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Manual for ScanFile Version 8

1. ScanFile User Guide Canon DR 5020 5080C amp 5060F Additionally document skew is automatically corrected during the document feed process from the 500 sheet paper feed tray The DR 5060F incorporates an inbuilt microfilm camera The DR 5020 supports black amp white scanning whilst the DR 5080c supports several modes up to a maximum 24 bit colour The maximum scanning resolution for both of these scanners is 400dpi The DR 5060F supports black amp white scanning only with a maximum scanning resolution of 300dpi Pre and post document endorsers are options which can be added to the scanners A Barcode decoder can also be included as an option Document specifications are e Width 55mm to 297mm e Length 70mm to 432mm e Thickness 0 06mm to 0 15mm 0 05 to 0 2mm Manual Feed Scanner Configuration There are many options that can be selected for the scanners and these are split over several option screens which are selected from Scanner Setup The most used options are collected together on the first screen displayed when Scanner Setup is selected The following screen shows the first screen displayed when choosing Scanner Setup for the Canon DR 5060F This has an additional option to the setup screen for the DR5020 80c allowing the film position to be saved to a folder field but apart from that the screen has the same options Page 246 e Scanner Setup ScanFile User Guide kale Canon DR 5020 50800 amp 5060F e e
2. Page 278 e Scanner Setup ScanFile User Guide Canon MS 300 350 amp 800 Compression ScanFile will store images in one of four ways Uncompressed TIFF Group 4 Compressed TIFF Jpeg Lura Document The type of compression and file format you select is dependent upon several factors including the type of document to be scanned and the type of output required of that document once stored Uncompressed TIFF This format will perform no compression on the image data produced from the scanned document and will result in large file sizes Group 4 Compressed TIFF This format will compress the scanned image data normally by a factor of 10 to 15 This is only used for black amp white scanned images This is a lossless compression format which means that none of the original scanned information is discarded JPEG JTIFF JPEG is a standardised image compression mechanism which is designed for compressing either full colour or grey scale images of natural real world scenes Jpeg is a lossy compression format which means that data is discarded from the original scanned image data to achieve the levels of compression possible It is possible to vary the amount of data to be discarded and therefore the quality of the remaining image ScanFile has various quality levels for Jpeg images which will determine how much data is dropped form the original scanned image and will radically affect the size of the file produ
3. ScanFile CD This facility allows you to create data CDs which have retrieval software copied to the CD This allows retrieval of document from the CDs using any PC ScanFile TIFFWriter This option installs a special printer driver which allows you to print documents from any windows application as TIFF G4 or JPEG files directly into a selected ScanFile folder ScanFile OCR This option offers two facilities Documents can be automatically indexed by the Zone OCR function Additionally Full Text OCR can be performed allowing you to search the documents for specific text Extensions Currently the Extension consist of an Exception Report utility This can check the existence of numbers of a defined range in a ScanFile folder A log will be created reporting missing numbers and numbers that are present several times ASPI Layer This option will install the latest release of Adaptec s ASPI drivers for their range of SCSI cards This will be required if you intend to perform scanning on the workstation using a scanner attached to a SCSI card ScanFile VNP With ScanFile VNP you can create up to 8 virtual network printers which allow to you print documents which are converted to TIFF format and saved to specified directories and can then be automatically imported into ScanFile folders Page 34 e Installing ScanFile ScanFile User Guide Microsoft Server If TIFFWriter was
4. A document can be scanned and then rotated and saved The available rotation options are Portrait and Landscape Page 274 e Scanner Setup ScanFile User Guide Axis 7000 Compression ScanFile will store images in one of four ways Uncompressed TIFF Group 4 Compressed TIFF Jpeg Lura Document The type of compression and file format you select is dependent upon several factors including the type of document to be scanned and the type of output required of that document once stored Uncompressed TIFF This format will perform no compression on the image data produced from the scanned document and will result in large file sizes Group 4 Compressed TIFF This format will compress the scanned image data normally by a factor of 10 to 15 This is only used for black amp white scanned images This is a lossless compression format which means that none of the original scanned information is discarded JPEG JTIFF JPEG is a standardised image compression mechanism which is designed for compressing either full colour or grey scale images of natural real world scenes Jpeg is a lossy compression format which means that data is discarded from the original scanned image data to achieve the levels of compression possible It is possible to vary the amount of data to be discarded and therefore the quality of the remaining image ScanFile has various quality levels for Jpeg images which will determine how muc
5. Postal code 10 None City 75 None 00000000 New folder Reset folder Delete folder From the Setup folders screen a folder can be created or modified First of all you must choose which drive or UNC path the folder is to be created in Page 60 e Folders ScanFile User Guide Field Properties and you can then give the folder a name You can also specify a capacity for the folder In this example it has been set for 600Mb for a CD Once this has been reached no further scanning into the folder will be allowed and you will be prompted to archive the folder to CD s or DVD A user defined capacity can be defined in megabytes as well as options for various other media types An unlimited option is also available for network Drive or RAID arrays The fields for the folder can then be defined A folder can have up to 10 fields with a maximum length of 255 characters and Field properties and Extended Field properties can be applied to them The field names lengths and functions can be modified at any time without any loss of existing data Field Properties Each field can be set with a property value depending upon the entry requirements for that field The available properties are listed below None No auto indexing or field formatting property has been applied Duplicating An entry typed into the field will be kept and passed on to all subsequent records created until the entry is amended Cou
6. Indexing Indexing e Page 93 ScanFile User Guide Overview Overview The correct indexing of documents is very important as you have to rely on the index information to search and retrieve your documents later on The more detailed your index information is the better you will be able to narrow down your search results The following indexing options are available Manual Indexing Automatic Indexing Import of index files OCR Indexing The first three options are standard features that are described later on in this chapter Please refer to the Import chapter to read more about the import of index information from an external file To index documents with Zone OCR recognition the ScanFile OCR option needs to be installed and licensed Several methods can be used at the same time so that some index fields are filled manually as others are filled automatically by selected field properties or by a Zone OCR process Manual Indexing When indexing manually the user has to type in the index information This can be done before documents are scanned or saved to the folder from the Postindex pool The index information of documents in the folder can be changed at any time Enter the information into the text boxes and confirm with Return ScanFile will automatically jump to the next index field and the user can continue with the index entry Options such as the Duplicating field property and applying a thesaurus to a field
7. Searching and Viewing documents e Page 99 ScanFile User Guide Multiple Index Search fields by selecting the View extended Hitlist option The additions in the extended hitlist show who the document was scanned by the date it was scanned on the name of any user that may have changed that document and the date that it was changed on Multiple Index Search This feature allows you to search across selected index fields for the documents you require To perform this type of search select Multiple index search from the Search menu You can then enter the search criteria and select the folder library fields that you want to search across Wildcard characters such and can be used in the search criteria Pressing the Search button will then display a Hitlist showing all the documents that matched the criteria used Full Text Search Selecting Full text search from the Search menu allows you to search the word list resulting from full text recognition The search screen will appear allowing you to type in the word or words to search for Searches can include multiple words and can be set to an AND or an OR search on the words entered Selecting the page to view is exactly the same as previously just highlight it in the Hitlist and the page will be displayed in the Image window Fulltext retrieval Search for Detailed hitlist AND combined O Show number of matches in hitlist OR combined Phonetic sea
8. Automatically Clear Pooldrive The option is used by the Prepare CD function When selected the existing contents of the pool drive will be deleted prior to the new information being written to it Area Post indexing function The Area Post indexing function when selected will allow you to set an area of the image to move and zoom to for each field in the folder This is used during index editing and when indexing documents from the Post Index pool Check Number of Barcodes When scanning bar coded documents the contents of the barcode can be read during scanning and inserted into fields in the folder You can select whether ScanFile will check if the correct number of barcodes has been read from the document in relation to the number of fields in the folder that have been set with the barcode property Auto Index failed barcode read with X When scanning single page bar coded documents if ScanFile fails to read a barcode from a page an X can be placed in the folder barcode field to identify the document for later indexing The Auto Index failed barcode read with X option selects this If this option is not selected and ScanFile was unable to read a barcode scanning will pause and you will be prompted to type in the index information into the barcode field General Settings e Page 127 ScanFile User Guide Choose Background Choose Background The default display for the main ScanFile w
9. documents which are converted to TIFF format and saved to specified directories and can then be automatically imported into ScanFile folders If TIFFWriter was selected to be installed and the operating system on the PC is Microsoft Windows NTA you will be asked to insert the NT4 CD ScanFile needs to install files that are on the NT4 disc Personal Hitlist You will then be asked to select the directory to be used to store the User Personal Hitlist files The default value will be a directory called Data which will be created in the ScanFile program directory Once the directory is selected press the Next button ScanFile will now be ready to be installed Remote Service The Remote Service is available after a Standalone or Client Server installation on the same machine The service is not started automatically when the installation has finished If you want to use the functionalities of the Remote Service please go to chapter Remote Services for further information about setting up and starting of the service Removing ScanFile ScanFile can be removed from a workstation or server by selecting ScanFile in the Add Remove Programs option in the Control Panel Installing ScanFile e Page 41 ScanFile User Guide Removing ScanFile If you installed a ScanFile Client and a ScanFile Server on one machine the de installation from above will only remove the Client To de install the Server go to Sta
10. longest period will be removed from the cache ScanFile WebServer e Page 333 ScanFile User Guide Opening WebServer Each time a user retrieves a page of a document not only is the page cached a record of the retrieval is also written into a log file called CACHE MDB which will be in the IMGCACHE directory of the selected Image Cache location The time that a retrieval record is kept can be set by typing in the number of days it is to be kept in the Hold log data days field The default value is 90 days If you wish to remove all cached documents selecting Purge cache images now and pressing the OK button will do this Opening WebServer To access WebServer the address of the WebServer site needs to be entered in the browser software which will then display the WebServer login page 28 ScanFile WebServer Microsoft Internet Explorer Datei Bearbeiten Ansicht Favoriten Extras Q urik M J sl a A ES Suchen Ste Favoriten Adresse 48 http jllocalhost sws EA wechselnzu Links ScanFil Webserver Kb 0 0 0000000 0 0 0 6 Name Password Cancel Lokales Intranet Enter a valid ScanFile user name and password and then press the Login button If the details are correct the Open Library page will then be displayed Page 334 e ScanFile WebServer ScanFile User Guide Open Library Page CranFila Wi Cmte ic Document Management System Open L
11. Page 160 e OCR A Forms Recognition ScanFile User Guide Zone Recognition Zonen einrichten CA Programme ScanFile Default sff RA 4A Properties 993 amp A Threshold 60 A Skew correction Yes 4A Border removal Yes A All unknown forms Siess Index fields Customer name Keywords Eninger St 39 47249 Duttur 993 You can navigate through the files in the folder by using the available tools until the page you wish to define zones for is displayed Then you define the zones and link them to the index fields of the folder Please note that the zone recognition will always be carried out on the FIRST page of a file To ensure that when drawing the zone the correct part of the page is in the zone you can zoom and rotate the image within the display window Once you have displayed the area of the page you wish to create a zone for right click on Index fields on the OCR tree under the All Unknown Forms branch and select Add Field This will then display a crosshair cursor in the image display window and by moving the cursor to the beginning of the zone and then holding down the mouse button you can define the zone The example below shows several zones already created Always ensure that there is sufficient space around the zone for slight differences and skewing during the scanning process a Dir sir Ennger sw sa ouster 993 OCR amp
12. ScanFile RemoteStation e Page 347 ScanFile User Guide Server Configuration ScanFile folders to be used with RemoteStation Please see the Before installing section above For information about creating a user account for the service to utilise Server Configuration When RemoteStation server is first started it will report that it is not licensed Please see the RemoteStation section of the Licensing chapter in the manual for instructions on RemoteStation licensing RemoteStation Server is in two parts the RemoteStation Service which will be automatically loaded and the RemoteStation Server application which is used to configure the RemoteStation Service and can also be used to monitor the service activity Once the RemoteStation service has been configured the server application need not be running for the RemoteStation server to be active When starting the RemoteStation Server application a screen with 5 tabs will be displayed To configure the server service select the Configuration tab Identification This section is used to set the P address and the Port to be used by RemoteStation Server The server Computer name will be automatically shown and the IP can be selected by choosing from the available server IP addresses shown in the drop down list The default Port is 2042 but this can be changed if required If the IP address is changed from the default value the RemoteStation server service will have to be stopped an
13. ScanFile will store images in one of four ways Uncompressed TIFF Group 4 Compressed TIFF Jpeg Lura Document The type of compression and file format you select is dependent upon several factors including the type of document to be scanned and the type of output required of that document once stored Uncompressed TIFF This format will perform no compression on the image data produced from the scanned document and will result in large file sizes Group 4 Compressed TIFF This format will compress the scanned image data normally by a factor of 10 to 15 This is only used for black amp white scanned images This is a lossless compression format which means that none of the original scanned information is discarded JPEG JTIFF JPEG is a standardised image compression mechanism which is designed for compressing either full colour or grey scale images of natural real world scenes Jpeg is a lossy compression format which means that data is discarded from the original scanned image data to achieve the levels of compression possible It is possible to vary the amount of data to be discarded and therefore the quality of the remaining image ScanFile has various quality levels for Jpeg images which will determine how much data is dropped form the original scanned image and will radically affect the size of the file produced Lura Document Lura Document is a standardised image compression ratio which is designed essential
14. The normal Zone OCR will apply the defined zone from All Unknown Forms on each page This is not a problem if you only have one type of document per folder But if you save different types of documents you need a different set of zones per document This can be achieved by using the ScanFile option Forms Recognition The Forms Recognition allows you to specify identifiers for a document giving ScanFile the opportunity to identify a document and apply the zones belonging to a certain document type Identifiers can be a graphic or picture on a form this could be used if the identifier is a company logo for example or a unique identifier text Page 164 e OCR amp Forms Recognition ScanFile User Guide Forms Recognition Setup Form The first part of the forms recognition process is to setup zones on the different forms that are to be identified and indexed To do this you must first scan in some good examples of the forms to a ScanFile folder Then to begin the zone setup select Setup Zones from the OCR menu on the main ScanFile Desktop and the Forms configuration screen will be displayed that you already know from setting up OCR zones To create a form you must first click with the right hand mouse button on All unknown Forms and select Add Form You will be asked to give the new form a name Once you have named the form it will appear in the OCR tree on the right hand side of the setup zones window Also in this tree under the form
15. CCITT G4 Front back scanning scanning 1 D Page OK Scan Resolution The CF510 has two scan resolutions e 200x100 dpi e 200x200 dpi View Options These options will affect how the images are stored and displayed Standard documents will normally be scanned using the Standard Mode Photo mode scanning will enhance the document during scanning and result in better quality scans of pictures Please note that the Photo Mode option will result in larger scanned file sizes Each document scanned by the CF510 will have a Black border up to the maximum paper size of the CF510 scanner Choosing the Crop Border option removes this border The CF510 has a double sided scanner this can be set to scan the front of a document only or both sides of a document For double sided scanning there are two options Front Back scanning will place each side of the document into a separate page Choosing Front Back One Page will result in both sides of the document being stored as one image Page 288 e Scanner Setup ScanFile User Guide TWAIN Brightness Controls The scan brightness settings can be adjusted manually to suit the documents being scanned Alternatively the Auto option can be used to allow the scanner itself to determine the optimum setting TWAIN ScanFile has support for TWAIN compliant devices TWAIN is an open standard device driver for scanners and any scanner supplied with a TWAIN device driver should work
16. Forms Recognition e Page 161 ScanFile User Guide Zone Recognition The zone has been defined once you released the mouse button Then you can relate the zone to a particular field within the folder Connect zone to Connect zone with field O Memo field Job number Customer number O Date Customer name Recognize draft printing Chars to be recognised All characters Numbers and prices Numbers only Chars only Only uppercase letters Only lowercase letters Barcode Check mark recognition Cancel In addition to the Folder fields a zone can be associated to the Memo for each record From here you can also specify the characters allowable for that field Option Description All characters Numbers amp Prices This is to be used if the characters are a combination of any keyboard character including punctuation marks etc This is to be used if the characters are a combination of numbers and currency symbols such as or Numbers Only This is to be used if the characters are numerical characters only Characters Only This is to be used if the characters are alphabetical characters only Page 162 e OCR amp Forms Recognition ScanFile User Guide Zone Recognition Only Uppercase Letters This is to be used if the characters are Uppercase alphabetical characters only Only Lowercase Letters This is to be
17. Starting RemoteStation Local Station settings The Client configuration will automatically detect the workstation Computer name and it s IP address and subnet mask The subnet mask can be amended if required Server Settings To enable the client to access a RemoteStation server it needs to know the computer name or IP address of the server For private networks either setting may be used but for connections via the Internet the IP address of the RemoteStation server must be entered The Port the RemoteStation server uses must also be set This will default to Port 2042 Once you have entered the server details press the Tick icon at the bottom of the window and the RemoteStation Client configuration is complete Starting RemoteStation To start RemoteStation select the RemoteStation Client from the ScanFile program group You will then be required to login using a valid ScanFile user name and password Once logged in the main RemoteStation menu will be displayed showing 3 options e View Protocol e Search e Scan Send Keyboard If the RemoteStation does not have a keyboard attached and is using a touch screen a screen based keyboard can be used anywhere within RemoteStation by pressing the Keyboard picture at the bottom left of the RemoteStation screen Tools RemoteStation uses standard icons throughout to navigate through the application The main tools are described below Page 352 e ScanFile RemoteStation
18. Zone Full Text amp Forms Recognition Exception Report For Adaptec SCSI cards Print to specified Locations Private document store for each user Used for sending documents to users and by the Document Routing option Remote Service Is available after a Standalone or Client Server installation and has to be configured Please see the Remote Services chapter for more information Installing ScanFile e Page 43 ScanFile User Guide Summary Removing ScanFile Always use Control Panel Add Remove Programs Client and Server on one machine go to Start gt Run and enter lt ScanFile Folder gt Unwise exe lt ScanFile Folder gt ScanFile_uninstall log Removing ScanFile does not delete data Page 44 e Installing ScanFile ScanFile User Guide Summary Licensing Licensing e Page 45 ScanFile User Guide Overview Overview This chapter describes the necessary steps to license ScanFile The licensing system is a hardware dongle you received with the program This dongle is normally delivered in an unlicensed state and must be activated before ScanFile can be run If you have WebServer and or RemoteStation in addition to ScanFile the licensing for these is held on same dongle as for ScanFile When installing these applications you will be asked for the ScanFile application path and from this WebServer and RemoteStation Server will be able to find the dongle What is the Serial Number T
