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ID:webArchive 3.4.1 User Manual

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1. Document Path Previous version of a document appears to be nested in the Current version Partial name search i O i Browse History q ae asa ml ABC University i cd lication m Zu Report Queues Student Records B Current Students 1 CA Adams andy 10000000 E 12 Academic Records S Application Dual 201 3 Application Dual JI GA Jones Sam 22222222 Document Nghe Document Type Document Path A Apr lication Mual 2010 08 11 icati ABC University Workflow Quer ABC UniversityStudent Record Dual 2010 08 11 Application ABC University Student Record Graduation 2010 08 09 Application ABC University Student Record Graduation 2010 08 09 Application ABC University Workflow Que Graduation 2010 08 09 Application ABC University Workflow Que Graduation 2010 08 09 Application ABC University Student Record Graduation 2010 08 11 Application ABC University Workflow Que Graduation 2010 08 11 Application ABC University Residence Hall 2010 08 10 Residence Hall 2010 08 11 Residence Hall 2010 08 11 Residence Hall 2010 08 11 Application ABC University Student Record e Hall 2010 08 11 ABC University WorkFlow Que SL Academic Queue A ot Academic Queue B B Admission 2010 08 1 S30 EN Application Graduation 201 oY Application Notes Thumbnails Workflow History dent Recore
2. Drag a column header here to group by that column Highlight the rows to ERE older Path be exported ke Addams Gomez Lesski 11000000 ABC University Student Records Current Students Addams Gomez Lescht 11000000 bel Addams Mortica Frump 20000000 ABC University Student Records Current Students Addams Mortica Frump 20000000 el Addams Pugsley 21000000 ABC University Student Records Current Students Addams Pugsley 21000000 el Addams Wednesday Friday 22000000 ABC University Student Records Current Students Addams Wednesday Friday 22000000 al Brown Charlie D 13000000 ABC University Right mouse click and harlie D 13000000 el Brown Jerry 140C Export Selection to Excel e el e ct an opti on erry 14000000 pel Brown person 301 geren Lett 1 got ven person 30000000 Export Selection to CSV OS eld ERL mg iere Goes Ai EE A ES aent Records Current Students Brown Snoopy Dog Se 12000000 B var 2011 Depo Export Search Results list To print the list from the Search Results 1 Perform a search 2 Highlight the rows to be included in the export 3 Right mouse click and select Export Selection to Excel or CSV 4 An Export dialog will open Find the location where the file needs to be saved 5 Enter the File Name 6 Click Save Only the list as itis displayed in the Search Results grid is exported to the file The documents files are not included Browse History View In the Browse Hist
3. Drag a column headet bere to group by that column Clear Al Polder ame Folder Path Student ID Last Me DH Adams Andy 10000000 4BC University Student Records Current Studentsi4dams Andy 10000000 10000000 Adams 2 Right click a folder level and select 1 Refresh Highlight an item op from the results ABC University list Report Queues Student Records Current Students Adams Andy 1000000 Academic Records Clear Clear All a Folder Quick Search Results 2 When the folder search is performed and you want to see the documents within the folder you can drill down further in the tree structure To do this double mouse click or right click on the folder and select Refresh from the drop down menu 3 Highlight a document in the tree view The thumbnails that correspond to the images of the page s that make up that document are displayed in the Thumbnail View 4 To view a page of the document highlight its thumbnail 5 Click on the Document View tab 6 Click on the Fields tab to view field data associated with both the document and Its parent folder For further information on functionality while viewing the document see Document View 102 Browse Mode Browse History 8 4 Search Application Dual 2010 08 11 Fields LOCH Report Queues Student Records P BEER the document 6 Open the Fields tab EG Curent students to v
4. Move Thumbnail Down Select Previous Thumbnail APRI Select Next Move Thumbnail Thumbnail Up Using the Move Thumbnail Up arrow moved Page 2 into Page 1 position Moving thumbnails Additional images may be inserted into a batch by right clicking the mouse on the thumbnail below where the inserted image is to be placed and selecting Import Insert or Scan Insert from the pop up 35 ID webArchive 3 4 1 User Manual Import Insert Scan Insert Delete Dropped 36 Thumbnails q oo a es I Import Insert Scan Insert Delete ee Dropped Page 2 Insert Delete Dropped Imports an image in front of the thumbnail selected Image files are located by browsing directories with a Windows Explorer window that opens when this option is selected Scans an image into the system using the attached scanner positioning It in front of the thumbnail selected Selecting this option immediately deletes the selected image from the batch The Dropped option acts as a toggle to mark an image as Dropped or to undrop an image that is marked Dropped Having an image marked as Dropped will keep the image with the batch until the batch has been saved from Batch scanning This allows you to remove the Dropped and save the image with the rest of the batch should you decide to to keep it While saving a batch any images that are
5. Path where document is stored in the system Application Page 1 Simple Document Search Results 103 ID webArchive 3 4 1 User Manual When there are multiple records returned in the Search Results grid the column headers can be used to sort or filter wnat was returned The records can also be grouped by dragging one of the column headers to the upper bar of the Search Results tab Drag a column header here to group by that co J column Document Name ays E Soest Jess we Custom J Admission 2010 12 naa ce e Aeues csdeng Oe 2011 03 29 04 13 27 jbowman Admission 2010 Queues Acadeffic Queue A 2010 12 09 11 01 55 Idurbin Admission 2010 1 Admission 2010 12 09 10 56 peses Academic Queue A 2010 12 09 11 06 07 Idurbin d Admission 2010 12 09 11 00 i Admission 2010 12 13 09 18 Admission 2010 12 13 09 18 Queues Academic Queue A 2010 12 13 09 18 29 Idurbin Admission 2011 02 03 02 22 Admission 2011 02 03 02 22 Dueues Academic Queue A 2011 02 03 02 22 55 rlahnum Admission 2011 02 04 01 28 geg wf Date Upda Admission 2011 03 18 01 51 f Admission 2011 03 18 01 52 PRESS amp Doamenttype Document Path Updated By Versio Admission 2011 04 12 08 09 E Date Updated 12 9 2010 Application Change of Term Date Updated 12 10 2010 Application Change of Term Date Wgdated 12 13 2010 Date Updated Geheit Date Updatetia 2 17 2010 KS BEE of Term
6. Application Readmissi ER SEN l a B Academic Records e 2 Mouse Michael 122333 Contract 2008 0214 2008 02 14 i Ch oa i College Transcript Coll 2008 05 19 J de Academic Records i E Application Readmission 2008 02 13 B Application Readmission 2008 02 14 de College Transcript College 2006 05 19 Se Lu H 5 Transcript 2008 05 07 omn Wi Housing Contract 2008 02 14 S Delete From Search Results locate both folders Click each one needed so they are viewable in Browse History Right click source folder Select Move from menu Right click on target folder Select Paste from menu SCHEECK ME Click OK button on Move message dialog Source folder and child levels are merged into target folder Using Copy and Paste As 112 Ae Show History op l Move to Indexing Queue gt a n Send to Workflow amp Print Export To PDF Add ren of Cut X Delete ght Ben 24000000 b i LH Academic Record SJ Academic CA Refresh S Admissior ES 7 Applicatio E E applicatio Clear Children 2 7 Applicatio CS Move wl Applicatio Paste 17 Evaluatior CD Workflow Queues D n Academic Queue A Export To PDF Academic Queue B W X Delete lt Il te Thumbnails i Copy and Paste As Browse Mode EGS Academic Records 9 Academic Records 17 Admission 2010 12 09 11 00 A Application Change of Term 06 01 2011 E Application Graduation
7. Zoom Control Fitto Width Fits the image to fit from side to side in the viewer Allows the user to drag the image around for panning by holding the left button on the mouse and moving it Allows the selection of an area to be copied to Windows Clipboard for pasting into another application such as MS Word Copies the selected area to the local workstation s clip board as an image which can then be pasted into another application Allows the selection of an area on the image to be enlarged for viewing by clicking the left mouse button and dragging it across the image Increases magnification of the image Ll Decreases magnification of the image DS Tax00 Image Zoom Mame to which tra ix number to which transcript should be faxed C eee 127 ID webArchive 3 4 1 User Manual Markup Color PickAllows the user to select the color to display for the created markup PS Dinora EH Gray EC DarkGray CC Silver CC Lightoray C Gainsboro RosyBrown E IndianRed Page Text For documents that have been brought into the system using OCR or Virtual Printer the Page Text area allows the end user to see and edit what text was Page Text captured off each page of the document Markups may be added to documents and saved or for printing purposes only not saved To print the document with markups included use the Print option on the Thumbnails panel Check the Print with Annotations option b
8. 11 Click on the Search Results tab to view the returned item s Date Range Search A date range search can be used to find documents within a period of time if the document has a date field as a field type Document Criteria Document Type Application Search Scope Current 4poplication Type Like Graduation Reviewed oO Doc Date Between v onono v osforfeo1g gt Kl Document State BI Mote DIE Comments For more information about Browse Mode see Thumbnails View Document View Markups Workflow History View and Fields View Search Results 101 ID webArchive 3 4 1 User Manual The Seach Results tab displays all the records found from the search criteria that was entered This may be from zero records up to the number entered in the Max Results field Each item in the list that gets highlighted receives focus is displayed in the tree view under Browse History By default the first item returned in the results list has focus and is highlighted 1 Highlight an item from the Search Results list The item will appear in the Browse History View Browse History H 7 ABC University GI Report Queues l E Student Records ES Search Search Folder Warne Fo Search Folder Notes For Clear Values Current Students Adams Andy 1000000 l He C Refresh DN Search Criteria Seargh Results 1 D A Clear gE Work Reset
9. 161 ID webArchive 3 4 1 User Manual How do I How do I change fields on an existing document 1 Search for the document in Browse 2 See Fields View in Browse Mode section How do add to an existing document 1 Index the document as usual 2 See Existing Documents in the Batch Indexing Section How do I replace an existing document 1 Index the document as usual 2 See Existing Documents in the Batch Indexing Section How do you attach a page to an existing document 1 Index the document as usual 2 See Existing Documents in the Batch Indexing Section How do import a document 1 See Importing a Batch in the Batch Scanning section How do add a high volume of paper documents into the imaging application 1 See Scanning a Batch in the Batch Scanning section You are unable to log in Manual Login Ask an ID webArchive administrator to verify that you are in the user list and that your userid is ina domain role and the role has rights to at least one mode Auto Login only If your company is using Auto Login the application will open without you having to manually login During the logon process it verifies that your Windows login id is in the ID webArchive database If the application displays a Login dialog ask an ID webArchive administrator to verify that you are inthe user list and that your userid is ina domain role and the role has rights to at least one mode When the application times o
10. Max Results KS j Queue Mame Academic Queue Academic Queue Academic Queue Academic Queue Academic Queue Academic Queue Academic Queue Academic Queue Academic Queue Academic Queue Academic Queue Academic Queue Pages Updated By EE d Idurbin 2 Idurbin 2 Idurbin 2 Idurbin 2 Idurbin 27 Idurbin D Idurbin 1 smecarty 2 jbowman 2 jbownan 2 jbowman Top of Batches Panel in Batch Indexing Functionality in the Batches View 100 Updated Date Created By Fills the Batches grid with the number of batches that is entered here Created Date 2010 04 06 15 15 36 DIODO 14 16 21 2010 04 06 14 16 27 durbin 2010 04 06 14 16 28 durbin 2010 04 06 14 16 28 Idurbin 2010 04 06 14 16 29 Idurbin 2010 04 06 14 16 34 Idurbin 2010 04 06 14 21 25 Idurbin 2010 04 06 14 21 27 Idurbin 2O10f04 07 16 18 03 smecarky 2010f04 29 13 37 55 jbowman 2O10 04 29 13 43 16 jbowman 2O10 04 29 13 48 50 jbowman 2010 04 06 14 16 26 2010 04 06 14 16 27 2010 04 06 14 16 28 2010 04 06 14 16 28 2010 04 06 14 16 29 2010 0406 14 21 15 201004106 14 21 25 OCH State Auto Index State Status Type Locked By Locked Date 2010 05 21 12 46 48 Error Message pone ere O ee O Mone Mone Mone Mone Mone Mone Mone Mone Mone Mone Mone Mone Mone Mone Mone Mone Mone Mone e Displays a grid with the list of batches that have been saved from Batch scanning and are waiting to be indexed e
11. added to folder and Handing Unit document levels Rotate Image Clockwise Rotates the image 90 degrees to the right Counter Clockwise Rotates the image 90 degrees to the left Deskew Image Makes corrections to images that have been scanned in and are distorted from their true value or symmetrical form NOTE Deskew turns the image to black and white before making corrections Once an image has been turned to black and white it can not be turned back to color or grayscale gt Any modification made to the image is reset to its original state when you navigate off the document if not saved Print Prints the current image in the viewer single page Note Ifa markup has been 126 Page Properties Q Browse Mode added to the image but not saved this print button will print the image with the markup included Displays the properties of the current image ad Page Properties hi Original File Name Mone Multipage False Page Number 5 Image Type Tiff Image Path 451941641 781381637 bacta 7F09 4Fc8 bdS1 ba61 bfev ober Image File Name OdaGabFd 7914 4c6b be22 840barbb26rb tmp Image Size oo Last Updated 46 2010 Version AS 3 Page Id 45 Document Id 38 Auto Zoom Mode Fitto Page Fits the entire page in the viewer window D Fit To Height Fits the image to fit from top of the viewer window to the bottom Pan Selection Copy Selection Zoom Area
12. 03 02 2011 8 Application Graduation 04 06 2011 E Application Readmission 12 01 2010 i Evaluation 03 16 2011 201 2010 2011 2011 2011 2010 Mii Application College Transcript Admission Form Evaluation Transcript Letters 1 1 Find and highlight document s to be copied You may select multiple documents using Ctrl mouse Click 2 Right mouse click 3 Select Copy from menu 4 Right mouse click on the target folder 5 Select Paste As from the menu 6 Select the document type being pasted The target or parent folder will only list the document types that are allowed to be saved to it e The document retains the name that it was before being pasted into the target folder e No field values are copied with the document e Using Copy Paste As does not create a new copy of the image 7 Youcan now make changes to the field values on the pasted document if needed Using Copy and Paste 113 ID webArchive 3 4 1 User Manual 1 Find and highlight the document to be copied Used when copying only a single document at a time 2 Right mouse click 3 Select Copy from menu 4 Right mouse click on the target folder 5 Select Paste e Using Copy Paste creates a new copy of the image Viewing a document s historical version Browse History E A v i Route Name GB ABC University ee Student Records ag Current Students 3 2 Drucker Druella 11131111 1 Show H
13. 44eREE 4 AL Academic Records T Evaluation 2010 08 09 443 ABC University 4 Li Student Records 4 Lal Current Students 4 Adams Andy 10000000 Ei d Academic Records College Trang Refresh E Application Residence Hall 2010 08 i A Show History Move to Indexing Queue Route gt Send to Workflow Frint Add Copy Moving a document Locate the source document or folder to be moved and the target folder Click on source and the target in the Search Results Right click on the source document or folder in Browse History Select Cut from the menu Right click on the target folder GC ANE eS Select Paste from the menu When using Delete Paste on folder level paste like folder to like folder otherwise paste to a parent folder Merge 2 Search Target folders W A Search Target folder is a folder that has Field Type properties that uniquely identifies it for searching 111 ID webArchive 3 4 1 User Manual GB ABC University ET Student Records ai Current aa St Begleet 2 Sp header P Refresh Bap Clear GIE El Ape ab Clear od 6 J 02 14 A Hs The ag SS 05 19 B E ABC University ET Student Records a Current PI 2 Mouse Michael 122333 2 wl ki Academic Records E Application Readmissi eB DD University i E ZE j 02 14 BB Student Records a amp Mouse Mic Delete B Current
14. E e Date Updated 12 2 42010 e Date Updated 12 9 2010 Change of Term Date Updated 1 25 2011 ys E Date Updated 12 10 2010 ee eent Date Updated 1 26 2011 Application Change of Term 12 01 2 icati ABC University Workflow Queues Academic Queue A NO EE Date Updated 1 31 2011 Application Change of Term 12 20 2 icati ABC University Workflow Queues Academic Queue A Date Updated 2 3 2011 Application Dual 12 14 2010 icati ABC University Workflow Queues Academic Queue A Date Updated 2 4 2011 Application Readmission 12 01 2010 ABC University Workflow Queues Academic Queue A E Date Updated 3 17 2011 Date Updated 12 13 2010 tr Date Updated 12 17 2010 Sort Filter Group Search Results sort sort ascending or descending can be done on any column in the Search Results grid by clicking on the column header To remove the sort hold the CTRL key and mouse click on the sorted column header Filter a filter can be set on any column in the Search Results grid by clicking on the column header and selecting an option from the drop down To remove the filter select All from the filter drop down Group The records can also be grouped by dragging one of the column headers to the upper bar of the Search Results tab To remove the grouping drag the column header back to its location in the grid Export Search Results 104 Browse Mode Search Criteria Search Results 19
15. Only when using the ISIS driver The resizing of a view to align with one of the four edges of its parent control or mode form The view will resize with its parent A document may contain one or more pages scanning both sides of a single or multi page document front side being scanned first A file is a single page of a document The ability to import electronic files into the system Filtering allows you to display a subset of the records in the data source that meet a particular criteria The separating of a view that from its parent and is no longer docked A procedure within an application that performs a specific task A process of adding field data to digital documents giving them a unique identification for purposes of search retrieval 158 Terminology An industry standard for higher level high speed scanning Local Memory Data loaded into memory of the local machine Metadata Data about the data Metadata is kept on every digital file created A window or form that makes up the application s user interface The application must hide or close a modal form before input to another modal form can occur KN Convert Identifies non color pages ina batch that also has color pages NonColor OCR Optical Character Recognition a process that extracts the actual text from predefined areas of scanned images Pixel per inch A basic unit of programmable color on a computer display or in a compu
16. Current Students E Workfiow Queues i Academic Queue A Final Approval L Registrar WFQ Browse Mode Search View Within Search View tab users with the correct security will have the ability to do both simple and more advanced searches on folders and documents that are stored in the system Searches that are repeated with the same search criteria may be saved as a Search Profile for future use Search Profiles are saved with the user s profile settings 92 Browse Mode S S S Search Document Notes For Full Text Searching Search Document Text For Search Criteria Search Results 12 Search Path Search Profile ABC University Search Type Document Folder Criteria k gt ORMES Current Students DI Workflow Queues Folder Type Academic Queue A Academic Queue B i Admissions Review WFQ Final Approval 2 Registrar WFQ EJB J lt lt d KEE v Search Scope Current v B ILIK Wie ewe DEE Search View functionality Search Tab When doing a Folder Search search Folder Name For Available for Folder Search Type A quick search when you know the folder name being searched for Search Folder Notes For Available for Folder Search Type A full text search capability on folder notes When doing a Document Search Search Document Name For Available for Document Search Type A quick search when you know the document name being searched fo
17. Dropped like in Batch Scanning Batch Indexing only has the option to mark a page as Delete Right click To delete a page from the batch highlight the thumbnail right click and on select Delete or use the red X The thumbnail is then marked with thumbnail Delete after its page number Batch Indexing l l l l l Thumbnail Panel Batch Indexing gives you the option to print a single page multiple pages or the entire batch from the Thumbnails View There are 2 Save functions when doing Batch Indexing Save Batch and Save Selected When executing a Save Batch all of the images in the batch will be saved and indexed as a single document If there are any images marked Delete they are deleted from the batch When using Save Selected as a save option only the thumbnail images that are highlighted are saved and indexed as a single document A thumbnail or thumbnails that are marked as Delete are deleted from the batch when the Save Selected command is executed The remaining thumbnails pages are renumbered each time a Save Selected is done and the number of pages in the batch that is displayed in the Pages column in the grid is reduced 67 ID webArchive 3 4 1 User Manual Batches Batch Unknown 2007 05 15 10 08 32 wm E ay EQ L 7 DB29 Se Cent 100 A ry Unknown Default Indexing Queue 9 dmin tee admin 2007 06 1 None Unknown
18. ID webArchive 3 4 1 User Manual E eb J Browse History H Thumb 3 Search Document Fields amp of Route Gg Document Motes TE e When the document is GBB student Records SEH highlighted Document B current SS fields can be edited and SS Adams Alexander Patch 1000001 gg saved ae Academic Records 5 College Transcript College _ College Transcript we E College Transcript High Scho Transcript Type College Doc Date 10 01 2007 Academic Year 2006 Nokes add a newbe Student ID 10 000011 Last Name First Name MiddleName Address 100 Adams St iby State ZIF DOB fre Workflow History Document level Field Types When a document has focus in the Browse History view the document level Field Types are displayed along with the folder s Field Type fields Both the folder and document Field Types are editable at the document level Click on the Save button in order to save any changes When there has been a modification made to an existing document a record of the previous version is retained Performing a Document search with the Scope set to Both will return both Previous and Current versions of a document that has been modified The Previous version of a document appears to be nested in the Current version of itself when it is displayed in the Browse History s tree view W 136 Browse Mode Modifications cannot be made to Historical versions of a document A modi
19. Search Results 8 Drag a column header here to group by that column Document Name Document Type Document Path Application Dual 2010 08 11 Application ABC University St Application Dual 2010 08 11 Application ABC University Sti Application Graduation 2010 08 09 Application ABC University st Records 2010 08 12 02 56 21 jbowman Current Dual Search Criteria Records Eabdoti k skdkeba iklfiet 08 11 2010 Approved m Application Graduation 2010 08 11 Application ABC University St cords 2010 08 10 03 12 30 jbowman Current Graduation 08 09 2010 Pending Application Residence Hall 2010 08 10 Application ABC University St Records 2010 08 11 02 25 01 Idurbin Current Graduation 08 1 1 2010 O Application Residence Hall S 2010 08 11 Application ABC University Sti cords 2010 08 10 03 22 10 jbowman Current Residence Hall 08 10 2010 Approved ABC University St ecords 2010 08 11 02 48 25 Idurbin Current Residence Hall Records 2010 08 11 02 48 35 Idurbin 08 11 2010 Approved 08 11 2010 Reviewed Application Residence Hall 2010 08 11 Application OOOO Current Residence Hall Search Results tab The results from a search are displayed in a grid Folder Search Type By default a quick search on a Search Type of Folder returns Folder Name and Folder Path For a quick search on a folder name it is not necessary to select a Folder Type Additional fields are returned when a Folder Ty
20. gO etc Unknown Acadf Number of 54 2010 06 23 15 41 21 469 _ L Page thumbnails in ki Evaluation Acad Pages in 3 2010 06 23 15 47 49 693 C Page 1 highlighted batch p Application Acad l 1 2010 06 23 15 48 06 396 C O Batch Application Academic Queue 6 2010 06 23 15 48 12 334 L m Batch Application Academic Queue 10 2010 06 23 15 48 31 210 _ Si fil i m Batch Application Academic Queue 15 2010 06 23 15 49 00 148 L m Batch AdmissionForm Academic Queue 1 2010 06 23 15 49 46 259 C m Batch Application Academic Queue 6 2010 06 23 15 49 51 556 D TE E Batch Evaluation Academic Queue 1 2010 06 23 15 50 10 744 C m Batch Application Academic Queue 2 2010 06 25 15 50 16 151 L L i m Batch Unknown Academic Queue 22 2010 06 23 16 35 44 802 TI E I m Batch Unknown Academic Queue 0 2010 06 25 15 27 36 881 _ S D Batch Unknown Academic Queue 1 2010 06 25 15 27 52 052 m Page 3 v Record 1 of 15 D nl v i The full size image can be viewed by highlighting the thumbnail and clicking on the Document View Batch Name tab Double clicking on the thumbnail will also open the Document View Batch Name tab with the image displayed 33 ID webArchive 3 4 1 User Manual oul da IDWebAarchive 3 4 Develop File Help ABC University TE Enable Scheduled Upload 5 00 00 PM COLLEGE ADMISSIONS A RECORDS 740 2294 Student Information Correction Worksheet Complete only those sections as needed
21. visible to the human eye Ending delimiter not Example format without beginning visible to the human and ending delimiters before converting to a barcode font T Delimiter to separate the fil Field Type Name from the field value Exam ple of Code ep Barcode font For Code 128 B font that we tested with this may differ with other Code 128 fonts We used BarCodeWiz s Code 128 barcode font The Font Tool we used is a stand alone windows application for generating barcodes e Supports all standard upper and lower case letters numbers and special characters Designed to encode all 128 ASCII characters e Start and Stop characters used II e A delimiter is required between Field Type Name and Field Value This tells the process to copy the succeeding value e The Code 128 font that we tested had a conversion tool and found it worked best if you typed Field TyoeName FieldValue in a regular font such as Arial then converted to Barcode 128B The conversion tool added the Start and Stop characters if converting only a single line at a time 53 ID webArchive 3 4 1 User Manual and performed checksum Since Code 128 uses checksum we found that replacing the FieldValue after converting to the barcode font caused errors Used E as the delimiter to separate Field Type from the Field Value Example Code 3 of 9 Barcode Font Format MSF amp
