are brought together which serve to modify the content of a page but not its size or reso lution You will find here the most widely used functions such as inversion brightness contrast saturation gamma correction sharpening and softening contours 33 5 5 Using the dialog box to modify editing parameters Ctrl H All functions available in the Edit menu and other settings can be accessed through this menu shortcut It is also possible to post Version 2009 1 edit several pages simultaneously as long as they haven t been archived yet Please take a closer look at the dialog box EA Scale size E widths 1024 Pixel Scale change resolution TT Entries in percent J Height 768 Pixel Change size Y Calc proportional value Bi
431. u run the menu item Print in menu Database Desired documents or pages l C All documents Pages from fi to fi Current page Printing of page s e Originalsize Scale to sheet Print all pages y Y Suppress left upper margin original positioning of pages Print page information TT Doc page T Database Font Aria hr Size fo Watermark Print watermark Alignment Bottom right y Printing options Paper format Auto Duplex inactive y Pages per leaf h y Page feed after each page Eu Copies per leaf Page feed at end of document n Choose printer OKIPAGE 24 PS MARCHIEAnetz89 y Cancel f E Before printing you need to specify the number of pages you wish to print In Desired document or pages you determine whether you want to print all pages a specific number of pages or only the current page Printing of page s lets you choose whether the page will be printed in its original size in which case not all of the page s contents may fit the printout format or if it is to be scaled be fore being printed i e that it fits the page As most printers have set minimum margins that cannot be printed over Sup press left upper margin allows you to override these margins Under Printing you may also choose between printing all pages even pages only or odd pages only Activating Print page information will pr
432. ude field information with a file during scanning You can do this by using meta Fieldname Value Here multiple fields can be ad dressed with multiple meta blocks 240 e Extended access The following example is intended to clarify the various possibilities during scanning http localhost perl avclient index pl go_scan amp append_to 44 amp scandef 3 amp meta Titel Meier amp meta OrderNo 1001 If the above command is submitted as a whole line under local host the scanning process is triggered and the scanned pages are added to file 44 The third scan definition is used in this instance and the file then receives the value Meier in the Title you have to user the german name Titel field and the value 1001 in the OrderNo field 39 2 9 6 Delete page You can use go_action amp action deletepage to delete a single page 39 2 9 7 Saving changes to a page You can use go_action amp action savepage to save a page that has been for example rotated 39 2 9 8 Changing the OCR definition for a page You can use go_action amp action ocrpage x to assign a new OCR definition to a page This ensures that this page is processed with the newly assigned OCR definition the next time text recog nition OCR is called 39 2 9 9 Setting OCR to complete for a page You use go_action amp action ocrdone to set a page to com plete for the OCR recognition In other words it is not used for the text recognition Archivista
433. umber In our example it is ClientNo Enter the linked values in the area below Combo ex x yy by sticking to the following format 1023 Meler 1024 Muller Use the sign as a separator e g 1023 Meier Now we need a second field which we link to the previously created combo field We create the new field Client Text and we link it to the combo field notice that the option Linked w combo is activated Linked w combo ClientKo Version 2009 1 With this the two fields Client Text and ClientNo are linked The entries to the left of will appear in the field ClientNo the en tries to the right of will appear in the combo box Client Text Later when you create documents and enter information in the main view you may pick 1023 from the list in ClientNo and make ClientText jump automatically to the corresponding Meier You may of course also choose the opposite procedure In the end you should get the following screen mask as part of the detail view in table Archive main view The field Persons has been eliminated since we are working with Clients now Date 16 04 2004 Doe 1 Pages 0 Folderi Marked Owner Title Letter to Meier Keywords Letter Client fi 023 y Meied i Format TIFF G4 y Added IM Archived 36 6 3 Definition Tutorial on Definition movie 2min The combo fields described above whether linked or not are a bit limit