19. and recognised words will be saved in a database This database is attached to the folder and can be searched by anyone who has Scan File You do NOT need the OCR module to do a Full Text Search you only need the OCR module to perform the recognition in the first place o do a fulltext recognition open the relevant folder and click to menu OCR gt Full text recognition You can select whether you wish to OCR all pages in the folder or just the new pages the pages added since the OCR was last run Page 158 e OCR amp Forms Recognition ScanFile User Guide Full Text Recognition di Zone recognition Pages read 4 Words recognised Recognition ratio 99 86 Chars recognised Chars rejected OCR idle 80 Total progress Row Read new pages Read all pages Once the recognition starts the progress can be monitored The information displayed includes a recognition ratio showing the perceived reliability of the process Obviously the OCR recognition will have problems with bad quality documents so always ensure that the documents to be OCR d are of decent quality It is also wise to have scanned them at a minimum of 300x300dpi for best results Read Selected Documents or Pages The process described above will OCR all the pages within a folder or the pages added to the folder since Full Text OCR was last run Alternatively you can OCR individual or selected pages of a record
20. and then save the TIFF files to the Default location as specified in the Configuration gt Archives screen The settings that will be used when importing a Job from a file will be taken from those set using the Configuration bar just below the menu bar in the VNP application window This works much like a printer menu system To access the menu options press the Online button so that the status screen shows Menu Level 1 Use the Previous Next buttons to select the menu and then press the Enter button to select a menu Use the Previous Next button to choose the menu options and press the Enter button to select a menu option The Escape key can be used to return to the previous level Within a menu option use the Previous Next buttons to choose the available values and the Enter button to set a value Page 324 e ScanFile VNP ScanFile User Guide Importing Jobs ScanFile WebServer ScanFile WebServer e Page 325 ScanFile User Guide Overview Overview Companies are rapidly embracing Internet technologies supporting remote and mobile users and implementing corporate intranets using the web browser as the universal desktop client application As this trend continues internal and external users such as customers and partners are demanding Internet access to corporate document repositories ScanFile WebServer is uniquely positioned to deliver the vast benefits of Internet technology to users With ScanFile WebServer
21. and then type in the Page 84 e Libraries ScanFile User Guide Create Edit Libraries name you wish to give the library You can then choose which folders you wish to add to the library First select the drive reference the folder s is on and then highlight the folder name in the top list To add that folder to the library click on the Add button Prior to pressing the Apply button to add the folders to the library you can choose to select the Automatically Update Library option With this option selected every time a library is opened the folders imported into the library will be checked for updates If a folder has been updated the changes will automatically be carried over to the library The Scheduler option is used with the ScanFile Remote Services which is described in the chapter Remote Services Once you have added all the folders to the library the library will be created by clicking on the Apply button which will show a progress dialogue while importing the index information into the library Please note that each drive a folder resides on will be given a media ID so that ScanFile can identify the correct drive for that folder In the case of CDs each disk will be given an ID The media IDs can be set automatically by selecting Auto increment Media IDs on the Setup Libraries dialogue or can be entered manually When entering the Media ID s manually an alphanumeric reference can be given Conditional Impo
22. but these can be overridden and manually set if necessary When the Auto setting is selected the scanner will automatically sense the brightness and or the contrast setting required for each page as it is scanned The brightness and contrast settings can be any value between 1 and 255 with 1 being the darkest setting 255 being the lightest A value of 0 will select auto brightness or contrast To manually set a brightness or contrast value untick the Auto checkbox and select any other value as Auto by using the slide bar or typing in a value between 1 and 255 Extended Settings The Extended Settings option allows you access to the advanced functions of the scanners Many settings are available from this option and these are explained on the following pages Several of these settings can affect the quality of the scanned image and they should therefore be used with caution Page 236 e Scanner Setup ScanFile User Guide Canon DR 6080 7580 amp 9080c Double Feed Detection There are two methods to set the scanner to detect the simultaneous feeding of two or more sheets of paper The scanner can be calibrated for paper thickness and or length To set Double Feed Detection tick either the Detect by ultrasonic or Detect by Length checkbox or both When you next scan a batch of documents the first page fed through the scanner will have its thickness and or length measured and the measurement then stored Subsequent documents
23. dI 21 06 2006 16 25 59 ScanFile Folder Closed In box MJ VM AWINXP lt 21 06 2006 16 26 04 ScanFile Folder Opened Invoices MM Av IN E 21 06 2006 16 26 08 ScanFile Folder Closed Invoices MJ VM WINXP a Click on the button Audit Trail Configuration from the main Audit Trail Report window and this will display the configuration window Page 218 e Auditing ScanFile User Guide Displaying events Audit trail configuration User OCR COLD Routing Audit trail report Program Library Folder File Image Search Keywords Thesaurus Import Open C Batch added Close Batch deleted Create Batch modified Delete Modify Maintain The option Activate audit trail allows you to switch the auditing of events on or off If the option is checked the events selected are recorded In the configuration window there are a number of tabs each headed for various areas of ScanFile where events can be recorded An example of this is the Folder tab where it is possible to select from a number of events that can be recorded when working with Folders If you wish to record the event that a folder is opened closed modified or deleted and so on then these options must be selected by means of the checkboxes Once the required event settings have been defined click on OK to save the settings and you will be returned to the main Audit Trail configuration window Displaying events Once any of the events selected have b
24. fields You can then select how often during the selected time period the update will be performed by putting a value in minutes in the Update every field Page 312 e Remote Services ScanFile User Guide Zone OCR Scheduler Update Now This functionality gives you the opportunity to perform a fulltext OCR fast and out of schedule Pressing the Update Now button will cause the Remote Services to perform an OCR reading with the next update loop Zone OCR Scheduler Overview This scheduler only works if option OCR is installed and licensed This service will automatically perform zone recognition on selected folders Any documents that have not been zone OCR d in the folders will be processed on the selected days and time Folder To select a ScanFile Folder to have the zone OCR performed upon click on the Add button below the folder list You can then select the folder from the available storage locations Once you have selected the folder it will be shown in the folder list To remove a ScanFile Folder from the list highlight the name by clicking on it and then click on the Delete button below the folder list Update Schedule The days time period and frequency of the zone OCR scheduler can be set by choosing the Scheduler option at the left of the main screen The values set determine when the folders will be searched for new documents to be zone OCR d To select the days for the update to be performed tick the
25. i 151 Folder ett 151 EE 152 ZONE BARCODE READING rara 153 eege 159 READING BARCODES arara nara 155 Reading Selected Documents and Pages 155 OCR amp FORMS RECOGNITION sx sv xsscrenreneene inez KEREN KEEN 157 OVERVIEW Ai 158 FULL TEXT RECOGNITION i 158 Read Selected Documents or Pages 159 EMO 11c EE 159 ZONE HECOGNTTION ii 160 ee Ee E 160 Ee EE 164 Read Selected Documents or Pages 164 FORMS RECOGNITION iii 164 SEU FO rali ii laine rie na soda 165 Index Fields anna ana nana 165 Identifier aaa na 165 e ig a a 166 CHECK MARKS OMR aaa 166 PROPERTIES aaa 167 FORMS DATABASE rara rara aaa rara 167 JOB SEPARATION SHEETS KEN RENE KEREN EEN RENE KEREN K EN 169 OVERVIEW RR 170 SETTING UP JOB SEPARATION SHEETS i 170 eiert ee eh iii 171 Eeer 172 USING SEPARATION SHEETS i 172 MICROFILM SCANNING sv 2vxvecrencenn ina ee ee ennio eee KEREN KEREN ezine 173 OVERVIEW RR 174 Page 8 e Welcome to ScanFile ScanFile User Guide Contents FICHES ARRE Bilo id ridire 174 FS CONTROLLER EE 174 SINGLE PAGE SCANNING MICROFILM 0 rr 174 Ode licia 174 PO eiert RR a a ne ee TT 175 BATCH SCANNING MICROFILM 0 0 176 UNENEE 176 Peel 176 DOCUMENT ROUTING 11122rrrs care esa ee eee eee iii 179 KEE EE E
26. is not visible it will not be displayed when the folder is opened Once you have finished click the Close button and the changes will be saved Working with folders To open a folder go to the File menu and select Open Folder Only one folder can be open at any one time From the displayed screen you can select the drive the folder is on and then select the folder you wish to open Folders e Page 69 ky ScanFile ScanFile User Guide q Sp Working with folders Whenever a folder is open the folder toolbox will be available allowing you to access the majority of functions that need to be carried out within a folder such as scanning indexing and editing and searching Invoices Marked 0 6 xxx None xxx Invoice number E Canon Deutschland GmbH Canon UK Ltd DMS Customer number ScanFile p E ScanFile International Ltd Date Spielberg Job number Customer Street Postal code City The structure of the folders toolbox depends on the folders setup and may vary from the picture above Toolbox Scan The following tools will be available if the Scan option is selected in the folder toolbox These allow you to scan single or multi page files select manual or auto feed and to browse through the current file Page 70 e Folders ScanFile User Guide Working with folders Toolbox Search This selection allows you to specify the required search criteria for doc
27. measurements will be compared against the stored value and if the scanned document is thicker or longer than the stored value an error will be displayed Filter Settings The Filter settings can be used to improve the quality of the scanned image and to set colour dropout areas where the document will not be scanned Option Description Dropout Colour This function is only available with the DR 9080 It is available separately for the front and back page It will disable the scanning of areas of the document of a particular colour The settings are e None Disables Colour dropout e Red Will not scan red parts of the document e Green Will not scan green parts of the document e Blue Will not scan blue parts of the document Automatic Exposure This sets the Automatic Exposure level and affects the brightness and contrast settings for the image This has a valid range of 1 to 9 and can be set by moving the slider bar or using the arrow keys to increase or decrease the value Edge Emphasis This can be used to emphasis contour lettering as well as softening scanned images such as photos This has a valid range of 1 to 5 and can be adjusted by moving the slider bar or using the arrow keys to increase or decrease the value Other Options Other settings are available and these are detailed below Scanner Setup e Page 237 ScanFile User Guide Canon DR 6080 7580 amp 9080c Option Descripti
28. natural real world scenes Jpeg is a lossy compression format which means that data is discarded from the original scanned image data to achieve the levels of compression possible It is possible to vary the amount of data to be discarded and therefore the quality of the remaining image ScanFile has various quality levels for Jpeg images which will determine how much data is dropped form the original scanned image and will radically affect the size of the file produced Scanner Setup e Page 243 ScanFile User Guide Canon DR 7080C Lura Document Lura Document is a standardised image compression ratio which is designed essentially for compressing either full colour or greyscale images to dramatically smaller files sizes Lura document is also a lossy compression format however ScanFile includes extensive options for determining levels of quality for Lura Document scanned images Sensitivity These settings allow you to adjust the brightness and contrast settings for each side of a document to be scanned Different settings will apply dependent upon whether the document is to be scanned in Text mode or Photo Mode Photo mode applies error diffusion to simulate rescaling Text Mode In this mode only the Text Brightness setting can be adjusted The DR 7080c has an automatic brightness function built in but this can be overridden and manually set if necessary When the Auto is selected the
29. 13 Fujitsu M309X SCSI mas Fujitsu ScanPartner 20 2042 HP ScanJet gioie Panasonic KV SS25 bat ul TWAIN Login E Scan Inboxes Options User name user E Printers Password es Hone UPS OnLine Courier Scan to ScanFile JY Enable Scan to ScanFile S H gt Default In the Categories list select the Scan to ScanFile category and the Connector Preferences will be shown IP amp Port The IP address and Port settings should be set to those that the RemoteStation server has been configured to use If these are not set correctly the Connector will not be able to communicate with the RemoteStation server Login The Connector requires a valid ScanFile user name and password to be able to login to the RemoteStation server The users must have permission for RemoteStation and the ScanFile Folders that documents will be saved to If the Automatic Login feature is not enabled each user of the Connector will have to enter a user name and password each time they use the Connector With Automatic Login enabled users of the ScanFile connector will not have to login You can enter a user name and password that will be used by all users of the Connector which will have been set with permissions for RemoteStation and ScanFile Folders ScanFile Connector for ShareScan e Page 363 ScanFile User Guide Using the Connector Enable Scan to ScanFile The ScanFile Connector can be
30. CDs into a jukebox If this is not selected the TIFF files will be copied individually After the folders and options have been selected click the OK button to start the process A prompt will then appear asking whether a copy of the retrieval software is to be copied If Yes is selected the application will be copied to the CD_TRANS CD directory Such a CD can be used in any PC for retrieval The amount of the CD Tickers stored in the hardware dongle will be decreased by one Select No to create a CD without retrieval program In this case the amount of CD Ticker isn t reduced If Yes was selected the folders can be secured with a password to stop unauthorised access A prompt will be displayed asking whether a password should be applied To avoid mistyping the password has to be entered twice When Ok is pressed the CD_TRANS CD will be created on the Pool Drive the folders will be copied and if selected the retrieval version of ScanFile will also be copied The preparation starts If missing the folder CD_TRANS CD on the CD Pool Drive is created and the selected folders and retrieval software will be copied Each folder receives an additional file validating the folder for the use with the Retrieval Software After the CD preparation finished the contents of the CD TRANS CD directory can be copied to CD Fast Preparation With Fast Preparation the folder is not copied into a CD TRANS CD directory but is left in its orig
31. CTRL key when clicking on the words you wish to select Document Retention Recording Document Retention control is a setting that enables you to perform an action on the contents of a folder after an allocated amount of time This is useful for instance if you want to clear a backlog of documents from a folder that are no longer needed to save space This action can only be performed on folders created in version 6 0 0 or later of ScanFile Setup Once a folder has been setup to activate the recording of the Document retention information you must select Document retention from the Options Page 72 e Folders ScanFile User Guide Document Retention Recording menu and click on the Activate checkbox You are then required to select a time you wish to start recording the retention information for that record here you have four options Setting Description Document Open Set by the user Date Document Close Set by the user Date Last Addition Date Set pages were last added to the Document Last Retrieval Date Recorded from when the Document was last retrieved Once you have selected the time at which the Retention Recording will start you must select how long the data will be held for this is done by monthly periods Finally you must select what action you wish to be performed once the Retention Time has expired here you have a choice to export destroy or move the documen
32. FastPics Page 112 e Searching and Viewing documents ScanFile User Guide FastPics Electronic Document Import Electronic Document Import e Page 113 ScanFile User Guide Overview Overview There are several methods for importing and sending documents to ScanFile folders Documents can also be saved in their original format or alternatively converted to TIFF format This chapter describes different methods of importing electronic documents into ScanFile folders TIFFWriter TIFFWriter is a Windows Printer driver that allows you to print any document from any Windows application into a ScanFile folder Each page will be analysed by TIFFWriter and will either be processed as a colour or black amp white page If a page has ANY colour content it will be converted to JPEG format Pages with black A white only content will be converted to compressed TIF format TIFFWriter is an option for ScanFile and can be selected for installation during the installation process of ScanFile If the option has not been purchased it will report that it is not licensed To print a document into ScanFile using TIFFWriter from a Windows application choose the Print option and select the ScanFile TIFFWriter printer From the printer Properties dialogue the standard options such as paper size and orientation single or double sided and resolution can be set Pressing the OK button of the Print dialogue will display the Index screen P
33. In this mode pages in TIFF JPEG and COLD format will be converted into a PDF file containing these pages as graphics Electronic documents are appended in their original format Other Settings Option Beschreibung Memo note view hidden creator Automatically enters a short entry into the memo of a document noting who and when locked or unlocked the display of a document Use Global Scanner Settings Activated all user related scanner settings are ignored and the scanner settings of user ADMIN will be applied for every folder and user Page 126 e General Settings ScanFile User Guide Other Settings Display Inactive Buttons With this option you can choose whether buttons on the toolbars are displayed or not dependent on whether they are applicable to the function being carried out If this option is not selected toolbar buttons will be greyed out when not applicable Display Additional The toolbar along the top of the main ScanFile window Toolbar will be shown when the option is selected Hide Tooltips Tool tips are short descriptions of the functions of the toolbar buttons They will be displayed if the mouse cursor is left over a toolbar button for a moment You can select whether these are displayed or not by enabling disabling this option Automatic Date in Memo field Enabled this will add the date and time of a memo to a memo applied to a document
34. Page 200 e COLD ScanFile User Guide The Import Template The Import Template For each spool data format an import template must be created The template specifies the import file type the indexing information location and the display formatting such as overlays and font font size and line and character spacing Once a template has been created it can be used to import spool data from any file that has the same format as the file the template was created from Creating a Template To create an Import template choose the COLD gt Open Import and the Template list will be displayed Open text based files Templates and File types E From this screen select New Template and you will then be asked to give a name to the template This name should be associated with the data format being imported Type in the name you wish to give to the template press the OK button and you will then be asked to choose the spool file to be used to design the template By default any file with the extensions TXT DAT and ASC will be listed although if the file has a different extension choose the ALL Files option from the List of File Types drop down list Select the spool file you wish to use from the list and then click on the OK button Once the spool file has been chosen the data will be displayed within an Edit Template window within ScanFile This window is where all the parameters associated with the templa
35. Printers The type of permissions you can apply will be dependant upon the location of the programs and data and what format of partition they reside on You should create the user account and permissions for the ScanFile program directory and data locations prior to installing RemoteStation After RemoteStation has been installed the user account can be applied to the service and the RemoteStation server program directory Server Installation To install RemoteStation Server select Run from the Start Menu and then choose SetupSRSServer exe from the Software directory on the ScanFile CD Press the OK button The first step is to choose the language and press OK Page 346 e ScanFile RemoteStation ScanFile User Guide Server Installation ScanFile Location RemoteStation server must have access to a Licensed installed copy of ScanFile It needs this to enable it to use the User security information when users access folders using the RemoteStation Client Select the ScanFile program directory and then press the Next button The ScanFile path can also be entered as a UNC path Example lt machinename gt path Location After you have chosen the language you will be asked to choose the drive and directory than the RemoteStation Server software will be installed into A default of C ScanFile SRS will be offered however this assumes that RemoteStation is not being installed on the same server as ScanFile Please
36. ScanFile ScanFile User Guide Contents Contents WELGOMETO SGANFILE obila ii 17 INTR DUC TIO quais e Sa DU a A TA 18 WHRAFBSCANFILE lio o aa 18 IMPORTANT PLEASE READ sister eeerrereaaaerreaea a arrratanaa 19 Wella 19 SCANFILE FEATURES ia toa 19 OGANFILE OPTIONS 20 1 9 6 10 j0 gt AR RIO INI OND RR NRO OD ND PRN E 20 151214880 BS ici a A e O 20 REVIVONOS EE 20 PO eee ee a ii 20 EES 20 FONTE RECO ssaa 20 DE DUNNE a sarc hae Rotis TE A A IA A E a 21 ED E D RR E RR ABI RR RS er 21 AL or E EEEE EE 21 Document Routing ciiiiiii a 21 EE e 21 et 21 Virt al Printing E 21 NEW IN VERSION D 22 ME ele EE 22 EE 22 Audit Trail Management E 22 EE 22 PSC Time eege 22 Field property External UST saias 22 SEENEN 23 MaNGAlOly KEV ee nnne 23 AUDIO aged dd dd 23 ONOR 23 ere 23 Advanced Email SUDO siria celiaca 23 VINGOWS SeVice eislclclclclalalalela alal lai 24 SYSTEM REQUIREMENTS 01r00ssssr eresse eine rei 25 OPERATING DvSTEMS ceri 26 SERVER q O aa 26 SCANFILE RHEOUIREMENTS ere eeee eee eee 26 Haro ee EE 27 e EE 27 MINIMUM REQUIREMENTS verrei eee eee iii eee 29 DON Ea 29 Welcome to ScanFile e Page 3 ScanFile User Guide Contents INSTALLING SCANFILE 0r000 sa rere ere 31 CORE o N E AEE E EEE 32 STANDALONE INSTALLATION cea 33 ii kcal 33 Baker ia 33 EE 33 Personal EE 35 ECO EE 35 MIGROSOFT SERVER a A 35 Installato E 35 LOI a E Aa 35