22. 1 User Manual 4 Verify that the Document Type and Index is correct If not change the EEN Document Type and Index to the correct one Document Type and Index is correct Retain Folder Fields will retain the folder data between indexing saves nina Document Index Application Academic Records e Retain Document Fields will retain the document data between mate Retain Document Fields indexing saves aaa ree 5 Enter a value or partial value to search for an existing folder record je Fields 5 Inthe Folder Fields enter a value or partial value to be searched on E to verify if an existing record is being stored in the database If the the Search Retain Folder Fields is checked no search is required if using the ce current field data When searching for different folder data click on the Clear button then enter a new value to be searched on Status Current Students Student ID SSN Last Name Addams First Name value entered MiddleName DOB Address 7 City Record found data 6 Click on the Search button to execute the search es ee 7 If an existing record is found the fields are populated with the meta E data already stored in the system Record not found fill in data fields 8 Complete the lf multiple records are found select the correct one from the Indexing Docent Pits J document level Avetcation Type fields if any search Results dialog and click
23. Batch Indexing Fits the entire page in the viewer window Fits the image from top of the viewer window to the bottom Fits the image from side to side in the viewer Allows the user to drag the image around for panning by holding the left button on the mouse and moving it Allows the user to select an area on the image that can be copied to the local workstation s clip board Copies the selected area to the local workstation s clip board which can then be pasted into another application Allows the selection of an area on the image to be enlarged for viewing by clicking the left mouse button and dragging it across the image Increases magnification of the image Decreases magnification of the image Image Zoom Nam to which tra x number to which transcript should be faxed Viewing Native PDF s 77 ID webArchive 3 4 1 User Manual Print Single Page E Two Up Pages A Fit to Page al Fit to Width Pan e D Select Text Zoom In Zoom Out 78 e OO Well EQ Le is LG Search For _ Match Case C Match Whole Word um Search Allows a user whose role access has Print rights to print the entire pdf document This option is not available in Batch Scan mode Views a single page ata time Views two pages side by side in the viewer Adjusts a single page to fit within the viewer window Adjusts a single page to fit to the
24. Business Office 2 i BankName Financial 4id Office Student Records OL Current Students C pa rrenik z Archived be Academic Queue P Admissions Review WFO z Final Approval z Registrar WEG Ir Qualify the search by selecting the Search Path where The tern IS Stored 2 Ifthe Search Type is for a folder select Folder Select the type of folder from the Folder Type drop down This qualifies the type of folder to be searched and allows any Field Values associated with the folder to be added as criteria Go to Step 4 Search Profile DIEAEAEI Search Type Folder OR 3 Fora document Search Type select Document Select an option from the Document Type drop down This qualifies the tyoe of document to be searched and allows any Field Values associated with the document to be added as criteria 4 For either a Folder or Document Type search field values associated with the folder may be needed for the search criteria select the Folder Type from the Folder Type drop down Search Profile e Je D Search Type samre Max Results 100 B Folder Criteria Folder Type Document Criteria Document Type 2 Select a Document Type 99 ID webArchive 3 4 1 User Manual gt setting Document as a Search Type enables both Folder and Document Type to be selected Having both a Folder and Document Type selected allows Field Values for both Document and Folder to be add
25. Clear Admissions Review V Final Approval E Clear Children S Housing Dee Move d wl Registrar WFQ RE GK X Delete Workflow Queue refresh 123 ID webArchive 3 4 1 User Manual Workflow Queues need to be refreshed in order to see documents that have been sent to the queue while you ve been working in Browse mode 1 Highlight Workflow Queues to refresh the documents in all the workflow queues or select a single workflow queue 2 Right mouse click 3 Select Refresh Report Queues Creating a Report in Browse Mode Browse History H Q Refresh I P Student P Clear si Create Report DN E Curre o Clear Children Reports Staff Role Report ooo C m A Create Report Report Date ABC University a 3 Report Queues E cl Reports lg H Student Records Current Students gt Create a report 1 In Browse right click on the Report Queue where the report will be created 2 Select Create Report 3 From the Reports drop down select the report to be created 4 Fill in property fields if any 5 Click on OK 124 Browse Mode 6 The report is ran by a Job Schedule that is defined in administration W Reports are created in pdf format The report will display in the Report Queue as Pending until completed The Job Schedule configured in Administration mode controls how often the reports are ran A refresh on the Report Queue will need to be done to see if
26. Complete as you would for any normal print job Export Multiple Documents to a single PDF file 1 Set up Search Criteria and perform the Search Expand the folder to the document level 2 On the Search Results tab click on each document to be included Each document will be displayed in Browse History 3 In Browse History use the CTRL key and mouse click each document 4 Right mouse click and select the Export to PDF option The print dialog box opens Complete as you would for any normal print job 5 A Save export to PDF dialog will open Find the location where you want to save the file 118 Browse Mode 6 Enter a name for the file 7 Click on the Save button The PDF is created identifying each of the document s names that were included in the export by listing them in Bookmarks How To Using Workflow Workflow duties are completed in Browse mode The Workflow Queues that the user has access rights to will appear in the Browse History panel 1 Select a Browse ts Workflow ep University Queue to route f documents gt S Workflow Queues j gt rs rae eText For Select Document Search Type and QS Admissions Review WFQ a Workflow Queue to search for a QS Final Approval Search Criteria Search Bel document from a specific folder oe Registrar WFQ Search Path Search Profile Sdt AE 20 ABC University Max Results E Business Office i B
27. Default Indexing Queue afin 2007 05 15 10 None a Batch Unknown Default Indexing Queue 20 rlahndy 2007 05 15 10 None ee P Batch Test 2 Cardiology Default Indexing Queue 2 rlahnum 2007 05 15 11 5 None N Batch Test 3 Cardiology Default Indexing Queue 2 rlahnum S007 05 15 11 None Batch Test 3 Cardiology Default Indexing Queue 3 rlahnum 200W 05 15 12 None k Batch Unknown Default Indexing Queue 1 rlahnum 2007 05415 12 None Batch Unknown Default Indexing Queue 1 rlahnum 2007 05 19N2 No Batch Unknown Default Indexing Queue 1 rlahnum 2007 05 15 12N Page 2 Batch Unknown Default Indexing Queue 1 rlahnum 2007 05 15 12 Batch Unknown Default Indexing Queue 1 rlahnum 2007 05 15 12 m Batch Unknown Default Indexing Queue 4 rlahnum 2007 05 15 12 Batch Unknown Default Indexing Queue 12 rlahnum 2007 05 15 12 Batch Unknown Default Indexing Queue 2 rlahnum 2007 05 15 O1 d Pages CreatedBy Created Date LockedBy Locked Date Batch Unknown Default Indexing Queue 2 admin 2007 05 15 O1 7 ain 2007 05 15 10 admin 2007 06 1 Page 3 Batch Unknown Default Indexing Queue 1 admin 2007 05 16 01 leng Queue in 2007 05 15 10 Batch Unknown Default Indexing Queue 1 admin 2007 06 05 04 Indexing Queue rlahnum 2007 05 15 10 New Name Cardiology 1 Default Indexing Queue 6 admin 2007 06 13 09 Indexing Queue 2 rlahnum 2007 05 15 11 twain batch Image 1178 29 Default Indexing Queue 8 admin 2007 exing Queue 2
28. Document W Auto Index Document 1 Select the instance of ID webArchive 2 Select the Domain ABC University oft ET mLa Business Services emm Medical Practice Virtual Printer 155 ID webArchive 3 4 1 User Manual 3 Select the Document Type being sent 1 Select the Indexing Queue 2 Select the option of Barcode Mode select Don t Process Barcodes if not being used 3 Select the Output Format 1 If the document is to be Full Page OCR d select OCR Document 2 lf using Barcodes Auto Index Document may be selected EE Microsoft Word Document 4pplication 2009 04 06 11 07 11 Batches Q Search Max Results 100 Document AdmissionF orm Academic Queue Document Application Academic Queue Document Academic Queue Microsoft Word Documentz Application Academic Queue BW Microsoft Word mailmerge student Evaluation Academic Queue m Microsoft Word mailmerge student Evaluation Academic Queue E Batch Name Like Microsofts be Edit Filter gg Record 3 of 6 aha lt Virtual Printer Results Above is an example of how a Batch Name is displayed when being sent to a Index Queue through the Virtual Printer This may vary according to the application being used 156 Terminology Terminology Addendum To add to an existing document Amendment To alter modify or add to or subtract from an existing document Annotations A method of marking up scanned documents Auto hide Allows a v
29. E Thumbnails q Page 1 Notes display that were added before being routed from the hightlighted item in Workflow History Workflow History q enee AEN Workflow notes added before routing a document kel onto the next queue remain with the its Workflow History aad Workflow History The Workflow History view lists what Workflow Queue the item currently resides and where it has been A note that has been added to a workflow item at routing time also displays with that workflow record 122 0 Note A No automatic routes could be determined would you like to remove this item From workflow Click meer to have document exit workflow Browse Mode ER ei Automatic O Manual kg Manual Routes Academic Queue 4 Academic Queue B Admissions Review WFQ Registrar WEG When a document is being routed from the last queue in its workflow a Route dialog will appear with a message No automatic routes could be determined Would you like to remove this item from workflow Click Yes if you want the document to exit workflow Click No if you want to manually route it to one of the workflow queues listed under Manual routes See how to view historical versions of a document in Browse History View Refreshing Workflow Queues Browse History eee IEE E E E EAE E E E E H Reports D Student Records el Current Students Ae Academic Queue A Refresh r i Academic Queue B
30. Indexing M IDWebArchive Document Imaging MSF AW Sotteware ID WebArchive Version 3 4 0 4 1 4 AM User Td idirin hive 3 3 User Manual 2000 Lary WI gg Pro Oo In About Displays Userld of the person logged into the application the Server Name of the database being used the Database name the Current Domain the user is logged into and the modules loaded on the client pc Contents Opens the User Manual usually in pdf format 16 Modes Views and Main Menu See OE University Theme em Ss Domain the user is logged into Theme set on application Domain Displays a list of domains the user logged in has access to They may switch between domains by selecting a different one from the list Theme Displays a selection of themes that will customize the look of the application for the user How To Rearrange Views 5 IDWebArchive 3 4 Development File Help ABC University Theme Caramel Will anchor the view across the top of the window _ Process Barcode Separator Pages Unknown Academic Queue Will anchor the view to the C Scan New Batch for OCR Application Academic Queue length of the Page Mode Simplex l Application Academic Queue right side of the itl Application Academic Queue window C Scan New Batch For Auto Indexing Evaluation Academic Queue Rotation None ee Application Academic Queue scan Driver ISIS G
31. OK O Doc Date v KS Tr E Document State v Indexing Fields lf an existing record is not found fill in the indexing fields with the necessary data 8 Fill out the Document Information data fields 9 Choosing to save the entire batch or the selected pages e a Entire batch Click the Save icon or select Save Batch from the Save drop down 10 a Save All b Save Selected CR e b Selected pages When not all of the thumbnail pages are included in the document that is being indexed Select Save Selected from the Save drop down 84 Batch Indexing 10 Verify the indexing information on the Indexing Verification dialog 11 Click the OK button 10 Verify indexing Zeien Do you wish to continue indexing the specified document Document Mame Application Change of Term 2010 05 24 Document Path ABC University Student Records Current Students Bentley Dirks W 34345345 Academic Records Number of Pages 2 11 Click the OK button ENG k m 8 OK J Cancel see Existing Documents if a Duplicate Document Search Results dialog window appears For more information on Indexing see the Indexing View in the Batch Indexing section Existing Documents lf the folder record has an existing document or documents of the same Document Type and document name an Existing Documents Dialog will appear When there is one or more documents of the same type and name th
32. Scanning Batch Scan e Batch Scanning allows a series of images to be scanned or imported into the system These images are grouped within a container called a batch These batches can be assigned a batch type if the type of document being processed is known H The import option of Batch Scanning allows image and Pdf documents to be imported and placed ina batch When importing multi page format files such as pdf or multi page tif the single file by default will be converted to multiple image files If your company opted a pdf file or multi page tif file can be imported into the system in its native format unconverted but with limitations of one file per batch Importing these file types in their native format also imposes restrictions on the manipulations that can be performed on the document such as page rotation page re order and markups To access Batch Scan click on the Batch Scan icon or use the F6 function key on your keyboard Command Toolbar Within the Batch Scanning there is a Command Toolbar that plays a major roll in the process of document imaging This toolbar is located in the upper left corner of the window m Enable Scheduled Upload L 5 00 00 PM k R Enable Scheduled Upload Checkbox and Time setter Se default layout Save The Save icon saves all the batches selected in the Batches View to the server Any edits that have been made to the pages such as rotation and rearranging th
33. W does nat supply barcode fonts Beginning The forward slash lc l used in formatting a With Microsoft Word and date field value Code 3 of 9 barcode font required using an used here an IT was used Uppercase O for the beginning and following the slash ending delimiters Example format with beginning and ending delimiters before converting to a barcode font Example of Code 3 of 9 Barcode font For Code 3 of 9 font that we tested this may differ with other Code 3 of 9 fonts We used IDAutomation Free 3of 9 barcode font The following may differ with other Code 3 or 9 fonts e Supports standard uppercase letters numbers the space minus period dollar sign slash plus and percent symbols e Start and Stop characters used In Microsoft Word a is used instead because of a formatting issue e Space character a space needs to be represented with a barcode value and cannot be read if blank e e g DocumentType EAdmission Form e The forward slash used in formatting a date field requires using an uppercase O following the slash 5A Batch Scanning e e g DocDate E09 001 02010 e A delimiter is required between Field Type Name and Field Value This tells the process to copy the succeeding value In IDAutomation Code 3 of 9 the is represented using JET e e g StudentID E10000010 StudentID is the Field Type and 10000010 is the Field Va
34. aim Current Students CA Adams andy 10000000 Use Refresh or double mouse click to expand the folder DA Chrisp Charlie aie Academic He CA Jones Sam 22 EGS Academicrd d Clear Children Move Paste Delete Folder level context menu options Refresh Expands the folder and displays the folder s children items This may be a sub folder s or documents Clear Will clear the highlighted folder and any children items from Browse History view Clear Children Clears only the children items but not the highlighted folder Move Move works in conjunction with Paste Move copies the selected folder After it s pasted to the target parent folder it is removed from its previous parent folder Paste Works in conjunction with Move This option will paste the folder being copied to the target parent folder The folder being moved needs to be allowed in the target parent folder in order for 106 Browse Mode this to work Delete Will delete the folder and its contents Note Using a double mouse click will also expand the folder level Document Context Menu Options Highlight a document then right mouse click The context menu opens to display a list of options The options available depend mostly on Role access The exception is items that are still in the workflow process will not have Move to Indexing Queue available G ABC University aim Report Queues OG Reports CH ABC Univ
35. also open the document up ina new tab by right clicking on the link and selecting Open Link in New Tab Opening in a new tab will leave your search results in place To Route Documents 1 Check the box in the column before the Name column of each of the documents ready to be routed to the next step of the workflow 2 Click on the Route button Printing Multiple Documents 151 ID webArchive 3 4 1 User Manual Download File What s the Risk 281 Printing se selected 612 documents Information Bar Help Do you ward to open or savo thes fie F a E E Ei B E d J Ko is Printing documents Printing documents from the Thin Client will send the selected documents to a single PDF file 1 Place a check mark in front of the documents you need to print Placing a check mark in the box located in the header column will select all the documents 2 Click on the Print button 3 An Internet Explorer message may appear across the top of the window Click on the message 4 Select Download File 9 A File Download window will open Select either Open or Save a If you select Open the pdf will open b If you select Save enter a text in the File name box and locate the directory where you want the file to be saved 152 Virtual Printer Virtual Printer The ID webArchive Virtual Printer is an add on that works in conjunction with ID webArchive 3 3 The Virtual P
36. area where the markup is to go Hold the mouse button and drag the shape to where itis needed on the image For markups with text double click on the box that has been added to the image in order to add text 80 Batches RBEID zeg H amp L li m d Document 2A o e None Lei FitTowidth Lei Pe o o Le Rotate markup student Name Jenna To delete a markup highlight the markup right mouse click click the Delete option Loans Section A Complete this section if you X Delete bi Accept the full amount of my Subsid circle one or both if applicable D Reject the full amount Of my Subsidized Unsubsidized Stafford Loan circle one or both if applicable o Reduce the amount of my Subsidized Unsubsidized Stafford Loan The amount would like to borrow is Subsidized Unsubsidized Section B Complete this section if you were not awarded Federal Stafford loans as part of your financial aid package and wish to apply Approval for Federal Stafford loans is based on the information indicated on your FAFSA wish to apply for a Federal Stafford loan for w Fall 2010 ONLY o Spring 2011 ONLY a Summer 2011 ONLY o FallSpring 2010 2011 a Fall Spring Summer 2010 2011 o Spring Summer 2011 Batch Indexing gt Markups are saved with the document when it is indexed If the batch has lost focus by going to another batch any Markup will be gone when you come back to
37. end user to select the profile from a drop down selection eliminating the need to select each setting every time the document type is scanned ID webArchive has two system default Scan Profiles created for users to select from A Black and White profile and a Color profile both of which may be edited If you are a user with administrative security access you may choose to change these profiles or create new profile s that could be used when scanning different types of items These new profiles would be available for global use The default properties for the system profiles are Black and White Color Format BlackAndWhite Image Format Tiff Resolution Res200x200 Color Color Format Color24Bit Image Format Jpeg Resolution Res200x200 Add a new profile Scan Profile Black 4nd White o 1 Open the Scan Profile window by clicking on the ellipse k button next to the Scan Profile option The Scan Profile dialog window will open 29 ID webArchive 3 4 1 User Manual pad a x Scan Profile Profile Name Profile Scope Hi Scan Profile Editor e xX Profile Name Black 4nd White Color Format BlackAndwWhite i Image Format Tiff Scan Profile Profile Name Profile Scope Resolution Res200x200 Black 4nd White System Profile Name Color Color Format Color24Bit A Grayscale 256 bit System Image Format pen A Grayscale 66k Site Scan Post Proc
38. not like D Is blank Is not blank om Is any of eee Is none of Building a filter in Batch Indexing Not all the options in the drop down are used in the search against the database The binary options when used in the Filter Builder are used in the search on the database The rest of the options are used on the filter of the local memory If one of these options has been selected the filter is applied after the database search when itis in local memory 73 ID webArchive 3 4 1 User Manual Batch Name Document Type Queue Mame Pages Updated By gt a a Updated Date 2010 0406 15 15 36 Created By Batch Unknown Academic Queue d durbin 20100406 14 16 27 Idurbin Batch Unknown Academic Queue 2 ldurbin 2010 04 06 14 16 28 Idurbin Batch Unknown Academic Queue 2 durbin 2010 04 06 14 16 28 Idurbin Batch Unknown Academic Queue 2 Idurbin 2010 04 06 14 16 29 Idurbin Batch Unknown Academic Queue 2 durbin 2010 04 06 14 16 34 Idurbin Batch Unknown Academic Queue 24 ldurbin 2010 04 06 14 21 25 Idurbin Batch Unknown Academic Queue 9 durbin FO10 04 06 14 21 27 Idurbin Batch Unknown Academic Queue 1 smcecarty fO1O 04 07 16 18 03 smecarty Batch barcode Full Page OCR Academic Queue 2 jbowrnan 2010 04 29 13 37 55 jbowmean Batch Unknown Academic Queue 2 jbownan 2010 04 29 13 45 16 jbowman Batch Letters Academic Queue 2 jbowrnan 2010 04 29 13 48 50 jbowman Delete Wi Record 1 of 12 First Last Previous Next Displ
39. queue Cover sheets can have automated routing rules with their own security and can also have metadata fields A single document may also be sent into workflow without the use of a Cover Sheet from the Browse History panel Field Level Security has been added to 3 4 Administrators can optionally define surety down to individual metadata fields connected to a document or folder Folder field values can now be modified when sitting on a document item in either the structure or workflow queue Only available in the Thick Client application several enhancements have been made to the notes capability in Version 3 4 Previously notes were limited to the document level We have added the capability of adding notes to the folder level as well Additionally we now support a full historical view of notes with a dedicated panel to create and review notes Lastly the text of the notes you enter at the different levels can be used in connection with text search In 3 4 we have added the capability of sending email notifications when documents enter a particular workflow queue This feature should be used sparingly as hundreds of notifications are possible in high volume workflows Two Environment Settings MailServer and FromEmailAddress have been added to enable this feature A new function has been added to Batch Scan that will allow users to schedule when they would like all their scanned batches to be uploaded to the server Themes have bee
40. r Workflow History l 8 The Thumbnails view shows the number of pages that are in the document that is highlighted Highlight the thumbnail of the page that is needed 9 Click on the Document tab to view the page Markups may be added to pages of the document by users who have Markup rights For items that are routed using field value conditions make the 120 Browse Mode necessary change Note Any changes made will be saved when the document is routed from the workflow queue 10 Right click on the document from Browse History and select Route The Workflow Routing dialog will appear 8 By default Automatic is selected for the Routing Type Leaving this set to Automatic will route the document on to its next workflow queue that has been defined in Administration lf you select Manual as a Routing Type you can select a Manual Route from the list Note The Manual Routes list only displays Workflow Queues that you have rights to send the Document Type to 8 Add notes in the Note section Note Any note added before routing the document onto its next workflow queue remains with the documents Workflow History 9 Click the OK button 121 ID webArchive 3 4 1 User Manual Browse History q E xX Route Name Update De KZ ABC University B Workflow Queues EL Academic Queue 4 i 2 Admission 2009 04 11 DE Admissions Review WFQ 2 Sf Admission 2008 12 10 2009 04 0
41. rlahnum 2007 05 15 11 a Batch Unknown Default Indexing Queue 8 admin mom Default Indexing Queue 3 rlahnum 2007 05 15 12 e Batch Unknown Default Indexing Queue 2 admin 2007 06 Default Indexing Queue 1 rlahnum 2007 05 15 12 Batch Unknown Default Indexing Queue 4 admi ARMM Defaut Indexing Queue 1 rlahnum 2007 05 15 12 7 _ Batch Unknown Default Indexing Queue 4a own Default Indexing Queue 1 rlahnum 2007 05 15 12 Batch Unknown Default Ingai known Default Indexing Queue 1 rlahnum 2007 05 15 12 Batch Unknown Defau Batch Unknown Default Indexing Queue 1 rlahnum 2007 05 15 12 e CH Unknown Def wr Unknown Default Indexing Queue 4 rlahnum 2007 05 15 12 Pages ae ae a tent Unknown Default Indexing Queue 12 rlahnum 2007 05 15 12 3 e Unknown Default Indexing Queue 2 rlahnum 2007 05 15 O1 Unknown Default Indexing Queue 2 admin 2007 05 15 01 Unknown Default Indexing Queue 1 admin 2007 05 16 O1 a Feaknown Default Indexing Queue 1 admin 2007 06 05 04 logy 1 Default Indexing Queue 6 admin 2007 06 13 09 117829 Default Indexing Queue 8 admin 2007 06 13 09 nl Default Indexing Queue 8 admin 2007 06 13 09 eat Indexing Queue 2 admin 2007 06 13 09 oh lf 4 admin 2007 06 13 09 4 admin 2007 06 13 09 1 admin 2007 0 ah Le Using Save Selected Since images in Batch Indexing are stored on the server any items in a batch that have been rotated marked as Delete or had the page order alter
42. that is attached to the computer by clicking on the Select Scanner button 11 Add the batch to the scanner s hopper 56 Batch Scanning 12 Click on the Scanner icon on the Batches view gt The ScanProgress dialog appears displaying each pages as it is scanned 13 When all the sheets in the hopper have been through the feeder select the Stop Scanning option al K e PT aOR Ch TIT g s AN ECK Counts of folders and documents added 10 the donin r eg d FOLDER TYPE NAME Depesits bolder StudemPoldet Tutal fulders added to domuin DISK SPACE KB 30 DOCUMENT TYPE Admission Foem Ls uluation 147 1s DISK SPACE KB 5 599 KR Tuesday August 24 2010 Continue Scanning II Stop Scanning lf additional pages need to be added to the batch add the pages to the hopper select Continue Scanning 14 Save the batch by clicking on the Save icon in the Command Toolbar ml For additional information on functions and settings in Batch Scanning see the Batch Scanning section 57 ID webArchive 3 4 1 User Manual How To Import A Batch Multiple electronic files from multiple locations may be imported as a batch The files that are imported as a batch into the Batch Scanning reside on the hard drive of the local scanning computer The batches are only viewable to the person who was logged into the Imaging application on the computer where the files were imported until they are saved from Ba