434. uments should appear The formula gt 01 01 2005 returns all four doc uments while 01 01 2005 excludes the last document When working with text fields only for negation is at your disposal i e by entering moonstone the documents resulting from your search do not carry the word moonstone in their titles For text fields there are also the wild cards The text compar ison can thus be extended Wild card at the beginning of text fields means that a search with stone also returns documents with moonstone or gemstone in the title And wildcard at the end of text fields would mean that moonstone as search word would also return the document moonstone related articles for example As a rule working with the wild card options is advisable It pays to turn them off though when you get too many wrong hits In such a case you can refine your search by unticking these options 32 2 Pages fulltext Ctrl F9 Tutorial on Pages fulltext movie 2min You can run this function both in the table mode or in Page view The Archive search mode enables you to do a full text retrieval on 170 e Pages fulltext Ctrl F9 all pages Please note that the Archive search mode works only for those pages previously treated with the OCR function You find this command in menu Search or in menu Archive when in Page view Also the shortcut CtrI F9 or the
435. umspection as the entire tree might be destroyed if one makes editing mistakes 8 6 3 2 The navigation There are six navigation symbols Archivista modules e 47 Quit program Alt q Y Select all records Alt a Previous records in selection Alt f K Previous record Alt p gt Next record Alt n gt Next records in selection Alt l 9 6 3 3 Representation of different field types To give as simple an overview as possible the tree structure is visu alized in a table The field types are represented in different ways depending on their dependency status Field type Definition and field type Normal are at the top of the field type hierar chy As mentioned before field type Normal is not shown in the fieldlist Hence field type Definition is at the very top of the field types All other field types are subordinated to this particular type and exist in relation to a Definition There are six different field types For more detailed information see Section 16 3 The fieldlist is structured in six columns e Sequence number e Field definition 48 e Archivista modules e Definition e Field code e Code e ID The Sequence number mirrors the order of the different field type definitions in the fieldlist The column Field definition shows those fields that were allocated either the field type Definition or the field type 1 N in menu mask definition of WebAdmin Example The field Country i
436. untry zip codes it will make sense to enter the country code too plus a hyphen press ch a F2 and also the fields country code and country will be filled automatically Conversely when you enter the zip code and press F2 Archivista will enter the name of the town The other fields in table Addresses behave normally i e the function Get abbreviation F2 refers to the auxiliary table Ab breviations and not to the table Zip codes addresses Please make sure that the auxiliary table Zip codes Addresses contains at least one post or zip code directory Only if there is a directory you can profit from Archivista s clever post code function 34 1 2 Status code On the right of the field Status code there is a question mark When you click this you get a message regarding the conventions of the status codes You can adapt these yourself under Parameters under the condition that you enjoy systems operator privileges This field should be seen as a sort of multi allocation field with the help of letters In the following an example Let us assume that you have defined the following status codes W work F family Table Addresses e 189 and P picture post cards When you create a new address you must decide whether the person is one of your work mates belongs to your family and whether s he is to get a picture postcard from your holidays For each yes you enter the r
437. ure that in terms of browsers there is not only the Internet Explorer installed but also Mozilla or Netscape both rely on the same technology Normally we get better results with Mozilla but in some cases Microsoft s Internet Explorer yields a more satisfying print output If both fail try a third type of browser like Opera it might give you the result you want 232 e A few tips on working with documents Let us take a look at a web page in the print preview It is not what we expect because the background is turned off and the preview s orientation is portrait UNIDO General Conference 10th Session Round Table 4 Mozilla H E Mr Kay Rala Xanana Guemadi asini of Panelists Mir H E Ms Kadi Sesay E h and ty nt rat a Iain Sierra Leone Ambassador af fan permaner HE Mr Yukio Takasu Representative internati Format Orientation O Portrait A Landscape Scale Shrink To Fit Page Width r Options Y Print Background colors amp images You find these options either directly in the Print preview or depending on the version of the browser you are using in menu File After these adjustments the page will look much better although it may happen that the contents have been miraculously moved to page two Archivista UNIDO General Conference 10th Session Round Table 4 Mozilla