37. ScanFile User Guide View Protocol Tool Beschreibung Beschreibung Logout Search Previous screen Next screen Single Page Scan Mutli Page Scan Ollo Server or Workstation Internet Email Scan Document Select Document Source pm Send Document to SS Queue View Protocol This option can be used to monitor the status of scanning jobs waiting to be sent to a server and also the history of specific types of jobs sent to the server The time taken for scanning jobs to be sent to the server can be affected by several factors the main one being the speed of the connection between the client and the server Local Sending State This will show any documents queued locally that are waiting to be sent to the RemoteStation server Serverside This option will show the job history for a user on a RemoteStation All the jobs sent by a user to the Server can be listed If there is more than one ScanFile RemoteStation e Page 353 ScanFile User Guide Search RemoteStation server available to a user you must first select the server you want to view the history on You can then select the user On the Settings screen you can select to view the history for each of the four Send option Folder User Email Printer Select one of these and optionally add a single date or date range and then press the Forward button and the send history will then be displayed Search The Search option from
38. Select the tab Log On and change from Local System account to Log On As Enter the same domain account as in ScanFile Close the settings window and start the service ScanFile Account doesn t work with Windows Workgroup accounts Please note that the domain account has to be at least entered as a Power user on the machine Page 136 e User Management ScanFile User Guide ScanFile Account Additional Settings Additional Settings e Page 137 ScanFile User Guide Overview Overview Further settings are available within ScanFile that allow you to select the language ScanFile uses which barcode to read and other scanning related functions These are described below Choose language When installing ScanFile you will be asked to select the language required but this can be changed at any time by selecting Choose Language from the Options menu Available languages are Before the new language will take effect ScanFile must be closed down and restarted The Far East languages Japanese Korean and Chinese are available in special setups Choose brightness Select Choose brightness from the Options menu to assign predefined brightness levels used during scanning to the function keys F2 F6 Where for example documents have different background colours and the scan quality using the automatic mode of the scanner is insufficient manually set values can be applied By pressing the appropriate function
39. Send You can return to the Search screen by clicking on the Back button FastPics The FastPics display allows you to view in thumbnail format all the pages of the selected document and then to select the page to view by clicking on the thumbnail Viewing a Page The image viewing page can display one page of a document at a time The page can be zoomed up or down rotated or made to fit the display window Scan Send The Scan Send option allows you to scan documents and then send them to one of four destinations e Printer e Folder e User e Email Printer This option enables you to scan documents and have them sent to a local printer or a printer that the RemoteStation server has access to The available server printers will be dictated by the configuration of the RemoteStation server Printer List When selecting the Printer option you must first select the location of the printer This can be on the local workstation or on a RemoteStation server Once selected the available printers will be shown If there is only one printer configured on the selected location the Printer List will be skipped Document Header After selecting the printer you will be able to create a print header sheet onto which you can enter the following information e Recipient e Originator ScanFile RemoteStation e Page 355 ScanFile User Guide Scan Send e Message Once this information has been added press the Scan button to open
40. a maximum paper size of B4 Its automatic document feeder can take up to 100 sheets at a time and these can be either single or double sided documents It has an industry standard SCSI 2 interface The DR 3020 has a maximum resolution of 300dpi To configure the DR 3020 scanning options ensure that the DR 3020 is set as the default scanner and then click on the Scanner Setup button The following window will then be displayed Scanner Setup e Page 269 ScanFile User Guide Canon DR 3020 Scanner setup DR 3020 Choose scanner SCSI ID Sensitivity Resolution HA O ID 7 VMSCSI Photo Briahtness 300dpi x 300dpi O ID 2 300dpi x 150dpi O Page size Text Brightness 200dpi x 200dpi Maximum v Adjust Auto Scanner function Sheets Control Sheet Detection None Batch Detection None TIFF format View U TIFF Text mode ncompr dd E Photo mode Test scan Inverted Rotate 90 Front back CETT G4 scanning Scan Resolution The Canon DR 3020 has three scan resolutions e 200x200dpi e 300x300dpi e 300x150dpi The selected scan resolution will affect the quality of the image and also the scan speed At a resolution of 300 x 150dpi scanning single sided documents the DR 3020 will scan at 40 pages per minute At 300 x300dpi scanning double sided documents will slow the scanner to 11 sheets per minute Page Size The DR 3020 can scan up to A4 size pages The paper size can be se
41. and what index contents they generate can be found in the Folders chapter OCR Indexing ScanFile s Zone recognition allows you to read area s of a document and place the result of the OCR in to the folder fields To use this function an installed and licensed ScanFile OCR feature is required How to set up zones and or forms is described in the OCR amp Form Recognition chapter Edit Index To edit the index information of an existing document select the document in question in the Hitlist and switch to the Edit mode in the Folder Toolbox The index information of the selected document are displayed and can be changed Save changes by clicking on the Change Index button The index information is saved the Hitlist is updated Another option is using the Return key in the last index field to save index information The index of the document is saved the Hitlist will be updated but then ScanFile will jump to the next document on the Hitlist and display first image and index information of the new document Indexing e Page 95 ScanFile User Guide Edit Index Page 96 e Indexing ScanFile User Guide Edit Index Searching and Viewing documents Searching and Viewing documents e Page 97 ScanFile User Guide Overview Overview Searching for documents within ScanFile is a straightforward and easy task The standard document search tools in ScanFile are comprehensive allowing you to perform range searches with AND OR p
42. applied to these groups the menu options available to a user will be inherited from the group the folder or library the user has open is a member of ScanFile Account The ScanFile Account allows you to run ScanFile with a windows user account ScanFile folder and libraries protected with this windows user account are protected from unauthorized access ScanFile To enter a windows user account open Options gt Edit User and click und ScanFile Account Following window is displayed ScanFile Account Activate Run s Account Domain SOLUTION Name ScanFile Password Password Save Cancel User Management e Page 135 ScanFile User Guide ScanFile Account Select Activate RunAs Account The fields will be enabled Enter domain user name and the password Please enter the password a second time to verify your first entry and to avoid mistyping Save the new settings close all windows and restart ScanFile After the restart ScanFile will run under the entered windows user account Remote Service If you use the Remote Services please note that the Windows service has to run under the same domain account as ScanFile Display Start gt Settings gt Control Panel gt Administrative Tools gt Services Go to ScanFile Remote Service If the service has already been started please stop the service With the right mouse button select Settings to display the ScanFile Remote Service Properties
43. are No grouping Increasing Number Empty on next page Not empty on next page As preceding page Once these options have been set the raw data is ready to be imported into ScanFile Importing Spool Data Before you can import spool file data into ScanFile the folder the data is to be imported into must be open It is also important that the fields specified in the import template are the same as in the folder and in the same order If this is the case choose COLD gt Open Import and the Open Template dialogue will be displayed Select the template to be used for the import Page 206 e COLD ScanFile User Guide Viewing COLD Data ensuring that it is the correct template for the open folder and then press the Start Import button You will then be asked to select the spool data file to be imported into the folder Select the correct spool file for the template and the import screen will appear E Import text C Programme ScanFile scanfile dat Job number Customer Date Customer name Records Pages During the import the screen displays all index fields defined for the current template and their processed contents the amount of imported records and the total amount of imported pages Pressing the Start Import button will start the import Viewing COLD Data Searching for and viewing COLD data is achieved in the same way as for any other document stored in a ScanFile folder A folder m
44. be displayed Printing Events Lists Once a satisfactory event list has been returned it is possible to print the list by clicking on the Print button from the main Audit Trail Report window At this point you will be prompted if you wish to continue and selecting Yes will print the report directly to the default printer installed on your system Searching in archived Audit Trail data Click on Create Search Pool and the window below will open It displays all databases that have been previously exported to ScanFile Path Saveaudit Select the exported Audit Trail data required for your research and click on Create Search Pool The program will merge all selected databases to one temporary database Return to the Audit Trail window by clicking on Close All Audit Trail functions will now work on the temporary database You can research as usual Page 220 e Auditing ScanFile User Guide Searching in archived Audit Trail data Document Management System ScanFila che JLi ic Total progress Database progress Audit trail databases Saved bi 30 06 2006 10 34 58 MDB ADMIN Create search pool If you wish to end your research click on gt The temporarily created database will be deleted The data you are working on afterwards is the current Audit Trail database If you close the Audit Trail window the temporary Audit Trail database is also deleted If you reopen the Audit Trail window again
45. be selected for the scanners and these are split over several screens which are selected from Scanner Setup The most used options are collected together on the first screen displayed when Scanner Setup is selected The options of the different scanners are detailed below Canon DR 6080 7580 amp 9080c The DR 6080 DR 7580 and DR 9080c are high performance A3 scanners with a maximum scanning throughput of up to180 images per minute They are double sided scanners with automatic paper size and thickness detection Additionally document skew is automatically corrected during the document feed The DR 6080 and DR 7580 support black amp white and greyscale scanning whilst the DR 9080c supports several modes up to a maximum 24 bit colour The maximum scanning resolution is for all scanners 600 dpi Page 232 e Scanner Setup ScanFile User Guide Canon DR 6080 7580 amp 9080c Scanner Configuration The following screen shows the first screen displayed when choosing Scanner Setup for the Canon DR 6080 DR 7580 or DR 9080C Scanner setup DR 6080 DR 7580 DR 9080C Choose scanner SCSI ID Page settings HA O ID 7 VMSCSI M Page size Resolution Mode ID 227 v Maximum 200 x 200 Black White Dither Compression Rotation Text mode Compressed TIFF G 0 Sensitivity Front Fit image Pages Front Same settings for back side Settings for Auto Page Settings All three sc
46. button to locate the directory The next part to configure is the Access Permissions This will determine what rights users will have when they access the WebServer site For standard access you do not normally need to change from the default permissions Once you have set the permissions the WebServer setup is complete WebServer user If you have created a user account for WebServer to use in IIS this must also be configured To do this open the Properties screen for the WebServer virtual directory and select the Directory Security tab You must then edit the Anonymous access and authentication control properties Click on the Edit button and the Authentication Methods screen will open You must then edit the Account used for anonymous access property This can be done by clicking Edit This will then open the Anonymous User Account screen which allows you to select the user account that you previously created from WebServer to allow access to ScanFile libraries You must also disable the Allow IIS to control password option Once you have done this the WebServer configuration within IIS is complete Configuring WebServer Once you have created and configured the Virtual Directory you can then log on to the WebServer site you have just created by opening your browser software and typing in the name of the site together with the alias you selected for the WebServer Virtual Directory Example If the Virtual directory has been c
47. can be scanned and then rotated and saved The available rotation options are 0 90 180 or 270 Compression ScanFile will store images in one of four ways Uncompressed TIFF Group 4 Compressed TIFF Jpeg Lura Document The type of compression and file format you select is dependent upon several factors including the type of document to be scanned and the type of output required of that document once stored Uncompressed TIFF This format will perform no compression on the image data produced from the scanned document and will result in large file sizes Group 4 Compressed TIFF This format will compress the scanned image data normally by a factor of 10 to 15 This is only used for black amp white scanned images This is a lossless compression format which means that none of the original scanned information is discarded JPEG JTIFF JPEG is a standardised image compression mechanism which is designed for compressing either full colour or grey scale images of natural real world scenes Jpeg is a lossy compression Page 262 e Scanner Setup ScanFile User Guide Canon DR 3060 3080C amp 3080CII format which means that data is discarded from the original scanned image data to achieve the levels of compression possible It is possible to vary the amount of data to be discarded and therefore the quality of the remaining image ScanFile has various quality levels for Jpeg images which wi
48. created on a standalone workstation or on a network server which will then allow all authorised network users access to the VNP option Creating standard printers using a PCL 5 compatible printer driver will result in TIFF files being created for the pages printed Printers created using the Rapid 32 printer driver will create Full text OCR data files in addition to the TIFF files To create a virtual printer select Printers from the Settings option on the Windows Start menu and then select Add Printer Within the Add Printer Wizard Standard Printer This option will create a virtual printer that will convert the printed output to TIFF format files in the location specified e Press the Next button e Choose Local printer but do not choose to detect the printer automatically and then press Next e Select the port you wish the printer to use Choose one of the 8 available PrintPlex ports and then press Next e Select the HP LaserJet 5 from the list of available printers and press Next If there is already an HP LaserJet 5 printer configured choose to keep the existing driver e You can then give the printer a meaningful name that will identify it as a virtual printer used by ScanFile for importing documents You can also choose whether the printer will be the default printer Once you have done this press Next e If you are creating the virtual printer on a server you can share the printer to network users Once you have chosen whe
49. enabled or disabled with this option If the Connector is enabled the Send to ScanFile button will be available on the ScanStation If disabled the button will not be shown Using the Connector On the ScanStation main screen select the Scan to ScanFile button after placing the document in the scanner feeder ShareScan from eCopy Place document on feeder or flatbed and choose function Preview Screen Once the document has been scanned the preview screen is displayed where you can review the scanned pages scan more pages delete the document or select to Send to document to ScanFile Send to ScanFile ETA SU Scan More J TI Page 364 e ScanFile Connector for ShareScan ScanFile User Guide Using the Connector Login If the Automatic Login feature is disabled each user will have to login using a valid ScanFile user name and password If the ScanStation being used only has a touch screen a screen based keyboard is available Pressing the ESC key will close the keyboard User Login Name User Rhee Password Destination You can select to send the scanned document to either a ScanFile user or a ScanFile folder When you select to send to a ScanFile Folder the following screen will be displayed which allows you to select the folder you want to send to document to Select target folder 2002 Manuals Invoices eCopy Demonstra
50. ensure that RemoteStation is not installed as a sub directory of the ScanFile program directory as no users require direct access to the RemoteStation directory Once you have chosen the drive and directory press the Next button Backup You will then be asked whether the install program should backup any files that the installation process will replace These can be older versions of RemoteStation components if you are installing over an existing installation and common Windows components held in the Windows or Windows System directories If you choose to backup these components you will be offered a default location of lt Installation path gt Backup Please note that the installation process will only replace older versions of common Windows components RemoteStation Server is now ready to be installed After this has completed the application must be configured At the completion of the installation you will be asked to reboot the server RemoteStation Service When RemoteStation Server is installed the ScanFile RemoteStation service will be added to the list of server services By default this will be configured to use the local system account for its permissions However if the ScanFile and or the ScanFile folders it requires access to are on a different server the use of the local system account will be inapplicable The RemoteStation service will require full access to the ScanFile program directory and to the
51. files The default value will be a directory called Data which will be created in the ScanFile program directory Once the directory is selected press the Next button ScanFile will now be ready to be installed Licensing Once the ScanFile server installation is complete the dongle can be attached to the Server The Wibu Key Server service must then be started This can be done manually or it will be done automatically when the Server is rebooted If you wish to activate the dongle from the server directly you must perform a Client installation to install the required files Please see the Licensing chapter for instructions on how to activate the dongle After this the server installation is complete and you can go on to install the ScanFile clients If you wish to use the Remote Services a client installation has to be performed on the server to install the necessary components Page 36 e Installing ScanFile ScanFile User Guide Novell Netware Servers Novell Netware Servers ScanFile can be installed on to a Netware server but unlike Microsoft server operating systems it cannot be run on the server In addition the Remote Services are unable to run on Netware servers although they can be configured to run on a client The installation must be performed from a network client running Windows 98 Me NT4 2000 or XP Please also note that the license dongle cannot be activated on the Novell server This can be perf
52. highlight part of a page that is of particular interest The annotations are specific to the page on which they are created Different annotations can be added to different pages within the same document The annotation types are Text annotation Line Highlight White out Area Black Out Area If a file has annotations attached to pages this will be signified by a pencil symbol in the top left corner of the image display window This will also be shown in the FastPics Page 80 e Editing Documents ScanFile User Guide Hidden Records 4 Image display 2 16 F BERLINER MORGENPOST_ BeRUNER AIEN emme SSES Senden z Ki en Please note Annotations cannot be applied to native format documents Hidden Records A user within a default security level group of Trustee or above has the option of hiding records within a folder Hidden records will not be shown on the Hitlist to users within the View security level group To hide a record highlight the record you wish to hide on the Hitlist and then press the Hide Record tool or select Hide Record from the Options menu If a record has been marked as hidden to View level user groups an X will be shown in the Notes column of the Hitlist against the record To unhide a record select the record on the Hitlist and select Hide Record Editing Documents e Page 81 ScanFile User Guide Hidden Records Page 82 e Editing Documents ScanFile User Guide Hidden Re
53. is displayed additional fields to the standard Hitlist are shown which detail the name of the source folder the name of the user who put the document into the Personal Hitlist and the date the document was added Searching and Viewing documents e Page 105 ScanFile User Guide Image Display Record 1 of 8 Selected 0 The additional fields shown on a personal Hitlist are From Folder From User and Sent On When the Personal Hitlist is displayed the Field Name row is shown with a yellow background to distinguish it from the Standard Hitlist The names of the folder fields are not shown as documents may have come from different folders with different fields You can edit the documents within the Personal Hitlist The changes do not have any effect to the original document in the folder All changes are only saved in the Personal Hitlist Documents placed in a Personal Hitlist will remain until manually deleted unless they are placed there by the Document Routing option and the user selects not to keep a local copy Image Display All Documents are shown in the Image Diplay Window ScanFile has a comprehensive set of tools available to change the way displayed images are shown The images can be zoomed rotated and also fit to the height or width of the image window A file can be paged through by selecting the next previous icons on the toolbar Page 1
54. numeric but can also be used Equal for alphabetic text Should any value entered be Greater than or Equal to the number entered then it will be imported Smaller or This will typically be used for numeric but can also be used Equal for alphabetic text Should any value entered be Smaller than or Equal to the number entered then it will be imported Like This option is used in conjunction with wildcards If you type the value as part of a word but use a wildcard for the rest of it should import all matches E g Scan will import Scan Scanner ScanFile etc Finally you must enter the value that the condition must adhere to whether it be numeric or alphabetic text The Conditional Import can be setup to perform the checks for import on up to two fields at the same time With the option AND or OR you can determine the records that are to be imported by the second field should you wish AND selected both conditions have to be valid OR connected only either one of the conditions have to be valid User Dependent Search If you select the Setup Libraries option from the Libraries menu and click on the button User depended search a window will be displayed allowing you to select an index field that is used for access verification This field has to contain the name of the user to connect the logged in user to the document when a search within the library is performed using WebServer As an example if you have a library that c