43. that will be indexed to a single document by using Ctrl mouse click X The first thumbnail highlighted is the document that will load in the Document Viewer W lf all the pages in the batch will be indexed to the document you do not need to highlight all of the thumbnails 82 Batch Indexing Thumbnails A Batches BabchName Application 2010 05 24 09 47 42 Click on the Document Viewer tab to view the full size image REGISTRATIO NAME Sahl ware De STREET ADDRESS p city i eege d PHONE Bags i i Cell CHECK HERE IF ANY OF THE ABOVE INFORMATION IS N Compl YEAR 20 Circle TERM Fall Jan Diiis of Rreisiston E Kao Ly Phang 650 6 7 320 FAX 630 617 7245 Circle STUDENT S SESSION Traditional Adult Graduate Special Programs Degree See comme Title Tithe Credit Fo PNP Audit Red hereby acheowledge my registration obligations and agree oo the payman of tuition aad coker charges in accordance wah the regetatons stated en this dovcuncnt Jungers e a mm EE lity Ip select coarse which fulfil College pequecments WH DOCUMENTS MUST CONTAIN STUDENT NATURE STUDENT SIGNATURE Jone Mie 4 Date Signed hi of Change opd Ep te Ai 8 Page 3 E _ FEES ae bh A a m eTe ZE ef Whale semester hours i in Fall amp 7 3 If you need to view the document click on the Document View tab to view the full size image 83 ID webArchive 3 4
44. the list click on the Remove Files 2 button 7 Select the files to be imported and click Open 8 Click on the Import button o mw when all the files have been added 9 Click on the Save icon to save the batch to the server W File formats that can be imported into imaging and retrieved for viewing most image format pdf multi page tif Importing multiple multi page files will create multiple batches each multi page file being its own batch A server license is required for pdf files to be stored in their native format 59 ID webArchive 3 4 1 User Manual Batch Indexing In Batch Indexing Folder Level Indexing Document Viewer Fields Command Toolbar Document Level Indexing a Batch Indexing Fields Existing Documents Thumbnail View Filtering and Sorting Understanding Batch Indexing 60 The Batch Indexing mode allows the documents within the batches to be categorized by type and saved into the system in designated locations Indexing is done when scanning or importing of the batch is complete To open Batch Indexing click on the Batch Index icon or use the F7 function key on your keyboard Batch Indexing ebArchive 3 4 Fire Marsha e Tefael Doament Index Menorocn of toe E E ES IV wi Retain Folder Fields E _ Retain Document Fields REE e Facility Number Facility Name Address Findi
45. the report has completed Document View When a document is selected in the Browse History panel each page of the document is displayed as a thumbnail in the Thumbnails panel Highlighting a page inthe Thumbnails panel will load the page in the Document panel tab By default this is the first page in the document Users who belong to a Role that has Markup and Update properties set on the type of document that is being viewed will be allowed to add Markups to the document and save them Saving Markups that have been added will create a new current version of the document The previous document before they save then becomes an historical version of the document 125 ID webArchive 3 4 1 User Manual Tt zeg 2010 09 23 kb vo a gt e a 6 O00 8 90 192 255 192 Page 1 of 1 II SCAC Pro Number Freight Charge Terms rreight charges ore prepaid uniass marked otherwise Prepad 3 Coedo sed Paty J Master biil of lading with attached undering bells of lading errs gt J p e E ba Page 1 Page 2 Customer Order tte i m Thumbnails t Workflow History For documents that have been brought into the system using OCR or Virtual Printer The Page Text area allows the end user to see what text was captured off the document Page Text lt j E S Zoom Date BILL OF LADING SHORT FORM NOT NEGOTIABLE Page 1 of 1 Control a A Ine Notes may be
46. viewed is larger than the viewer Pan allows the user to move the page around within the viewer window Allows the user to select a string of text within the pdf document if it is a text pdf Enlarges the current page Reduces the current page Allows the user to select an area that increases in size for viewing Displays the previous page in the file Displays the next page in the file A dialog displays allowing the user to enter a string of text to be search for 49 ID webArchive 3 4 1 User Manual Barcode Separator Pages Auto Indexing OCR ID WebArchive Barcode Recognition Software supports 1D and 2D barcodes It reads barcodes placed on scanned documents If sufficient data is available in the barcode ID WebArchive can auto index the documents Barcodes can also be used as separators to tell ID WebArchive when one batch ends and another begins An add on license is needed to use both Barcode Separator Pages and OCR Process Barcode Separator Pages a single sheet with barcoding used to de collate pages into batches of known types during scanning Meta data related to the document type can also be supplied to aid subsequent manual indexing or auto indexing Batch Name Batch Batch Type Unknown QUEUE Academic Queue 4 4 d 4 IA J Scan Profile Black 4nd White Process Barcode Separator Pages Scan New Batch for Auto Indexing meta data gathered either by using Process Barcode Separator Pages or Scan New
47. with that name will be listed in the grid To check if there are more on the database select the Search button If All is selected all the batches will be listed in the grid up to the value that is entered in the Max Results field Batches can be sorted in descending or ascending order by clicking the column heading A small arrow on the column heading will display The arrow pointing upward is ascending The arrow pointing downward is descending If there is no arrow there is no sorting being done on that column e g Ascending order on a date column would display the oldest date first Sorting is done on the batches that are in local memory When a new search is done on a filtered column to the database the sorting is done on the filtered results Sorting is also done on the database when search is pressed and columns have sorting specified The order of the sort is ascending or descending within column order W To remove the sort on a column use the Ctrl key left mouse click 71 ID webArchive 3 4 1 User Manual Batch Name Batch Type Indexing Queue Pages Batch Date OCH Auto Index emic QUEUE 22 2010 04 07 08 49 39 922 i gt Batch Batch emic Queue 3 2010 04 14 15 35 50 359 Batch Eric Queue 4 2010 05 14 11 22 16 572 Batch Bric Queue D 2010 05 14 11 22 58 765 Batch Unknown Academic Queue D 2010 05 17 10 50 32 097 BatchMame 4pplicatic Academic Queue lz 2010 05 17 10 53 42 840 Batch Marne Batch Type e
48. 1 10 30 the Search Results Each 11 03 11 a kwgieng 5 04 10 item will display in the Standards and Education 2011 03 eo 2011 03 17 Move to Indexing Queue 8 16 04 10 Browse History el Standards and Education 2011 03 i eat fmm test auto id PR 201 rees He Personnel Standards and Educ we eo 2011 03 16 Send to Workflow el Standards and Education 2011 03 D 2011 03 17 01 40 Purchase Requisition Purchasing FY 2011 Elevators 2011 03 17 l PSRE PR EES ome 1 55 Purchase Requisition 2011 Arson 2011 03 14 La eee ee 4 Right mouse eee Purchasing FY 2011 Internal Audit 2011 03 17 d a test PR 2011 03 16 Add select the Print or Export Purchasing Fy 2011 Petroleum and Chemical Safety 2011 03 17 E i i ei C Purchasing FY 2011 Internal Audit 2011 02 17 et 2011 03 17 P to PDF option 1 Ca Gem oo F E Special Projects x _ i iO 2011 03 16 A 21 7test PR 2011 03 17 01 2 S30 MM Date issue test PR5685 201 Ei HD Workflow Queues EEREEEEEEEEEEEEEEEEEEEEEEEEEEI Ei gt Print multiple documents 1 Set up Search Criteria and perform the Search Expand the folder to the document level 2 Click on each document to be printed in the Search Results tab Each document will be displayed in Browse History 3 In Browse History use the CTRL key and mouse click each document 4 Right mouse click and select the Print option The print dialog box opens
49. 23 12 45 40 827 C Batch Scan Options and 7 2010 06 23 12 52 07 923 LI C S Batch Thumbnail views are 54 2010 06 23 15 41 21 469 1 C Batch docked but hidden 3 2010 06 23 15 47 49 693 oO Batch i 1 2010 06 23 15 48 06 396 DW Sch Batch Application Academic Queue 6 2010 06 23 15 48 12 334 C Batch Application Academic Queue 10 2010 06 23 15 48 31 210 C Batch Application Academic Queue 15 2010 06 23 15 49 00 148 _ m Batch AdmissionForm Academic Queue 1 2010 06 23 15 49 46 259 Ei Batch Application Academic Queue 6 2010 06 23 15 49 51 556 C Batch Evaluation Academic Queue 1 2010 06 23 15 50 10 744 TI E m Batch Application Academic Queue 2 2010 06 23 15 50 16 151 C C Batch Unknown Academic Queue 22 2010 06 23 16 35 44 802 _ DW Batch Unknown Academic Queue 0 2010 06 25 15 27 36 881 L E Batch Unknown Academic Queue 1 2010 06 25 15 27 52 052 _ O Record 1 of 15 Jr lm vx Most views are allowed to be docked or to float When a view is docked it is attached to its parent view s frame If the view is undocked it is floating from the parent view and can be moved anyplace on the monitor When the views are tab docked an individual view can be made visible by selecting its tab Some views are allowed to auto hide showing only a tab with the view name or to be pinned open displaying the contents of the view When an auto hidden view loses focus it automatically Slides ba
50. 5 44 802 M4 Record 1 of 15 JOE X t All of the views can be made to float by holding down the mouse cursor on the top of the view and dragging the view away from the edge of the window To rearrange or move a view without snapping it into place press CTRL while dragging it across the monitor screen ool Bar HI IDVWeb rchive 3 5 el e tee ADC University V Theme File Help Login Opens the IDWebArchive Login window This can be used to login with a user account different than the Active Directory account used during the single sign on Lock Displays the IDWebArchive Login window May be used if the user needs to walk away from 15 ID webArchive 3 4 1 User Manual their workstation and doesn t want to leave the application viewable When they log back in the application will return to where they were Logout Displays a blank IDWebArchive window Users will need to use the Login menu selection to log back into the application The application does not return to where they left the application when they logged out Exit Exits and closes the application File Help SS Adobe Acrob Standard I0webArchive Imaging 3 3 User Manual pdf a ojx Tools Advanced Window Help laj xi create POF Review 8 Comment 7 Secure gf sign HelpContents opens User Manual in a new IE window or tab gA introduction dy Modes and View Hy Batch Scanning t qa Batch
51. 600 Lincoln Avenue Charleston Illinois 61920 3099 The cost of a transcript is 5 00 per copy Payment should be made by check cash money order or credit card Visa MasterCard or Discover Transcripts will be sent via U S mail Transcripts may also be picked up in person at the Office of the Registrar The student s signature is required for release of academic records By signing below the student consents to the release of academic transcript from Eastern Illinois University Complete separate form for each address to mail transcript NAME Hatch Chris M Gr d s FIRST MIDDLE MAIDEN NAME ON RECORD E NUMBER or SOC SEC NUMBER 411986214 DATE OF BIRTH_1 19 1991 CURRENT ADDRESS 526 Charte Circle Stevens IN 51781 l STREET ADDRESS pia CITY STATE ZIPCODE PHONE EMAIL Appress Chris hatch college edu SEND TRANSCRIPTS check only one 7 _ Now Te After Grades are posted Janer Graduation is posted QUANTITY FOR PICK UP INDICATE THE NUMBER OF TRANSCRIPTS YOU WILL PICK UP IN PERSON PeoukO ejio7 e YES NO STAMPED ACROSS SEAL OF EACH ENVELOPE ISSUED TO STUDENT IN A SEALED ENVELOPE UNOFFICIAL IF SEAL IS BROKEN QUANTITY FOR MAIL INDICATE HOW MANY TRANSCRIPTS TO MAIL TO ADDRESS BELOW NAME STREET ADDRESS CITY ZIP CODE Do you want an unofficial transcript faxed Faxed today for 15 00 C Faxed next working day 10 00 C If so faxed to Name to which transcript should be faxed Fax number to which
52. A duplicate document would be 2 documents of the same document type and named with the same data value being saved to the same parent folder Append Append adds the additional pages to the selected existing document in the list Replace Replaces the selected document in the list with the current one being indexed Cancel cancels out of saving the item or items being indexed When Replace or Append is selected the existing document that was selected from the list is added to versioning Click the OK button on the Indexing Verification dialog to save the document 86 Scan Index Scan Index In Scan Index Scanning Indexing Understanding Scan index Working in the Scan Index Mode allows you to scan and index a document without switching mode views One notable difference in Scan Index is that it does not contain the list of batches The importance of this is that only one batch at a time may be processed To access Scan Index click on the Scan Index icon or use the F8 function key on your keyboard ES IDWebArchive 3 4 Test ai P File Help ABC University _ Scan Index System Batch 8 18 2010 2 07 40 PM 2010 08 18 14 0 4 gt ja a NRW A Search ff Clear Folder Fields Process Barcode Separator Pages Status Current Students Scan New Batch for Auto Indexing Student ID Scan New Batch for OCR SSN Page Mode Duplex y Last Name Rotation None v First Name Scan Driver
53. Any of the columns with the Filter button can be filtered on when searching for a particular batch or batches e A Filter Builder for advanced filtering e Columns can be sorted by ascending or descending order by clicking ona column Anup arrow for ascending or down arrow for descending will display to show how the list is sorted 69 ID webArchive 3 4 1 User Manual e Column order can be rearranged You can rearrange the columns by clicking on the heading and dragging the column to the location within the Batches View where you would like it to be Contains the userid of the person who scanned or imported the batch into Batch Scan This column may be sorted or filtered The date the batch was saved to the server from Batch Scan This column may be sorted or filtered Contains the userid of the person who last indexed an item from the batch This column may be sorted or filtered The date there was an item last indexed from the batch This column may be sorted Contains the userid of the person who is currently working in the batch This column may be sorted or filtered Date and time the user locked the batch This column may be sorted displayed fy Cy CI OI OIJ CO SSC O O O a ols 2 Di y S 2 Q Q D v Q Get MO OD I t el gt o a O D D D DQ 2 gt D OI al Q Q Z Sea P ol o g J S D y x lt DI x lt 3 D OD or CH O OD Displays None Pending Processing or Complete None There is no O
54. Archive 3 4 1 User Manual downs We have combined the two into a single drop down with each being in a column that can be sorted making it easier to identify the folder Index location where the document is to be indexed Retain Folder Fields Option A Retain Folder Fields Option was added on the Indexing Fields panel In the past a global setting was used Now individual users may control if and when they need Folder level indexing values to remain between document batch saves Retain Document Fields Option A Retain Document Fields Option was added on the Indexing Fields panel In the past a global setting was used Now individual users may control if and when they need Document level indexing values to remain between document batch saves Export Browse Search Results An export option has been added to the Browse Search Results allowing users to export the results to an xls or a cvs file Exporting is as easy as highlighting the rows to be exported right mouse click anywhere in the grid select the file type and location to be saved This may also be accomplished by highlighting the rows Ctrl C then Ctrl V into an Excel spreadsheet Expanding Folders in Browse Mode In the past users needed to right mouse click and select Refresh to expand the folder to the next level Users can now double mouse click on a folder to expand its contents Reset Layout Icon The Reset Layout Icon has been replaced with an icon that better reflec
55. Batch for OCR process indexes the batch to its defined location without further action from a user Scan New Batch For Auto Indexing T 1 Scan New Batch For OCH Page Mode Simplex Rotation Mone Scan New Batch for OCR performs optical character recognition on scanned documents Documents may be configured in Administration for Full Page OCR or Template For Full Page OCR the entire text of the document may be captured and stored with no pre defined areas allowing for Full Text searching once the document has been indexed Also Full Page OCR is used for document types that have been configured for Logical OCR For Template OCR pre defined areas are identified by Field Types and are set on the Document Type in Administration For further information on OCR refer to the Administration Manual Scan Driver TW AIM 7 ges Both Scan New Batch for OCR and Process Barcode Separator Page options can be used without having Scan New Batch for Auto Indexing option selected In both cases the batch will be saved from Scan Mode with the pre indexed values if applicable that were captured identifying the document In Indexing Mode these field values will populate the appropriate fields in the Indexing view when the batch is highlighted in the Batches view Scan New Batch for Auto Indexing cannot be utilized without the using Process Barcode Separator Pages or Scan New Batch for OCR Using Barcode Separator pages is recommended over OC
56. CR processing being done Pending Waiting for the OCR process to start Processing OCR is in the middle of processing Complete OCR process has completed Auto Indexing StateDisplays None Pending or Processing None The batch was not set to Auto Index Pending Waiting for the Auto Index process to start Processing Auto Indexing is in the middle of processing Error Message lf Auto Indexing or OCR errors a message displays e When a batch is locked the userid of the person who has it locked will be in the Locked By column Batch Indexing Only that user is able to index the batch while it is locked The Search button executes a new search on the database The search will contain the criteria from any filters that have been set The Search button can also act as a refresh on the batches grid The default value for Max Results is 100 Max Results controls the number of batches that are returned in the Batch view at one time Filtering and Sorting There are columns that will filter the batches By filtering on one of the columns only the batches of the selected filter type that are in local memory will be displayed in the grid To verify if there are more batches of the selected type _ being filtered on stored in the database you will need to click on the Search button after setting the filter gt e g If you select a Batch Name from the drop down only the batches in local memory
57. Delete Refund OrChange Fadilities Ge EE SMARTIN 3 15 2011 E Facilitiesi BR etter Notice of M IEPA Letter 2009 06 23 Letter Enforceme giGorrespondence Idurbin 3 22 2011 TC Notice of r IEPA Letter 2009 06 23 Letter a Idurbin 3 22 2011 Os Involuntary Withholding Agency Notification Facilities D ED List 20090871 involuntary Withholding Enforceme nalty Payments SMARTIN 3 15 2011 Aaa _ involuntary Withholding Retum Notice Facilities D 2009 02 27 Involuntary Withholding Enforceme nalty Payments SMARTIN 3 15 2011 8 rare Mt ng Ketur HCH ONT tholg ny ss L Involuntary Withholding Facilities SMARTIN 2 15 2011 View documents in a single subfolder To display only the documents within a single subfolder click on the subfolder s name link in the Name column of the Subfolder Results section Viewing A Document To view a document from the Document Results list click on the document name link in the Name column e wem Document eegene Description D SE E Updated Updated S Facility Rep or Contractor a SC E D Facility Rep or Code Facilities Roger Dodgers 762625 x ple E a i Sample Email Contractor Sample 1 13 1338 Enforcement 77777777 Correspondence ldurbin 3 8 2011 F OSEM Email 03 01 2011 nl Email OSFM 3 1 2011 Facilities Roger Dodgers 762625 Idurbin 3 25 2011 Enforcement 77777777 Correspondence Document name link 146 The window w
58. E Ge dd SEH AdmissionForm Academic Queue 1 2010 06 23 15 49 E Application opic Que 6 2010 06 23 15 49 5 of the left side of Evaluation 1 2010 06 23 15 50 10 ag the window Application 2 2010 06 23 15 50 1 Unknown 22 2010 06 23 16 35 44 802 Unknown fi 0 2010 06 25 15 27 36 881 Unknown demi 1 2010 06 25 15 27 52 052 Left right top bottom and tab anchors for the view Will anchor the view across the bottom of the window Record 1 of 15 JOEL aS S E 17 ID webArchive 3 4 1 User Manual 1 With the mouse drag the view from its current location towards the middle of the mode window A guide diamond appears If the view that you are hovering over is attached to three sides of the mode window there will be a center set of guide diamonds and an outer set The center set pertains to that view the outer set pertains to the mode s window 2 When the view reaches the position where you want to dock it move the pointer over the corresponding portion of the guide diamond A blue outline of the window appears in the designated area 3 To dock the view in the position indicated release the mouse button How To Run Click Once Update Using Internet Explorer enter the url of the application e g htip servername idwebarchive htm Click on the Install button located on the page MSF amp W Software inc IDWebArchive Version 3 3 0 64 yt J Publisher MSF amp W Software Inc pE The
59. IFF s to single page images e Option to convert a PDF or Multi page TIFF to Black amp White e A thumbnail view of a file can be seen in the Preview window when the file in the list is highlighted e A file may be removed from the list by highlighting the file and clicking on the Remove button x e Use the Import button to add the batch e Clicking on the Cancel button will close the Import dialog window canceling any files that had been selected for import 40 Batch Scanning _ FOIA folder st Be ND Fe ni fe wb ATC Ic be i Fos ACC DE ew _ Convert Multip age TIFF s Q IX gt third party spuer C Convert to Black amp White m case structure jpg g Mr Beceet C2bteo sven Services Scrigt Componert f lle Tage Documents Integration Services Zog Task Sa IPC kerseet Ony oos T syreegy sg Resa Hees Rb Batch Navigation ares Si SS m wet Import Dialog Window To have the pdf file brought into the system in its native format a separate license is required Whether images are entered into the system by scanning or importing at this point in the process they are being stored on the local machine and only viewable to the person who is logged in at the time the batch is brought into the application Once the batches have been saved from Scanning the files are then stored on the network where users with the correct security access can view them When
60. ISIS onda i age S Pagas Scan Insert Pages may be n A Delete voco Marked as Dropped w Dropped or Delete e Additional pages may be added to a document before it is indexed by right clicking ona thumbnail and using the Import Insert or Scan Insert from the option menu The newly added pages are inserted in front of the selected thumbnail e Pages may be marked as Dropped or Deleted from the document before it is indexed by right clicking on the selected thumbnail and selecting either Dropped or Delete from the option 87 ID webArchive 3 4 1 User Manual menu e Selected pages within Scan Index may be indexed as a separate document X A document that has been scanned or imported into Scan Index is not retained between sessions The document will need to be indexed before moving away from Scan Index mode Command Toolbar Save All Save Selected Scan Import Clear Restore default layou 88 Save Selected J Restore Default Layout Saves all pages to a single document saves the selected pages to a single document The Sean button initiates a scan with the settings that were configured from the Scan Options view creating a new batch of images to index or adds to existing ones The Import button initiates the import of images from the file system creating a new batch of images to index or adds to existing ones The C
61. Idurbin 4 7 2011 p Rd 1234ZQ Scheduling Searching for both folder and document values zech Result Type select Document 2 Search Where select a folder level from the tree OO Folder Fields Folder Type select a folder type from the list 4 Document Fields Document Type select a document type from the list 5 Enter data in fields to be searched on under Folder You may enter data in the Document Type fields but it s optional Use the percent sign as a wild card for partial search data 144 6 Click the h button Thin Client Sort Results Ej Name r SCH Kg 1995 12 15 C Administrative Order 1998 03 10 T Amended Complaint 2000 01 11 Appropriation Transfer Authonzation 2009 09 30 l Certification Audit 1998 09 11 r Complaint Investigation Form 1995 11 01 F Correspondence 1996 01 04 C Correspondence 1996 01 18 l Correspondence 1998 03 25 lete Refund Or Chan 2009 08 21 T 07 0459 2007 05 01 OSEM Email 2009 09 23 lt gt Document Type gatas ate acilities Administrative Order Administ e Facilities Administrative Order vAdminish Facilities Amended Complaint Filings Appropriation Transfer Facilities Authorization Penalty F Certification Audit Facilities Complaint Investigation wa Form Facilities Correspondence Facilities Correspondence Facilities Correspondence Facilities Delete Refund Or Change Pona F ED Packet Facilities Faciliti
62. Indexing Queue Pages Batch Date OCH Auta Index gt Batch Application Academic Queue 3 2010 04 14 15 35 50 359 BatchNarne Application Academic Queue 1 2010 05 17 10 53 42 840 Edit Filter opens the Filter Builder ee ee ee ee o o e e Tx W Batch Type Application e Edit Filter Previous filters j Bottom of Batches Panel in Batch Indexing Disable enable Wn EEEN AE P Indexing Queue Academic Queue To close the filter click on the Close kd button located on the lower right corner of the Batches view If you want to leave the filter open but you elect not to use it uncheck the check box next to the close button To use the Filter Builder dialog click on the Edit Filter button as located on the lower right corner of the Batches view 72 Batch Indexing Use the Insert or Add key mmm Adds a new condition to this group Re Filter Edits nd Se Batch Type Equals Unknown E3 Batch Name RS Filter Editor Batch Type I And Indexing Queue Batch Type Equals Unknown E Removes the condition Select column heading Equals Does not equal options gt Is greater than a gt Je greater than or equal to lt Is less than amp Is less than or equal to A Is between AE Is not between abe Contains ach Does not contain k OK gp Cancel A Apply lab Begins with ble Ende with axe Is like axe Ts