438. use go_rotate_180 to rotate the current page by 180 de grees that is to turn it upside down 39 2 8 3 Rotate right You use go_rotate_right to rotate the current page to the right 39 2 8 4 Zooming in and out on pages The following functions are only available in the page view since you can only zoom in or out on a page there Version 2009 I You can use go_zoom amp zoom x to change the display continu ously Values between 0 1 and 1 10 to 100 percent are possible for x You use go_zoom amp zoom 0 to display the page in accordance with the available screen area You can also use go_zoom_in and go_zoom_out to zoom in or out on the document depending on the current view 39 2 9 Further commands action Under normal circumstances some commands can only be ac cessed in the WebClient if you activate editing for a page or file beforehand You can use go_action amp action xxxto access these commands regardless of whether you activate editing be forehand The only condition is that the file can be changed i e the relevant user is authorised to do so 39 2 9 1 Deleting files You can use go_action amp action delete to delete the cur rent file You can delete multiple files directly by adding seldocs x y z and using the relevant file numbers in place of x y and z You can delete a maximum of 16 files directly For example http localhost perl avclient index pl go_actlon amp actlion delete amp seldocs 1 4
439. ve USB stick is the same as the live CD but on a different medium Running this command means that the system is installed on the hard disk of the ArchivistaBox You can choose whether you want to include the entire hard disk and thereby delete existing data or if the new system is installed while existing data are kept O dialog Please choose the disc partition to install to dev hda Reformat whole disk dev hda Reformat whole disk fdevwhdal Archivista 20051107 fdevihidae Not formated To format the entire hard disk and install the program run the first submenu item The second submenu item shows that there is an Archivista installation dated 7 Nov 2005 on one partition To overwrite that program version but keep the data you opt for the second submenu item If you are still unsure whether you want to update your archive to the new program version you can choose the third possibility and install the program to the as yet unformatted partition The following refers to the second alternative update of the ex isting archive to the new program version Here you can even choose if not only the data should be kept existing documents in 72 e System the database and database settings etc but also the configuration passwords IP address etc Take over configuration from a previous Archivista installation COS Y Archivista 20097107 By clicking dev hdal_ Archivista 20051107 also
440. views dis play search edit since not all of the commands are available in all views Extended access e 235 The WebClient has two forms views the main view go_main and the page view go_page There are three dif ferent modes in these two forms statuses display go_view search go_search and edit go_edit documents Before the individual commands are described these different form views are shown here in brief form 39 2 1 Forms 39 2 1 1 Main view You can use go_main to switch to the main view at any time Here the system displays a table with the data records that are currently activated in the overview as well as the active data record in the detail view and a thumbnail 39 2 1 2 Page view You can use go_page to activate the page view This allows you to display pages in enlarged form You are also provided with functions for rotating pages and carrying out post processing ac tivities 236 e Extended access 39 2 1 3 Switching between the page view and the main view You can use go_pageswitch to switch between the main view and the page view 39 2 1 4 Switching to photo mode In photo mode the pages are displayed as small thumbnails Thus the command for this mode is go_thumbs 39 2 2 Modes statuses 39 2 2 1 Display View Search Edit Document 16346 Pages 1 Folder 1 Date 08 28 2008 Archived No A Zurichstr 80 8118 Pfaffhausen Tel 01 254 54 00 Fax 01 254 54 02 upfister archivista
441. vistaBoxes RIGI and SAENTIS are industrial suited fan less computers with the following content Archivista VIAC7 Processor 226MB RAM 1 2 GHz Processor fanless In terfaces 2xUSB LAN VGA 2 5 inch ATA HD with at least 32GB SSD 12 Volt DC Caused by the progress of hardware equipment components are subject to modifications 6 3 2 Scope of work ArchivistaBox Rigi Single user version incl OCR for a maximum of 20 000 documents per database For a total of roughly 100 000 pages 6 3 3 Scope of work ArchivistaBox Saenits Multi user version incl OCR for a maximum of 20 000 documents per database For a total of roughly 100 000 pages 6 4 PILATUS model 6 4 1 Hardware The ArchivistaBox PILATUS is an industrial suited PC with the following content Intel 865GV Core Logic Chipset Intel Celeron 2GHz Processor 512MB RAM Automatic thermal fan control Dimension 14 8 x 25 4 x 7 cm Interfaces 1x1394 3xUSB LAN serial parallel Line in Speaker Headphone Mic VGA 24x slim CD Rom drive 2 5 inch ATA HD with at least 160GB 12 Volt DC Caused by the progress of hardware equipment components are subject to modifications Version 2009 1 6 4 2 Software Multi user version incl OCR for three concurrent users A maxi mum of 200 000 documents per database For a total of roughly 1 000 000 pages Users can optionally acquire further concurrent user licenses or a barcode module license 6 5 TITLIS model 6 5 1 Hardwa