55. of the field can be automatically right aligned with leading 0 s or blanks by selecting the appropriate option Advanced Settings Job Separation Sheet With the optional Forms Recognition enabled ScanFile can use job separation sheets during batch scanning This enables several files to be placed in the scanner feeder at the same time with the job separation sheets placed between them The files will be automatically divided and records created in the ScanFile folder From the drop down Job Separation Sheet list you can select which separation sheet is to be used when batch scanning documents within the Folder Please see the Job Separation Sheets chapter for a full description on configuring the separation sheets Import Compression Format An optional feature of ScanFile is support for the LuraDocument compression format This offers far greater levels of image compression without any significant loss of quality allowing you to store many more documents per megabyte than standard compression formats Using this option in Setup Folders you can set the default image compression format to LuraDocument or to TIFF G4 JPEG format Please see the chapter on LuraDocument for more details Folders e Page 65 ScanFile User Guide Thesaurus Duplicate Index Action This option Execute after Zone OCR reading allows you to assign whether the duplicate index action will be executed after a zone OCR Index information With the o
56. on the OK button and the name of the location will be shown in the field Backup Drive When the scheduler imports the files from the Search location to the specified ScanFile folder the file s will be deleted from the Search location To enable you to keep a copy of the file s outside of ScanFile you can select a location to make a copy of the file s to You can specify the location by clicking on the three dots immediately after the field which will then display a directory find screen Once you have selected the location click on the OK button and the name of the location will be shown in the field Fields Enter the number of fields the index information contains along with the field separator and delimiter Then select whether the index information is contained in an ASCII or ANSI format Update Now This functionality gives you the opportunity to import files and index information from the search drives fast and out of schedule Pressing the Update Now button will cause the Remote Services to perform an update with the next update loop Page 304 e Remote Services ScanFile User Guide Index Import Service Index Import Service The Index Scheduler gives the facility to automatically save ASCII or ANSI data files to specific ScanFile Folders as index information Any indexes saved and copied to a named directory will be archived into that directory s designated ScanFile Folder providing the information is in the
57. running ScanFile for the first time default settings should be applied to enable the application to know what input device to use and where you want to store the documents A short description how to apply these settings follows Search Drives Before folders and libraries can be created search drives for ScanFile to work on have to be defined Selecting Choose search drives from the File menu allows you to specify the locations which can be anywhere on the workstation mapped drives or UNC paths Within the Search Drives window a list of drives and paths that have been added will be displayed When ScanFile is first started the Search Drives selection screen will be automatically displayed and will list the available drives on the workstation First Steps e Page 57 ScanFile User Guide Scanner Selection amp Setup The list of search drives is stored centrally and shared with all workstations If a user does not have rights to access certain paths defined then those paths will appear empty To add a storage location to the list press the button on the top right of the display A window will then be displayed where you can select the drive or UNC path that you want to add To remove a storage location highlight it on the list and press the button on the top left of the display Scanner Selection amp Setup Before any scanning can be done the scanner must be selected Select Choose Scanner from the File Menu and selec
58. search Four options are available to alter its appearance and functionality Option Description Display Hitlist The records in the Hitlist will be numbered in Numbers ascending order This will be in the first column of the Hitlist Show Notes Adds a column to the end of the Hitlist The Notes Column column will show whether records have memos applied to them or that the records are hidden Records with a memo attached will show a M in the Notes column Records hidden for users of the group View will have an X Save Column settings If selected it allows each user for each folder they have access to to customize how the Hitlist is displayed The order of the columns in the Hitlist can be changed as well as the column widths These settings will be saved with the folder or library being accessed Alternating Row Colours Printing The setting changes the view of the hitlist from plain grey lines to alternating blue and grey lines this can help when viewing similar index information Following settings change the print settings of ScanFile Option Description Exact Scale Print Page 122 e General Settings When printing documents pages will be printed at the exact scale at which they were scanned This may mean that because a printer has a non printable border the page being printed will not fit onto one A4 page When this option is not enabled ScanFile will ensure that an
59. set a level between 1 and 3 for a document If many documents are waiting to be sent to the RemoteStation server the documents with the highest priority will be sent first Preview Any documents scanned can be previewed on the Scan screen before sending them to the RemoteStation server They will be shown on the left side of the screen and display tools are available to allow you to rotate and zoom the displayed image If more than one page has been scanned you can move between the pages by using the Up and Down arrows under the Documents option The X under documents will delete the displayed page Send Document Once you are happy with the scanned document press the Send button which will queue the document locally before sending it to the RemoteStation Server Whilst sending if the connection between the client and the server is broken once it is re established the document will once again be sent The documents are queued locally until a successful transmission message is received from the server ScanFile RemoteStation e Page 359 ScanFile User Guide Scheduled Sending Scheduled Sending When scanning or importing documents to a ScanFile folder you can select the date and time that the documents are to be sent to the RemoteStation server for adding to the folder At the bottom of the Folder indexing screen the current date and time will be displayed You can amend this to the date and or time that you wish the document
60. set by putting the appropriate values in the Horizontal and Vertical offset value fields You can then specify the width and height of the search area in the Width and Height value fields To set the scanner to read a particular barcode format or formats tick the Activate checkbox in each of the barcode formats Barcode Option EAN To read the Extended EAN format tick the Extended checkbox Code 39 If the barcode has a checksum this can be recognised by ticking the Recognise checksum checkbox If this is selected the checksum value can be returned by selecting the Return checksum option You can also select to include the start and stop characters in the barcode read by ticking the Return start stop checkbox Codabar If the barcode has a checksum this can be recognised by ticking the Recognise checksum checkbox If this is selected the checksum value can be returned by selecting the Return checksum option There are two checksum options for Codabar Mod 16 and DR7 which can be selected from the drop down list You can also select to include the start and stop characters in the barcode read by ticking the Return start stop checkbox Code 25 If the barcode has a checksum this can be recognised by ticking the Recognise checksum checkbox If this is selected the checksum value can be returned by selecting the Return checksum option By selecting UPC you can then also select UPC A and or UPC E Scanner Set
61. small fonts checkbox Scanner Setup e Page 257 ScanFile User Guide Canon DR 5020 5080C amp 5060F The Style of Embedment can be set from one of three options e Black on White will print black text on to a white background e White on Black will print white text on a black background e Black on image will print black text on to the image There are two counters that can be configured and these options apply to both The Start value of the counter can be set as well as the value to increment the value for each page The following values can be set for the Reset if and Increment if options Reset If will reset the counter to its start value Increment If will add the specified increment value to the counter Never Separator New File or Separator New File Each Document Options Screen The Options screen is for information and will show the attached scanner s installed or available options The Barcode Imprinter and Endorser checkboxes will be ticked if the options are installed Option Description CC CC is a special filter option YG LED Will be ticked if the attached scanner is a DR 5020 or DR 5060F Red Green Blue LED Will be ticked if the DR 5080c is attached The View options are values returned by the scanner The DR 5080c will tick all three checkboxes The DR 5020 and DR 5060F will return only Black amp White and Bi tonal Page 258 e Scanner Setup ScanFile User Guide Canon DR 30
62. the Scan screen Folder The Folder option allows you to scan documents to ScanFile folders that the currently logged in user has permissions to If there is more than one RemoteStation Server registered then you will need to select the server that holds the folder you wish to scan to first If the logged in user only has access to one folder on the server a folder list will not be displayed Folder Fields Once the folder has been selected press the forward button to show the Folder fields If the user only has access to one folder the fields will be displayed automatically without having to select the folder From this screen you can enter the index information related to the document you wish to scan You can also select the date and time that the document will be scheduled for sending to the RemoteStation server This can be set at the bottom of the Folder fields display Once this has been done press the appropriate Scan button to open the Scan screen You can select to scan single or multi page documents Selecting the Single page option will create a folder record for each page scanned Selecting the Multi page option will create a single folder record for all scanned pages User This option allows you to send a scanned document to a registered ScanFile user The documents will be sent to a users personal hitlist so that they can be accessed from within ScanFile If there is more than one RemoteStation Server registered then
63. the Hitlist then go to the page that you want to insert pages before Click on the Insert pages icon in the Edit option of the Folder Toolbox Once the feeder is empty you will be prompted to save or discard the pages just scanned Delete Pages There are several choices when deleting pages from a document First of all display the page at which you wish to start deleting and then select the Delete icon from the Folders Toolbox You will then be prompted on what you want to delete Select the appropriate option and the file will be updated Page 78 e Editing Documents ScanFile User Guide Editing Documents Delete images What is to be deleted Displayed image Displayed image and all following Displayed image and all preceding Allimages ofthis file Cancel Revise Pages An original document can be revised by clicking on the Revise Pages button in the Folder toolbox Edit menu This will scan in an amended copy of the document and allow you to browse through the revised and original pages Split File This option enables you to break apart a single file in to two files with identical index information To do this select the file you wish to break apart from the Hitlist and then display the page of the file that you wish to become the first page of the second file Select Split File from the Edit menu After confirming that you wish to proceed a second file will be created If required you can the
64. the List Imported files from the COLD menu while the folder is open COLD e Page 209 ScanFile User Guide Imported Files Page 210 e COLD ScanFile User Guide Imported Files LuraDocument LuraDocument e Page 211 ScanFile User Guide Overview Overview LuraDocument an option of ScanFile is a document compression procedure which preserves text legibility together with high visual and colour quality The basis of the LuraDocument procedure is the analysis and segmentation of documents Mixed documents are segmented to generate the following three images e abinary image containing text e a foreground image preserving the text colour e a background image with the text removed The three images are then individually compressed using the most appropriate efficient techniques LuraDocument is particularly suited to documents scanned at a resolution of 300 dpi or higher containing large image regions together with text The separation stage uses the segmentation to separate the document into three images of different resolutions The text is removed from the original document to generate a colour or greyscale image containing the image regions and text background This image is compressed using a specially adapted version of the LuraWave wavelet based image coder The removal of text regions extremely difficult structures for image coders to compress enables a significantly higher compression performance t
65. the library from the list on the left of the screen and then ensure that the Scheduler checkbox is ticked Once this is done press the Apply button Update Schedule The days time period and frequency of the library update scheduler can be set by choosing the Scheduler option at the left of the main screen The values set determine when the directories will be searched for libraries to be updated To select the days for the update to be performed tick the checkboxes alongside the days required You can set the start and end period during the day during which the update will be performed by entering the start time and end time in the From and To fields You can then select how often during the selected time period the update will be performed by putting a value in minutes in the Update every field Library Directories To select a directory or path where libraries can be found on click on the Add button below the folder list You can then select the directory from the available storage locations Once you have selected the directory it will be shown in the library directory list The scheduler will update any library with the Scheduler setting in the selected drives paths The system will check if any of the imported folders has been updated since being imported into the library In this case the data in the library is updated according to the folder data Repeat this step for every directory or path you want to automatically
66. the library will also be displayed Wildcard and range searches can be performed and you can also choose to search across all folders in the library or just a specific folder Multiple keyword selections are also supported When you have entered your search criteria click on the Search button which will then produce a Hitlist of matching documents ScanFile WebServer e Page 337 ScanFile User Guide Open Library Page ScanFile WebServer Microsoft Internet Explorer Datei Bearbeiten Ansicht Favoriten Extras Q zur amp EN a Sa gt Suchen St Favoriten amp Ju da Lj Adresse e http localhost sws search asp E wechselnzu Links cabide Full Text Search Index Search 8 Webserver 0 0 0 0 0 0 0 e Folder Search from Search to DEMOCD Index 1 Index 2 ArchiFax Barcode Car Super Plus Cheques Examples Fliers ge Multiple index search L Search in all folders Search in one folder AND Search Logout OR Search Library Clear fields amp Lokales Intranet The Clear Fields button will clear any search information previously entered You can return to the Open Library page by press the Library button or logout by pressing the Logout button OCR Search You can also perform full text searches on the library if full text OCR recognition has been performed on the folders within th
67. the main RemoteStation menu will display the list of folders that the currently logged in user has rights to access If there is more than one RemoteStation Server registered then you will need to select the server that holds the folder you wish to search first Search Screen Selecting the folder will display the Folder Search screen that will show the folder fields Searching within RemoteStation gives the option to perform range searches within the selected folder the first value being entered in the first field alongside a field name and the second value in to the second field alongside the field name You can also choose whether the search is to be an AND search or an OR search The AND search will result in producing a list of documents that match the search criteria entered into ALL fields The OR search will list those documents that match the criteria entered into ANY of the folder fields Once the search criteria has been entered pressing the Search button will show the list of matching documents Hitlist The Hitlist will show all documents that matched the search criteria entered Each documents complete index information will be shown within its own separate box To view a specific document click on the box If a document has more than one page FastPics of the pages will be displayed but if the document only has one page it will be immediately displayed Page 354 e ScanFile RemoteStation ScanFile User Guide Scan
68. the option is enabled when the Clear fields button is Keywords pressed in a folder or library the currently highlighted keywords will be de selected If this option is disabled the keywords will remain selected Hide Keyword List When a folder or library is open this option when selected will not show the keyword list next to the folder or library fields General Settings e Page 123 ScanFile User Guide Personal Hitlist Display Keywords as Text Enabled the keyword list will be shown in list format Otherwise the text will be shown in the cell box One of the features of the Canofile is index cells which work in the same way as keywords These cells can have graphic images scanned into them and can be displayed using cells AND OR When using keywords to search for documents multiple keywords can be selected By choosing either the AND or the OR option the search will find documents that have had ALL the selected keywords applied to them or will find documents that have had ANY of the keywords applied to them Personal Hitlist Every user in ScanFile owns a Personal Hitlist This list is a way for each user to keep a list of documents together so that they do not need to search for them each time they wish to view them Additionally users can send documents to other users Personal Hitlist These options allow you to select whether users will be informed when another user sends a document
69. timer settings are disabled In Progress Documents Documents that are currently In Progress within a route will be listed in the service window and by double clicking on one of the documents further information about the document will be displayed such as the index information and it s routing history to date This will include the date and time of a routing action the type of action and the name of the user Page 308 e Remote Services ScanFile User Guide Audit Trail Update Now This functionality gives you the opportunity to route fast and out of schedule Pressing the Update Now button will cause the Remote Services to perform an update with the next update loop Audit Trail This scheduler only works if the option is licensed The Audit Trail service allows authorised users to maintain the audit database Dependent upon what events you have decided to audit and the level of activity within ScanFile the audit database can become extremely large and you may therefore decide that certain events can be deleted after a time period The standard schedule which is once every 24 hours from the time the service was started Therefore the scheduler timer settings are disabled If you do not wish to delete any audit events do not run the Audit Trail service Never Delete Automatically You can select which types of events will not be deleted automatically when the service is operating When the event types are tic
70. to a user s list Option Description No message If the option is selected no action will be taken if a new document appears A user will have to manually check for new documents in their personal hitlist At Login Each time a user starts ScanFile their Personal Hitlist will be checked for new messages if the At login option is selected Time Interval A user s Hitlist can be checked at specific time intervals if the Time interval option is selected and a time period entered How a user is informed about new documents can be chosen as follows Option Description Beep Will play a sound when a new document was found on the Personal Hitlist Page 124 e General Settings ScanFile User Guide Library Date Format Message A message will be displayed Auto open With this option selected the Personal Hitlist will automatically open whenever a new document is added to it Library Date Format The format in which date fields are displayed in ScanFile Libraries can be set from this option You can select the order in which the days months and years are displayed as well as the separator to be used The formats are DD MM YY DD MM YYYY MM DD YY MM DD YYYY YY MM DD YYYY MM DD Valid separators are and Postindex This option sets the mode and storage location for the post index pool Option Description Normal Mode There is one post index po
71. tools that allow you to alter how a document is viewed and to select the document or page of a document to be viewed Rotate Page 0 Rotate Page 90 o Le Rotate Page 180 Rotate Page 270 fa e Enlarge Page Size Reduce Page Size V 4 View Next Page View Previous Page En A a Go to 1st Page Go to Last Page Go to Previous Document on the Hitlist i Go to Next Document on the Hitlist A In addition to the tools above you can select the page number to view and the zoom level using the options at the top of the Document View Page You can choose which page to view and its zoom level by typing the page number and clicking on the Show button The zoom level can be selected from the drop down list The Download button will download in ZIP format the currently displayed page You can return to the Hitlist or the Search pages by pressing the appropriate button on the left of the Document View page or you can Logout by pressing Logout ScanFile WebServer e Page 341 ScanFile User Guide Open Library Page Page 342 e ScanFile WebServer ScanFile User Guide Open Library Page ScanFile RemoteStation ScanFile RemoteStation e Page 343 ScanFile User Guide Introduction Introduction ScanFile RemoteStation is a client server application that allows you to store documents to a central ScanFile store from any location Using TCP IP connectivity com
72. update libraries on Remote Services e Page 307 ScanFile User Guide Document Routing To remove a ScanFile Folder from the list highlight the name by clicking on it and then click on the Delete button below the folder list Folder Directories To select a directory or path where folders that were added to libraries can be found on click on the Add button below the folder directory list You can then select the directory from the available storage locations Once you have selected the directory it will be shown in the folder directory list Repeat this step for every directory or path folders needed for the automatic update are located on To remove a ScanFile Folder from the list highlight the name by clicking on it and then click on the Delete button below the folder list Update Now This functionality gives you the opportunity to update libraries located in the search drives fast and out of schedule Pressing the Update Now button will cause the Remote Services to perform a library update with the next update loop Document Routing This scheduler only works if the option is licensed The Document Routing Scheduler progresses documents through each step of a documents specific route Every 5 minutes the service will check all routed documents and if all the actions within a routing step have taken place for a particular document the document will be progressed to the next step within the route Therefore the scheduler