63. Online 1 ioe E Static Threshold None ai Automatic v canning Areal inc Re g ar Detect Page Length Left 0 000 Top 0 000 Width 8 500 Length 11 000 Window for previewing and specifing a scanning area ISIS Contrast Brightness Manual Automatic Manual Automatic since the Scanner Settings dialog is associated with the driver that comes with the 27 ID webArchive 3 4 1 User Manual scanner this dialog may look different depending on the scanner being used When the ISIS driver is used the Scan Profile selection has precedence over the Mode type and dpi settings in this dialog Some scanners that use native TWAIN drivers will display their own interface a with settings for the scanner at time of scanning Any changes made in the TWAIN interface window at this time takes precedence over any settings made within the ID webArchive application When using the ISIS driver the settings selected in the Scanner Settings will be retained for your user id the next time you log into the application This file is retained on the local workstation in the Batch Home directory 28 Batch Scanning How To Create Scan Profiles The purpose of Scan Profiles is to save the end user time when needing to configure scanner settings for a specific tyoe document or batch being scanned Having a Scan Profile configured in advance allows the
64. Pages OOO G G S S S S G c 6 6 0 0 OOOO oOo 0 0 0 d v Above the list of batches is the Tool Bar that controls the Batch view functions gt The Scan a New Batch button initiates a scan with the settings that were configured from the Scan Options view Us The Import a New Batch button initiates the import of images from the file system into a new batch Located at the bottom of the Batches grid 38 Batch Scanning Deletes the batch that has focus Wia Record 1 of 6 mhean Batch Navigation First When clicked on will take the focus to the first batch in the list Previous Takes focus to the previous batch in the list Current Position Shows the Current batch that is in focus Total number of items Shows the number of batches in the list Next Takes focus to the next batch in the list Last Takes focus to the last batch in the list Delete deletes batch that has focus End Edit commits any edits made to the batch Cancel Edit cancels edit made to the batch Import Dialog Functionality e Electronic Files are brought into the Import Dialog window by clicking on the Add Files button OR sl A Windows Explorer window will open You can browse through the file directory to find the file or files that need to be imported e Use the Open button on the Windows Explorer dialog to bring the files into the Import dialog e Multiple files can be imported w
65. Print Selected to PDF Prints the images of the selected thumbnails to a pdf PDF Export Exports the entire document to a pdf Document Properties Displays the field data of the current document in a popup window Allows users that have rights to edit and save the field data Document Notes Displays any document notes that may have been entered in a popup window Also allows users that have rights to add new notes 148 Thin Client Workflow Users now have the ability to route multiple documents within a given workflow queue simultaneously within the Thin Client version This routing utilizes the automated routing rules in place for the documents selected i By default mmm pE Document is the Domain Result Type when selecting a Workflow Queue below Result Type Document e Search For F y l J prar a Folder Type Document Type J Application College Transcript Contract a Folder Fields Document Fields Search Where ABC University Business Office Security National Bank Financial Aid Office Student Records Current Students e select for a single document type to be returned or leave blank for all document types to Workflow Queues Academic Queue A select which Workflow Queue Academic Queue B Admissions Review ef gott you want to work in e be returned E Housing Queue 1 E Je
66. R recognition for use with auto indexing SIS IISEKNEUKR Ee ele 50 Batch Scanning In order to supply the meta data on a document the field values required during indexing will need to be included in an absolute format on the separator page that precedes the document Process Barcode Separator Page W if a group of batches with Barcode Separator Pages are being scanned and the batches need to go into different Indexing Queues then IndexingQueue NameOfQueue would also need to be added to the Barcode Separator Page IndexingQueue is the system default Field Type Name to identify indexing queues However this is not needed if all the batches will be going to the same Indexing Queue and the queue will be selected at scan time Actual names of Field Types do not contain spaces Field Type Names may also be different than the name displayed in the Indexing view Although the display name may be different than what is shown below in the Indexing view the actual Field Type Name is as shown in the Actual Field Type Names list 51 ID webArchive 3 4 1 User Manual Ly CIES sample Field Type JH Names Document Type Index Lk Search EI Clea Folder Fields Last Name First Name MiddleName Note Field Types are entered in adminstration without beier fields spaces in the name are in bold beier Field Type Names may be displayed differently In the Indexing view than what their actual Field di Nam
67. S and TWAIN user interfaces no longer look different giving TWAIN scanning the same thumbnail support as ISIS scanning e New ISIS Post Processing options such as Deskew Despeckle and Border Removal e Blank Page Detection has been revamped so that it no longer requires user configuration e Barcode recognition for a separator page to facilitate de collation of batches by document type and auto indexing e New detailed batch display with sortable columns e Support for a wider variety of image types e We now can offer the world class Ominpage 16 OCR engine the class leader in recognition e The ability to store and view multi page tiff and pdf in their native formats e Workflow has rules based routing For operations concerning Administration and setup see our ID webArchive 3 4 Administration Manual Introduction ID webArchive 3 4 1 User Manual Getting Started In order to access ID webArchive you will need a user account belonging to a Role that has access to a Domain along with a password A user with administrative role access can supply you with the necessary information Most users will belong to one or more Roles but not be given administrative access Each Role within a Domain is assigned to a mode or modes in ID webArchive Each user will only see the mode icons where the Role they belong to has access Along with the mode access Roles are used to configure security access in the hierarchical structure where document
68. Sign and return to any LLCC location or tax to 217 786 2492 LLCC ID or ssn ieee currently isted on LLCC records Printed Name a d A Kummert renty appears on LLCC records Signed Date 1 5 09 By my wgnature request Se changes as indicated be made to my LLOC records V CHANGE OF MAJOR From an Application for Admissions identity your new corrected major and write here Education Example Elementary Education A A ELED __ NAME CHANGE Change name to print Please provide name change documen tation such as driver s license photo LD etc Inform your instructors of this change Please note that your LLOC emai address will be changed _ ADDRESS CHANGE Are you currently a student worker or in some other way employed by LLCC FJNo Cres Change address to State a SEET The arrows in the header of the Thumbnails View are used to reorder pages within the view There are four arrows for navigating pages within the batch Previous Page Moves focus to the previous thumbnail and its page will then be displayed in the Doct Next Page Moves focus to the next thumbnail and its page will then be displayed in the Document Vie Move Thumbnail Up Moves the selected thumbnail up one position in the list Move Thumbnail Down Moves the selected thumbnail down one position in the list Pages may also be reordered using the mouse to drag and drop them in the correct page order 34 Batch Scanning Thumbnails Thumbnails
69. Type bJ Search Scope Current D eem Admissions Review WFQ l m Final Approval Peqictra NEO Full Text Search 2 Inthe Search Document Text For field enter the text values being searched for Use full words only no partial words or wild cards Each word added is treated as an and in the search e g entering Bill Edwards will search for all documents that contain both Billand Edwards 3 Click the Search button The results of the search appear in the Search Results tab Note Each page inthe Thumbnails panel shows an identifying icon next to the page number where the value was found Setting up an Advanced Search and saving as a Search Profile A more advanced search can include both Folder and Document Type Field Values When the search contains Field Values that will be used often the setup can be saved as a Search Profile After the initial setup select the profile from the Search Profile list fill in the criteria in the Field Values and complete the search The Search Profile list is saved to each user s login id and is not available for global use 1 Onthe Search view Search Criteria tab qualify a search by selecting the path where the document is stored in the system Note If the Document Type is in more than one leg of a structure selecting the folder s name from the drop down will narrow the search 98 Browse Mode Search Criteria Search Results Search Path fe ap University a 2
70. Ze IDWebArchive Document Imaging MSF amp W Software ID webArchive 3 4 1 User Manual 3 4 1 0 2011 MSF amp W ID webArchive 3 4 1 User Manual MSF amp W Imaging Software Table of Contents Introduction Getting Started a nunennavsuccncursuscecencuscecensursusensarsusees Modes Views and Main Menu How To Rearrange Views e EN ENKEN ENNEN How To Run Click Once Update EN NENNEN NENNEN SMONCULKEYS EE EE Batch Scanning Command Toolbar pes ER EEe Scan Options View esu EEE EEN EN KEREN KENE KN RN E NK How To Create Scan Profiles uekeRNRKRKN RK RKN NENNEN REN NR KREE RK REN Ralf il CS EE BalCneS VIEW eege DOCUMENE VIEW EEN Barcode Separator Pages Auto Indexing OCR Batch Indexing Command Toolbar perpessa Ee index Fields VIEW eege EE eEeg Thumbnails View ee SG UU Doc mept SE Markups Scan Index Command Toolbar ee AER How To Working in Scan Index ERKENNEN RENE NENNEN REN KEREN K A Browse Mode Search View NENNEN ENNEN How To Using Search View How To Scan A Batch gt Na cacceuusucuceuseuceecuecuseecueeuseuseeeueaueas How To Import A Batch gt La vececsuceusecueeecueeecueescueusseeesaeeuseeees How To Index A Batch ha eunenecuceueececucuseucecseuseuseceausaseuseass Existing Documents ee Contents ID webArchive 3 4 1 User Manual Browse History View a AE 105 How To Using Browse History ENEE 105 How To Using Workflow ENEE 105 EES 105 DOCUMENT VICEW
71. a user will need to have the correct security access W Thumbnails View The Thumbnails View displays the reduced size versions of images within a batch The Thumbnail 32 Batch Scanning view makes it easier to browse through the thumbnails and recognize the full size version of the image When a batch is highlighted from the list on the Batches view the thumbnails for the selected batch are displayed inthe Thumbnails View When batches are scanned as Duplex or Reverse Duplex some pages may be blank ID webArchive analyzes the ratio of black to white on the blank pages and marks the thumbnail of these blank images as Dropped If you want to keep the image you can remove the Dropped from the thumbnail by using the right mouse button and selecting Dropped from the menu When the batch is saved from Batch Scanning any image marked as Dropped is not included in the batch but is deleted from the system aH BHE File Help ABC University v Theme Caramel kJ Enable Scheduled Upload 5 00 00 PM a y Thumbnails H 11 Batches J Batches Batch Unknown 2010 06 23 12 45 40 827 du Slo id amp gt D lt Batch Name Batch Type x j Indexing Queue p Dages Batch Date OCH Auto Index i lice Active Unknown Academic Queue 10 06 23 12 45 40 827 _ L fatc Batch finknown Academic Queue 2010 06 23 12 52 07 923 C
72. additional field data by entering values in the fields Document Fields Document Type Documents that the user has access rights to appear in the Document Type drop down list Selecting a Document Type from the list will display the Field Types associated with the document allowing users to enter data for search criteria 139 ID webArchive 3 4 1 User Manual Quick Advanced Search and Search Results Folder Search IDWebArchive 3 4 0 9 Quick Search me Idurbin Logout Enter the name of the folder to be retrieved Result Type Search For Folder v Wm Search Folder Searc Both Folder Fields Document Fields ABC University Folder Type Document Type Business Office Security National Bank United Community Bank Union Bank Financial Aid Office Student Records Current Students Archived Students Workflow Queues Academic Queue A Quick Search Quick Search Folder 1 Result Type select Folder 2 search Where select a folder level from the tree 3 Search For enter the folder name in the data field For partial data add the percent sign as a wildcard 4 Click the Search button Advanced Search Folder 140 ID webArchive 3 4 02 Result Type Folder Advanced Search Select a Folder Type Search Where Enter data UST Facilities Workflow Queues Search Reset TF 1 Result Type select Fol
73. aie H D Fath H Updated last Type AcademicY ear Hall Reviewed Document tate Courses Comboint DocCumentiate By Updated Admission teen Workflow L 2070 12 05 70 o2010 A True Received 1292010 QueuesiAcademic jbowman 3 29 2011 10 56 Form Queue A Ty GE Admission ia ay etre ae seach p 2070 12 09 Form 2010 9 9 2010 False 12 9 2010 Quevues Academic Idurbin 129 2010 11 00 Queue A 3 Admission Admission Workilow a dl Sg 2010 9 9 2010 False 12 9 2010 QuevesVAcademic durbin 12 9 2010 11 00 Queue A m Admission Admission bes e DEER Workfiow ZER DS ET 2070123 Form 2010 12 1 2010 False 12132010 Quewes Academic Idurbin 12 13 2010 09 18 Queue A 1 Admission Admission Wor i F 2077 02 03 Form p10 2 3 2011 Queves Academuic fahnum 2 3 2011 02 22 Queue A Admission Workflow ET 2011 02 04 a 2010 2 4 2011 Queues Academic jbowman 2 4 2011 0125 Queue A Admission Admission e SE politi EE EES 2077 0348 Form 2010 3 2 2011 3 18 2011 QueuesVcademic urban 3 18 2011 01 51 Queue A o Admission Admission saat z F 2011 0318 Form SN 3168 2011 Quewes Academic Idurbin 3 18 2011 01 52 Queue SER Bain Admission SS a Workflow Fj 2011 0412 Form 2010 4 19 2011 42 2011 Queves Academic jbowman 4 12 2011 ER EK 4 4 0 Vee ABC University sl Welcome hiurbin Logout Thin Client Search results on a single document type search To view the document click on the link in the Name column You can
74. al filter conditions to select from to correspond with the values that you need to enter in either one or both of the data fields If you use both data fields you will need to use the And Or operator as a part of the criteria x Show rows where Indexing Queue is greater than is greater than or equal to is lass than Wis less than or equal ta blanks non blanks like not like awe i Custom Filter The filter will be executed only on the data in the selected column 42 Batch Scanning When there is a filter applied on the batches a filter view is displayed at the bottom of the grid view This view displays a string which represents the current filter criteria and contains buttons to disable enable and clear the filter and invoke the Filter Editor It also provides access to the most recently used filter criteria applied to the view Batch Mame Batch Type Indexing Queue Pages Batch Date OCH Auto Index emic QUEUE 2 2010 04 07 08 49 39 972 Ia gt Batch Batch mic Queue 3 2010 04 14 15 35 50 359 V ET Batch mic Queue d 2010 05 14 11 22 16 572 M Batch mic Queue 6 2010 05 14 11 22 58 765 EI Batch Unknown Academic Queue 6 2010 05 17 10 50 32 097 M BatchName Applicatio Academic Queue 1 2010 05 17 10 535 42 640 F IF Batch Name Batch Type e Indexing Queue Pages Batch Date OCR Auto Index gt Batch pplication Academic Queue 3 2010 04 14 15 35 50 359 V a B
75. allowing the user to enter a string of text to be searched for D Search For _ Match Case _ Match Whole Word D I How To Using Markups and Page Notes A role that has access to the Browse Mode the structure and the document type within the structure will need Markups set on the document type in order to add Markups They will also need Update authorization in order to save those Markups Markup rights without Update rights will let users redact and print the document without having rights to save any changes made to the document The role will need Note access to add notes to the folder on the folder level The role will need Note access to add notes on the document type at the document level 130 Browse Mode Color Selector for Markups PS imaray E Grad EH Darkoray E Silver CO LightGray C Gainsboro C WhiteSmoke C white E Fosy Brown E IndianRed Rectangle gt Highlite 3 E Image Callout Text Type your own Rubber stamp message Confidential Draft Important To add a Markup on an image 1 click on the Markup button to activate 2 with the mouse click on the image where the markup is to go 3 while still holding the left mouse button drag the object to obtain the correct measurement 1 click on the markup 2 holding the left mouse button 131 ID webArchive 3 4 1 User Manual 3 drag the
76. ankName S Financial Aid Office Student Records 4 Current Students Refresh a single Workflow Queue or Admissions Review WFQ all Workflow Queues e Final Approval Registrar WFQ el 1 Select the Workflow Queue you want to work in and click on the plus sign preceding the Workflow Queue or double mouse click The list of documents are displayed in the tree 2 When needing to search for specific items in workflow only Document Type searches may be done Inthe Search Path select a specific Workflow Queue or the Workflow Queues item select Document as a Search Type 3 At this point either a Document Type or Folder Type may be selected from the drop down Data may be entered for search criteria in the Document or Folder Criteria fields Only Document Types within the Workflow Queue will be returned that you have access rights to 4 Click on the Search button 5 The Search Results tab displays the number of items found by the search 119 ID webArchive 3 4 1 User Manual 6 Highlight a record from the list on the Search Results tab 7 Under Browse History the highlighted Search Result record will display Highlight the document in Browse History Each record that has been selected from the Search Result list will be listed in Browse History until you right mouse click on the Workflow Queue and select either Clear or Clear Children option File Help ABC University Them
77. atchhame Application Academic Queue i 2010 05 17 10 53 42 840 ET Edit Filter opens the Filter Builder e ee ee eee eee eg At A e A eee eee amer nal d filter J x Batch Type Application gt Edit Filter re Gatch Name Batch Indexing Queue Academic Queue Previous filters Advanced Filter Disable enable E _ To remove the filter s and have all of the batches display again in the grid select the All option from the drop down dialog from the column s that the filter was set on OR Uncheck the checkbox or close the Filter Editor at the bottom of the Batches view Filter Builder The Filter Builder can be used when a more advanced search is needed to find a particular batch in the list To open the Filter Builder click on the Edit Filter e There are three parts to each condition group the column name the operand and the value to 43 ID webArchive 3 4 1 User Manual be searched on A selection or entry is needed in each of these three parts e The column name options will be columns that have the ability to be filtered on e Binary operands are used only when doing a database search All of the operands are used when filtering batches that are in local memory e Key ina value to be searched on e If additional criteria is needed you can add another condition group by clicking on the plus icon And next to the And at the top of the Filter Builder
78. ays which record has focus along with the number of batches in the list Batch Naviga First Previous Takes focus to the previous batch in the list Current Posit Shows the Current batch that is in focus Total Numbe Shows the number of batches in the list of Items Next Takes focus to the next batch in the list Last Takes focus to the last batch in the list gt 74 When clicked on will take the focus to the first batch in the list Created Date 2010 04 06 14 16 21 2010 04 06 14 16 26 2010 04 06 14 16 27 AO10 04106 14 16 28 2010 04 06 14 16 26 2010 04 06 14 16 29 2010 04 06 14 21 15 2010 04 06 14 21 25 2010 04 07 16 18 02 01 0 0429 13 37 52 piojos 13 43 16 2010 04 29 13 48 50 l Batch Indexing The default value for maximum number of batches loaded into the Batch grid is 100 The actual maximum number of batches that can be returned is 99999 Delete Deletes the batch that is highlighted from the list Document View The Document View is an image viewer Batch Indexing s Document View allows individual image files that are stored on the image server to be loaded for viewing When a thumbnail is highlighted the matching image is loaded into the Document view ess W Batch Admission Form 2010 08 11 08 51 16 D a a e O E 0 0 0 TEE REQUEST FOR ACADEMIC TRANSCRIPT PHONE 217 581 351 Eastern Illinois University Office of the Registrar FAX 217 581 3412
79. cademic Records iE Admission 2010 08 Add A Cover sheet is needed to send multiple documents into a Workflow Queue Highlight the documents Right mouse click Select Send to Workflow Select a cover sheet from the Workflow Coversheet drop down Select the Workflow Queue Enter a name in Coversheet Name If there are fields associated with the coversheet data may be entered Click OK Coversheets and the workflows the coversheets are allowed in are configured in Administration Printing Multiple Documents CO N O OF A WD N 117 ID webArchive 3 4 1 User Manual 3 Highlight the documents that need Io be printed by using PR5685 2011 03 16 09 45 dE 1 Set up Search Search the Ctrl key and the Criteria and click D mouse click Search ken Search Criteria Search Results 13 J La EATER go Kies Drag a column header here to group by that column GE 2011 03 16 Document Name Document Type Document Path G A date issue 2 PR8S652 2011 0 _ 317test PR 2011 03 17 01 25 Purchase Requisition Purchasing FY 2011 Special Projects 2011 03 16 2011 03 17 z ses Eege date issue 2 PR85652 2011 03 16 10 00 8 wa subfolder test PR11122 201 op e _ Date issue test PRS685 2011 03 16 09 4 CG Click on each record of projects 2011 03 16 Li ternal Ee 2011 02 17 PS amp E PR 2011 03 1
80. cess Barcode Separator Pages 25 Scan New Batch for Auto Indexing 25 50 Using a Barcode Separator Page 50 Batch Indexing GU Clear 62 Command Toolbar 61 Document Level Indexing Fields 62 Indexing Fields 62 Patient Information Indexing Fields 62 Search 62 Batch Scanning Command Toolbar 22 Scan a New Batch 37 Setting Up Scan Options 24 Batches View in Batch Indexing Edit Filter 68 Filtering and Sorting 68 Search 68 Batches View in Batch Scanning Auto Index State 37 Batch Date 37 Batch Name 37 Batch Type 37 Column Headings 37 Delete abatch 37 Edit Filter 37 Filter Builder 37 Filtering 37 Focus indicator 37 Indexing Queue 37 OCR State 37 Page Count 37 BlackAndWhite 29 Browse History 95 Index 165 ID webArchive 3 4 1 User Manual C Color24Bit 29 Command Controls 13 D Document Search Type 92 Document View 75 Auto Zoom Mode 46 Deskew Image 46 Image Brightness 46 Image Contrast 46 Mouse Tool Mode 46 Rotate Image 46 Zoom 46 Duplex 24 2 Existing Documents when indexing Append As Addendum 85 Append As Amendment 85 Create New 85 Replace 85 se Folder Search Type 92 ie GrayScale256Bit 29 GrayScale8Bit 29 image viewer 75 Import Convert Multi page TIFF s 37 Convert PDF s 37 Import a New Batch 37 Import Dialog Functionality 37 Importing a Batch 58 166 Indexing 89 Indexing A Batch 81 Panel Controls 13 Profile Scan Profile 29 Q Quick Search 95 140 R Reverse Duple
81. ck and displays a tab on the edge of the mode window To pin open a view that Is currently being hidden hover the mouse over the tab and click onthe 2 auto hide The auto hide icon turns into the pinned icon The view is then locked open 14 Modes Views and Main Menu Hee ER Thumbnails panel is unpinned aae heme Caramel Enable Scheduled Upload 5 00 00 PM Batch GE enen EI et rer Leien aueue le Batch m Batch Batch Type Unknown Academic Queue Black nd White C Scan New Batch for OCR aan I nse sse L 6 2010 06 23 12 45 40 827 Batch Any view can float away 7 2010 06 23 12 52 07 923 m Batch from the other views 54 2010 06 23 15 41 21 469 Batch 3 2010 06 23 15 47 49 693 m Batch Application Academic Queue 1 2010 06 23 15 48 06 396 m Batch Application Academic Queue 6 2010 06 23 15 48 12 334 OCH O RS O O DW O m Batch Application Academic Queue 10 2010 06 23 15 48 31 210 E DW RW O O E Page Mode Simplex Rotation None Scan Driver ISIS i Batch Application Academic Queue 15 2010 06 23 15 49 00 148 i Batch AdmissionForm Academic Queue 1 2010 06 23 15 49 46 259 m Batch Application Academic Queue 6 2010 06 23 15 49 51 556 al Batch Evaluation Academic Queue 1 2010 06 23 15 50 10 744 al Batch Application Academic Queue 2 2010 06 23 15 50 16 151 m Batch Unknown Academic Queue 22 2010 06 23 16 3
82. collection type name Parent parent folder name Pattern name pattern Path search Keser TT Zoom Bar We Fit To Ted ria Batch Scanning Increase Decrease Image Brightness not available on black amp white tiff images increase Decrease Image Contrast not available on black amp white tiff images Viewing the full size image of the thumbnail Clockwise Rotates the image 90 degrees to the right Counter Clockwise Rotates the image 90 degrees to the left Makes corrections to images that have been scanned in and are distorted from their true value or symmetrical form Makes corrections to images that have been scanned in that have noise on the image 47 ID webArchive 3 4 1 User Manual Pan Zoom Zoom Bar Fit To Page Fit To Height Fit To Width Image Brightness This option is not available for binary images Image Contrast This option is not available for binary images In Batch Scanning any modification made to the rotation of the image is saved to the image each time the Rotation button is selected Allows the user to drag the image around for panning by holding the left button on the mouse and moving it Allows the selection of an area on the image to be enlarged for viewing by clicking the left mouse button and dragging it across the image amp Increases the image magnification to enlarge it for viewing 5 D
83. der 2 3 4 5 Click the Search button Search For Folder Fields Folder Type vv Thin Client Welcome MSFVW Folder Fields Folder Type i Facility v Facility Number Search 123 Facility Name Document Fie E Doc tT ument Type City County a amp Facilities Boo Hoo s 123456 Bob s Bait Shop 12347Q E D Facititytumber 123456 Boo Hoos 12352 Spook St Spint City Facilities Bob s Bait Shop 1234ZQ 1234ZQ Bob s Bait Shop 100 Marine Rd Griggsville A A A FacilityName Address S Ciy A de d County OwnerName FileArchiveLocation Search Where select a folder level from the tree Advanced Folder Search Folder Fields Folder Type select a folder type from the list Enter data in fields to be searched on For partial data add the percent sign as a wildcard Folder Search Results 141 ID webArchive 3 4 1 User Manual Folder Type Facility X ES Facility Number 8 Facilities Boo Hoo s 123456 123456 Boo Hoo s 12352 Spook St Spirit City Facility Name Bob s Bait Shop 100 Marine Rd Griggsville Bob s Bait Shop 123420 gent Facilities Bob s Bait Shop 1234ZQ 1234ZQ Address Subfolders Facilities Boo Hoo s 123456 Enforcement Facilities Boo Hoo s 123456 Miscellaneous ype By Updated a Business Tax Retum 03 01 2011 8 TaxRetum Facilities Boo Hoo s 123456 Enforcement E123456 Financia