442. w gt elo files job entry with e g ftp status 100 N jobs jobs_data status 100 job for sane daemon pl mysql table mysql table looks for a job with status 100 perl script dl sane daemon pl Tu 0 and pwd to ENV jobSane saveToLog jobNotSane update log entry or Ds create new entry Save host db user and done 5 to table createpdf SPP OCN job specific cmd mysql table logs check for done 0 done 1 in work and begin ocr app after xis done 3 scanadf atter r ini neclient finished n E hands over scanned data to sane client via pipe i perl script sane client pl getlmage Hi perl script axis2sane pl getDocFromLogs checkBarcode checkEmptyPage sane post pl optimizeBW A TTTTTErRANATZTA perl script createThumbsAndSave New jobs are inserted into the jobs table by an active application e g WebClient and flagged with status 100 Every two seconds the Sane deamon fetches all jobs with status 100 and processes them It sets the job status to 120 and adds an adequate logs entry with an agreeing DONE value Depending on the kind of Archivista job it is scanadf is run for a scanning job or other applications are called up for other jobs After having processed the job these applications hand over their data to Sane client which sets the log entry to its final DONE value Further Sane client analyzes the prepared data and fo
443. with admin and the corresponding password Click on Login You will arrive on the working screen of ArchivistaERP Purchases Items and Inventory Manufacturing Dimensions Banking and General Ledger Training Co localhost Administrator Logot Company Setup Purchases Items and Inventory Dimensions Banking and General Ledger Setup Training Co localhost Administrator Transactions Quote and Sales Order Entry Direct Delivery Direct Invoice Delivery Against Sales Orders Invoice Against Sales Delivery Logout Template Delivery Template Invoice Customer Payments Customer Credit Notes Allocate Customer Payments or Credit Notes Name to appear on reports Training Co Official Company Number Tax Authority Reference Tax Periods Tax Last Period Home Currency fi Months fi Months back CHF Franken gt Inquiries and Reports Sales Order Inquiry Customer Transaction Inquiry Customer and Sales Reports Customer Allocation Inquiry Maintenance Sales Types Add and Manage Customers Sales Persons Customer Branches Sales Areas Credit Status Setup 05 01 2009 07 20 ArchivistaERP 2009 1 Theme default Archivista GmbH The installation is therefore complete Sensibly you should next work through Subsequently you should deal with a few Ap plications under 27 11 27 3 First Step In this chapter we would like to take you step by step on how t
444. with modifications and or trans lated into another language Hereinafter translation is included without limitation in the term modification Each licensee is ad dressed as you Activities other than copying distribution and modification are not covered by this License they are outside its scope The act of Archivista running the Program is not restricted and the output from the Program is covered only if its contents constitute a work based on the Program independent of having been made by running the Program Whether that is true depends on what the Program does You may copy and distribute verbatim copies of the Program s source code as you receive it in any medium provided that you conspicuously and appropriately publish on each copy an appropri ate copyright notice and disclaimer of warranty keep intact all the notices that refer to this License and to the absence of any war ranty and give any other recipients of the Program a copy of this License along with the Program You may charge a fee for the physical act of transferring a copy and you may at your option offer warranty protection in exchange for a fee You may modify your copy or copies of the Program or any portion of it thus forming a work based on the Program and copy and distribute such modifications or work under the terms of Section 1 above provided that you also meet all of these conditions a You must cause the modified files to ca
445. ws 254 Copyright Creating a document RichClient Creating and scanning documents WebClient Database Introduction Database RichClient choosing other Database conversion 272 Database creation WebAdmin 136 Defining fields amp masks RichAdmin 209 detail view table Archive 154 Digital archive Introduction Directories RichAdmin 201 Document RichClient Creation and scanning Documents Documents RichClient create copy paste and delete 164 Download WebClient E mails archiving of ArchivistaBox Edit RichClient Edit mode WebClient Editing and deleting pages WebClient Efficient entering of data Electronic documents archiving of ArchivistaBox Electronic files Publishing Edition 231 Encryption ArchivistaBox Entry conditions archive RichAdmin 193 Entry conditions RichAdmin 218 Error 3024 278 e Index Error messages 255 Exporting data RichClient Exporting pages RichClient FAQ ArchivistaBox 257 FatClient Field definition WebAdmin Field definitions and input masks RichAdmin 209 Field names RichAdmin 204 Field objects RichAdmin 212 Field type Linked field Field types WebClient Fields Introduction Fields special RichClient 157 File upload Filter RichClient Folders 248 Folders Introduction Format RichClient FTP Server ArchivistaBox Full text index