73. used if the characters are Lowercase alphabetical characters only Barcode This is to be used if the characters are Barcodes Please note the barcode format must be selected beforehand in the Options gt Choose Barcode menu from the main ScanFile Desktop For more information see chapter Barcodes Check Mark This is used to determine a number of values on forms with check boxes such as survey forms Further information later in this chapter Graphical Element Identifier Only This is to be used if the identifier is a graphic or picture on a form This could be used if the identifier is a company logo for example The selection of the characters allowed for a zone increases the reliability of the results of the OCR reading If you assign Numbers only to a field the amount of possible characters is significantly reduced and a zero will not be mistaken as an O The options Barcode Check Mark and Graphical Element are extended functions They are needed for reading barcodes and forms recognition How to configure and perform Barcode recognition is described in the chapter Barcodes Forms recognition will be described later on in this chapter The Recognize draft printing option will assist in reading faded or dot matrix printed documents After a zone is defined it can be edited any time by right clicking on the corresponding index field and selecting Edit This allows you to resize a zone and also to change the f
74. with the largest amount of index fields limits the amount of search fields Always the he field names of the selected folder will be shown If a selected folder has less index fields than others the remaining search fields are unnamed But named or not any of the fields can be used for searching irrespective of the number of fields a folder has as other folders may have more fields The keyword list of a library is a summary of all imported folder keyword lists and can be used to search for documents in the same way as for folders Libraries e Page 87 ScanFile User Guide Search in Libraries Selecting Options gt General Settings gt Hide Keyword List will turn off displaying of keywords By pressing the Folders button you can display or hide the names of the folders in the library You can also highlight a folder name and choose to just search within that folder To search specify the criteria and then press the Search button A Hitlist will then be displayed showing the results of the search Unlike a folder when the Hitlist is displayed and the Image Display window opened the first page from the first file will not be shown because the folder in which this document is stored may not be on line To show the contents of the document you must double click on the relevant document on the Hitlist If the document cannot be accessed directly ScanFile will prompt you to enter a medium with a specific Media ID the
75. you will then have to select the device from the displayed list You must ensure that the TWAIN driver for the device is installed correctly When this option is used pressing the Scan button in the RemoteStation Scan Screen will display the TWAIN source scan settings screen EDOC This option allows you to select an electronic document from a storage device on the workstation These can then be added to the current queue to be sent to the selected destination Colour Three settings are available e Black and White e Greyscale e Colour Resolution Three settings are available and these will be dependant upon the attached scanner The setting are Low Medium and High resolution which for the Canon DR5020 80c scanners would be 200 300 and 400dpi Brightness The scan brightness can be set from 1 to 255 for greyscale amp colour and 1 to 7 for black amp white Page 358 e ScanFile RemoteStation ScanFile User Guide Scan Screen Text Photo The Text option should be selected if the scan is black and white and it is not important as to the quality of any graphic elements contained on the document The Photo option should be used when the documents contain graphic elements such as photographs This will scan the graphics at a higher quality than the Text option Simplex Duplex This option allows you to set whether the documents to be scanned are single or double sided Priority The Priority option allows you to
76. 00 TWAIN Devices Page 344 e ScanFile RemoteStation ScanFile User Guide Requirements e Comprehensive Security Logon by username password Full Audit log of all activity Encrypted document transmission IP Range Restrictions Requirements RemoteStation Server and Client are 32bit applications that have been designed to use a minimum amount of server workstation and network resource Special attention should be paid to ensuring that the specification of any Client workstation is sufficient to meet the requirements of any attached scanner and the types of documents being scanned and or viewed Further details on these are given below RemoteStation Server RemoteStation Server must be installed on a Microsoft Windows 2000 or 2003 Server with TCP IP protocol loaded Please ensure that the latest service packs for the operating system have been applied RemoteStation Server will require access to the ScanFile program directory and to the location of your ScanFile folders Clients The specification of RemoteStation Client workstations is very important and if incorrectly configured can affect the scanning and retrieval performance The specification is dependent upon which operating system you run what other applications you may be running and which scanners you may have attached to the workstation and what type of scanning you are performing Much of this will also apply to workstations that are only used for retrieval purposes
77. 06 e Searching and Viewing documents ScanFile User Guide Image Display Menu Zoom out Image Display Menu Pressing the right mouse button while in the document display window will open the document display menu This allows you to perform actions on the page currently displayed Several options available are the same as offered on the Hitlist menu but will only apply to the displayed page Please note that these options only apply to scanned documents Option Description Image information Show file information about displayed image LuraDocument If the image is in Lura Document Format this will allow you to switch between the images layers Print copy area Convert to Select an area on the page and print or copy to clipboard OCR s image and converts text to chosen file format Create working copy Opens a secondary display window with the current page Fit image Sizes the page to fit within the display window Fit width Sizes the page to fit the width of the display window 1 1 display Maximum zoom level Change image Reorders the page within the document position OCR Perform full text or zone OCR on the page or copy the page text to the clipboard Searching and Viewing documents e Page 107 ScanFile User Guide Electronic Documents Move Moves the displayed image to the clipboard ready to paste to another record Copy Copies the displ
78. 15 00 57 Exception Report End of detailed report The Exception Report plug in allows you to search through a field in a folder for any gaps or double entries in a numbering sequence Select Plug ins gt Exception Report to start the program ScanFile Exception Report Open folder ce To select the folder to check press the Open folder button and then highlight the folder name you wish to search in and press the OK button Following window will be shown Page 146 e General Information ScanFile User Guide Exception Report Choose range and field Start value Stop value Indexfield Field The screen allows you to select the start and end values of the numeric range to search You can also select the folder field to search in Once you have entered the information press the Start button to perform the range check If any numbers within the range are found to be missing or double a file called Error log will be created in the Temp directory You will be given the option to view this file immediately the check has finished The file will look like this Folder EXCEPTION 2 has been tested with the following parameters Start value 1 Stop value 30 Field 1 The following numbers could not be found 2 3 The following entries were not unique Range check has been completed with 3 errors General Information e Page 147 ScanF
79. 3 4 25 03 2004 Hammerhof KG 000071 43 4 02 04 2004 Hammerhof KG 00008474 7 13 01 2004 Rubensaft KG 00008474 7 23 01 2004 Riibensaft KG Record 1 of 15 Selected 0 Searching and Viewing documents e Page 101 ScanFile User Guide Hitlist menu To alter the column width move the mouse pointer to the right edge of the column within the column heading and then hold the left mouse button down and drag the column edge to the required width To move a column hold down the left mouse button anywhere within the column heading and then drag the column to the required position You can also select whether the Row Number and or the Notes columns are displayed This is done from the General Settings Options screen If from this screen you select to save Column Settings the changes you make will be saved and each time you open a Hitlist those settings will be used They can be changed at any time with the new settings then being saved It is also possible to set Alternating Row Colours which will display the rows in alternate grey and blue lines instead of just grey Hitlist menu From the Hitlist menu several options are available that allow you to alter the display of the Hitlist information and to also print export copy and send documents The Hitlist menu is available by pressing the right mouse button anywhere within the Hitlist window The available options are Opt
80. 300x150 dpi Dither Use this setting when scanning in black and white mode This applies error diffusion to simulate greys and half tones on the scanned document This is useful when scanning photos Page 248 e Scanner Setup ScanFile User Guide Canon DR 5020 5080C amp 5060F Modus This option is used to set the number of colours to be scanned Please note that the DR 5020 and DR 5060F only support Black amp White mode scanning All other settings are applicable to the DR 5080c Black amp White The black amp white mode scans only in black amp white Greyscale The DR 5080c supports 4 16 amp 256 levels of Greyscale Colour The DR 5080c supports 3 6 12 and 24 bit colour scanning The larger the bit value selected the more colour shades will be scanned Please be aware that greyscale and colour scanning especially at high resolutions can result in extremely large file sizes Rotation A document can be scanned and then rotated and saved The available rotation options are 0 90 180 or 270 Compression ScanFile will store images in one of four ways e Uncompressed TIFF e Group 4 Compressed TIFF e Jpeg e Lura Document The type of compression and file format you select is dependent upon several factors including the type of document to be scanned and the type of output required of that document once stored Uncompressed TIFF This format will perform no compression on the i
81. 4 02 Hammerhof KG 10 00008474 7 2004 01 13 Ribensaft KG Search 11 00008474 7 2004 01 23 Rubensaft KG ___ 12 00008474 7 2004 01 31 Rubensaft KG Library 13 00008695 2 2004 03 20 Hosenmatz amp Sohn Logout M 4 76 files matched your query amp Lokales Intranet FastPics By default the Search results page will display thumbnail representations of the pages of a record at the bottom of the page You can choose whether these are displayed or not by pressing the FastPics on off button at the top of the page If there are more pages in the document that can be displayed in the FastPics frame a scrollbar will appear on the right of the frame Memos If a document has had a memo attached to it from within ScanFile this will be indicated in the memo column by a tick Clicking on the tick will then show the contents of the memo You can return to the Search Results page by pressing the Back button Download Clicking on the Disk icon at the end of each record will allow you to download the document to your PC As complete documents can consist of a ScanFile WebServer e Page 339 wi ScanFile ScanFile User Guide k Open Library Page mix of file types such as scanned images MS Word and Excel documents etc these will be bundled together within a ZIP file Viewing Documents When you select a document for viewing the first page of the document selected will be displayed or the page selected from the FastPics or Ful
82. 60 3080C amp 3080CII Canon DR 3060 3080C amp 3080CII The DR 3060 DR 3080c and DR 3080cll are high performance A4 scanners with a maximum scanning throughput of 40 pages per minute They are all double sided scanners with automatic paper size and thickness detection Both scanners incorporate a 100 sheet paper tray The DR 3060 supports black amp white and 256 level greyscale scanning whilst the DR 3080c supports several modes up to a maximum 24 bit colour The maximum scanning resolution for both scanners is 300dpi Post document endorsers are options which can be added to the scanners Document specifications are e Width 55mm to 257mm e Length 70mm to 364mm e Thickness 0 06mm to 0 15mm 0 05 to 0 2mm Manual Feed Scanner Configuration There are many options that can be selected for the scanners and these are split over different option screens which are selected from Scanner Setup The most used options are collected together on the first screen displayed when Scanner Setup is selected The following screen shows the first screen displayed when choosing Scanner Setup for the Canon DR 3060 DR 3080C or DR 3080CIl Scanner Setup e Page 259 ScanFile User Guide Canon DR 3060 3080C amp 3080CII Choose scanner SCSI ID Page size HA 0 ID 7 VMSCSI Maximum v Adjust Skew correction ID 5 77 View Resolution Compression Mode 200 x 200 v Compressed TIFF G se Black White Rotation Pages Dithe
83. 71 IVC 272 Pat AUS EE i en are en T 272 Scanner CONO iaia 272 ee lege EE 279 Tee EE 273 ee illo iii il li 275 CORO 276 CANON MS 300 350 amp 800 E 276 Scanner ie Tee EE 276 EE 277 SMI iii 279 PONE M008 E 280 Photo TG EE 280 Feeder Selection E 280 Scan Area Setting E 280 Extended dee 281 FS Controller Ill dada 281 FS Controller Ill Scanning with Batch Ee 283 CANON MS400 amp 500 ouossntuiisaaacacossensnatenibinesfasudaabidts badalado nanda nes eine re nina 283 Scan Resolution E 284 VieW ee 284 Fil Re 285 E ol SOC Re ee ii coi ii lo lo ie ii li sid lo ii ili i ili ii ll eee 285 Eeer a a E AE AAEE 285 FS Controller Ill 285 CANON CANOFILE SI 287 ee E EE 288 Welcome to ScanFile e Page 11 ScanFile User Guide Contents VIEW ee 288 Brightness CONO 289 IR IRR e E AEO E E E EE EEEE EE E 289 KOFAX EE 289 MAINTENANCE EEN 291 OVER VIEW O 292 MAINTAIN FOLDER asi atirar Si 292 REPAIR FOLDER inda ida d a a dro 292 EE EENEG 293 REMOTE EI Ale GC 295 Ce le EE 296 REMOTE SERVICES WINDOWS SERVICE i 297 CONI 297 CAI iaia 297 REMOTE SERVICES CONFIGURATION TOOL 0 298 ELECTRONIC DOCUMENT DGERWICE cei 298 IER E 298 eil 299 42 Ra AAA SA O 299 Backup RB dq RR RR ida 299 Indexing QO GOING E 299 Update NOW larici Li 301 COLD IMPORT SERVICE wiscssccisinessssivatnnsesansnactacnbaestivasaasbsansiassieessasesanwsenneainosen 301 IER EE 301 debile 302 ella 302 OO FIR eee 302 ee
84. A4 page will fit on a single printed page by slightly reducing the size ScanFile User Guide Keyword Search Mode Automatic When enabled ScanFile will test and select Orientation automatically which orientation will be best for the document to be printed in Ignore Duplex mode When scanning double sided documents ScanFile records whether a stored page was the front or back of a page When printing these to a double sided printer if the Ignore Duplex mode is disabled ScanFile will print each page as it was scanned front pages will be printed on the front of a sheet back pages will be printed on the back of a sheet When this mode is enabled the pages will be printed in straight sequence User Date and The option will print the name of the computer the Time user and the date amp time the document was printed at the top of each sheet Page numbering When activated ScanFile prints the page number and the total number of pages at the top of each sheet Text Annotations When enabled text annotations can be printed on a separate sheet to the image when this option is selected Print index When enabled index information of a document will information be printed at the top of each sheet Keyword Search Mode If a keyword list has been applied to a folder or library you can choose how this is displayed and how the keyword search will operate Option Description Clear Selected If
85. ACtiON errrraaararaaaaaaaaaanaaaanannaaaanaa 64 BERE 1 04 soa a rennan n uaine 64 Ee ONY a co 6 ORNE NR RIR RN DA 64 Field Must be FUN aii fa dd ea ia 65 FROM RR RR RR RR RR 65 ie leen wn e 65 Job Separati n Sheet EE 65 Import Compression FONT AL PR RE 65 Duplicate Index Action eee eeeeceenenaaaeneeeeeeessseeesaaaaeneeeeeeseeeeeaa 66 Index eene AO EE 66 Document Retention Recording i 66 THESAURUS RR RR RR RO RIA 66 Thesaurus IMPOr PR E O CR CU aAA A RRA 67 EIERE ege 68 WORKING WITH FOLDERS iieeeeeeeeeeaeerereaaerrreea aerea aaa nnen r nnn 69 TOO DON SOON pan doi 70 je elfo er Ee NONO ON RR RD RP RR RR 71 TODIDON E lei 71 To lbox FI rers ioen ee NEEE E AE EEE ETE 71 Keyword EE 72 DOCUMENT RETENTION RECORDING 0 crei 72 Ee 72 FOLDERS SUMMARY ai la ninantan tunan renn E EnaA Ena nEn nrnna nenn nenne 74 eeler E 74 ee Ee 74 Field eet e sates acc 56d 74 Exlended Fr pelieS s ili iaia agli 75 EDITING DOCUMENTS issiairiliaricia ciare 77 Welcome to ScanFile e Page 5 ScanFile User Guide Contents EDITING DOCUMENTS ee 78 Append e EE 78 ee e 78 ere 78 Ee 79 SEENEN 79 EE 79 SUA RR RP A PARAR 80 ANNOTATIONS secante dida Ra 80 HIDDEN RECORDS ia sid e Ee E A eE E AE aS 81 LIBRARIES scsi e 83 e EE 84 CREATE EDIT LIBRARIES anelli 84 Conditional E 85 User Dependent Segre iii pila 86 SEARCH IN LIBRARIES sus itasisadanisasaedabisiasadasedsiliiss iii 87 GENERAL S
86. BID lirici ili 36 RARE EEE 36 Licensing EE 36 NOVELL NETWARE SERVERS e 37 Licia 37 diesis in 37 Personal HitliSt EEN 38 Dongle License tes errrreaaaaaasaeaaaananaaananaaaanaaananna 38 Donde EE 39 NETWORK CLIENT INSTALLATION 0 c00 rr 40 88 09 0081 ee 40 PORSOM RMS lle asi 41 REMOTE SERVICE sitio ir id EEEn A Auna EEEn EEEa nnen nnen neen 41 RENOVNCSCANE LE arreca sol a aes 41 SUMMARY EE 43 installation ER EE 43 WISI E1821 110 PRINT 43 Backup Ee 43 eer 43 People licia 43 FENDIESEeNICE iure 43 Removing SCInEliean all LA LALA ees 44 LICENSING Gi lin 45 OVERVIEW liana 46 What is the Serial Number piave iii 46 What is the Pick E E 46 How is the license controlled i 46 Ree 47 Internet e E 48 Save to Load rie 49 UPGRADES E 51 DONE APRE cca 51 FIRST STEPS EEN 55 OE ER TE 56 STARTING SCANFILE EN 56 Page 4 e Welcome to ScanFile ScanFile User Guide Contents SCANFILE MAIN SCREEN eet 57 SFAR OA DR VE O nai 57 SCANNER SELECTION amp SETUP ce rr 58 NEXT UN 58 FOLDERS E 59 OVERVIEW e O O O 60 CREATE FOLDER oia icaro 60 FIELD PARP EE WME Seria acted bi dr herd Raed etcxdnsbehatbaed cdi 61 NEE 61 Tee ee EE 61 016 PRE A ERRE ZIA 61 REN 61 LONGORIA ao 62 DO CODE assi ia a a Ra li 62 EE Ae 62 Id ciccia 62 DIC RE AO RE ates mata eee 62 EXTENDED FIELD PROPERTIES ii reeeeeereeeeeerree ea errea aaa 63 IPPUMASK DO O RR POR RR oasis 63 Duplicate Index
87. C Yes Yes Yes Yes Return Enable Auto Yes No No No Return Indexing No No No Return Send Address No No No No Return Input OK Yes Yes Yes Yes Return 8X Plus Key Exit Return SW103 with FS Controller Ill 1 2 3 4 5 6 7 8 D D x e D x x x On e e e x e e e e Off Page 286 e Scanner Setup ScanFile User Guide Canon Canofile 510 510S SW103 Without FilePrint 300 1 2 3 4 5 6 7 8 e x x x x x x x On X e e e e e e e Off Mode Description Film adjust vertical SHIFT or 4 then or Film adjust horizontal SHIFT 4 then Yes or No then Return Canon Canofile 510 510S The Canofile 510 is a standalone electronic filing system with a built in 50 page per minute double sided scanner This has been discontinued by Canon However the CF510 has a SCSI connection which enables it to be attached to a PC and used as a scanner Only certain CF510s can be used as scanners so please check with Canon to ensure compatibility The screen below shows the scanner setup for the Canofile CF510 and Canofile CF510S Scanner Setup e Page 287 ScanFile User Guide Canon Canofile 510 510S 4 Scanner setup Canofile 510 5105 Choose scanner SCSI ID Sensitivity Resolution Ha O ID 7 VMSCSI Brightness front 200dpi x 200dpi ID 227 k lt 200dpix100dpi O Brightness back TIFF format View Crop border Front
88. CANNNG alice 89 EE 90 SINGLE amp BATCHSCAN NEE 90 POSTINDERPO Liscia dd nanna 90 FUNCTION SHEET O ias nd A E A E 91 JOB SEPARATION SHEETS mai ni ae ai da a li a ege egien 92 INDEXING EEN 93 KEE acilia 94 MANUAL INDEXING criari diceria rare rara 94 Area INAOXINO aieeaa E EEA EEEE A EEG EEEE AEG EEEE A EEE 94 E eltren e 95 OCR INDEXING asini 95 BIN dee 95 SEARCHING AND VIEWING DOCUMENTG ccsccccsssssenssesessesensseseneseees 97 OVERVIEW aan ea e EE 98 SEARCH EE 98 EXTENDED SEARO A pissing ra paria 99 MULTIPLE INDEX SEARCH ti itiiesereeeereea arena ereeaereeaereearreannna 100 FULL TETAS TEAR sir tina nknntnna nra ntnn annann ennnen aneen 100 e Inf 101 FITCISEMENE dieci 102 Send ENNEN 108 COMOING TOW a ia 104 RR arenae Noe gee see DRE RIETI EE 104 RENO O ON ao 104 PERSONAL el Ene E a de 105 AGE DIE PIANO ee Si O Ed 106 IMAGE DISPLAY MENU 107 ELECTRONIC DOCUMENTS usina ida ii reenn 108 Page 6 e Welcome to ScanFile ScanFile User Guide Contents Electronic Document Display Menu ee 108 VIEWING MULTIPLE DOCUMENTS rr 109 EN Ee 109 Eeer 110 ELECTRONIC DOCUMENT IMPORT 1 r200r0r serre sierra 113 OVERVIEW GaGa O nasale aaa 114 EE jr rr pd e ege 114 Ee e erea dora R eng e edera 115 EXPLORER SEND TO A EE E A A E a a 116 MS OFFICE INTEGRATION 000 crei 117 Sena EE 118 Print and Save To SCAN NC vcscvcccvcncnevsncvercnanenerersnsvansnave
89. File Folder to import the COLD data to click on the Add button below the folder list You can then select the folder from the available storage locations Once you have selected the folder it will be shown in the folder list To specify the search and backup drive and the import template the folder must be selected in the folder list by clicking on the folder name The name will then be highlighted To remove a ScanFile Folder from the list highlight the name by clicking on it and then click on the Delete button below the folder list Search Drive The Search Drive should point to the location where the COLD files to be imported are saved or copied to This can be a location on a drive or a UNC path You can specify the location by clicking on the three dots immediately after the field which will then display a directory find screen Once you have selected the location click on the OK button and the name of the location will be shown in the field Backup Drive When the scheduler imports the files from the Search location to the specified ScanFile folder the file s will be deleted from the Search location To enable you to keep a copy of the file s outside of ScanFile you can select a location to make a copy of the file s to You can specify the location by clicking on the three dots immediately after the field which will then display a directory find screen Once you have selected the location click on the OK button and the n
90. G gironi iii 346 FEES biblia aida 346 SERVER INSTALLATION aa 346 ScanFil OCO EEN 347 EOCANOM eege 347 e E 347 FEMDIESIRIONSENI Egr 347 SERVER CONFIGURATION idea e nesen aa Eo aE aA aea 348 ee tee EE 348 CARO AE 348 Celati 349 EE ee 350 ele 350 Een 350 REMOTESTATION CLIENT 30010000 plinti 350 Page 14 e Welcome to ScanFile ScanFile User Guide Contents LI a A E A A R 351 BACKUP E 351 CLIENT GONEIGURATION cc 351 Local Station Settings noia stona 352 ee 352 STARTING REMOTESTATION ici ai ri rie 352 E PR RR IR IR 352 Ee 352 VIEW OO CO sro dir O O ENEE ENE EEE 353 Local Sending EE 353 SCIE lia 353 SEARCH ille 354 Clelia 354 lella 354 leleine ei 355 ViewWng e E 355 SANS EE E EE EE 355 EE eege 355 ele 356 Lilia 356 Cibi ia 357 RE AS REED A E A NAE E A ES 357 DOCUMEn EE 358 02010 ee EE 358 PRE 358 BHONINESS serino EER E RE ERR EE A 358 RRC MONO E 359 ENEE 359 LR 359 AEA EAT do 359 Send Ee eege 359 SCHEBDULEDSENDING ioni 360 SCANFILE CONNECTOR FOR SHARESCAN 1 11s ssrrreresiiiniee 361 MEP P a O e rear 362 INSTALLING THE CONNECTOR si i 362 CONNECTOR CONFIGURATION isacsssnccassnteassnnesasaacuaraseacnedenatdiasauatauctmuenainabanstainane 362 Polli 363 LO lalla 363 Enable Scan to ScanFile irc 364 USING THE CONNECTOR EEN 364 EE 364 LOOT PRC ETA POSA 365 Destination EE 365 Index and Send iii RA RR RA 366 Welcome to ScanFile e Page 15 ScanFile User Guide Contents Page 16 e Welcom
91. Guide Fulltext OCR Scheduler Update Now This functionality gives you the opportunity to import forms from the search drives fast and out of schedule Pressing the Update Now button will cause the Remote Services to perform an import with the next update loop Fulltext OCR Scheduler Overview This scheduler only works if option OCR is installed and licensed This service will automatically perform full text recognition on selected folders Any pages that have not been OCR d in the folders will be processed on the selected days and time Folder To select a ScanFile Folder to have the full text OCR performed upon click on the Add button below the folder list You can then select the folder from the available storage locations Once you have selected the folder it will be shown in the folder list To remove a ScanFile Folder from the list highlight the name by clicking on it and then click on the Delete button below the folder list Update Schedule The days time period and frequency of the fulltext OCR scheduler can be set by choosing the Scheduler option at the left of the main screen The values set determine when the folders will be searched for new documents to be OCR d To select the days for the update to be performed tick the checkboxes alongside the days required You can set the start and end period during the day during which the update will be performed by entering the start time and end time in the From and To