84. e London Liquid sky e QW search College Transcript High School 2010 09 23 lt p Fields A Repor ts A Workflow Queues WR Academic Queue A E Admission 2010 09 23 2010 09 23 7 Admission 2010 10 05 2010 10 05 fei Application BOT 2010 09 23 7 1 il Application BOT 2010 09 23 8 Application Dual 2010 09 23 7 il Application Dual 2010 09 23 o jl Application Residence Hall 2010 09 23 jl Application Residence Halll 2010 09 23 EB College Transcript 2010 09 23 7 ul College Transcript 2010 09 23 1 Li Colege Transcript College 2010 09 23 o College Transcript High School 2010 08 3 College Transcript College Transcript Hi College Transcript College Transcript Hi College Transcript College Transcript rE a Val EE workfiow Routing Tee Routing Type Au oecececesecee tic C Manual b Academic Queue B Admissions Review WFQ imura ar Notes added during workflow routing are stored in Workflow History r Ca D II Ae Show History Ke EI College Transcript Evaluation 2010 04 6 SEET es L amp R Oe Page 1 Page 2 d at t TU Notes Thumbnais gt workfow History fmn SA ag Notes Thumbnails
85. e Page Text panel in the Document Viewer This text is used when performing a full text search on a Search Type of Document Notes Any edits made to the Page Text will need to be saved before leaving the document JQ Search OSFM Email 03 01 2011 Ce Fields _ dE Search Document Name For Search Search Document Notes For Clear Values Search Document Text For RESET Enter text here to ts 69 q do a full text Search Profile vyp search Search Type Document Max Results 100 j Facilities ETE i Workflow Queues ee SE ee ee E eg tee ee mg H Full text search on Page Text Fields View The Fields view allows for edits to be made to the values in Field Types that are associated witha folder or document The folder or a document with the folder first needs to have focus in Browse History and the user needs the correct access rights before any edits can be made 134 Browse Mode ene MEA inifcenes Uniforms Direct GE Purchase 03 31 2011 2 ee Invoice 332957 2011 Packing Slip 332957 2011 he i Purchase Order 332957 2011 To edit fields ona folder highlight the folder in Browse History Folder level Field Types When a folder level has focus in the Browse History only the folder s field types are displayed and editable in the Fields tab E Historical data is not kept on folder level items 135
86. e is Document Fields Doc Date 05 20 2010 Reviewed W Building a valid barcode is determinant on the vendor and barcode font being used To use a Barcode Separator Page place it in front of the document being scanned Multiple documents each with its own Barcode Separator Page can be scanned in as a group As the system reads the Barcode Separator Page each document is added to the Batches View as a single batch Each batch includes pre indexed values from the meta data read off the Barcode Separator Page The following information includes a few of our findings when creating valid barcodes to use on Barcode Separator Pages This may not be true for all barcodes of that tyoe Each barcode type and 52 Batch Scanning its vendor may have their own nuance in coding For our testing purposes we used BarCodeWiz s Code 128B font and IDAutomation Free 3of 9 barcode font Barcode TrueType font files are added to your C Windows Fonts directory like any type font You can use them in an application by changing to the barcode font like you would with any font Example Code 128B Barcode Font Format IndexingOueuevoAcedemic Queue Field Type Name EELER e g StudentID i DocumentT yp evoddmission e g 11111111 4 StudentID 11111111 MSF amp W does not supply a DocDate 10 27 2007 barcode font to perform this process Academic Y earto2008 Beginning delimiter not a
87. e location of a page within the batch are also saved with the 22 Batch Scanning batch Restore default layout Restores the views in the screen layout to their default location The default layout is not configurable per user setting Enable Scheduled Scanning users can schedule their batches to upload to the server ata Upload time when the system is less busy Checkbox check the box to enable the scheduled upload Time enter the time to have the scheduled upload process Note The application will need to be left open while still in Batch Scanning for the scheduler to process the batches 23 ID webArchive 3 4 1 User Manual Scan Options View Setting Up Scan Options After you log into the ID webArchive system and before you can scan for the first time you will need to select the scanner that is attached to the local computer from the Select Scanner button Once the scanner has been selected you will not need to set the Select Scanner again unless the scanner attached to the local computer has changed Other options that you may need to select are a profile from the Scan Profile Page Mode and Rotation With the exception of Batch Name and Batch Type any options that are selected when using the ISIS driver will be retained with your unique user id The next time you log into the application the settings that were selected when you last exited the application will still be selected Batch The name of t
88. e queues and the documents within the queues A user whose Role has rights to a workflow queue or queues will only be able to view those workflow queues and the documents within each queue that the Role has access to For more information on how to use Workflow Queues see How To Using Workflow Queues section of this manual How To Using Browse History Delete a document or folder GI 4 ABC University 4 Student Records A ai Current Students 4 3 Adams Andy 10000000 AL Academic Records College Transcript High School 201 43 sODrew Nancy 44444444 A Academic Records ELLUG 17 Evaluation 2010 08 09 A 2 Smithe Sally 55555555 4 Academic Records Admission 2010 08 11 Ch Application Residenc Route Print ee adele wen pel all 2010 07 Show History Move to Indexing Queue Send to Workflow Adams Andy 10000000 Brines Barney 20000000 Chrisp Charlie 30000000 Search _ Application Residence Hall 2010 08 11 Ce Fields Search Folder Name For Search Folder Notes For Clear Valu BEE Search Criteria Search Results 12 d Drag a column header here to group by that column y Folder Name Folder Path ABC University Student Records Current Students Adams And ABC University Student Records Current Students Brines d ABC University Student Records Current Students Chrisp Charli ABC University Student Records Current Students D
89. ecreases the image magnification to reduce it for viewing Fits the entire page in the viewer window Fits the image to fit from top of the viewer window to the bottom Fits the image to fit from side to side in the viewer Increase Increases the brightness of the image Decrease Decreases the brightness of the image Increase Increases the contrast between the lightest and darkest parts of the image Decrease Decreases the contrast between the lightest and darkest parts of the image Any modification made to the brightness or contrast to the image is saved to the image each time the Brightness or Contrast icons are selected Viewing Native PDF s 48 Le kk CODE TS id i OH Batch Scanning ie o Bet oF Ca ASA K T i m i CP Search For _ Match Case C Match Whole Word bi Een A PDF document is now loaded into a PDF Viewer allowing for the functionality of a PDF tool bar Print Single Page Two Up Pages Fit to Page Fit to Width Pan Select Text Zoom In Zoom Out Zoom Area Previous Page Next Page Search Allows a user whose role access has Print rights to print the entire pdf document This option is not available in Batch Scan mode Views a single page ata time Views two pages side by side in the viewer Adjusts a single page to fit within the viewer window Adjusts a single page to fit to the width of the viewer When the page being
90. ed are reset if you navigate off the batch without first indexing those items Batches View The Batches grid in Batch Indexing looks and acts very much like the Batches grid in Batch Scanning You will notice that there is a difference in the available commands located on the toolbar Batch Indexing has the Search button and Max Results field which are used to refresh the grid and limit the 68 number of records returned in the grid Batch Indexing Filtering and sorting in Batch Indexing is performed on the batch items that are currently loaded into memory e g f Max Results are set to returni00 batches and there are 150 unindexed batches in the database the Batches grid only has 100 items loaded locally into memory for display To filter on all the items in the database that are not indexed you will need to click on Search after you have set the filter or filters on the columns The Batch grid is then loaded with the items from the search Sorting is done on the items that are loaded locally in memory after the search has found its results from the database The default value of Max Results is 100 Youcan change the value to a number lower or higher but no more than 99 999 Ga Batches Batch Unknown 2010 04 08 Ces Li Search Max Results Batch Name Document Type gt trey own own own own Hate own Batch Unknown Batch Unknown Batch Unknown Batch barcode Full Page OCH Batch2 Unknown Batch3 Letters
91. ed scan settings such as Color format image format and resolution There are two default Scan Profiles Black and White and Color Additional Scan Profiles can be created if the user has the correct security rights See Setting Up Scan Profiles section for additional information This option is used to de collate pages into batches of known types during scanning Meta data related to the document type can also be supplied to aid subsequent manual indexing or auto indexing Note Processing barcodes requires a license For more information concerning Barcode Separator Pages see Barcode Separator Pages Auto Indexing OCR The Scan New Batch for Auto Indexing option is used in conjunction with Process Barcode Separator Pages Meta data supplied on the Barcode Separator Page is used to auto index the document Note Auto Indexing is used in conjunction with Barcode Separator Pages Note Document types that allow for duplicates to be indexed to the location in the structure will be auto indexed as a new document if there is existing document of that tyoe and name If the document type does not allow for duplicates the batch will error out waiting for manual input Performs optical character recognition on scanned documents When the Batch Type selected has been predefined in Administration as an OCR type document Scan New Batch for OCR is automatically selected Note To utilize OCR an OCR server license is needed 25 ID webArchi
92. ed to the Search Folder Criteria Folder Type StudentFolder Student ID Like Last Name Like First Marne F i Selecta param eter MiddleName for Folder and DOB Document Field that EEA ES ES ES E o e ES ES e i Address will be Used to enter Se l criteria for the search d Stabe E ZIP Phone Comments Document Siteria Document Type Application Search Scope Current Application Type Like v Graduation enea Reviewed e m m i l l U U 5 For each field that will be used for search criteria select a parameter from the Field Type s selection list f a Field Type has a combo box this may also be set and saved with the profile 6 If this is a Document Search set the version Scope Current returns only the current version of a document History returns only previous versions of a document Both returns both current and previous versions of a document 100 Browse Mode Search Profile i ES _ ST Click Add new ei EI Add Search Profile x Geer Enter a name for the Gaga Search Profile Search Profile Name L ox Cancel 7 To save the current configuration to a Search Profile click on Add new search profile button If not saving it go to Step 10 8 Enter a name in the Search Profile Name 9 Click the OK button 10 Enter a data value for each of the Field Types being searched on 11 Click on the Search button to complete the search
93. eene 125 How To Using Markups and Page Notes ENNEN 125 FieldS ViGW _ _ a anuneaauaceccacencucuaceceaceccsceneeceaceceacenesaenceaeaneneeaeacseaceneacenescnseeceaaeas 134 WRUMBDNRGIISVICW ee Eege 137 Thin Client 138 Quick Advanced Search and Search Results Ae 140 MIGWING A DOCUMENE Sb Sheesh ece EE 146 Ee o oe SE 149 Printing Multiple DOCUMENTS enee KEREN KEE KEREN EK KR NEE KEE KEN KN KEE ER KKK KER KEE KEEN 151 Virtual Printer 153 How To Using Virtual Gd CT EE 154 Terminology 157 Workstation Requirements 161 How do 162 Introduction Introduction MSF amp W Software Inc is pleased to offer ID webArchive Version 3 4 Taking into consideration our clients requests the functionality and usability has been enhanced and expanded upon since the first release of our 3rd generation imaging software This manual will deal with the end user operations of Scanning Indexing and Viewing within the ID webArchive application Version 3 4 of the imaging software has been built using Microsoft s NET Framework and includes a number of feature enhancements New in 3 4 1 Security Rights to add Markups Without Update Rights In the past in order to add markups to a document a user s role also needed update rights This has been changed to accommodate the case when users may need to print a document with redactions but should not have rights to save any changes made to the document Export Multiple Documents to PDF Users ca
94. efore printing Add markups to the page in the Document Viewer by clicking on the markup type needed then clicking on the page and while holding the left mouse button down drag it over the area needed see How To Using Markups and Page Notes for more information on how to use markup types Viewing Native PDF s Search For _ Match Case C Match Whole Word Search Print Allows a user whose role access has Print rights to print the entire pdf document This option is not available in Batch Scan mode E Single Page Views a single page ata time 128 C Two Up Pages b Fit to Page R Fit to Width G Pan Select Text Zoom In oP Zoom Out Zoom Area fe I A af w Previous Page E Next Page 3 Browse Mode Views two pages side by side in the viewer Adjusts a single page to fit within the viewer window Adjusts a single page to fit to the width of the viewer When the page being viewed is larger than the viewer Pan allows the user to move the page around within the viewer window Allows the user to select a string of text within the pdf document if it is a text pdf Enlarges the current page Reduces the current page Allows the user to select an area that increases in size for viewing Displays the previous page in the file Displays the next page in the file 129 ID webArchive 3 4 1 User Manual Search A dialog displays
95. er Manual Barcode Mode Needed to process Barcodes e Barcode font installed on client machine e Correct formatting of Field Type and data value included on document e Barcode process server license installed Don t Process Barcodes will not process any barcodes that may be in the document Process Barcodes in Data with the correct format of Field Type and data value this will process any barcodes contained on the document The processed data will auto fill in the appropriate fields associated with the document and or folder Process Barcode Separator Pages with the correct format of Field Type and data value this will process any barcodes on the separator page The processed data will auto fill in the appropriate fields associated with the document and or folder Output Format Will print the item as Black and White tiff image or Color jog image OCR Document This process does Full Page OCR on the document Needed to use Optical Character Recognition e OCR process server license installed e OCRText Field Type set on the document e To have the process pick up additional data values of Field Types included on the document the correct formatting is needed Note The formatting is configured uniquely for each Document Type in Administration mode Note If the file being sent to the Virtual Printer is a text file OCR does not need to be selected The Virtual Printer will capture the text and enter it in the OCR Te
96. er that may be packaged with higher volume scanners This specialized driver requires a license for use with ID webArchive gt There is a known issue where you may not be able to use ISIS and TWAIN within the same session You may need to close out of the application re enter and select the driver needed When going from ISIS to TWAIN you may even need to reboot the pc 26 Batch Scanning Select KR J Gees By clicking on Select Scanner button PJ a list of scanner models will display l Select the scanner model that is connected to the computer and click on the OK button Select Source FUJITSU fi 4220Cd 9 18 32 32 WilA h 4220Cd 1 0 32 32 Scanner Selection Scanner D Dri Gas po ISIS Fujitsu fi 41 20L Fujitsu f 4 3400 Fujitsu f 45300 Fujitsu f 4b405 Fugitsu fi 4 500 Scanner Settings Use the Scanner Settings button only when special settings such as page size or brightness needs to be adjusted E TWAIN Driver 32 Image Scanner fi 4220Cdi 16MB Setting Files 00 Current Setting Resolution Scan Type SN v Flat Bed v Paper Size ay Letter 8 51 1in Fujitsu fi 4220C on STI 0000 nable Software Front Page Image Mode Black and White Letter 8 5 11 in v AE Black amp White Dots per inch Layout Area Black White Dither Source Fujitsu
97. ersity CC Report Queues B Reports CL Student Records CH 7 Student Records EG Gent Students current Students B Adams Andy 19000000 g Adams Andy 10000000 Historical document CH Academic Records Had Application Dual 2010 08 2 CH Application Dual 2010 08 11 EMS Academic Records bees 5 Colle Application Dual 2010 05 71 Smithe s aa iE College Transcript High School 201 EM Acadens M Move to Indexing Queue CL 8 Smithe Sally 55555555 Academic Records List of available Indexing Queues 2 Admi Route HO Workflow Queues gt Send to Workflow dn Print Add of AS Document level context menu options show History Once a document has been indexed any time it is changed and saved from its Current state a new Current version is added making the old Current an Historical version A date is also added in the Update Date column to aid in the document s audit trail An appended replacement edits to Field values page rotations page re ordering or Markups constitute as a change to the document An historical version of a document is easily identified in the Browse History by the level it is in the tree structure Historical versions are located in the level under the documents current version Historical versions may be accessed either by highlighting a record from the Search Results or by right mouse clicking the document in the Browse H
98. ersity FireMarsnall OCH Site testsm Arson Once the user has logged into the application and if they belong to more than one domain they can select from the Domain drop down list which domain they will be working in A user can search for documents and or folders depending on the Role they are a member of and the security access given that Role Result Type There are two types of Result Type searches Folder A Folder Result Type is the default search A Folder Result Type search cannot be performed on Workflow Queues but only in the tree structure where indexed folders and documents reside Document Document Result Type searches can be performed within Workflow Queues and within the tree structure Search For Depending on the Result Type selected enter the name of either the folder or document to be searched for Search For is used for doing quick searches when you know the name of a folder or document you want to locate For more advanced type searches use the following Search Where Displays the tree structure and or Workflow Queues of the selected Domain Only the folder levels and Workflow Queues that the user has access to will be shown here Folder Fields Folder Type Folders that have been defined as a Search Target folder and that the user has access rights to appear in the Folder Type drop down list Once a Folder Type has been selected the Field Types associated with the folder display The user can search on
99. erson Qillinois gov Pen Subject RE UST task complete This is a LetterFrom Laura Amidst all of the many changes you have been asked to make do you still need these questions Dessen answered I don t know who the ce dE new FOIA staff will be yet since EC pret pattercendsinets gw Joyce is leaving I heard a name oP re UST ut cps yesterday but can t remember om Janet can you get the list of names of FOIA and Technical Services staff who will need g wary Garga you have bese ested to mate Go you Gf reed ann gemeng access to document management Jorit iron who the new FOLA cart wil be yet sno Jeer 9 l heard a name per Laura s questions below I know that Technical Services E ee ee a er generally handles permitting in Ws questions below know that Techical Services gerserathy beier UST but who can best help zpi answer the questions Sometime ihe back I was told that Technical Red FORA Saf ei ened emm to UST deen Services and FOIA Staff would een of the gosp seed acres to need access to UST domain Which documents or folders within the facility will each of the groups wm A need access to What rights do they need Update View Delete Print What individuals will belong to each group Jeff Wheaton TT PMP i MSF amp W 217 Senior 698 3535 ext 214 mn D gt ZE EE e Page text On documents that are sent through the OCR process Page Text is saved with the document Users can view and edit the text that was captured on th
100. es Any column can be used to sort the list a Updated Last By Updated Enforcement 1 2 14 1995 idurbin 3 15 2011 Enforcement3 5 1998 SMARTIN 3 15 2011 Enforcement 3 5 1998 Court idurbin 3 15 2011 Enforcement iE00046479 SMARTIN 3 15 2011 Operations Idurbin 3 15 2011 Operations SMARTIN 3 15 2011 Miscellaneous Idurbin 4 5 2011 Miscellaneous Idurbin 4 5 2011 Miscellaneous Idurbin 4 5 2011 EnforcementiE000464 79 SMARTIN 3 15 2011 Eligibility and Deductibility Idurbin 4 5 2011 Enforcement E00046479 bia HAN Document results sorting Both the Subfolder and Document Results list can be displayed in ascending or descending order by clicking on any of the column headers Filter Results ES iD webArchive Bil s Pit Stop 2009633 GG d Eigibij ID ibili Enforcement D Name a E Administrative Order 1995 12 19 F Administrative Order 1998 03 10 F AGO Letter 2003 02 05 C Amended Complaint 2000 01 11 Facilities Facilities Facilities Facilities Facilities Facilities Facilities GO GGG O OG Document Type Administrative Order Administrative Order Letter Amended Complaint Appropriation Transfer Authonzation Delete Refund Or Change Enforcement Inspection Log Enforcement Inspection Log Final Notice Letter Letter Letter Inetalimant Cantract OF Path Eligibility and Deductibility Enforcement Miscellaneous Notifications Operations Permitting Schedul
101. essing Resolution Res200x200 Barcode Seperator System test unknown Format System Deskew C Despeckle C Border Removal 3 4 profile System Scan Post Processing Blank Page Detection C Deskew C Despeckle C Border Removal Convert NonColor Grayscale Saturation Grayscale Tolerance C Blank Page Detection Output Format Convert NonColor Grayscale Saturation 0 5 Grayscale Tolerance 0 1 Output Format BlackAndWhite a Add Profile Remove Profile 2 Click onthe Add button on the toolbar 3 Inthe Profile Name enter a name that will easily be apparent to the person scanning what the properties of the profile are 4 Select a Color Format from the drop down BlackAndWhite Possible shades of the image are true black and true white GrayScale8gBit a range of shades of gray without apparent color The darkest possible shade is black the lightest is white GrayScale256Bit a range of shades of gray without apparent color The darkest possible shade is black the lightest is white GrayScale256Bit image consumes more memory or storage than the same image with the same physical dimensions rendered in 8 bit digital grayscale GrayScale8Bit Color24Bit stores a full 24 bits to describe the color of each and every pixel 5 Select an Image Format from the drop down Unknown JBig Joint Bi level Image experts Grou
102. ey will appear in a list The list displays the Document Name Document Path Create By and Date Created Along with the list of documents thumbnails of each document and its full size image are available for easy identification Highlighting a document from the list then highlighting a thumbnail the full size image is viewable in the Document Viewer 85 ID webArchive 3 4 1 User Manual ad Duplicate Document Search Results amp o None ei Fit To Width UNDERGRADUATE STUDENT LEAVE OF ABSENCE NOTIFICATION PLEASE PRINT OR TYPE STUDENT ZS PERSONAL INFORMA TIGH DATE MECEI Gd 02 01 2008 461 Dennison Dr Springs IL 62931 290 773 7284 378877217 1 EM BODE ES Jenna stahli college edu LEAVE WFORMATION Financial L mit ratify the Office of Registration amd Transcripts Administration Bldg Boom 210 H plan te return earlier than the period of time Loes I hereby authorize a nd direct the Office a of Regis stration amp Transcripts to cancal my course s scheduled during the paricd of time included in my Losse of Absencen SE a ene DEE Student s Signature Date Collage Signature for approval of leave Date Name of existing document we Append Replace Cancel S ZA AA A Select one of the following options New Choose New when you don t want to attach the current item being indexed to an already existing one If duplicate documents are not allowed to be indexed this option will be disabled
103. fication consists of appending or replacement of an existing document edits made to Field Values and or Markups made on the document s image Thumbnails View The Thumbnails View in Browse Mode works very much like the Thumbnail View in Batch Indexing Highlighting a thumbnail displays the page in the Document view E IDWebArchive 3 4 Law Enforcement File Help Administration Theme Caramel SIE Browse History R O Search Invoice 332957 2011 Cl Administration SR pe e ld DI HR 21 Cu 5047Uniforms Uniforms Direct EG Purchase 03 31 2011 ia i9 Packing Slip 32957 2011 Purchfse Order 32957 2011 Qugte 332957 2011 Invoice March 31 2011 SICH abed H Report Queues pde Move pages within the document 332957 2011 P ial 6 Print Selected pages ofa SUBTOTAL document TOTAL DUE T Notes engen gt worktontistory WEE Note on Printing Will print markups on the document if the markups have been saved To print markups on a page that have not been saved use the print icon on the Document Viewer For more information on thumbnails see Batch Indexing 137 ID webArchive 3 4 1 User Manual Thin Client The Thin Client add in version of ID webArchive Version 3 4 will run inside a Javascript enabled browser window The supported browsers are Internet Explorer 7 and newer Firefox 3 0 and newer safari 4 0 and newer and Google Chrome 5 0 and newer With the Thi
104. following prerequisites are required r e NET Framework 2 0 d If these components are already installed click the button below to install and run the application per apr ar N a AR ft W Click the Install button on the Application Install Security Warning dialog 18 Modes Views and Main Menu Application Install Security Warning Do you want to install this application Name IDWebArchive Prod From Hover over the string below to see the full domain idasp2 Publisher MSF amp W Software Inc Sot While applications from the Internet can be useful they can potentially harm your computer If you do not trust the source do not install this software More Information An Installing IDWebArchive dialog displays while the application is installing 21 Installing IDWebArchive SIU Prod J Installing DWebArchive SIU Prod This may take several minutes You can use your computer to do other tasks during the installation TS Name IDWebArchive Prod From idasp2 Downloading 5 94 MB of 27 1 MB After the application is installed and opens they may close IE To reopen the ID webArchive application go to the Windows Start then click on All Programs Expand MSF amp W Software Inc in the program list Click on the ID webArchive application name gt All Programs A Microsoft Office J Microsoft Office Live Add in A Microsoft Online Services gt Microsoft Silve