446. x NT 30 August 1996 1 4 2 16 Archivista 1 x Version 1 x Internal version 20 January 1996 12 e Licensing 1 4 3 Nobody is perfect Archivista was developed over a period of more than ten years Each version is amply tested before it is released Nevertheless nobody is perfect Archivista GmbH is grateful for any indications regarding bugs or inconsistencies in the program functions 1 5 Licensing 1 5 1 Licensing overview Before the licensing types for specific products are described we would like to comment on why there are different licensing types at this juncture Archivista Version 4 x 5 x came into being under a standard pro prietary license ClosedSource This means that the source code is not available to clients Three or four years ago we started with a new software gener ation that uses Internet related technologies and we introduced OpenSource tools In principle we could have sold these particular bits under the GPL license even then However it did not seem to make much sense because it was not possible to work inde pendently with the modules in question lt must be pointed out too that our RichClient products are subject to contracts which partly preclude the possibility to sell these applications under an OpenSource license On the occasion of the LinuxTag 2005 fair the software of the ArchivistaBox the WebClient and the WebAdmin application was released under the GPL license because it is possible
447. xt archive Font MS Sans Seri Size 8 Title Keywording 43 2 Efficient entering of data Before we describe certain procedures which simplify data entry we would like to mention the three standard shortcuts to cut copy and paste bits of field content e Ctrl Insert Copying of marked parts e Shift Insert Pasting of the parts previously copied or cut e Shift Delete Cutting of marked parts In the following a few things which are good to know and which help you to work efficiently For often used words you best define an abbreviation i e you define a code and when you want to enter that word you enter the code and press F2 More on this topic under menu Abbreviation in chapter 31 2 If you have to edit the same field in several records you should try the list or table of records in the middle of the screen You navigate more elegantly when working in the list and especially when you want to edit the field Marked the list is useful To edit a field you must go to that field and then press the Enter key before you can change anything You can also change the width and height of the cells of the list to work more comfortably with It Archivista If you often add the same or similar records you should work with Marked parts on clipboard and Paste text from clipboard And last but not least you can enter the current date in date fields by pressing the
448. y Banking Reports General Ledger Reports Trial Balance Maintenance Bank Accounts Payment Deposit and Transfer Types GL Accounts GL Account Groups Currencies GL Account Classes Exchange Rates 05 01 2009 07 52 ArchivistaERP 2009 1 Theme default Archivista GmbH 27 11 Setup In this main menu diverse options can be preset 150 e Setup Archivista Part VIII RichClient Version 2009 I e 151 28 First steps 28 1 Before you begin In the following subchapters we show you in step by step fashion how you start up the program create new documents and add pages We proceed on the assumption that Archivista 2009 I is installed and the first database is in place If this is not the case please work through chapter Introduction and subchapter Instal lation Please take note of the online tutorials which show you in movie like fashion how Archivista works You will find the online tutorials on the CD or on our web pages 28 2 Starting up the program Start the program by clicking the Start button and pointing to Programs You will find the entry Archivista 2009 1 e and within the Archivista product range the program Archivista 2009 I Click on this and the program starts up Depending on the version you have or respectively depending on whether any users have been created already you log into the program either with or without login dialog box If you get a scr
449. y activating Combo ex x yy you have the possibility to create a combo box Depending on which further entries you will make Archivista knows three different combo fields 36 6 2 1 Combo box with memory function The combo box with memory function retains the values that were entered in the recent past When creating a new document Archivista the last values of the field in question are at your disposal and need not be entered afresh but can be chosen from the list To get a combo box with memory function the area below the option Combo must remain empty 36 6 2 2 Combo box with the possibility to choose If you enter the same information in the same fields again and again we recommend that you work with the combo box that lets you choose from fixed values Enter the desired values in the area below Combo Later when entering information in the main view you can either enter the first few letters and the rest will be completed automatically or you click first on the list and secondly on the value of your choice 36 6 2 3 Linked combo box The benefit of the option Linked with combo lies in the fact that you have two fields which belong together You want the integrity of both fields to be intact at all times As an example may serve that you want to allocate every document to a client whereby a client consists of a client name and a unique number How are you to proceed Activate the field object that is to house the n