92. If colour scanning and viewing is a requirement you must also ensure that the graphics adaptor and monitor are suitable for viewing the documents and that the workstation has sufficient RAM to allow for data to be processed If there is insufficient RAM in the workstation the operating system will use the hard disk as virtual memory This however will dramatically affect the performance of the workstation ScanFile RemoteStation e Page 345 ScanFile User Guide Before Installing The minimum recommended specification for a workstation is as follows Personal computer using a 400Mhz Pentium Il Processor 128MB RAM 17 Display CD ROM Drive 4GB Hard Disk Drive MS Windows 2000 Professional Before Installing RemoteStation server consists of a server service that utilises the local system account to access its resources If the server running RemoteStation Server is not the same as that running ScanFile or where the folders libraries reside you must create a new user specifically for use with RemoteStation This is also necessary if you intend to use the Printing option which allows Clients to scan amp print documents to printers that the RemoteStation server has permissions for Permissions The user you create must have Logon Locally rights and have permissions to the following locations e ScanFile RemoteStation Server directory and subdirectories e ScanFile program directory e ScanFile folders drivea s directories e
93. Post index from the Folder Toolbox place pages into the scanner feeder and then select the Scan Pages icon Once the documents are in the pool they can be viewed by using the Next page amp Previous page icons To create a new file select the page that is the first page of the file type in the indexing information for the file and then click on the Save Image icon Once you have pressed the Save Image icon the next page in the Postindex pool will be displayed To keep adding pages to the new file just keep on pressing the Append page icon for each page of the file that is displayed When a new file needs to be created just press the Save Image icon again The Append page feature of Postindex can also be used to append pages to existing files Via the search option find the file you wish to append to go to the Postindex pool display the page you want to append and then press the Append page icon Instead of pressing the Append icon you can also press the key on the keyboard to append pages This will only work if the first field is in overwrite mode Pressing the key will bring the appended page back into the Postindex pool Pressing CTRL and will append all remaining images from the Post Index pool By pressing ALT and all remaining pages will be imported into the folder as single page documents Function Sheets The Canon DR 3020 and the Canon DR 5020 80c scanners support the use of two types of function c
94. RCHING IN ARCHIVED AUDIT TRAIL DATA 220 CD PREPARA ION EE 223 COVERVE N fo ra 224 CD PDREPARATION rr 224 Standard Preparation E 225 Fast EE 226 E D We EE 227 eg dere O D EH 227 SCANNER SETUP ccm 229 COVER E a 230 SCSI CONNECTED SCANNERS cere 230 SCANNING RESOLUTION sassinoro RR ara 230 TEST OGAN DEEN 231 SCANNER CONTROL DHEETS rnrn ne 231 SCANNER CONFIGURATION wisscisscssacceadevacsecdesadansdaeadsleadunndseudssadededeasdlandlnadidadelans 232 CANON DR 6080 7580 amp OU 232 Scanner die ee 233 erer 233 EE 236 EE ja a AAEE EAE ENEA AAEE EEEE 236 1810110811010 E 236 Extended ee 236 CANON DR 7080C iii resi 240 Scanner e ie ee 240 Page EE soja ear EEan AEEA REEE i A 241 EE 244 Text MODO PR ERA 244 SEENEN 244 Extended Settings in aa dior lapspabia 245 CANON DR 5020 5080C amp 5060F ni eeerrereeeeererenanenra 245 Scanner e ee presiedere dada abadia aba nenne 246 Page SEO E 247 SENSI dd dd 250 TAA MOT E nile 250 Page 10 e Welcome to ScanFile ScanFile User Guide Contents PROMO Be E 251 Extended Settings E 251 CANON DR 3060 3080C amp 2000 259 Scanner TOMO Ee E 259 eege Ee 260 Skew ee Ee E 263 CU PORRO e I A 263 EE 263 PROTO MOO sad 264 Extended Settings 264 CANON DR 2050C amp DP 20800 265 EE 268 Text MODE sya sta rsa tah asda AEREE RAAE EA AAE AE AEE 268 Photo Mode aa 269 NON 269 Sca Assolto leali 270 e 270 Mere ege eege 271 A AREA 271 CHECESCANNER 3 eo e 271 ee Gola 2
95. SP ScanFile Document Management System 8 Manual for ScanFile Version 8 Installation Licensing amp Configuration ScanFile ScanFile WebServer ScanFile RemoteStation ScanFile Remote Services ScanFile Connector for ShareScan ScanFile User Guide B BDisclaimer Disclaimer Dieter Spielberg DMS GmbH makes no representation or warranties with respect to the contents or use of this help file and specifically disclaims any express or implied warranties of merchantability or fitness for any particular purpose Further Dieter Spielberg DMS GmbH reserves the right to revise this help file and to make changes to its content at any time without obligation to notify any person or entity of such revisions or changes Further Dieter Spielberg DMS GmbH makes no representations or warranties with respect to any ScanFile software and specifically disclaims any express or implied warranties of merchantability or fitness for any particular purpose Further Dieter Spielberg DMS GmbH reserves the right to make changes to any or all parts of ScanFile software at any time without obligation to notify any person or entity of such changes Copyright 1999 2006 Dieter Spielberg DMS GmbH All Rights Reserved No part of this document may be reproduced transmitted or stored in any form or by any means electronic or mechanical for any purpose without the express written permission of Dieter Spielberg DMS GmbH Page 2 e Welcome to
96. ScanFile ScanFile User Guide q ert System Overview Overview This chapter describes several options which provide information about the installed ScanFile version image information and information concerning the activity that has taken place within folders ScanFile Version This utility is available from Help gt Info menu A window will be displayed giving you the version number of ScanFile name of the computer and logged in user Additionally you can display system information by clicking on the button Info Document Management System 2000 2006 Dieter Spielberg Document Management Systems GmbH INet www spielbera de I mage nformation When a page from a document is displayed information about that page can be obtained by choosing Image Information from the Help menu The location and file number within the folder will be displayed as well as such information as resolution and compressed and uncompressed size Page 144 e General Information ScanFile User Guide Generate Report ScanFile Document Management System CES ss Image info Drive and path name C 2Y0C778E SCFOO 00 00 00000001 TIF Image width 4960 Pixel Horizontal resolution 600 DPI Image height 7016 Pixel Vertical resolution 600 DPI File format CCITT G4 Size in memory uncomp 4 MB File size 79KB Image compressed to 1 87 Generate Report This feature can be opened by selecting Opti
97. ScanFile User Guide CD Preparation s Prepare for CD writing Available folders x Fast preparation c Lokaler Datentr ger Folders Sire Delivery notes In box Invoices Add all gt gt gt Add gt gt gt CD Pool Z c Lokaler Datentr ger Folders Sie Bundle TIFF files Pool size There are two ways to prepare ScanFile Folders for archiving Either you choose Standard Preparation or Fast Preparation Standard Preparation By dropping down the CD Pool Drive option in the CD Preparation window the drive to which the folders will be copied can be selected Next select the drive s containing the folders to be copied Select the folders you wish to add to the CD Pool individually by highlighting the folder name and then clicking Add or by clicking Add All which will add all the folders from that drive to the CD Pool Ensure that the maximum capacity of the CD pool doesn t exceed the capacity of your storage media When writing to CDs it is advisable to reserve 5 of the disk space for the CD writing program for creating and closing the writing session The only other option to select at this stage is the Bundle TIFF Files option If this is selected all the separate TIFF files within a folder will be combined into one large Container file which has advantages when it is intended to CD Preparation e Page 225 ScanFile User Guide CD Preparation place the
98. Scanfil Webserver Wg ee ee ee sc ee e sc sc ee ee e se sc ee ee ee e e e Version 8 0 0000 User count 1 Library drives JPEG Quality CA 1 100 Language Sprache Langage English v Download Settings Password eeccccccce Fio ee I Image Cache Confirmation eeeeeeeeeg Logout LuraDocument Online Conversion to GIFIJPEG O LuraDocument Transmission needs Plug in Online Conversion to GIF JPEG O LuraDocument Transmission Display Download PDF Download Session Timeout minutes Logout Page Ihttp Amww spielberg de Save Cancel si Lokales Intranet The WebServer application can search up to 8 drives for ScanFile libraries These can be specified in the Library Drives section of the Settings screen The drive references must correspond to the drives the WebServer is able to manage If the libraries are held on a separate server and no drive mappings exist the Universal Naming Convention UNC can be used The format for this is lt servername gt lt sharename gt The Settings page used to configure the Library Drives also includes other settings which are described below ScanFile WebServer e Page 331 ScanFile User Guide Image Cache Option JPEG Quality Description This is a user specific setting that determines the quality of JPEG images that WebServer will display The lower the setting the lower the quality of the displayed image Th
99. Setup Zones window you will find three options Option Description Threshold The threshold is the setting that determines whether a forms data will be recognised by the reliability of that form Example If the threshold is set to 60 then any forms which have matching identifiers will return higher than 60 and be recognised any forms that don t have matching identifiers will score below 60 and be rejected as that form Skew Correction This setting will straighten or un straighten any images that have been scanned to assist with a more successful OCR Border Removal This setting will remove or add the borders that may appear on a document once it has been scanned Forms Database The forms with the relevant index field setup and the identifiers are stored in a forms database The default forms database is stored in the ScanFile application path as file default sff The file is displayed above the OCR tree in the window Setup Zones All changes to the forms database will be saved when clicking on OK OCR amp Forms Recognition e Page 167 ScanFile User Guide Forms Database Page 168 e OCR amp Forms Recognition ScanFile User Guide Forms Database Job Separation Sheets Job Separation Sheets e Page 169 ScanFile User Guide Overview Overview ScanFile can use job separation sheets during batch scanning which enables several files to be placed in the scanner feeder at the same ti
100. System directory on the Novell server You can then load the NLM at the Novell server Console by typing LOAD WKSVNW NLM followed by the complete path to WibuNov ini as the parameter LOAD WKSVNW NLM SYS APPS SCANFILE DONGLE WIBUNOV INI This should also be add to the servers Autoexec ncf so that it will automatically load if the server has to be rebooted The Installation will now be complete and Clients will be able to run ScanFile Installing ScanFile e Page 39 ScanFile User Guide Network Client Installation Network Client Installation To perform a Network Client Installation select Run from the Start Menu and then choose SetupSF exe from the Software directory on the ScanFile CD Before pressing the OK button add the switch N to the end of SetupSF exe Please ensure that the switch is entered in uppercase lt CD ROM Drive gt Software SetupSF exe N The first step is to choose the language that you wish ScanFile to be in Choose the desired language and press OK Components The next step is to choose the ScanFile components to be installed The core ScanFile program will be installed automatically but you must select the additional options individually Please note that if you have not purchased the TIFFWriter OCR or the Virtual printing option ScanFile VNP these will not function Option Module Description MS Office Integration This option will add Send to ScanFile and Print and Send to ScanFile optio
101. User Guide Batch Scanning Microfilm e Group pages by pages P scans and stores images as single page records between Page blip numbers entered e Group pages by File F scans and stores images as single page records between File blip numbers entered e Group pages by File F und B scans and stores images as single page records between File and batch blip numbers entered e Group pages by Batch B scans and stores images as single page records between Batch blip numbers entered Be sure that the mode of the FS Controller III for blip reading is set properly For more information on the FS Controller III see the MS300 MS350 MS400 MS500 MS800 Scanner Configuration manual or the FS Carrier II manual Batch Scanning Microfilm Batch scanning will create a document containing multiple scanned pages Manual Mode Using manual mode the user can scan several images into a batch record from roll film ScanFile will combine these single images to one document e Insert the film to be scanned into the FS Controller III e Set roll film retrieval to the first image by the keyboard or knob of the FS III e Set Zoom and focus e Key in the index information if not created automatically by barcode or by duplicating or counting fields e Start scanning by clicking on the Batch Scan button e Select next frame if necessary and click on Continue scanning Repeat this step until end of batch e To end batc
102. XY e Field 3 Phase X Y e Field 4 Customer Y The example uses a quote sign as Field delimiter Without the Field delimiter the comma in field 3 would also be interpreted as Field separator and the field content would be divided into two different fields In addition to the import of index information ScanFile is also able to import index information and related files from In this case the index file must contain the index information and the document filenames All files must be located in the same path as the index file itself or have the path to the file location as part of the filename The following example shows a line of an import file to import index information and their related files 12345 Project XY Phase X Y Customer Y 01 tif 02 xls Import e Page 197 ScanFile User Guide File Format ScanFile would find the following information Field 1 12345 Field 2 Project XY Field 3 Phase X Y Field 4 Customer Y File 1 01 tif File 2 02 xls The example shows the index information and tow related files The file named 01 tif is a TIFF file that is directly imported to the chosen folder When importing TIFF files these can be either single or multi page Group 4 TIFF files The second file named 02 xls is a Excel file that will be appended to the document after the last page of the TIFF file Page 198 e Import ScanFile User Guide File Format COLD COLD
103. a COLD template E g a i 6 0 If you wish these characters to be recognized then uncheck this option Overlays When spool data such as invoices are printed they are usually printed onto prepared forms with named columns and data headings Without these forms the data can be quite hard to read and can easily mislead For this type of spool data the ScanFile COLD module allows a scanned image of the form to be specified for a template and when the imported data is displayed it will be overlaid on the image of the form Two separate overlays can be specified for the first page of a record and for any subsequent pages of a record If it is the same form for every page the Following pages field can be left blank When using overlays it is critical that the text will line up in the correct position relative to the overlay form It is therefore important that an original form is scanned to be used for the overlay and that this is not scaled in any way The form can be scanned using ScanFile or any other program The image file of the scanned page can be used in ScanFile as an overlay Page 208 e COLD ScanFile User Guide Imported Files The other options that can affect the alignment are the Overlay Settings Firstly adjust the linefeed setting and this will normally ensure that if the correct font and font size have been selected the data will fit the overlay If any other adjustments need to be done the horizontal and
104. a ia iai ai a dirci 314 CODE a E E 314 Add a Folder to the Retention Control 314 ele 314 Update SCO ING RNA RR NRO 314 Update NOW svn ieri ili eee see eee ees 315 Elle 315 Ue ieri 315 Activation and Deactivation EEN 315 SCANFILE VNP ri ia iria 317 ENE REED hainadecembnenbinndadadaundlonicinmiaudseneramersgbcsndiendnendies 318 TIS TAA TON ay ee 318 CONFIGUBATION sinistro E 318 Virtual PrinherS EEN 319 ee 320 VNP ACTIVITY EE 322 SEENEN 323 n ele 324 Welcome to ScanFile e Page 13 ScanFile User Guide Contents SCANFILE WEBSERVER 11000s arr erre eee eee 325 OVERVIEW a EEAS A E E REENE 326 FEATURE Sirion 326 BEFORE INSTALLING lalla 326 PES 327 SIE PIRRO a OTO 327 Salinas 327 Re 328 SCI PRE O I I ROTTE 328 WebServer AP E seara a O aaacasa 328 ES CONFIGURATION iii dealer n 328 Virtual TQ WAM E 328 EE Le TT a TL ee Laem en eg 329 CONFIGURING WEBSERVER 0 329 Libra ER 330 SQUARE 330 IMAGE CACHE tiant nnan r na nkan Ennan Enan Ennan Anann nrnna nnen n nne 332 OPENING WEBSERVER 0 334 OPENLIBRARY PAGE ssaa dA ia ia iaaea 335 EE 335 OCR Sear EE 338 Search Results Page ee 338 Eeer 339 MEMOS EE 339 DOW ele E RR E O O IT 339 Document Viewing Tools 341 SCANFILE REMOTESTATION 201000 serre eee 343 INTRODUCTION EE 344 REY FEATURES israel ar 344 REQUIREMENTS sa ee 345 Rem teStation Server bibbia 345 GIONIS E 345 BEFORE INSTALLIN
105. age 114 e Electronic Document Import ScanFile User Guide TIFFWriter IZ Archive document under Folders z c Lokaler Datentr ger Folders Index fields Delivery notes bunis In box Invoices Customer number S Customer name Save mode Post index Index now From this display you can select which folder you want to put the document into Once you have selected the folder the folder fields and keywords if assigned to the folder will be displayed You can then type index information relevant to the document or you can choose to place the document into the Post Index pool Once you have indexed the document or selected to put the document into the Post Index Pool pressing Save will put the document in the folder Collect Mode TIFFWriter also has a Collect Mode which allows you to print multiple documents using TIFFWriter before saving them to ScanFile folders To activate this feature once you have printed the first document and the Index screen has been displayed press the Collect Mode button The Index display will then change to just show an End Collection button While this is displayed you can print using TIFFWriter from Windows applications without having to store each printout at once Electronic Document Import e Page 115 ScanFile User Guide Explorer Send To When you have finished printing your documents press the End Collection button and the screen w
106. age segments These are divided into Bi tonal Foreground Background Thumbnail Miscellaneous Bi tonal The Bi tonal settings are for the text part of the image and can determine how the text is segmented and stored and the compression level Following options are available Option Description Mode This sets the compression format in which the text is saved This can be LuraDocument LDF TIFF G4 or no compression Segmentation This defines whether the image is all text a mix of text and graphics or all graphics An auto mode is also available Page 214 e LuraDocument ScanFile User Guide LuraDocument Settings Mask The mask sets how LuraDocument processes the image text It can adapt it s processes dependant upon specific parts of the image or process the whole image using the Constant setting Quality The quality can be set from 1 to 100 Foreground The foreground image saves the text colour information and can be set for differing levels of compression and quality thresholds Option Description Mode This sets the foreground image to Baseline or Embedded You can also select no None settings Sample The value is the down sample rate The higher the value the higher the compression and lower the image quality Min Quality This sets the threshold for the minimum image quality which if not achieved can override the compression level Baseli
107. al Hitlist Select all Deselect all Choose search drives File Select scanner Edit Repair folder Search Maintain folder View Import Options Export folder Libraries Send to COLD M Move to DCH Prepare CD writing Window Setup AutoCD Plug Ins Print image Help Print hitlist Cancel WebServer Log out Exit RemoteStation To select which options you wish to allow or prohibit for the user or group click on the corresponding tab on the left hand side of the window and then Page 134 e User Management ScanFile User Guide ScanFile Account select the options required A Tick in the checkbox means that option is allowed a blank checkbox will mean that option is prohibited The selected options are then the only options viewable when that user or group member logs into ScanFile Included are three options at the top right hand side of the window to allow you to select all or deselect all options listed against one tab and to select the default options available for the whole menu listings Use Select All or Deselect All to select deselect every displayed menu option The General Tab at the top left hand side of the window will display the Administrator selection next to it When ticked it will automatically give the currently selected user or group full administrator rights to the ScanFile program which will limit no options If a user is a member of more than one group and different settings have been
108. alled SFWeb and the site is called scanfile com entering http www scanfile com sfweb will display the ScanFile WebServer login screen To access ScanFile libraries via WebServer each user must log in The user names passwords and the libraries the users are allowed access to is defined within the Security setup of ScanFile ScanFile WebServer e Page 329 ScanFile User Guide Configuring WebServer The first time you use WebServer it will report that it is unlicensed Please see the WebServer section in the Licensing chapter on how to license WebServer To licence and configure WebServer you must login as using the ADMIN user Library Drives The first time you load WebServer no libraries will be displayed in the Open Library list box This is because WebServer does not yet know where to look for the ScanFile libraries To configure WebServer press the Settings button The different settings are described below Settings Only Administrator users will get this Settings screen displayed All other users are only able to set their language and JPEG quality threshold along with a download password Page 330 e ScanFile WebServer ScanFile User Guide Configuring WebServer ScanFile WebServer Microsoft Internet Explorer DER LA Datei Bearbeiten Ansicht Favoriten Extras Q uri WU EN a Le JP Suchen sly Favoriten Adresse http localhost sws setup asp v EJ Wechseln zu Links
109. ame of the location will be shown in the field Import Template You must specify the pre defined COLD import template to be used with the ScanFile Folder The template will have been created in ScanFile previously Page 302 e Remote Services ScanFile User Guide Files and Index Import Service You can specify the import template by clicking on the three dots immediately after the field which will then display a template list Once you have selected the template click on the OK button and the name of the template will be shown in the field Update Now This functionality gives you the opportunity to import COLD files from the search drives fast and out of schedule Pressing the Update Now button will cause the Remote Services to perform an update with the next update loop Files and Index Import Service The Files and Index Scheduler gives the facility to automatically save files and ASCII or ANSI data files to specific ScanFile Folders Any files and indexes saved together and copied to a named directory will be archived into that directory s designated ScanFile folder providing the information is in the correct format In contrary to version 7 the amount of monitored directories is not limited Update Schedule The days time period and frequency of the document scheduler can be set by choosing the Scheduler option at the left of the main screen The values set determine when the directories will be searched for new docu