105. g on a unique value Entering a unique field value such as an ID and clicking on the Search ID webArchive will pre populate the information into the indexing fields that are associated with that record A value or values may be entered in any of the fields Clicking the each Search button executes a search with the criteria that has been entered If you are using a unique ID for a search value and itis inthe system the folder level fields will auto fill with that record s data In some cases when a non unique field value is entered there may be multiple records or no records with that criteria If there are multiple hits the Search dialog box will open with a list for you to select from If there are no hits found a message stating No search results founda 63 ID webArchive 3 4 1 User Manual Document Index Life Style Preference Form H e Selecting from the Search Results list auto fills the indexing field values wi Retain Folder Fields Retain Document Fields VW SCDE ac Status Current Students Student IL KE Son Last Name Addams x SEI eww First Name Gomez a LastWame addams Addams Gomez Lester 11000000 1000000 BRSSRR888 Addams Gone e MiddleName Lester Middle Addams 2 i Addams Wednesday Friday 22000000 22000000 Address 123 Haunted Ave LIND City Freekville State ID ZIP 62703 ___ Phone 324 224 4213 ext ___ Comments Searching on a
106. gen F SI Fe a r Workflow search You can search on a single document type or all document types within a Workflow Queue to work with Search for all document types within a Workflow Queue 1 Inthe Search Where section select a Workflow Queue The top level of Workflow Queues may also be selected if you want all the documents in all the Workflow Queues that you have access to returned 2 Click on the Search button 149 ID webArchive 3 4 1 User Manual ID webaArchive 340182 Apolication Dual 12 14 2010 Admission 2077 02 03 02 22 103 18 01 51 Admission 2011 03 18 01 52 mission Application Change of Term 04 03 2011 Application Change of Term 04 12 2011 icati f Term 04 1 i Application Change of Term 12 01 2010 Application Change of Term 12 01 2010 br att f Term 12 0 ication Chan Term 1 1 ication Chan Term 12 4 1 PATH HO cnange 0 iih i Search results on all documents in a Workflow Queue Sit Rie Mis H GO C CO O GCOC OCG OGO e ABC University x ee toe Document Type Admission Form Admission Form Admission Form Admission Form Admission Form Admission Form Admission Form Admission Form Admission Form Application Application Application Application Application Application Application Application Aoolication e Path Workflow Queves Academic Queue A Workflow Queves Academic Queue A Workflow Queves Academic Queue A Workflow Queves Academic Queue A W
107. he E Coversheet Note Coversheet Spann rai Acadanic Quaaue A l Coversheet 1 has Coversheet Name CoverSheet1 a Field Type of Documents Note TV College Transcript High School 2010 08 10 7 College Transcript High School 2010 08 10 Using a Coversheet Print Roles that have Print rights defined on the Document Type will be able to print the document Add n a Copy Roles that have Update rights defined on the Document Type will be able to copy the document They can then paste it to another parent folder that the Document Type is allowed in Cut Roles that have Update and Delete rights defined on the Document Type will be able to cut the document from its parent folder They can then paste it to another parent folder that the Document Type is allowed in Delete Roles that have Delete rights defined on the Document Type will be able to delete the document from its parent folder For more information on how to use Browse History see How To Using Browse History section of this manual Workflow Queues Workflow Queues help in automating a documents life cycle by sending a reference point of the document through its workflow path A record for each step the document takes through its workflow life cycle is kept in the document s Workflow History The path that a document takes through workflow 109 ID webArchive 3 4 1 User Manual queues is defined in administration along with which Roles have access to th
108. he batch may be entered in this field If nothing is typed in this field Name the default name of Batch will be given This option is useful during indexing to sort and filter the list of available batches Batch Batch Types listed in the drop down are names of Document Types that have Type been defined in Administration mode If the batch being scanned consists of documents that are all of the same type then select that Batch Type from the drop down list If there is more than one document type in the batch you might decide to select the default type of Unknown as the Batch Type Queue The selected Batch Type drives which Queues are displayed in the drop down The list of Indexing Queues in the drop down will depend on how many queues that the Document Type that has been selected are allowed in and if the user that is logged in has been given access Queues and the Document Types that are allowed to the queue are defined in Administration mode 24 Scan Profile Process Barcode Separator Pages Scan New Batch for Auto Indexing Scan New Batch for OCR Batch Scanning Scan Options q Batch Name Batch Batch Type Unknown lle QUEUE Academic Queue Scan Profile Black 4nd White LL F Process Barcode Separator Pages Scan New Batch For Auto Indexing 1 Scan New Batch For OCH Rotation None w le Cas Fage Mode Simplex I Scan Driver ISIS The Scan Profile contains a list of predefin
109. hing for a Folder or Document from the Search Type drop down 3 For Folder Type search Enter the name or partial name of the folder item being searched for in the Search Folder Name For field Document Type search Enter the name or partial name of the item in the Search Document Name For field 4 Click the Search button The results of the search appear in the Search Results tab Quick Search for Notes on a folder or document Both search target folders and documents can have notes added after they have been indexed The text contained in these notes may be searched on using the Search Folder Notes For or Search Document Notes For fields depending on the type of search being performed Note A search target folder is the folder type that contains the most pertinent data In the example being used it is the folder that has the student s name address etc associated with it 96 Browse Mode Search Document Name For e earch Document Notes For Search Document Text For a 3 Enter the name or partial name of the item being searched for older Name For Search Folder Notes For Search Criteria Search Results Search Profile i Search Type Folder Document W Search ie Narrow the search by selecting a jw wFQ folder fro
110. iew field data GA Adams Andy 1000000 i B Academic Records Ai EE E Alke ef DIE Woon Queues Student Information Correction Worksheet 4 Complete only those sections as needed eg d cc ID we 127916940 e As currontiy listed on LLCC records a Printed Name Darla C Hale As H currently appears on LLCC records Signed Date 2 11 By my signature request he changes as indicated De mace to my LLCC records Y CHANGE OF MAJOR From an Application for Admissions identify your new correct Example Elementary Education A A ELED 5 __ NAME CHANGE i Change name to print Please provide name change docum Inform your instructors of this chi Highlight the thumbnail Search Application Dual 2010 08 11 Search Document Name For applica h Document Notes For I Clear Values Search Results 14 Drag a column header here to group by that column DH Application Dual 2010 08 11 Application ABC University Workflow Queues Academic Queue B al Application Dual 2010 08 11 Application ABC UniversityStudent Records Current Students Brines Barney 200000 al Application Dual 2010 08 11 Application ABC University Student Records Current Students Adams Andy 1000000 ABC University Report Queues fi e Student Records Current e Pij gene o version of Ja ams Andy 100 oG Academic De document 3 E Application Dual 20
111. iew to be hidden until its tab is hovered over or clicked on by using the mouse When the mouse is moved away from the view it will automatically be hidden A sequence of machine readable lines of varying widths which contain data Barcode The ability to read barcode fonts Barcodes can be used to identify batches Recognition document types or other information related to a document Batch Indexing A manual process of separating documents within a batch and keying in indexing data or metadata for each one Batch Scanning Sequential scanning of multiple original documents using previously defined settings for each A batch may contain one or more documents the documents consisting of one or more pages Blank Page Marks a blank page for deletion Only when using the ISIS driver Detection Border Removal Removes any black along the edges of the document caused from scanning Only when using the ISIS driver Capture Queue A holding place for batches Contrast The difference in brightness between the lightest and darkest parts of an image 157 ID webArchive 3 4 1 User Manual A usually large collection of data organized especially for rapid search and Database retrieval A character marking the beginning or end of a unit of data Detection and correction of a skewed or crookedly scanned image Only when using the ISIS driver De speckle A filter that removes specs scratches or other noise in an image
112. ill open displaying the thumbnails and a full size image of the thumbnail that is highlighted From Jeff Wheaton Sent Thursday March 24 2011 8 37 AM To Laura Durbin Cc janet patterson illinos gov Subject RE UST task complete This is a LetterFrom Laura Amidst all of the many changes you have been asked to make do you still need these questions answered I don t know who the new FOIA staff will be yet since Joyce is leaving I heard a name yesterday but can t remember Janet can you get the list of names of FOIA and Technical Services staff who will need access to document management per Laura s questions below I know that Technical Services generally handles permitting in UST but who can best help answer the questions Sometime back I was toki that Technical Services and FOIA Staff would need access to UST domain Which documents or folders within the facility will each of the groups need access to What rights do they need Update View Delete Print What individuais will belong to each group To view another page in the viewer click on the thumbnail Fit To Width Fit To Height Zoom In Zoom Out Rotate Left Rotate Right Mouse over view Fit To Width e of each re KE sg A amp document viewer inl l A a Ej 3 Increase Zoom Zoom Rotate Rotate Increase Decrease function In Out Left Right Brightness Brightness Contras
113. ing Facilities Administ Facilities Administ Facilities Correspc Facilities Filings Facilities Penalty F Facilities Penalty F Facilities Vnitial Enf Facilities Enforcem Facilities Administ Facilities Correspc Facilities Correspc Caailitiaes Fa D e Page Safety Tools H Subfolder Results Filter may be used to filter on any text value in any of the folder level columns Document Results Filter may be used to filter on any text value in any of the document level columns Enforcement 1 2 14 Enforcement 3 5 1 EnforcementiE00048 Nee PA Enforcement 3 5 1998 Court idurbin 3 15 2011 EnforcementE00046479 SMARTIN 3 15 2011 EnforcementiE00046479 SMARTIN 3 15 2011 Enforcement 1 2 14 1995 Idurbin 3 15 2011 Enforcement 3 5 1 998 Initial idurbin 3 15 2011 Enforcement 1 2 14 1995 Idurbin 3 15 2011 EnforcementE00046479 durbin 3 2242011 Enforcement E00046479 Idurbin 3 22 2011 UE EIER ERT pe II Local intranet Protected Mode Off R10 Subfolder and Document Results Filter Both the Subfolder and Document Results have a Filter option The Filter option allows a user to 145 ID webArchive 3 4 1 User Manual narrow what is being displayed in the browser The text being entered in the Subfolder Results Filter is used to filter on any of the text shown in columns in the Subfolder Results section Text being entered inthe Document Results Filter is used
114. istory Ch A Move Back to Index Queue i Admiss Copy Cut Delete Browse History FF XK Route GS ABC University ea Ey Student Records at Current Students 323 Drucker Druella 11131111 aS Academic Records lt Sf pplication BOT 2009 01 01 HE Application BOT 2009 01 01 2 aa workflow Queues EL Academic Queue A EN EEN i E Admission Viewing historical version 1 Highlight document 2 Right mouse click 3 Select Show History 4 Historical versions are listed below the current version of the document Note Historical versions of the document can not be edited Viewing all documents in a folder 114 Browse History E S e Route GB ABC University ae Student Records aw Current Students ea ed Adams Sam 10000001 wae Move Delete Clear Browse Mode Browse History SF XK Route GB ABC University ae Student Records aia Current Students E el Adams 5 Sam 10000001 o 20090403 o 20090403 o 2OOMZI17 o 2009 03 03 Admission 200 2009 03 25 C3 md Vl Refresh a folder B Segen H E Admission Admission Admission When in Browse History you may find it necessary to drill further in the tree structure starting at the folder level or search target to get access to the documents that are being stored there Double mouse click on the folder or 1 Highlight folder 2 Right mouse click 3 Select Refresh 4 Docu
115. istory and selecting Show History from the context menu Show History will not be an option if the document does not have an historical 107 ID webArchive 3 4 1 User Manual version Historical versions are read only therefore any changes need to be made to the document s current version Move to Indexing Queue Documents that have been incorrectly indexed may be sent back to an Indexing Queue to be correctly indexed This option is not available on documents that are currently in a Workflow Queue The document will either need to finish its workflow path or have the its reference deleted from the Workflow Queue that it is currently in before being sent back to an Indexing Queue To find out what Workflow Queue that it is currently in click on the Workflow History tab For further information see the section on Workflow Route This option is only available on documents within a Workflow Queue Send to Workflow In ID webArchive 3 4 we have created a new function we call the Cover Sheet You can use the cover sheet to bundle one or more documents in workflow There may be instances in your business practice you want several documents to arrive at a workflow queue together in order for the worker to have all of the information necessary to perform a particular function In those instances users can create a cover sheet and attach one or more documents as a document package Cover sheets can have automated routing rules a
116. it How To Index A Batch 1 From Batch Indexing Module highlight a batch in the Batches View A batch may contain one or more documents Documents may consist of one or more pages lf any sorting needs to be done on the list of batches please see Filtering in the Batch Indexing Batches View section of this User Manual 81 ID webArchive 3 4 1 User Manual Batches Batchiame 4pplication 2010 05 24 09 47 42 LA Search Max Results 99100 2 Batch Name 1 1 Document Type 1 Queue Name Updated By 1 Updated Date Created By Academic Queue 5 Idurbin 2010 04 06 15 15 36 Idurbin 2 Academic Queue 4 durbin 2010 04 06 14 16 27 Idurbin 5 Highlight the Academic Queue 2 Idurbin SOLOfO4 06 14 16 28 Idurbin 27 thumbnails of the Academic Queue 2 Idurbin O1Ofo4io6 14 16 28 Wang pages that will be Academic Queue 3 Idurbin 2010 04 06 14 16 29 Idurbin d indexed toa Academic Queue 2 Idurbin 2010 04 06 14 16 34 idurbirae single document Academic Queue 24 Idurbin 2010 04 06 DEE eg Academic Queue D Idurbin 2010 04 06 CH Academic Queue 1 smccarky 2010 04 07 16 16 04 Batch barcode Full Page OCH Academic Queue 2 jbowrnan 2010 04 29 13 37 Batchz Unknown Academic Queue 2 jbowman 1 Batch3 Letters Academic Queue 3 jbowman Se gt E tctname appication academic Queue iduro AEE batch in the Batches View d T ema 2 Highlight the thumbnail of the pages
117. ithin a single batch e Files that are located in the same directory can be selected by either using the Shift mouse click for files that are in sequential order or the Ctrl mouse click when files are listed randomly e Files from more than one location can be added to the same batch Simply click on the Browse button again and follow the same procedure selecting the files and clicking on the Open button until all the files needed have been added to the batch 39 ID webArchive 3 4 1 User Manual e By default the Convert PDF option Is selected e Files that are a odf format are brought into the imaging system through the import process Importing pdf files will convert the file into single page jpg files unless there is a PDF Server License installed If there is a PDF Server License installed users may deselect the Convert PDF option This will allow the PDF file to be imported and stored in its native format e Files of different formats can be imported in the same batch If one of the files is formatted as a DOT the Convert PDF s checkbox needs to be selected in order for the pdf to be converted so that all the files are ina single batch If the Covert PDF s option is not checked each PDF file will create its own batch e Multi page TIF s can be imported without being converted to single page TIF s e Multi page TIF files imported in native format have the same restrictions as native PDF files e Option to convert Multi page T
118. iver E K 9 Assist E Photos Exist Case Statue File Archive Location Media Archive Location Document Level Indexing Indexing Fields Indexing Fields are used to help identify documents that have been scanned or imported into ID webArchive Data entered in these fields are stored in the database as meta data associated to the document Meta data is used to retrieve folder level and or document level information so that images of the document may be viewed Folder Level Indexing Fields ID webArchive provides a search to help locate existing folders When an identical folder record is found the data from that record is populated saving you time from keying in all of the field values 62 Batch Indexing Folder Fields i 1 Search EZ Clear Case Number 1234567 Folder Fields Incident Date 04 07 1996 Case Number 1234567 County Adams l i d Incident Date Investigator Ted Anderson County Occupancy Type Business Type d EEN Cause Incendiary j Occupancy Type Address Vermont d a Address Searching ON aunique satel City id will auto fill the fields if Se F D D D D SI State I the unique id is in the a Zip database a S E Arrest K 9 Assist i E Juvenile Photos SS E K 9 Assist Case Status Closed d Photos Exist File Archive Location f L Case Status Media Archive Location so File Archive Location J Document Fields Media Archive Location ae ment Datey Searchin
119. l Records Idurbin 3 31 2011 Personal Tax Return 03 02 2011 8 TaxReturn Facilities Boo Hoos 123456 Enforcement E45685 Financial Records Idurbin 3 31 2011 Phone Log 03 04 2011 m PhoneLog Facilities Boo Hoo s 123456 Miscellaneous Idurbin 3 31 2011 Phone Log 03 25 2011 a Phone Log Facilities Boo Hoos 123456 Miscellaneous Idurbin 3 31 2011 When multiple folder results are returned select one of the items in the Name column to view that folders sub folders and documents 25 en SUb folder wen link Facilities Boo Hoos 123456 Enforcement Facilities Boo Hoo s 123456 Miscellaneous F Name a Document Path z a Type 8 Upd Business Tax Retum 03 01 2011 B TaxRetum Facilities Boo Hoo s 123456 Enforcement E123456 Financial Records Personal Tax Return 03 02 2011 TaxReturn Facilities Boo Hoo s 123456 Enforcement E45685 Financial Records Phone Log 03 04 2011 a Phone Log Facilities Boo Hoo s 123456 Miscellaneous Phone 09 03 29 20 L hong 29 ai j i ies 500 Hoo s D GC Ae in Mis 1 neous Name Si Document Path s Updated gt Last By d Type r 456 Enforcement 123456 Financial Records Idurbin 3 31 2011 p Enforcement E45685 Financial Records Idurbin 3 31 2011 Business Tax Retum 03 01 2011 TaxReturn Facilities Boo Hoo s 1 CT Personal Tax Return 03 02 2011 TaxRetumn Facilities Boo Hoo s 1234 To view onl
120. l and dropping it before it gets to its new location or if the panel is free floating and the user closes it using the x in the upper right corner If one of the columns from the Batches grid is gone Right click on the column header select Column Chooser from the list select the column from the Customization dialog and drag it back to the grid headers Caused by the user dragging the column and dropping it before it gets to a new location in the grid Below is the process flow of taking batched documents scanning them into the application through Batch Scanning and using Batch Indexing to index the documents with metadata associating them to their location on the server 163 ID webArchive 3 4 1 User Manual Images are uploaded Scanner is to the server when physically the batch is saved connected to from Batch a local PC scanning Images are stored on local PC during Batch Scanning How would I index documents within a batch 1 See Indexing a Batch in the Batch Indexing section How to scan and index a document in a single step 1 See Working in Scan Index in Scan Index section What about barcode recognition 1 See Using a Barcode Separator Page in Batch Scanning What about audit logging 164 Images are available in Batch Index for others to index once they are loaded on the server Workstations index A Addendum 85 Advanced Search 95 140 Amendment 85 B Barcode 24 Pro
121. lear button clears the indexing fields of any data allowing for a new search Restores the views in the screen layout to their default location The default layout is not configurable per user setting Scan Index How To Working in Scan Index 1 From IC Chart s menu option select Scan Index we open the Scan Index Scanning O o O O 3 Not available In Scan Option view in Scanj Index mode Scan Profile Black And White 7 j Se Pages 2 Select a Scan Profile 2 Select the Scan Profile to be used opa Driver g Ga E is dri Ae elect the river scanner 3 Barcoding Auto Indexing and or OCR are not available in Scan Index mode 4 Select an option for Page Mode 5 Set the Rotation 6 Select the Scan driver Twain or ISIS This only needs to be done the first time 7 Select the scanner that is attached to the computer by clicking on the Select Scanner button This only needs to be done the first time 8 Add the batch to the scanner s hopper 9 Click on the Scanner icon on the Command Toolbar D OR Use the Import icon Lo When importing items eliminate steps 6 7 8 and 10 For more details on importing files see Importing a Batch in the Batch Scanning section 10 When all the sheets in the hopper have been through the feeder the Feeder Empty dialog will display 89 ID webArchive 3 4 1 User Manual e If additional pages need to be added to the batch add the
122. licatc A Delete E Application Graduation 05 01 z Jl Application Residence Hall 08 College Transcript 08 19 2011 Clear option onthe Context Menu clears the folder and its contents Clear Clear Children option on the Context Menu clears the folder s contents Paste Clear Browse History To clear a folder and or its contents 1 Highlight folder 2 Right mouse click 3 Select Clear to clear the folder and its contents from the window or select Clear Children to clear only the items within the folder Using Cover Sheets for Workflow 116 Browse Mode Send to Workflow i B Pei over t2 Coversheets G Current Students dR Adams Andy 10000000 Academic Records LB College Transcript High School Queues the B Gomes Barney 20000000 g Show History Coversheet is CS Academic Records Move to Indexing d allowed to be p 200 fe Application Dual 20 routed to G Smithe Sally 55555555 Academic Records CE print Academic Queue A Available Workflow v Admission 2010 08 11 s t Route The documents selected d Send to Workflow to be routed within the e Eeer OF Coversheet Acadendc Out A Coversheet 1 has Coversheet Name CoverSheet1 a Field Type of Documents Note TA College Transcript High School 2010 08 10 vd College Transcipt High School 2010 08 10 ok Smithe Sammy 11111155 CGS A
123. lue e Does not require a check character e We were unable to use a comma and other extended characters 55 ID webArchive 3 4 1 User Manual How To Scan A Batch A batch may contain one or more documents Documents may consist of one or more pages After the batch is scanned into the ID webArchive system the files within the batch reside on the hard drive of the local scanning computer The batches are only viewable to the person who is logged into the lmaging application on the scanning computer until they are saved from Batch Scanning During the save from Batch Scanning the image files are sent from the local machine and saved to the server Once batches are saved on the server they are viewable in the Batch Indexing Mode to any user on the network that has the correct security access 1 Select Batch Scan to open the Batch Scanning ll Scan Options q 2 Type in the Batch Name EE Batch Type Unknown Queue Academic Queue 3 Select the Batch Type Scan Profile Back 4nd White ER F Process Barcode Separator Pages F Scan Mew Batch For Auto Indexing 4 Select the Indexing Queue H Scan New Batch for OCR Page Mode Simplex 5 Select the Scan Profile cision gn Scan Driver ISIS BFF 6 If using Barcoding Auto Indexing and or OCR select the appropriate options 7 Select an option for Page Mode 8 Set the Rotation 9 Select the Scan driver Twain or ISIS 10 Select the scanner
124. m the Search Path optional J serc sove H Search on folder document Notes Follow the steps above for doing a Quick Search except enter the text being searched for in the Search Folder Notes For or Search Document Notes For field The results of the search appear in the Search Results tab Full Text Search ID webArchive has two add on features that can extract text from documents and have the text saved in the database along with other information about the document allowing for full text searching to be done To utilize full text searching on the contents of a document the Document Type needs to have been set up in administration with the needed properties and processed using our OCR capability or through our Virtual Printer 1 Select Document from the Search Type drop down 97 ID webArchive 3 4 1 User Manual 4 Search f _ Document CH Fields 4b Search Document Name For Search Search Document Notes For Clear Values Search Document Text For Bill Edwards o Reset Search Criteria Search Results 27 Search Path Search Profile WO Fei o Search Type Document KW Max Results 100 vi J Business Offic i em T Er e al Folder Criteria i Financial Aid Office Folder Type D Student Records 7 l Current Students K 3 Workfio f mm NEE Document Criteria eg Academic Queue A Academic Queue B Document
125. m the list 4 Enter data in fields to be searched on Use the percent sign as a wild card for partial search data 5 Click the Search button Document Search Results 143 ID webArchive 3 4 1 User Manual Document Fields Returns the path of each folder the document type was found Document Type 72 Hour Notice a em Pati Updated By Last Updated E 10110 2 72 Hour Notice 10110 Facilities Bob s Bait Shop 1234ZQ Scheduling Idurbin 4 7 2011 Cl 4562562 amp 72 Hour Notice 4562582 Facilities Roger Dodgers 762625 cheduling Idurbin 3 6 2011 When a search is done ona single document type the Document Results may return with a list of documents found with the criteria that was included in the search Each of these documents may belong in different paths Advanced Search Both Document and Folder Data ID webArchive 3 40 25 A Welcome MSFWiidurbin Document Type 5 PermitNumber 2 Result Type Search For Document v Search 2 Search Where Folder Fields Document Fields UST Folder Typa Document Type Facility X 72 Hour Notice s Facilities Facility Number Permit Number Workflow Queues 123 Facility Name Search Reset Address gege e oY Sall pp O Li Name Type FacilityNurnber FacilityName Address County OwnerName FileArchiveLocation Permitttumber By Updated 100 Facilities Bob s Bait 10110 m aon 1234ZQ me Marine Griggsville 10110 op