450. you will always get into the database with which you worked the previous time 30 3 Importing and exporting documents 30 3 1 Exporting data lt goes without saying that Archivista 2009 1 allows you to export your data At this point in time you can export your records in the formats ASCII and HTML the latter only from table Archive By using the ASCII format virtually all requirements regarding export are met The export of records is very simple indeed Select the documents that you want to export which goes to say that the export function always pertains to the current selection Please note too that an export can take place only to an empty directory Run the menu item Export data In the dialog box that appears you must first define the export file If you want to export the RTF or the memo fields as separate RTF files per record you must choose the corresponding option The export itself may take quite some time and depends on how much data you want to transfer Cancelling the export is possible at all stages After the export is completed you will find all the relevant files in the directory that you specified earlier Version 2009 1 Records that have been exported only export in ASCII for mat can be imported into any other Archivista database Fur thermore they can be imported into other programs In both cases take heed of the fact that the first line of the export file contains the field names of the tabl
451. you will be able to edit the text directly Text boxes can also be rotated in 90 degree steps Notes are administered via the database so you can re edit them at any time To physically attach objects to the page e g for an Version 2009 1 export operation use Store with image The notes will then be merged with the current page for the final save press Ctrl S You can use Deactivate to specify whether the notes are to be displayed or hidden If you have selected Deactivate the pages will be displayed more quickly This also means that the notes will not appear on page print outs If Deactivate is not ticked the notes will automatically be printed You can see whether or not a page contains notes by looking at the page view title line An underlined entry means that the page in question contains notes Final point on Notes The notes are provided solely for Page view However it makes no difference whether you have requested the high resolution copy or smaller B copy 33 4 11 File info of current page Ctrl A This menu item gives you information on resolution and size of the currently active page 33 5 Menu Edit This menu gives you a variety of possibilities to modify added pages If we were to describe all functions in detail the result would be a boring listing Instead we recommend you to try them out one by one and to test for yourself what these commands can do Archivista
452. ype linked field This field type occurs often together with barcode processing a text field is linked to a number field and when the latter is filled in after the barcode has been read by the system the former can be completed accordingly But also for manual entries a linked field can make sense because unambiguousness is often only achieved with the help of numerals Example a recruitment company possesses several hundred customers of which some have very similar names Smith Vehicle Construction Ltd und Smith Vehicle Parts Ltd can be distin guished more easily when the client number appears alongside the client name Also this field type occurs together with controlled vocabulary When an expression from a text field is selected the value in the number field jumps automatically to the number that is linked to the expression And when a number is selected the text in the text field changes to the expression that is tied to the number Edit mode e 83 smith s Of When a new expression is added clicking the X makes two fields open up smith lt gt Smith Vehicle o7 lt Ho 1049 Add Beside the combination text field number code there is also the combination text field text code for those cases where specific abbreviations are used in a company but where the abbreviations are not known well enough to exclude confusion The combina tion Reporting and Consolidation RC elegantly
453. yright the software and 2 offer you this license which gives you legal permission to copy dis tribute and or modify the software Also for each author s protection and ours we want to make certain that everyone understands that there is no warranty for this free software If the software is modified by someone else and passed on we want its recipients to know that what they have is not the original so that any problems introduced by others will not reflect on the original authors reputations Finally any free program is threatened constantly by software patents We wish to avoid the danger that redistributors of a free program will individually obtain patent licenses in effect making the program propri etary To prevent this we have made it clear that any patent must be licensed for everyone s free use or not licensed at all The precise terms and conditions for copying distribution and modifica tion follow GNU GENERAL PUBLIC LICENSE TERMS AND CONDITIONS FOR COPYING DISTRIBUTION AND MODIFICATION 0 This License applies to any program or other work which contains a notice placed by the copyright holder saying it may be distributed under the terms of this General Public License The Program be low refers to any such program or work and a work based on the Program means either the Program or any derivative work under copyright law that is to say a work containing the Program or a portion of it either verbatim or
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