110. an be set Scanner Setup e Page 241 ScanFile User Guide ocument Management System Canon DR 7080C Setting Description Page Size Select one of the following document sizes Letter 8 5 x 11 In Ledger R 17 x 11 In Letter R 11 x 8 5 In Legal R 14 x 8 5 In A3 R 420 x 297 mm A4 210 x 297 mm A4 R 297 x 210 mm A5 148 x 210 mm A5 R 210 x 148 mm B4 R 353 x 250 mm B5 176 x 250 mm B5 R 250 x 176 mm If Fit Image is enabled this setting is disabled Window Page Size Setting If you select the Window page size option you can specify an area of the document to be saved To do this select Window as the page size then perform a Test Scan on a sample document A sizeable box will be overlaid on the image in the Test Scan window Size the box over the area of the sample document and the box size and location will then be saved Please note that when this option is used only the area of the document inside the box will be saved All other parts of the scanned document will be discarded Resolution You can select one of the following 100 150 200 240 300 400 amp 600dpi Dither Use this setting when scanning in black and white mode This applies error diffusion to simulate greys and half tones on the scanned document This is useful when scanning photos Mode This option is used to set the number of colours to be scanned Black amp White The black amp white mode scans only in blac
111. an en o DA GA bo to bo to by HWW Www ww Loi La od 6S5 Beschaffung 58654321 96376 686 Installation 68654321 8787 587 Abnahme 7865432 L 1 1 1 1 d 1 1 1 1 The example text file shows 10 records with the index information within the records being delimited by commas The first field is the Project Number the Connect field which will already exist in the folder The Import will use this to search for matching records and then fill the other folder fields with the additional information The Folder fields will be displayed on the left and the fields from the import file can be matched to these It is very important that the No of fields parameter is correctly set as well as any field separators and delimiters Update Now This functionality gives you the opportunity to import index information from the search drives fast and out of schedule Pressing the Update Now button will cause the Remote Services to perform an index update with the next update loop Page 306 e Remote Services ScanFile User Guide Library Update Service Library Update Service This scheduler only works if the option is licensed On the contrary to version 7 an unlimited amount of locations can be selected to check for libraries that are set to scheduled update Setup Libraries The Scheduler will update only libraries that have been set for scheduled updating To do this open Setup library in ScanFile select
112. an however choose a different drive and directory by typing the location into the Cache path setting box Page 332 e ScanFile WebServer ScanFile User Guide le Image Cache ast ScanFile WebServer Microsoft Internet Explorer Datei Bearbeiten Ansicht Favoriten Extras Q HEN x sl E A JO Suchen Ste Favoriten Adresse http localhost swsfsetup asp v wechselnzu Links aa aA Webserver Va 0 0 0 00 0 0 0 0 0 0 0 0 Version 8 0 0000 User count 1 Purge cache images now Image Cache Cache path C Programme ScanFile ScanFile WebServerimge Cache URL imgcache Settings Cache size MB 500 Delete mode Least accessed out Hold log data days Image Cache Logout Cancel LO Lokales Intranet The Cache URL is the name of the directory you have selected to set for the cache following by a forward slash The maximum size that the image cache will be allowed to reach can be dictated by entering a value in Megabytes into the Cache Size settings box When the Cache reaches its predefined size it will make room for new documents by deleting documents held in the cache You can choose the criteria by which the documents to be deleted are selected The Delete Mode has two options Option Description Least Accessed The documents that have been accessed least will be Out removed from the cache Oldest Out The documents that have not been accessed for the
113. and then choose SetupSWS exe from the Software directory on the ScanFile CD Press the OK button The first step is to choose the language that you wish WebServer to be in Choose the desired language and press OK ScanFile Location ScanFile WebServer must have access to a Licensed installed copy of ScanFile It needs this to enable it to use the User security information when users access libraries via WebServer Select the ScanFile program directory and then press the Next button The ScanFile path can also be entered as a UNC path Example lt machinename gt path ScanFile WebServer e Page 327 ScanFile User Guide IIS Configuration Location You must then choose where ScanFile WebServer is to be installed The default directory can be used but this assumes that WebServer is not being installed on the same server as ScanFile Please ensure that WebServer is not installed as a sub directory of the ScanFile program directory as no users require direct access to the WebServer directory Once you have chosen the location to install WebServer press the Next button to carry on with the installation Backup If you are updating an existing copy of WebServer you can choose to backup any files that are replaced during the installation If you select Yes it will be possible to perform a Rollback to the previous version if necessary If you choose No the previously installed copy will be overwritten and a rollback
114. anners are capable of scanning single or double sided documents and different settings can be applied for each side of a double sided document The first option to select is whether to scan single or double sided Selecting Front Back or Front back scanning from the option on the screen above can do this The Fit Image option sets the scanner to automatically detect the size of each page scanned and will adjust the page size to the actual size of the document When this is set the Page Size option is disabled If scanning double sided documents different settings can be applied for each side of the documents To use the same settings for both sides of the documents click on the Same settings for back side option To use different settings for each side uncheck the Same settings for back side option and then choose from the drop down list which side you wish to choose to set the scanning preferences For each side or both sides of a document the following options can be set Scanner Setup e Page 233 ScanFile User Guide Canon DR 6080 7580 amp 9080c Setting Description Page Size Select one of the following document sizes e Letter 8 5 x 11 Inch e Legal 8 5 x 14 Inch e A3 297 x 420 mm e A4 210x 297mm e A5 148x210 mm e A6 105x 148 mm e B4 250 x 353 mm e B5 176 x 250 mm e B6 125x 176mm If Fit Image is enabled this setting is disabled Window Page Size Setting If you select the Window page s
115. append the prompt document pages to an existing record Reject The index information will be rejected Prepend The document pages will be inserted at the beginning of the existing record Prepend with The user will be prompted whether to insert the prompt document pages at the beginning of the existing record Copy index This option is the same as the field property Duplicate Index Action lf you use the Copy Index property in the Extended Field Properties you are able to use another field property like Barcode for the index field Date Validation Validation of a user entered date can be performed by selecting the Check if Valid Date option This will ensure that incorrect dates are not accepted In addition you can set the format in which the date has to be entered by the user by selecting the New Date Format option and entering the required format in the field provided Some Examples Date Format 23 06 03 DD MM YY 2003 06 23 YYYY MM DD 06 23 2003 MM DD YYYY Mandatory Field If this option is selected an entry must be made into the field when indexing Page 64 e Folders ScanFile User Guide Advanced Settings Field Must be Full This option when selected will force the user to enter index information in the field to the full length of the field For example if the field length is set to 10 then 10 characters must be entered by the user into the field Right Align When entering numeric values the contents
116. arcode 90 will read barcodes that are printed down a page rather than across Reading while Scanning There are two ways for reading bar coded documents while scanning as follows Single page Scanning will create a new index record for each page scanned The contents of the barcode on each page will be inserted into the barcode fields applied to the folder With Batch Scan the barcodes can be used as file separators If a barcode is found on a page being scanned a new index record is created If there are no barcodes on the next page being scanned this page will be appended to the previously created file The next page to be scanned that contains barcodes will create a new index record Folder Configuration ScanFile can read up to ten barcodes at one time and place the results in to the folder fields When setting up folders a property of Barcode can be set for each field In the example below the fields Serial No and Pick Up Code have the Barcode property applied to them When documents are scanned in to the folder ScanFile will attempt to read barcodes from the scanned pages and insert the result into these fields Name Length Properties o Ext Invoice number 130 Barcode Mi Job number 30 Barcode sell Customer number 30 Barcode j mM Date 10 Date vi Customer 75 None vi Ka Street 75 None E mi Postal code 10 None Vl ka City 75 None ll Barc
117. arrier For the Auto Fiche Carrier the Communication port and baud rate being used must also be set Please note that these feeder options may not be available in all countries Please check with the supplier of the microfilm scanner for availability Sensitivity These settings allow you to adjust the brightness and contrast settings for each side of a document to be scanned Different settings will apply dependent upon whether the document is to be scanned in Text mode or Photo Mode Photo mode applies error diffusion to simulate rescaling FS Controller III This section describes the setup and initialisation of the MS400 500 with the FS Carrier III A full description of this will be available in the FS Carrier III manual Mode Description Page Il File Page Ill Batch File Page VII File Page Mode I Mode Il Mode Ill Mode VII Shift F Store Return Password 149 149 149 149 Return Scanner Setup e Page 285 ScanFile User Guide Canon MS400 amp 500 1 Search Mode Return Mode 1 2 3 7 Return Canon Meth Yes No No No Return Serge Progr EN 13 13 10 Return Ser Level 1 sa Ss Return Std Blip Yes Yes Yes Yes Return Neg Blip Yes Yes Yes Yes Return N P Key on No No No No Return Stand Slice Yes Yes Yes Yes Return Count Spice No No No No Return Set 1 DO
118. articular job in the list can be seen by double clicking on the Job ID The Info tab on the displayed screen will allow you to change the name of the job and to add a comment concerning the job Test Page 00000001 meme Job Info Preview indica AP Printer Test Page Page Number Resoulution Width Paper Source Paper Destination Paper Duplex Cut Density Media B W Ratio Archive jobno Archive pageno Archive status Archive index Set FF RW step 1 600 dpi 4960 Height 7016 Tray 1 Special Ad DV 0 O Plain paper 2 85 0000 0001 0001 Go to Page Number 1 ok cene Malawi e Selecting the Preview tab will allow you to see the document as it has been processed Information concerning the conversion such as resolution and paper size will be shown as well as small images of each page of the job ScanFile VNP e Page 323 ScanFile User Guide Importing Jobs If the job is a multi page document you can page through it by using the buttons at the bottom of the screen You can also view a copy of the current page in Imaging by pressing the VNP button in the middle of the page controls Importing J obs If there are files in text PCL5 Diablo 630 or IBM ProPrinter format that have been saved previously and you want to import these into ScanFile you can do this by selecting the Create Job from File option on the VNP File menu This option will import convert the data
119. ations The location of the ScanFile 2003 program directory is shown in the ScanFile Path field and can be amended if required The SMTP settings of your mail server can be entered to enable RemoteStation Client users to email non ScanFile users You will need to enter the Domain name Host name and the Port default 25 Server List RemoteStation servers can be linked to one another allowing users to store and retrieve documents from more than one ScanFile document store When a user logs on to a RemoteStation server the server will attempt to validate the user name and password using the local security database If the user name is not found locally the server will then attempt to validate the user name on one of the additional servers defined within the server list If it is successful then the permissions that have been assigned to the user on that server will be applied For each additional server a user name and password must be created on that server to be used as the Share user which enables users who are not registered on that server to store and retrieve documents from the server depending upon the permissions assigned to the share user To create an additional server press the Server list button and then select Add You can then assign the additional server a Description which is used to identify the server to users You must then enter the IP Address and Port being used by the additional RemoteStation server as well a
120. ay be opened the search criteria entered the Search button pressed A Hitlist will then be displayed and the first document shown in the image window All the standard image rotate and zoom controls will function with COLD data COLD e Page 207 ScanFile User Guide Page Settings Page Settings It may be that the default paper size font and font size and line and character spacing are incorrect for the spool data being imported These can be amended in one of two locations After the spool data has been imported choosing General Settings from the COLD menu will display the Settings dialogue When creating or editing a template choosing the Graphic option from the View menu will display the spool data in graphic format This will then allow you to edit the page settings for the spool data In the Edit Template window select Page Settings from the Edit menu and the Settings screen will be displayed If the Graphic option is not selected all options apart from the file type selection options will be greyed out Whilst the Graphic option is selected the correct paper size can be set as well as the font and font size to be used for displaying the data Please note that although any font can be selected even TrueType fonts most spool data is printed in a fixed width font Also in the pages settings dialogue you will find a checkbox option called OEM Chartable this when checked ignores generally foreign characters from
121. ayed image to the clipboard ready to paste to another record Send to Send page to another folder user export email and wallet Move to Moves the selected document into a chosen folder Close Closes the document display menu Electronic Documents ScanFile supports the display of over 200 different electronic document file formats such as Microsoft Office documents Adobe PDF documents HTML pages and graphic format files such as AutoCAD and CorelDraw When viewing multi page documents such as PDF files and PowerPoint presentations the tools to move from page to page or worksheet to worksheet will be displayed at the bottom of the viewing window For documents such as Word files and text files these can be scrolled through using the scroll bar on the right of the viewing window Electronic Document Display Menu The options displayed when you right click on an electronic document will be different to those available when viewing a black amp white or colour image Optionen Description To the clipboard Copies the selection to the Windows clipboard Print Prints the currently displayed document Display Selects to display the document in Draft Normal or Preview mode Options Settings that affect the copying display and printing of documents Launch application Launches if available the documents associated application Page 108 e Searching and Viewing documents Sca
122. be carried out on the first page of a file Barcodes e Page 153 ScanFile User Guide Zone Barcode Reading To ensure that when drawing the zone the correct part of the page is within the zone you can zoom and rotate the image within the display window Once you have displayed the area of the page you wish to create a zone for right click on the Indexfields option under All unknown forms and choose Add Field A crosshair cursor will then be displayed in the image window and by moving the cursor to where you want the zone to start and then holding down the left mouse button and moving the mouse you can define the zone Releasing the left mouse button will then fix the zone and the Connect zone to screen will be displayed Connect zone to Connect zone with field Chars to be recognised O All characters O Memo field Numbers and prices Job number Numbers only Customer number Chars only Date Only uppercase letters Customer name Only lowercase letters Barcode O Check mark recognition Recognize draft printing On this screen you can select which field within the folder you wish to associate the zone with and you can also specify the content type of the zone In this example the zone is associated with the field Project No with a content type of Barcode The Recognize draft printing option will assist in reading faded or dot matrix printed documen
123. bined with ScanFile security client workstations can send documents to the RemoteStation Server which will then store them to the selected ScanFile document folders In addition the RemoteStation Client can be used for retrieval from your ScanFile document store RemoteStation is an ideal application for centralised scanning workstations and to allow remote offices access to your ScanFile document store An advanced function of RemoteStation Server is it s ability to act as a master server allowing users to store documents to slave RemoteStation Servers therefore allowing a central user access point for storing documents which can then be distributed to ScanFile document stores located elsewhere RemoteStation features include the scheduled sending of documents to the RemoteStation server support for TWAIN scanning devices and the sending of electronic format documents and when scanning to select between single and multi page file scanning This chapter explains how RemoteStation Server is installed and configured and also covers the installation and configuration of the RemoteStation Client Key Features The Key Features are e TCP IP based Client Server architecture e Scan or Send Documents directly to Remote ScanFile Document Stores ScanFile registered users Email Networked Printers Local printers e Support for the following Canon scanners DR 3020 DR 3060 DR 3080c DR 5020 DR 5080c DR 5060F MS300 MS350 MS400 MS500 MS8
124. can be older versions of ScanFile components if you are installing over an existing installation and common Windows components If you choose to backup these components you will be offered to create a Backup folder in the previously selected installation location Installing ScanFile e Page 37 ScanFile User Guide Novell Netware Servers Personal Hitlist You will then be asked to select the directory to be used to store the User Personal Hitlist files The default value will be a directory called Data which will be created in the ScanFile program directory Once the directory is selected press the Next button ScanFile will now be ready to be installed Dongle License Files Once the installation has completed you must edit the file WibuNov ini which is in the Dongle directory located off the ScanFile program directory This file is used by the dongle NLM when controlling the ScanFile licensing WibuNov ini contains references to the location of four license files which the dongle NLM interacts with The four Files are These files in the same directory as the WibuNov ini the Dongle directory located off the ScanFile program directory Open WibuNov ini in a text editor and look for the following sections WKLAN IpPort 22347 WKNet 818 1000 serverFile lt ScanFile Folder gt Dongle WKNetSF dat RefreshTime 10 TimeOut 30 Selection 1234 WKNet 818 2000 serverFile lt ScanFile Folder gt Dongle WKNetTic dat Refre
125. cations Once you have selected the folder it will be shown in the folder list To remove a ScanFile Folder from the list highlight the name by clicking on it and then click on the Delete button below the folder list Update Schedule The days time period and frequency of the Retention Control scheduler can be set by choosing the Scheduler option at the left of the main screen The values set determine when the documents in the selected folders will processed according to their retention settings assigned to them in ScanFile To select the days for the update to be performed tick the checkboxes alongside the days required Page 314 e Remote Services ScanFile User Guide ScanFile VNP Service You can set the start and end period during the day during which the update will be performed by entering the start time and end time in the From and To fields You can then select how often during the selected time period the update will be performed by putting a value in minutes in the Update every field Update Now This functionality gives you the opportunity to perform the defined retention actions for the documents fast and out of schedule Pressing the Update Now button will cause the Remote Services to perform an update with the next update loop ScanFile VNP Service Overview ScanFile VNP a licensed option of ScanFile allows you to create up to 8 virtual network printers which can be used to print documents to spe
126. ced Lura Document Lura Document is a standardised image compression ratio which is designed essentially for compressing either full colour or greyscale images to dramatically smaller files sizes Lura document is also a lossy compression format however ScanFile includes extensive options for determining levels of quality for Lura Document scanned images Sensitivity These settings allow you to adjust the brightness and contrast settings for each side of a document to be scanned Different settings will apply Scanner Setup e Page 279 ScanFile User Guide Canon MS 300 350 amp 800 dependent upon whether the document is to be scanned in Text mode or Photo Mode Photo mode applies error diffusion to simulate rescaling Text Mode In this mode only the Text Brightness setting can be adjusted All three scanners have an automatic brightness function built in but this can be overridden and manually set if necessary When the Auto is selected the scanner will automatically sense the brightness setting required for each page as it is scanned The Brightness setting can be any value between 1 and 255 with 1 being the darkest setting 255 being the brightest A value of 0 will select Auto brightness To manually set a brightness value untick the Auto checkbox and select any other value as Auto by using the slide bar or typing in a value between 1 and 255 Photo Mode In this mode the Photo Brightness and C
127. ch page as it is scanned The Brightness setting can be any value between 1 and 255 with 1 being the darkest setting 255 being the brightest A value of 0 will select Auto brightness To manually set a brightness value untick the Auto checkbox Scanner Setup e Page 263 ScanFile User Guide Canon DR 3060 3080C amp 3080CII and select any other value as Auto by using the slide bar or typing in a value between 1 and 255 Photo Mode In this mode the Photo Brightness and Contrast settings can be adjusted All three scanners have automatic brightness and contrast functions built in but these can be overridden and manually set if necessary When the Auto setting is selected the scanner will automatically sense the brightness and or the contrast setting required for each page as it is scanned The brightness and contrast settings can be any value between 1 and 255 with 1 being the darkest setting 255 being the lightest A value of 0 will select auto brightness or contrast To manually set a brightness or contrast value untick the Auto checkbox and select any other value as Auto by using the slide bar or typing in a value between 1 and 255 Extended Settings The Extended Settings option allows you access to the advanced functions of the scanners Many settings are available from this option and these are explained on the following pages Several of these settings can affect the quality of the scanned image and they should