126. marked Dropped are deleted Batch Scanning Page 2 Dropped Dropped page Batches View In Batch Scanning the Batches view displays the list of batches that have been scanned or imported into the imaging application and stored locally Only the user that was logged into the application at the time the items were brought into the system can see the batches in this grid Functionality within the Batches view e Displays a grid with the list of batches that have been scanned or imported into the ID webArchive e A focus indicator pointing to which batch is loaded in the application for viewing e The Batch Name Batch Type and Indexing Queue fields can be altered from the grid e Delete unwanted batches from the grid e Any of the columns with the Filter button can be filtered z on when searching for a particular batch or batches e A Filter Builder for advanced filtering e Columns that don t have the filter option can be sorted by ascending or descending order by clicking on a column without the Filter button An up L arrow for ascending or down L arrow for descending will display in the column header to show how the list is sorted e Column order can be rearranged 37 ID webArchive 3 4 1 User Manual e Filtering sort order and column layout are stored for each user settings 3 mj xX P IDWebArchive 3 4 Development Fe_teb CUNT mbna lt Document PanelBa
127. ments are listed below the folder You will only see the Document Types that you have access rights to Moving a document back to an Indexing Queue Browse History x Route B ABC University TE Student Records alin Current Students 1 Highlight document 2 Right mouse click SIGI B Dowright Duddy 10000004 TE aea Records 2008 10 02 Copy r Cut x Delete Move back to Indexing 115 ID webArchive 3 4 1 User Manual 3 Select Move Back to Index Queue 4 From the drop down select the Index Queue Note Documents that are sent back to an Indexing Queue are sent back as an Unknown Document Type The Document Type of Unknown will need to be allowed in the Indexing Queue in order to be able to send a document back to indexing For further information please ask your ID webArchive software administrator Note This option is not available on documents that are currently ina Workflow Queue The documents reference in the Workflow Queue will need to be deleted and then the document can be sent back into an Indexing Queue See the Workflow section for further information Clearing Items From Browse History ABC University lee Report Queues H Reports JE Student Records JS Curent Students 2 Addams Gomez Lester 7 gt 2 6 ETATIS Admission En Refresh EJ Admissior 17 Admissio LE Admissio Clear Children ai Applicat CS Move E Applicatic E Applicatie E App
128. n Client component a user will be able to retrieve documents make data value changes on documents and perform workflow duties ID WebArchive Imaging Log On Windows Internet Explorer JS 7 e http ftest2 34010 Account LogOn ReturnUrl 2F g A D mb Ey Page G Took zeg C di E ID Wweb rchive Imaging Log On ID WebArchive Imaging Log On Mozilla Firefox Sele mi GS X a httpiitest2 34010 Account LogOn ReturnUrl 2f bk ID WebArchive Imaging Log On Le Log On IDWebArc ID WebArchive Imaging Log On Sc Please enter your user Log On Account LogOn rReturnUrnl Please enter your userna IDWebArchive 3 40 89 Login _ Account Please enter your usg User Name Log On Accou E Remember me Please enter your username and password o Remember me User Name Password O Remember me Account Information User Name Password o Remember me Logging into ID webArchive using the Thin Client 1 Enter the path to the application in the browser s URL field 2 Enter a login id in the User Name field 3 Enter a password 138 Thin Client 4 Click on the Log In button 5 Select Domain IDWebArchive 3 4 0 2 Renee ABC University e ABC Univ
129. n added that allow users to personalize the appearance of the application scanners using TWAIN in 3 4 now have the same opportunity as ISIS to use the Post Processing options A list of System defined reports have been added Role access to individual report types is defined in Administration Reports can be created in Browse mode or configured to run periodically using the Job Schedule ID webArchive 3 4 1 User Manual e A PDF Viewer has been added for viewing native PDF documents e OCR has been enhanced to allow multi threaded processing e An add in process for OCR and OMR ability e An add in import process that allows our Virtual Print driver to print directly into an Indexing Queue from other applications e Full text search capability on documents that have been OCR into the system e Full text search is also available on a document s Note field e Full Text search Field Type e The ability to search on a date range if the document has a date Field Type defined e Thumbnail views have been integrated into the Batch Indexing Batch Scanning Scan Index modules and inthe Browse Search Viewer window e Versioning of documents e Existing documents may be appended to as an amendment as an addendum or they may be replaced e Users can now customize their own personal settings and the settings will be remembered the next time that user logs into the application e New layout for indexing and scanning that can be customized e ISI
130. n now select multiple documents from the Browse History tree and export them to a single PDF file Added Copy and Paste As in Browse A Copy and Paste As function has been added to the Browse History tree Users will now have the ability to copy document s from one type of folder and paste them as a different type of document into the same folder or a different folder Document types that can be pasted will be determined by the types that are allowed in the parent folder being pasted into Multiple documents may be included in a single Copy transaction All the documents included from the Copy will be saved as the document type that is selected when doing the Paste As No field values are copied with the document The name of the document remains the same as before the Paste As until field data is changed Added in 3 4 0 24 Added Refresh at Workflow Queues The ability to refresh all the workflow queues that a user logged into the application has rights to has been added To use this feature right mouse click on Workflow Queues in Browse History and select Refresh Workflow Route and Save In the past users had to save any changes made to a workflow document before being able to route it on to its next step in the workflow Now the Route option both saves any changes made and routes the workflow item Document Type and Index Combined In past versions on the Indexing Fields panel Document Type and Index have been separate drop ID web
131. nd can have metadata fields When coupled with field level security you can use cover sheets for sign ofts Conditional routing makes it possible for the document package to be routed to one queue if approved or another if rejected Cover sheets have their own security So you can allow someone to view documents as part of a cover sheet in workflow that they normally could not Send to Workflowalso allows a single document to be sent to a Workflow Queue without attaching it to a cover sheet For a single document the Document Type has to be allowed in the target Workflow Queue and the Role the user is a member of needs Insert rights on the Document Type within the Workflow Queue 108 Browse Mode EH Send to Workflow fe i CoverSheet1 en Avai 5 Yailable overSheet2 Coversheets Workflow Coversheet Workflow Queues Ca Current Students B Adams Andy 10000000 Documents Enter a title Academic Queue A Available Workflow B Academic Records 7 E eem Application Dual 2010 08 11 Queues the i College Transcript High Scho 7 Admission 2010 08 11 E Gomes Barney 20000000 Coversheet is D Academic Records allowed to be SE E Application Dual 20 routed to Smithe Sally 55555555 sen Co Acne Records E SendtoWorkow LD Foy Smithe Sammy 11111155 EGS Academic Records Admission 2010 08 The documents selected di Send to Workflow to be routed within t
132. ngs of Hearing Officer Final Consent Order Entered With Court Field Report Memorandum of Judgement Memorandum of Judgement Batch Memorandum of Judgement Batch Unknown Microsoft Office Outlook Memo Style Email Microsoft Word Document1 Unknown Microsoft Word Document1 Unknown Microsoft Word Document1 Batch Batch Batch Batch d NW itt el ij i mt DEEEEEEEEEEEEEEEEEE bei Record 17 of 34 Ell lala Command Toolbar Within the Batch Indexing the Command Toolbar helps to navigate through the batches in the list save items from the indexing queue or delete a batch from the list Save Select Restore Default CR Deg ed Save All Saves all pages in a batch to a single document Save Selected Saves the selected pages to a single document 61 ID webArchive 3 4 1 User Manual Restore default layoui Restores the views in the screen layout to their default location The default layout is not configurable per user setting Index Fields View Retains folder and or document field values between indexing saves when checked Document Index AAC Adult Arrest Card Incdent Rep e Document Type Index Combo box drop down Data Is required in fields where the Field Type Is displayed in bald font Date Control drop down E Arrest BH
133. nt View displays the image for the currently selected thumbnail The image in the view window can be manipulated for rotation brightness and contrast 46 Deskew only e Despeckle Be black amp white only available tiff images HH with black amp available with Page 5 Page 6 mW Page 8 Page 9 LE Rotate Image Deskew Image This option is not available on color or gray scale images Despeckle This option is not available on color or gray scale images gt ids ten E All ins Can also specify Ali white tiff images User Role Report This report shows the roles and propertics defined in a domain and which users are assigned this role Parameters _Name Control Type Data Type xs _Dor amain n Name 8 aech scroll box e String Dos Domainid g Integer Report Layout User Roles for Domain Name 611 2008 S Role Name Role functions listed with checkboxes browse index scan scan index i User Name Login ld Active System Admin John User Le ar Structure Definition Report List the structural components defined m a domam Parameters Name Control Type Data Type Domain Name Dropdown List Suing Si Domamh S Integer oe es ie ae oe EE Repost Layout Domain name Indexed Structure Report SS a ee eee Folder Name Active Search Target Type
134. nt with markups Print with Annotations option should be checked 3 Selecting Print All with print all the pages of the document or 4 Print Selected will print only those pages of the thumbnails that have been highlighted X Click on the Save button in order to save any Markups or Page Notes that have been added To add a Note both folder and document levels 1 Click on the Notes tab 2 Click on the sign el Created By Idurbin Created Date 2010 10 13 03 11 55 Notes may be Note Add a document note here added to both Created By Idurbin folder and document levels Created By Idurbin Created Date 2010 10 13 03 11 55 Note Add a document note here W 4 Recordiofi gt M v xX J Notes Thumbnails Workflow History M4 4 Recordiof2 gt Wty X 3 Enter text in the text area 4 Click on the check mark to save the note NOTE on printing Printing pages with markups that are saved can use either Print button on the Document or Thumbnail View Printing pages with markups that are not saved use the Print button on the Document Viewer Printing page without markups that are saved use Historical version and print with either the Document or Thumbnail View Print button Page Text 133 ID webArchive 3 4 1 User Manual Search OSFM Email 03 01 2011 Fields From Jeff Wheato ent Thursday March 24 2011 8 37 penen r AM To Laura Durbin Cc A ONE AP Reeg janet patt
135. opment Fie Help ABC University Theme Change Password FF Docume D me Documer e e Jl Ae a Logout Ke wae S kA a Change Password x Exit 2 Old Password OK Cancel 1 When the application is open 2 From the File menu select Change Password 3 The Change Password dialog will display 4 Enter the old password in the Old Password field 11 ID webArchive 3 4 1 User Manual 5 Enter a new password in the New Password field and re enter the same password in the Retype New Password field 6 Click on the OK button W Validation on a New Password must match the regular expression set in Environment in the Administration Mode Both New Password and Retype Password must be the same 12 Modes Views and Main Menu Modes Views and Main Menu Understanding Views within Modes A view is a container for other control items The control items within a view are treated as a unit some views may provide several properties that allow you to customize the behavior and display of its contents Only one mode can be active at one time Either the Batch Scanning or the Batch Indexing mode can be active not both at the same time Functionality within each Mode Browse F5 e Items already indexed can be found by performing a quick or more advanced data search through Browse Mode e Annotations and Markups can be made to document images e Edits made to documents and folder
136. orkflow Queves Academic Queue A Workflow Queves Academic Queue A Workflow Queves Academic Queue A Workflow Queves Academic Queue A Workflow Queves Academic Queue A Workflow Queves Academic Queue A Workflow Queves Academic Queue A Workflow Queues Academic Queue A Workflow Queves Academic Queue A Workflow Queves Academic Queue A Workflow Queues Academic Queue A Workflow Queves Academic Queue A Workflow Queves Academic Queue A Workflow Queves Academic Queue A Workflow Queves Academic Queue A Workflow Queves Academic Queue A Search for a single document type within a Workflow Queue Welcome tdurtin Logout A Updated By 2 jbowman Idurbin Idurbin Idurbin fahnum jbowman Idurbin Idurbin jbowman flahnum nglessner flahnum dahnum jbowman jbowman Idurbin Idurbin jbowman jbowman ibowman Last Updated 29 2011 12 9 2070 12 9 2010 12 1 2010 2 3 2011 2 4 2011 318 2011 18 2011 4 12 2011 2 3 2011 4 12 2011 4 12 2011 4 12 2011 12 9 2010 1209 2010 12 10 2010 12 9 2010 1209 2010 12 10 2010 12 70 2010 Si 1 Inthe Search Where section select a Workflow Queue The top level of Workflow Queues may to returned 2 Select a Document Type from the drop down list also be selected if you want all the documents in all the Workflow Queues that you have access 3 Click on the Search button The fields associated with that document type are displayed in the 150 Document Results RS Document SS DocD
137. ory View users can open the documents that have been retrieved through the Search View They can also expand search target folders to browse through all the documents that they have security rights to that have been indexed to that folder Each time a record is highlighted in the Search Results tab itis added to the tree view in Browse History and remains in the view until the Browse History s Clear button is executed or you close the application This allows you to see a history of the records that you have viewed in this Browse Search mode s session The items will remain even if you move to another mode and return 105 ID webArchive 3 4 1 User Manual Workflow operations are also done through Browse History using the Workflow Queues node Users who have the correct Role access can create reports using the Report Queue node Browse History Tree ID webArchive Version 3 4 has hierarchical security which uses Roles to specify predetermined security access for users Not all of the following may be available to each and every user that logs into the system Folder Context Menu Options Highlight a folder level item and right click on the folder A list of menu items are displayed Users who do not belong to a Role that has access to the next level down or a Role that has rights to Move Paste or Delete may not see some of the options in the context menu DTU SE MISCO y i SS ABC University GU Report Queues 8 7 Student Records
138. p a standard algorithm for lossless compression of still images 30 Batch Scanning Jpeg Joint Photographic Experts Group a commonly used standard method of compression for photographic images Jpeg2000 a wavelet based image compression standard Png Portable Network Graphics supports both color and grayscale color format Tiff Tagged Image File Format one of the most popular and flexible of the current raster file formats Gif Graphics Interchange Format 6 Select a Resolution from the drop down Res 75x 75 Res200x200 Res400x400 Res100x100 Res240x240 Res500x500 Res150x150 Res300x300 Res600x600 Keep in mind that the higher the resolution used to scan items the larger the file size This may be a concern for several reasons First the larger the file the more storage space on the server is being used Second the larger the file the longer it will take to retrieve and load the image from the server into the viewer 7 Inthe Scan Post Processing select any of the options that are needed for the new profile Deskew will auto straighten the image if the page went through the scanner at a slant Despeckle removes specs scratches or other noise from images without blurring the edges Border Removal automatically crops black and gray borders from the image Blank Page Detection The imaging application will automatically detect when a blank page has been scanned and will mark it as Dropped under
139. pages to the hopper select the Yes button e Choose the No button if all the sheets in the batch have been scanned For additional information on functions and settings in Batch Scanning see the Batch Scanning section To Index see Indexing A Batch in Batch Indexing starting with Step 2 90 Browse Mode Browse Mode rowse Mode Browse History Setting up and saving an Document View Advanced Search Fields View Thumbnails View Search View Workflow History Search Criteria Search Results In Browse Mode users are able to search for items that have been previously indexed into the system Searches are done by Folder or Document name or with a more complex search using Field Type values associated with the Folder or Document In Browse they can also view images add markups to images and change Field Type values on Folders and Documents The views available in Browse Mode are Browse History Workflow History Thumbnails Notes Fields Document and Search Views To access Browse click on the Browse icon or use the F9 function key on your keyboard 91 ID webArchive 3 4 1 User Manual Bb IDWebArchive 3 4 Test File Help ABC University College Transcript High School 2010 08 Queues Academic Queue A Academic Queue B Admissions Review WFQ Search Document Notes For Search Document Text For Search Type Document Max Results f j Folder Criteria i BankName Folder Type B Student Records i i
140. partial or non unique field value may ne return multiple results Ifthe record needed or no Document Fields record at all is returned a Academic Year 2010 S new one will need to be Doc Date created Hall sl Reviewed Multiple Results Returned LH Clear Using the Clear button clears the indexing fields of any data allowing for a new search Document Level Indexing Fields The data entered in these fields will be used to identify the document and aids in finding the document for viewing after it has been saved to its associated record 64 Batch Indexing Field labels that are in bold type are required to have data entered in the fields Document Fields Using the Date Control May eel a a 5 MTW T F 29 30 1 2 3 4 5 6 7 8 9 10 11 1 13 14 150i 17 16 19 ZU 21 22 23 24 75 26 ef 2o 29 30 31 1 2 3 4 5 6 ZG Today Clear The arrows on either side of the month May i will move through the months The arrows on either side of the year value z003 will move through the years The Today button will enter today s date Ted The Clear button will clear any entry made in the date field _ Clear Thumbnails View The Thumbnail View in Batch Indexing looks like the one in Batch Scanning It will display all of the pages in a selected batch If there are a number of pages a scroll bar will appear on the right side of the thumbnail view The scroll bar allows you to search thro
141. pe is selected Document Search Type By default a Document Search Type returns Document Name Document Type Document Path Date Updated Updated By and Version Type Additional fields are returned when a Document Type is selected Located at the top with Browse mode s Search tab are two other tabs Document and Fields The Document which is labeled the name of the document and Fields tabs are operable after a search has been completed Pages of a document are viewed in the Document tab The Fields tab is where the meta data for the folder and document is displayed How To Using Search View Quick Search for a folder or document Quick Searches may be performed on the name of a folder or document that has been indexed 1 Onthe Search Criteria tab highlight the Search Path of the item being searched for E 95 ID webArchive 3 4 1 User Manual selecting a Search Path will narrow the search criteria for the query 3 Enter the name or partial name of the item being searched for a Search Document Notes For Search Document Text For Search Folder Notes For IT Search Criteria Search Results Search Path ABC University H Search Profile pagg Search Type Folder I Narrow the search by selecting a folder from the Search Path Quick Search on folder document name 2 Select whether you are searc
142. r search Document Notes For Available for Document Search Type A full text search capability on document notes search Document Text For Available for Document Search Type A full text search on documents that have been defined for Full Page OCR These documents are brought into the system and sent through the OCR process saving the entire text of the document 93 ID webArchive 3 4 1 User Manual Search Criteria Tab 94 search Path Selecting a folder in the Search Path will help narrow the search results search Profile Users can create an advanced search and save it ina Search Profile The profile is saved as a part of the users settings and is available for them to select when they are in Browse mode search Type There are two types of searches Folder and Document Folder Criteria a Folder Type may be selected for both a Folder and Document Type search Folder Type Displays a list of Folder Types that the user logged in has access to To do a search on a specific Folder Type select it from the drop down Folder Field Values When a Folder Type has been selected data fields display that are associated with that Folder Type Search criteria may be entered in as many fields as needed All of the field values are returned in the search results Document Criteria a Document Type may be selected only when doing a Document Type search Document Type Displays a list of Document Types that the user logged in has acces
143. rew Nancy 44 ABC University Business Office Security National Bank Feburary 29 ABC University Business Office Security National Be ABC University Student Records Current Students ABC University Student Records Curren ABC University Business Office West ABC University Student Records Curren ABC University Student Records Oprrent 1111155 ABC University Student R F son i eg Deleting a document User logged in must have delete authority on level being deleted 1 Right click on document or folder 2 Select Delete from menu Move a sub folder from one parent folder to another at the same level of the structure 110 Browse Mode 4 D ABC University d T Student Records a ai Current Students 4 3 Adams Andy 10000000 AL Academic Records 7 Application Residence Hall 2010 08 College Transcript High School 201 a A Drew Nancy 4 o BEZE 3 e Bees l Clear A Drew Nancy 4444444 d Academic Recora d s g Clear Children a Academic Records Evaluation g SES A Smithe Sally 55555555 4 Smithe Sally 55554 CF p EN eee 4 Smithe Sally 55555555 d Academic Records d Li Academic Record IS as Si SE S E A Academic Records Admission 2010 08 11 E Admissigp t A 7 Admission 2010 08 11 a Ki ABC University 443 Student Records 4 Lal Current Students 4 Adams Andy 10000000 d Academic Records College Transcript High School 201 A A Drew Nancy
144. rinter allows you to print from most any Windows application and sends each page of the file as animage to the selected Indexing Queue You may use the Virtual Printer to add any Document Type as long as you have the correct access rights to do so The ID webArchive Virtual Printer consists of two parts the print driver and the print queue both of which need to be installed locally on the client machine ou Queue Docu 0 x Import Queue ID WebArchive 3 3 Autolndes a Import Domain ABC University Cancel Document Type Evaluation Indexing Queue Academic Queue Barcode Mode C Don t Process Barcodes C Process Barcodes in Data Ce Process Barcode Separator Pages Output Format Ce Black and White C Color OCR Document Jh Auto Index Document ID webArchive Virtual Printer can also incorporate Barcode and OCR usage when printing Note Both the Barcode and OCR processes are add on s each needing its own server license Import Queue All instance s installed of ID webArchive 3 3 are displayed in the drop down list e g a test site and a production site pees instance of ID webArchive selected in Import Queue may have multiple domains Document Type Displays the Document Types that have been defined for use in the selected Domain Indexing Queue The number of Indexing Queues that the selected Document Type is allowed are listed in the drop down 153 ID webArchive 3 4 1 Us
145. rlight A Microsoft SQL Server 2008 MSF amp W Software Inc E 1 Notepad E WebArchive 3 4 Prod A NVIDIA Corporation A Oracle VM VirtualBox QuickTime When new builds of ID webArchive are installed on the server if a new version of the application is available on the server the user will see an install dialog appear similar to the original install Cancelling the update before the installation is complete may cause 19 ID webArchive 3 4 1 User Manual problems logging into the application If this happens uninstall the application and reinstall by opening Internet Explorer and using the application s url Shortcut Keys Switch Modes A Combination Browse Mode Shortcut Key Combination Reset Layout Ctrl R Batch Scan Mode Sema Combination Batch Index Mode Shortcut Key Combination Index All Ctrl Shift 20 Modes Views and Main Menu index Selected Clear Dr Delete Reset Layout Ctrl R Scan Index Mode E Combination Reset Layout Ctrl R 21 ID webArchive 3 4 1 User Manual Batch Scanning In Batch Scanning Setting Up Scan Options Batch Search Filter Builder Add a New Scan Profile Batch Column Headings Edit an Existing Scan Profile Document Viewer Thumbnails View Command Toolbar Functionality in Batches View Barcode Separator Page Importing Electronic Files Scanning a Batch Batch Search Filter Importing a Batch Understanding Batch
146. s e Tasks on documents being sent through Workflow are performed in Browse Mode Batch Scan F6 e Most often used for high volume scanning e Multiple batches can be scanned or imported into Scan Mode Batch Index F7 e Documents are indexed from batches in Index Mode e Most often used for high volume indexing on batches that were saved from Batch scan or imported through the import utility scan Index F8 e Document s can be scanned or imported and then indexed in a single Mode window e Multiple documents can be scanned or imported but indexed separately 13 ID webArchive 3 4 1 User Manual e Items are not retained in Scan Index when the user exits the mode Administration F9 e Domain Structure Roles and Users are created and maintained in Administration Mode Within the Batch Scanning are four views Scan Options Thumbnails Batches and Document Batch Indexing also has four views Indexing Fields Thumbnails Batches and Document Scan Index has four panes Indexing Fields Thumbnails Scan Options and Document K BHE File Help ABC University v Theme Caramel Enable Scheduled Upload 5 00 00 PM a Batches and Document views aye k E H Batches F Batch Unknown ZOE ls are tab docked EN a 5 Batch Mame Batch Type Indexing Queue Pages Batch Date OCR Auto Index Ps Batch Unknown Academic Queue 6 2010 06
147. s are stored ID webArchive 3 4 uses a single sign on access using Windows login When the application is opened you will see one or more of the 5 mode icons that make up ID webArchive displayed down the left side of the application window You will only see the mode s that you have access rights to Selecting one of the icons with the click of the mouse will open the mode Only one mode may be active at a time Only users that belongs to ID webArchive s administration role will see the Administration Mode icon when they log into ID webArchive W Roles are configured in Administration Mode and used to control security access to the different modes in ID webArchive and the hierarchical structure where documents are stored If you are unable to access a mode or structure level please contact your ID webArchive administrator Opening ID webArchive 1 Click on Windows Start button 2 Select All Programs 3 Select MSF amp W Software Inc 4 Select the application name e g IDWebArchive 3 4 prod 10 Introduction I D VW E b A rc h ve Document Imaging MSFRW Software ID webArchive s splash screen will display while the application is loading You will need a login id and password to access the application You may not receive a login dialog if your business is using the Auto Login setting The Auto Login setting verifies that your Windows User ID is a valid user Change Your Password e 1DWebArchive 3 4 Devel
148. s to To do a search on a specific Document Type select it from the drop down Search Scope only available on Document Type search allowing searches on either current historical or both Document Field Values When a Document Type has been selected data fields display that are associated with that Document Type Search criteria may be entered in as many fields as needed All of the field values are returned in the search results Browse Mode d Search Application Dual 2010 08 11 E Fields db Search Document Name For Search Search Document Notes For Clear Values Search Document Text For Reset Search Criteria d Search Results 8 Search Path Search Profile MM lat Narrow the Pm ABC University Search Type Document v Max Results 100 4 search by Business Office selecting a Po Folder Criteria target i amp BankName EI location Financial Aid Office Folder Type EI E 5 Records gt E S el wo Current Students D t Crit J rchtved Students SE e i Academic Queue B Document Type Application EA Search Scope Current EA D j Admissions Review WFQ m i Final Approval Application Type ia i Registrar WFQ Reviewed Doc Date The field values of the Document Type selected are displayed in the Search Results Document State Note KJEE EE
149. searching for a particular batch the columns with a filter button located on its header bar may be used to filter the list of batches To invoke a filter click on the filter button and a drop down option dialog will open An option may be chosen from the list Additional filtering may be added when setting a filter on more than one column 41 ID webArchive 3 4 1 User Manual Batch Name Batch Type Indexing Queue Pages Batch Date OCH Auto Index gt Batch Epe customi 22 2010 04 07 05 49 39 922 Batch 3 2010 04 14 15 35 50 359 MF Batch Unk pplication 4 2010 05 14 11 22 16 572 Batch Uniglinknown D 2010 05 14 11 22 56 765 Batch Unknown Academic Queue D 2010 05 17 10 50 32 097 Batchhlame Application Academic Queue 12 2010 05 17 10 53 42 840 Filter by column e Choose Blanks for fields that may have been left blank at scan time e Non blanks will filter for any fields that are not blank e If advanced options are needed on that column the Custom option may be selected e All will be an option to select if there is already a filter set on the column Selecting All will be the equivalent to having no filter set on the column e Any other option in the list will be a unique column value When the Custom option is selected from a Column header such as the Batch Name column the Custom AutoFilter dialog box will open with the Column name displayed The image below shows the Custom Filter dialog There are sever
150. shape to where it is needed on the image To adjust the size of the markup 1 click on the markup 2 use the left mouse button to grab a corner or end 3 drag the object to obtain the correct measurement To ope in your own message using the Rubber Stamp click on the Rubber Stamp inthe input box next to Text type in the message hit the Enter key click on the face of the document oF W N adjust the size and position by using the mouse Note Rubber Stamp values can be added in Administration mode so that they appear in the drop down selection for all users who have rights to Markups To rotate a markup 1 click on the markup 2 with the mouse grab the green circle located above the top center of the markup and rotate To add text to a Text Box Post Note or Call Out 1 double click in the markup 2 enter text in textbox 3 click outside the textbox 1 Click on the markup 2 Click right mouse button 3 select Delete To print a document with Markups Markups do not need to be saved on the document in order for the document being printed to include them The Print button on the Document Viewer panel will print the current image including any markup even if the markup has not been saved The Print button on the Thumbnails panel allows a user to select whether or not to print the document with annotations 132 Browse Mode 1 Click the arrow next to the Print button 2 If printing the docume
151. t W Fits the image from side to side in the viewer Fits the image to from top of the viewer window to the bottom Displays the image to a percentage of its size in the viewer Enlarges the image being viewed Decreases the image being viewed Rotates the image 90 degrees to the left Rotates the image 90 degrees to the right Thin Client Any modification made to the image is not saved to the image until the 147 ID webArchive 3 4 1 User Manual image has been indexed The image is reset to its original position if you navigate to another batch before indexing Increase Brightness Increases the brightness of the image in the viewer Only functional on tiff images Decrease Brightness J Decreases the brightness of the image in the viewer Only functional on tiff images Increase Contrast Increases the contrast of the image in the viewer Only functional on tiff images Decrease Contrast Decreases the contrast of the image in the viewer Only functional on tiff images Print Prints the current image in the viewer Field Properties Displays the field data of the current document Save Print POF Document Document Selected Export Properties Notes to PDF Saves any changes made to the document Using the Print icon will print the selected pages of the document to a pdf Exports the entire document to a pdf file Save Saves any edits that have been made to the image
152. tch E ii Panel Upload 5 00 00 PM Si Panel KL SO EE Scan Options H Thumbnails q Zen EI ascending or w Batches Batch Unknown 2010 06 23 12 45 40 827 a d g Ka ma Tr ease Batch Type renge ke sachoate C bo ato nde DE Unknown Academic Oueue ZK 6 2010 06 23 12 45 40 827 IT Batch Gr nknown 23 12 52 07 923 focus UnPaown 5 23 15 41 21 469 indicator Evaluatidg Academic Queue 3 2010 06 23 15 47 49 693 C Scan New Batch For Auto Indexing Dueue 1 2010 06 23 15 48 06 396 UEL 6 2010 06 23 15 48 12 334 C Scan New Batch For OCR App Page Mode Simplex CR m dus gt SESCH b Batch Scan f Sue 10 2010 06 23 15 48 31 210 otation one v m Batch plication Acade 15 2010 06 23 15 49 00 148 scan riveri 515 m Batch AdmissionForm Academic Queue 1 2010 06 23 15 49 46 259 m Batch Application Academic Queue 6 2010 06 23 15 49 51 556 m Batch Evaluation Academic Queue 1 2010 06 23 15 50 10 744 i Batch Application Academic Queue 2 2010 06 23 15 50 16 151 i Batch Unknown Academic Queue 22 2010 06 23 16 35 44 802 m Batch Unknown Academic Queue 0 2010 06 25 15 27 36 881 i Batch Unknown Academic Queue 1 2010 06 25 15 27 52 052 First Batch Previous Navigation Delete Batch End Edit Cancel Edit AES SEES pee o Batch Name Batch Batch Type Unknown Queue Academic Queue Scan Profile Black And White Lo O Process Barcode Separator
153. tch Scanning During the save from Batch scanning the image files are sent from the local machine and saved to the server Once batches are saved on the server they are viewable in the Batch Indexing Mode for any user on the network that has the correct security access 1 Select Batch Scan to open Batch Scanning 2 Type inthe Batch Name Batch Name Batch Batch Type Unknown s o QUEUE Academic Queue hi 3 Select the Batch Type 4 Select the Indexing Queue 5 Click on the Import icon Va For additional information on importing see Batches View in Batch Scanning section Note Clicking on the Cancel button will close the Import dialog window canceling any files that had been selected for import 58 Batch Scanning z EJE Balic _ Convert PDF s FOIA folder structuz _ Convert Multipage TIFF s gt third party structur _ Convert to Black amp White Look x C My Docurmerts v f Ce f case structure jpg Q00wnboads SB GhobalicerDict od ogo SS nMGhkbalicerDict adu My Recert Cd irkeg ation Services Scrigt Componerk G2 lDocType Documents Alte atin Serves Soig Task TS PC kerseet Pres Rb Batch Navigation PE Import Dialog Window 6 Click Add Files C to open a Windows dialog to select where the files to import are located To remove a file from
154. ted from the filter drop down list e Batch Type is the type of batch that was selected from the Batch Type field for the batch record The list of batches can be filtered by Batch Type when a batch type is selected from the filter drop down list Note Batch Types are Document Type names e Batch Date is a timestamp that the system adds to the batch record at the time it was scanned The list of batches can be sorted by clicking on the Sort arrow s Indexing Queue is the queue that was selected from the Indexing Queue option for that batch record The Indexing Queue can be used to filter the list of batches 45 ID webArchive 3 4 1 User Manual Batch Name Batch Type Indexing Queue Pages Batch Date FY OCR Auto Index gt BatchName Application Academic Queue 12 2010 05 17 10 53 42 840 Batch ae Unknown Academic Queue D 2010 05 17 10 50 32 097 Batch Unknown Academic Queue 6 2010 05 14 11 22 56 765 Batch Unknown Academic Queue d 7010 05 14 11 22 16 572 Batch Application Academic Queue 3 2010 04 14 15 35 50 359 Batch Unknown Academic Queue 22 2010 04 07 08 49 39 922 e Page Count is the number of pages that are in the batch record e OCR State if checked indicates an attempt will be made to OCR the batch after it is saved to the server e Auto Index State if checked indicates that the batch should be auto indexed after it is saved to the server Document View Viewing Images The Docume
155. ter ppi image A pixel is often referred to as a dot A set of data defining functionality Redaction A method of blocking out specific information located on an image Resolution The number of pixels per inch or dots per inch in a digital file The more pixels per inch the more information held in the file the higher the resolution 159 ID webArchive 3 4 1 User Manual and the larger the file size Reverse Duplex Captures both sides of a page during scanning when the back side of the page is rotated 180 degrees from the front The process of passing paper items through a scan device converting each item to a digital file form such as tiff or jpg simplex Scanning only the front side of pages A small rotation of the image that occurs during scanning when pages don t feed properly View A container for control items The control items within a view are treated as a unit The view provides several properties that may allow you to customize the behavior and display of its contents Most views are allowed to dock or float Some views allow for auto hide or pinned 160 Workstation Requirements Workstation Requirements indows 2000 Pentium Ill 400 512 MB 1 GB 40 GB 1024x768 high 3 5 SP1 E MHz color 32 bit Windows XP Pentium IV 1 1 GB 1 5 GB 40 GB 1024x768 high 3 5 SP1 GHz color 32 bit Windows 7 Pentium IV 1 6 1 5 GB 2 GB 80 GB 1024x768 high 3 5 SP1 GHz color 32 bit 128 MB graphic memor
156. the thumbnail view of that image tis useful to have the Despeckle option selected when scanning color and wanting Blank Page Detection Convert NonColor Used when scanning a mixed batch of color grayscale and black amp 31 ID webArchive 3 4 1 User Manual white Checking this option will enable the following settings Grayscale Saturation Default setting is 0 5 maximum value is 1 Grayscale Tolerance Default setting is 0 1 maximum value is 1 Output Format Options to save non color images within the batch are BlackAndWhite and GrayScalesgBit 8 Click the k as Save button on the toolbar when all the properties have been set for the new profile gt gt It may be necessary to experiment with the settings on each scanner being used to obtain the desired result Edit an existing profile 1 Select the ellipse button k next to the Scan Profile on the Scan Options panel The Scan Profile dialog window will open 2 Highlight the profile either by using the left mouse button and clicking on the desired profile or by using the blue arrows to move through the list to select the profile Save 3 Make the necessary changes and click the save button located on the toolbar 4 lf none of the changes are to be saved click the gt Cancel button located on the toolbar 5 If the profile is to be deleted click on the Remove button located on the toolbar To add a new or edit an existing Scan Profile
157. to filter on any of the text shown in columns in the Document Results section Click on subfolder link to D show the subfolder s _ gibility and Deductibility documents B am Pages Safety Toob Notifications zm Operations E Name e a Last a P achite H tng r Administrative Order 1995 12 19 Administrative Order geren RR 12141995 vwapin 3 15 2011 E E Administrative Order 1998 03 10 a Administrative Order Zeene disti SMARTIN 3 15 2011 F AGO Letter 2002 02 05 Letter earner Idurbin 3 22 2011 r Amended Complaint 2000 01 11 o Amended Complaint Zeg ISO durbin 3 15 2011 Appropriation Transfer Authorization Appropriation Transfer Facilities F 2000 30 Authorization Penalty SMARTIN 2 l Delete Refund Or Change 2009 08 21 Delete Refund Or Change Facilities SMARTIN Use the Filter to WPenalty alo Enforcement Inspection Facilities Enforcement Inspection Log 1993 12 14 Log Watial Er C Enforcement inspection Log 1998 03 05 Enforcement Inspection Facilities Log Enforcer Idurbin display only documents from a F Final Notice Letter 1996 07 11 a Final Notice Letter me single subfolder F IEPA Letter 2009 06 22 eg rh r EPALe GG d r instalime Mame D r DEE AGO Letter 200302105 Letter E SE Idurbin 3 22 2011 a 20002 GER EEN een _ EE Penalty Payments SRIAN SMISAO r WE Dejate Refund Or Change 2009 08 21 a
158. transcript should be faxed Rotate Image Clockwise Rotates the image 90 degrees to the right 75 ID webArchive 3 4 1 User Manual un EN Counter Clockwise Rotates the image 90 degrees to the left Deskew Image Makes corrections to images that have been scanned in and are distorted from their true value or symmetrical form y NOTE Deskew turns the image to black and white before making corrections Once an image has been turned to black and white it can not be turned back to color or grayscale Any modification made to the rotation or deskewing of the image is not saved to the image until the image has been indexed The image is reset to its original position if you navigate to another batch before indexing Print Prints the current image in the viewer Page Properties Displays the properties of the current image dP Original File Name None Multipage False a Page Number Image Type Tiff Image Path 45194164 781381637 becta 7F09 4Fc8 bdS1 ba61 bfev ober Image File Name OdaGabFd 791 4 4c6b be22 840ba7bb26rb tmp Image Size oo Last Updated 46 2010 Version AS E Page Id 45 Document Id 38 EE o o o O E Dirnsray E Graw 15 Darktr aw CC Silver CC Lightoray C Gainsboro C white RosyBrown E IndianRed 76 Fit to page D a Fit to Height Fit to Width Pan TER Copy Selection Zoom Area if I l ba e e Ke Image Zoom
159. ts its purpose Features of ID webArchive Version 3 4 e Along with our Click once deployment we now have an add in Thin Client component for the application With the Thin Client component the user will be able to retrieve documents make data value changes on documents and perform workflow duties e Users will now have the ability to route multiple documents within a given workflow queue simultaneously within Thin Client version This routing will utilize the automated routing rules in place for the documents selected e 3 4 now has an Environment Setting Auto Login that will synchronize the user accounts with Windows Active Directory login accounts This enables users logged into the domain a single sign on e An auto log out Environment Setting Inactivity Logout Minutes has been added that will log a user out of the application after the specified number of minutes of inactivity e An Environment Setting Use Active Directory Login that if set to true requires their AD login and Introduction password when the login dialog appears 3 4 expands the availability of keyboard shortcuts for many of the most common functions This extends to keyboard navigation of the thumbnails and of the images in the view panel Regarding the latter there will be a next and previous navigation via the up and down cursor keys Cover Sheets are a new function in 3 4 Cover Sheets allow a user to bundle one or more documents and send them to a workflow
160. ugh the thumbnails using the mouse You 65 ID webArchive 3 4 1 User Manual may also reorder the location of a thumbnail within a batch by highlighting the thumbnail and using the reordering arrows at the top of the Thumbnail view Select Gro o Thumbnail Eiere Thumbnail Move Image D owr E a d Print With annotations Thumbnail Navigation Frink Selected KR There are two sets of arrows for navigating files within a single batch The first set will move you through the thumbnails The larger green set will move the selected image within the batch You may also use the mouse to drag and drop the image to reorder the pages Select Previous Thum Selects the previous thumbnail in the batch Select Next Thumbnai Selects the next thumbnail in the batch Move Image Up Moves the selected image up one position in the batch Move Image Down Moves the selected image down one position in the batch Print Print With Annotations Allows the user to print the image with annotations Print All Will print all the images in the selected batch Print Selected Will print the selected image Delete Marke the thumbnail Delete that is selected from the batch The page will not be saved with the document when indexed 66 Batch Indexing The Thumbnail View in Batch Indexing does not give you the ability to Insert Import or Insert Scan like in Batch Scan Instead of marking a page as
161. ut from inactivity a login dialog will display for you to log back in Your Windows password may be different than your ID webArchive password If you re unable to remember you ID webArchive password closing and restarting the application should reopen it 162 How do I Use Active Directory Ask an ID webArchive administrator to verify that you are in the user list and that your userid is ina domain role and the role has rights to at least one mode Use Active Directory and Auto Login Automatically logs you in using your Active Directory login and password Ask an ID webArchive administrator to verify that you are in the user list and that your userid is ina domain role and the role has rights to at least one mode When the application times out from inactivity a login dialog will display for you to log back in Use your Active Directory login and password to log back in After a user logs in and the screen is blank Verify that a domain is selected from the Domain drop down in the upper left corner Inactivity Logout The default time setting for logging a user out of the application from inactivity is 60 minutes This may be changed in the Environment Settings by an ID webArchive administrator If you have a panel or view disappear from one of the modes Batch Scan Batch Index Scan Index Browse Click on the Reset Layout button located in the upper left corner next to the Save button This is usually caused by dragging the pane
162. ve 3 4 1 User Manual For further information on OCR refer to the Administration Manual Page Page Mode gives you the ability to choose the type of pages in the batch that are Mode to be scanned in Flatbed The Flatoed can be used when there is one page one sided item or when an item in the batch cannot be sent through the scanner s hopper simplex Choose Simplex when the batch being scanned is single sided Duplex Choose Duplex when the batch needs to have both sides of the pages scanned If there are blank sides on some of the pages the blank page detection routine will mark them as Dropped in the thumbnail caption If the page is not to be dropped right click on the thumbnail and select Dropped from the list this removes the Dropped from the page number The Dropped acts as a toggle Reverse Duplex Reverse Duplex captures both sides of the pages in the batch when one side is rotated 180 degrees from the other This allows the viewer to view both sides without having to rotate one side Rotation None No rotation on the page being scanned 90 Degrees When scanning pages printed in landscape this setting will rotate so that the image is positioned correctly in the viewer 180 Degrees Rotates the page being scanned 180 degrees 2 0 Degrees Rotates the page being scanned 270 degrees Scan TWAIN Twain is a free industry standard driver that comes with most major Driver scanners ISIS Standard interface driv
163. width of the viewer When the page being viewed is larger than the viewer Pan allows the user to move the page around within the viewer window Allows the user to select a string of text within the pdf document if it is a text paf Enlarges the current page Reduces the current page Batch Indexing Zoom Area Allows the user to select an area that increases in size for viewing Previous Page Displays the previous page in the file 3 Next Page Displays the next page in the file Search A dialog displays allowing the user to enter a string of text to be searched for D Search For _ Match Case _ Match Whole Word D I Markups A role that has access to the index queue and the document type within the queue will need Markups and Update authorization set on the document type in order to add Markups 79 ID webArchive 3 4 1 User Manual ES Dinsray EH Gr aw EC Darktr aw CC Silver C Lightoray C Gainsboro C WhiteSmoke C White Ros Brown E IndianRed Rectangle _ Highlite ris z SS te Image of ek Oe Callout Text Type your own Rubber stamp message Rubber Stamp Redaction Confidential Draft Grand Ti Important Select a custom color for the Markup from the drop down Click on the Markup button to activate Use the mouse to add the markup to the image Click on the
164. window e To remove a condition group click on the delete icon at the end of the group that you want to delete e Clicking on the Apply button will invoke the filter and leave the Filter Builder window open e Clicking on the Ok button will invoke the filter and close the Filter Builder window e The Cancel button cancels any selections made does not invoke the filter and closes the Filter Builder window 44 Batch Scanning Use the Insert or Add key Adds a new condition to this group Re Filter Edito And Batch Type Equals Unknown E Batch Name Ce i Filter Fep Batch Type Enter a value to search for And Indexing Queue L d H Batch Type Equals Unknown E Removes the condition Select column heading Equals Operand Does not equal pel options gt Is greater than 2 Is greater than or equal to Ts less than amp 1s less than or equal to A Is between AE Is not between abe Contains ach Does not contain OK A Cancel tt Apply jb Begins with Di Ends with axe Is like axe Ts not like Is blank Is not blank o Is any of 5 none of i Building a filter in Batch Scanning Column Headings e Batch Name displays the name entered in the Batch Name field on the Scan Options view for that batch record The list of batches can be filtered by Batch Name when a batch name is selec
165. x 24 Oa Scan Scan Profile 29 Scan Index 87 Scan Options Auto Indexing 24 Batch Name 24 Batch Type 24 Indexing Queue 24 Page Mode 24 Scanner Scan Driver 24 scanner Settings 24 Select Scanner 24 Scanning 89 Scanning a Batch 56 Search advanced 95 140 criteria 95 140 profile 95 quick 95 140 results 95 140 setup 95 Index 167 ID webArchive 3 4 1 User Manual Search Criteria 95 Search Profile 95 Search Results 95 Search Setup 95 Simplex 24 T Thin Client 138 Thumbnail Navigation In Batch Scan Mode 32 Thumbnail View in Batch Indexing 65 Thumbnail View in Batch Indexing Delete 65 Thumbnails in Batch Scanning Delete 32 Dropped 32 Import Inset 32 In Batch Scan Mode 32 Scan Inset 32 V Version Current 95 Prevous 95 W Working in Scan Index 89 168
166. xt field Auto Index Document Needed to Auto Index e Barcode Process How To Using Virtual Printer From the working application 154 Printer Name E VWofficel ID 4050 ei Properties eet eb Status e 3 i T pE A VWofficel ip LaserJet P2015 Series PCL 6 Find Printer where CH Print to File Comment CA Adobe PDF Manual duplex Page range 7 fall e EE Virtual Printer 2 Current Bes Pages ga Microsoft Office Document Image Writer N Type pay ranges a Microsoft Office Live Meeting Document Writer From thes section For example type 1 3 5 12 or plsl pls2 plss pess Print what Document zoom Print Al pages in range Pages per sheet f Page Scale to paper size ho Scaling Select Virtual Printer 1 Select the ID webArchive Virtual Printer from the Printer dialog 2 Click OK Queue Document dialog opens ID wWebArchive 3 3 IO Webarchive Virtual Printer DA IOWrebarchive 3 3 Autolndex ID Web rchive 3 3 Demo HE Queue Document Micros E IO Webarchive 3 3 HighSchoolT ranecript miport Application Domain ABC University Document Type Evaluation Se LifeStwlePreferenceF orm Indexing Queue Academic Queue S Unknown Barcode Mode C Don t Process Barcodes Academic Queue C Process Barcodes in Data Ce Process Barcode Separator Pages Output Format Ce Black and White Color IT OCR
167. y the documents within a single sub folder click on that sub folder link in the Name column You can also type in the sub folder name in the Filter text box located in the upper right above the Document Results Using the Filter text box will result in the grid showing only those items that contain the text being typed whether it is inthe Name Document Type or is a part of the Path Document Search Quick Search Document 142 Thin Client 1 Result Type select Document 2 search Where select a folder level from the tree 3 Search For enter the document name in the data field For partial data add the percent sign as a wildcard 4 Click the Search button Advanced Search Document ID webArchive 3 40 25 ene UST Welcome MSFWildurbin Result Type Search For Document v Search O 2 g Search Where Folder Fields Document Fields ust Folder Type Document Type v Administrative Orde e 1 Facilities Date D Workflow Queues 2 08 1997 K Privilege Type Search _6 oesot O is o v A Last Ze geg ES Updated Facilities Roger Dodgers 762625 Enforcement 77777777 t iia Administrative Order Final Notice kabia JAZNI Advanced Document Search Document Type Administrative Order Administrative C 02 08 1997 ujn Order 1 Result Type select Document 2 Search Where select a folder level from the tree 3 Document Fields Document Type select a document type fro

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