128. checkboxes alongside the days required You can set the start and end period during the day during which the update will be performed by entering the start time and end time in the From and To fields You can then select how often during the selected time period the update will be performed by putting a value in minutes in the Update every field Remote Services e Page 313 ScanFile User Guide Retention Control Update Now This functionality gives you the opportunity to perform a zone OCR fast and out of schedule Pressing the Update Now button will cause the Remote Services to perform an OCR reading with the next update loop Retention Control Overview A retention period can be set for each document This is specified in months and will apply either from original creation or from the date of last updating At the expiry of the forward period each document may be selectively moved exported off line or destroyed Add a Folder to the Retention Control The retention control will only monitor folders that are set for it To add a folder to the retention control select File Setup folder in ScanFile Select the folder in the folder list and switch to the tab Extended Settings Select Retention control scheduler Add Folder checkbox Folder To select a ScanFile Folder to be monitored for retention action click on the Add button below the folder list You can then select the folder from the available storage lo
129. cified locations on either local or network storage media These documents which are converted to Group 4 TIFF format can then be imported automatically into specific ScanFile folders by using the Electronic Document Scheduler service or if the documents being printed are standard forms by using the TIFF Spooler service which can then recognise the forms and perform zone OCR on them to automatically index the documents Activation and Deactivation If ScanFile VNP has been installed the configuration and monitoring application for this can be started and stopped from within Remote Services Configuration Tool ScanFile VNP settings are described later in chapter ScanFile VNP Select the ScanFile VNP button in the toolbar To activate ScanFile VNP Service click on the displayed Start button To deactivate ScanFile VNP Service click on the displayed Stop button Remote Services e Page 315 ScanFile User Guide ScanFile VNP Service Page 316 e Remote Services ScanFile User Guide ScanFile VNP Service ScanFile VNP ScanFile VNP e Page 317 ScanFile User Guide Overview Overview ScanFile VNP an option of ScanFile allows you to create up to 8 virtual network printers which can be used to print documents to specified locations on either local or network storage media These documents which are converted to Group 4 TIFF format can then be imported automatically into specific ScanFile folders by using the Electron
130. combined to narrow down the results The search entries are logical AND combined apart from keywords which can be set to produce and AND or an OR search Once the search has been performed it will return a Hitlist of the results of your search Both the Hitlist and the Image Display windows can be sized as required The size of the display on the PC will obviously affect how these windows can be shown The fields within the Folder Toolbox will display the indexing information and the assigned keywords for the selected record from the Hitlist The information shown in the Folder Toolbox will change to reflect the record selected Extended Search The Extended Search option allows the user to find documents using the above information as well as giving a more user friendly display for range searches on any field in the folder Extended search Search from Search to Scanned on Invoice number Scanned by Job number Changed on Customer number Changed by Date Pages Customer Street H 7 AND combined qr OR combined Postal code City View extended hitlist RO Use keyword information for retrieval sen All the user defined folder fields can have a range search performed upon them as well as the Scan date and Change date fields When the search is performed the resultant Hitlist can be displayed with or without the additional
131. cords Libraries Libraries e Page 83 Overview ScanFile User Guide Overview The Libraries feature is a purchasable option of ScanFile A library is a collection of the indexing information from ScanFile folders Libraries allow you to search across all the folders that have been added to a library Due to the construction of a ScanFile library it is possible to have folders with completely different field structures within the same library However to ensure that you find the documents you want you would have to make sure that a name field or customer number field for example is always in the same position within the folder since the library search is based on index field positions rather than index field names Create Edit Libraries Selecting the Setup Libraries option from the Libraries menu will display following screen Setup libraries Libraries Lea c Lokaler Datentrager Libraries Automatically update library Scheduler Overwrite annotations memos O O Conditional Import User dependend search z i oo O New library Delete library Apply Available folders ES c Lokaler Datentr ger Push Down Mode Jukebox Folders Delivery notes In box Invoices Folders in library Delivery notes In box Invoices Remove lt lt lt A list of the libraries already created is shown on the left side of the dialogue To create a new library click on the New Library button
132. correct format In contrary to version 7 the amount of monitored directories is not limited With the index only scheduler the folder that the index is being imported to must already have the correct information saved in one of the ten connect fields this allows the information in the data file to be imported into the correct fields You must select which format the data is in ASCII or ANSI and the number of fields field separator and field delimiter Update Schedule The days time period and frequency of the document scheduler can be set by choosing the Scheduler option at the left of the main screen The values set determine when the directories will be searched for new documents to be added to the specified folders To select the days for the update to be performed tick the checkboxes alongside the days required You can set the start and end period during the day during which the update will be performed by entering the start time and end time in the From and To fields You can then select how often during the selected time period the update will be performed by putting a value in minutes in the Update every field Folder To select a ScanFile Folder to import index information into click on the Add button below the folder list You can then select the folder from the available storage locations Once you have selected the folder it will be shown in the folder list To specify the search drive the connected field and the li
133. cument such as MS Word Excel files Integration with Microsoft Office 97 2000 and XP Comprehensive document referencing and retrieval features with user defined index fields keywords and full text search e Full document display features including zoom rotate and enhance View multiple documents e Inbuilt document viewer that supports over 200 document types including MS Office and PDF documents Automatic barcode indexing COLD data import TIFFWriter Zone and Full text OCH Forms Recognition Document Routing Audit Trail Full network and jukebox support Features marked with an asterix are additional purchases to the ScanFile core application Welcome to ScanFile e Page 19 ScanFile User Guide ScanFile Options ScanFile Options The basic ScanFile system comes complete with everything you need to create folders and scan and import documents into them The following options can be purchased to enhance the functionality of your ScanFile document management solution Global Index This adds support for Libraries into ScanFile Barcode This allows ScanFile to automatically read and index bar coded documents Keywords This allows keyword lists to be applied to ScanFile folders and libraries Export The Export option allows you to export complete folders libraries to a selected drive and directory All documents will be exported and a data file will be created with the index information associated with
134. d Novel Netware The Netware Loadable Module NLM WKSVNW NLM that is supplied with ScanFile and copied to the Dongle directory during installation must be loaded on the Netware server This can be copied to the Netware SYSTEM directory Without this NLM loaded ScanFile will not find the dongle Licensing When ScanFile is installed and then run for the first time it will report that it is not licensed and will then open the License Manager When opened after the first installation the License Manager will only show the dongle serial number This can also be run from the License Manager option in the ScanFile program group whenever you are updating the license Order information Details Customer data Serial number 6 5048781 Activate Program Options a Barcode gi Export ES Audit trail report q Global Index Libraries gi Document routing gi Form recognition gi COLD Si Keywords gi ScanFile VNP Es TIFF writer i gi OCR ts LuraDocument Compression Ticker 20 Codeless connector seats 0 Scanfile Licensing e Page 47 ScanFile User Guide Licensing After a successful update or if your dongle is already activated all licensed programs and options will be displayed The dongle can be activated on a Microsoft Windows server or workstation once a ScanFile client has been installed For Novell NetWare server installations the dongle can only be activated when connec
135. d This can be done by scanning an example amending the filter settings and then selecting Filter Image from the Edit menu This option will ask for confirmation before saving the filtered image Fast Search With the option Fast Search you can set what are called Binary Indexes against specific fields within a folder or library A binary index can substantially reduce search times on folders and libraries with large numbers of index records when the search is performed on the field set for binary indexing To set a binary index for a field within a folder or library first of all make sure that the folder or library is open Then select Fast Search from the Edit menu and the following screen will be displayed Additional Settings e Page 141 ScanFile User Guide Fast Search Fast search Invoice number Street Job number C Postal code Customer number 1 City Date O Customer O Select the field to set a binary index on and then press OK A binary index will then be created for that field A field set with a binary index can adversely affect the import of new records This is especially so when importing folders into libraries It is therefore wise to switch the binary index OFF before importing folders into libraries and then to switch the binary index back on Page 142 e Additional Settings ScanFile User Guide Fast Search General Information General Information e Page 143
136. d by other applications that are operating simultaneously need to be considered If there is insufficient RAM in the workstation the operating system will use the hard disk as virtual memory This will dramatically affect the performance of the workstation Page 28 e System Requirements ScanFile User Guide Minimum Requirements Minimum Requirements The following workstation specification is recommended as a minimum requirement PC using a 2GHz Pentium 4 Processor 256 MB RAM 17 Display CD ROM Drive 40 GB Hard Disk Drive MS Windows 2000 Professional Dongle ScanFile products are protected from illegal use by utilising a hardware dongle The dongle can be supplied as a USB device or one that attaches to the workstation or servers parallel printer port The parallel port must be set to ECP System Requirements e Page 29 ScanFile User Guide Dongle Page 30 e System Requirements ScanFile User Guide Dongle Installing ScanFile Installing ScanFile e Page 31 ScanFile User Guide Overview Overview ScanFile can be installed as a standalone system or on a network file server Please read the installation instructions carefully before installing to ensure that you fully understand what will be installed and what needs to be prepared prior to installation ScanFile is a networkable program in that each workstation on a network will run ScanFile and can share common data The workstatio
137. d on the image in the Test Scan window Size the box over the area of the sample document and the box size and location will then be saved Please note that when this option is used only the area of the document inside the box will be saved All other parts of the scanned document will be discarded Resolution You can select up to one of the following resolutions e 200 dpi e 240 dpi e 300 dpi Dots per Inch With the above settings the horizontal scan resolution is the same as the vertical resolution There is also a high speed scanning setting which has a split resolution The first figure is the horizontal setting the second refers to the vertical setting 300x150 Dither Use this setting when scanning in black and white mode This applies error diffusion to simulate greys and half tones on the scanned document This is useful when scanning photos Scanner Setup e Page 261 ScanFile User Guide Canon DR 3060 3080C amp 3080CII Modus This option is used to set the number of colours to be scanned Black amp White The black amp white mode scans only in black amp white Greyscale The DR 3060 and DR 3080c support 256 levels of Greyscale Colour Only the DR 3080c supports 3 6 12 and 24 bit colour scanning The larger the bit value selected the more colour shades will be scanned Please be aware that greyscale and colour scanning especially at high resolutions can result in large file sizes Rotation A document
138. d restarted Pressing the Advanced button allows you to enter some descriptive information concerning the RemoteStation Server The Description entered will be the one used by all RemoteStation Clients connecting to this server to identify the server Contact details for the support of the server consisting of Telephone and Fax numbers and an email address can also be entered Local Settings RemoteStation Server holds a log of transmissions from clients and the Days field under Hold Transmission log determines the period that this log can be held for If a client fails to complete a transmission to the server details of this are held within the log You can select whether this information Page 348 e ScanFile RemoteStation ScanFile User Guide Server Configuration is kept even though the transmission log is cleared by selecting the Preserved Failed Transmissions option Pressing the Advanced button will open a settings screen from which you can set the location of the ScanFile folders and configure SMTP mail settings RemoteStation Server needs to know the location of the ScanFile folders to be made accessible to RemoteStation Clients The entries can refer to local drive paths or to UNC paths Pressing the Add button will allow you to enter the appropriate path Please note that the network user account used by the RemoteStation service default local system account must have permissions to the drives and or UNC loc
139. d you a PickUp Code This PickUp code has to entered clicking Internet licence or be loaded via file transfer as described in chapter Licensing The number of Tickers can be displayed by clicking Options Display ticker status Writing to CD How this is achieved and what facilities are available will be dependent upon the software being used to write the data to a recordable CD If you have chosen the standard preparation the retrieval software and all selected folders were copied to CD_TRANS CD directory The contents of the CD_TRANS CD directory can be written to CD With Fast Preparation the folders are left in their original location and the software will be copied to CD_TRANS CD directory and they can therefore be selected and copied directly Please refer to the manual supplied with the CD writing application for exact instructions on using the application CD Preparation e Page 227 ScanFile User Guide Writing to CD Page 228 e CD Preparation ScanFile User Guide Writing to CD Scanner Setup Scanner Setup e Page 229 ScanFile User Guide Overview Overview ScanFile has built in support for the following Canon scanning devices e DR 3020 e DR 2050C e DR 7080C e DR 3060 e DR 2080C e MS300 e DR 3080C e DR 2580C e MS350 e DR 3080CII e DR 5010C e MS400 e DR 5020 e DR 6080 e MS800 e DR 5060F e DR 7580 e CR 180 e DR 5080C e DR 9080C e CF510 Additionally ScanFile supports the Panasonic KV S2026C di
140. dditional document index If a document is not connected to a keyword the index will be left empty If more than one keyword is assigned to a document the document will be exported as many times as it has keywords assigned to every time with a different one as additional index Pressing the OK button starts the Export Subdirectories called ASCII_xx will be created off the selected export directory and these will contain the TIFF images The number of TIFF images in each directory is dictated by the Images per Folder parameter Each subdirectory created will also have an INDEX DAT file which holds the index information related to the images The result is shown in the example below fe Local Disk C DER ay File Edit View Favorites Tools Help Back A E Search Folders Address Se C Export ASCII_0 v EI Go Folders Size Type Date Modified E Desktop o 00000001 TIF 46KB TIF Image 02 03 2006 19 05 B My Documents 00000002 TIF 58KB TIF Image 02 03 2006 19 05 3 My Computer d 00000003 TIF 45KB TIF Image 02 03 2006 19 05 E H 3 Floppy A f 00000004 TIF 45KB TIF Image 02 03 2006 19 05 E 00000005 TIF 58 KB TIF Image 02 03 2006 19 05 CH Export d 00000006 TIF 45KB TIF Image 02 03 2006 19 05 asco 00000007 TIF 45KB TIF Image 02 03 2006 19 05 ascrr 02 E 00000008 TIF 58KB TIF Image 02 03 2006 19 05 ASCI_03 a 00000009 TIF 46 KB TIF Image 02 03 2006 19 05 O asc 04 d 00000010 TIF 47KB TIF I
141. ders Summary External List Extended Properties Mask Duplicate Index Check Valid Date Mandatory Field Must be Full Right Align 0 s Right Align s Reads index information from an external file for fast indexing Only accept input in pre defined format Allow Not allow Duplicate index Checks entry for valid date amp specified format Field must contain data Field must contain data to maximum field length Sets leading 0 s in front of numeric values Sets leading blanks in front of numeric values Folders e Page 75 ScanFile User Guide Folders Summary Page 76 e Folders ScanFile User Guide Folders Summary Editing Documents Editing Documents e Page 77 ScanFile User Guide Editing Documents Editing Documents There are several options that allow you to change a document after it has been scanned These are Append Pages Insert Pages Delete Pages Revise Pages Split File Change the Page Order Save Rotation The first four options are available in the Folder Toolbox from the Edit option Append Pages Once you have selected the file you want to append to on the Hitlist choose the Edit option in the Folder Toolbox and press the append icon The pages to be appended will then be scanned After all the pages have been scanned you will be prompted to save the pages continue scanning or to abandon the append Inserting Pages To insert pages into an existing file select the file on
142. display the settings screen In addition you can select it from the Options gt Compression menu With either option the configuration screen will be displayed LuraDocument ba D wg Expert mode Bi tonal Mode F d 5 E iin Segmentation All image Background Thumbnail Mask Adaptive Misc lt Predefined Settings There are three pre defined settings that can be used that for differing types of documents to be scanned Additionally these formats can be optimised for Internet retrieval using ScanFile WebServer Option Description This will set the compression to the optimum settings for graphic only images LuraDocument e Page 213 ScanFile User Guide LuraDocument Settings The compression will be optimised for images that are mixed text and graphics The compression will be set for text only images There are also 5 quality levels that will affect the compression levels of the foreground and background images but will not affect the text compression The Internet optimised storage will change the storage mode to Embedded The image can then be displayed progressively The quality becomes continuously better during loading over telephone lines An interrupt of the transmission results in a smoothed but full size image Expert Settings The Expert mode allows you to alter the compression and quality levels of the im
143. document is stored on In this case the search drive has to be listed in the search drive list of ScanFile The headings in the Hitlist show the field names of the selected archives Since the possibility exists that folders with different fields are stored in the same library the headings of the columns changes in order to indicate the selected document Page 88 e Libraries ScanFile User Guide Search in Libraries General Scanning General Scanning e Page 89 ScanFile User Guide Overview Overview New documents can be scanned into ScanFile via either the Scan mode of the folder toolbox or by the Post index mode How the indexing information relating to the document will be entered is very much dependent upon the type of document being scanned and how the folder was set up and what properties have been set for the folder fields The most basic method is to enter the indexing information into the fields in the folder toolbox select the keywords required if applicable and then start scanning If the documents have barcodes if a field has been set for auto increment or if the documents are to be OCR d the index information will be created automatically after the document has been scanned Single amp Batch Scan To add documents to your folder by scanning choose the Scan option from the folder toolbox select either the Batch Scan or the Single Page Scan button to start scanning Batch Scan will create
144. e 0 o o None o jo jo Ca tee None None Pre defined Filters There are six pre defined filters that can be applied and these are described below Additional Settings e Page 139 ScanFile User Guide User Defined Filters Filter Description Noise Removal This will remove single black amp white pixels Horizontal line This will remove horizontal lines removal Vertical Line removal This removes vertical lines Brighten page This will brighten the page Darken page This darkens the page Complete Lines Attempts to complete horizontal amp vertical lines Softer edge Will soften edges of words and graphics blending them with their surroundings Harder edge More clearly defines the edges of graphics boxes and text The following example shows the result of filtering using Noise removal This filter favours white or black areas and removes isolated white and black pixels As a result the contrast and readability is improved whereas the storage space is reduced Two other features enhal Two other features enha functions Once a documer functions Once a docume lt gives you the ability to ame gives you the ability to ame There are several options There are several options document after it has been si document after it has been sq a Insert Pages Q Insert Pages o Append Pages Q Append Pages a Delete pages Q Delete pages User D
145. e COLD e Page 205 ScanFile User Guide Importing Spool Data New Index Field option then allows you to enter the index field name This can be repeated for each index field you wish to create A very important point is that the location of the index data MUST be consistent across each page of the spool data file the location of the index data cannot be varied from page to page The index fields MUST be created in the same order as the fields within the folder the data is to be imported to To view the fields created choose the Edit gt Edit Field option from the menu From this screen you can see exactly what has been specified for each index field and this information can be edited For example you may not have highlighted sufficient characters for a name field and that can be adjusted from this window Some spool data files may contain multi page records such as an invoice being continued over several pages These pages can be grouped into one index record in the ScanFile folder by setting the Group Pages if option This will be displayed if the page grouping data in the Edit Template window is highlighted and the Connect pages option is selected from the pop up menu Any relevant data can be used to group pages together such as an increasing page number or the same data on following pages as on the first page The required option can be selected by choosing from the drop down list and the available options
146. e The index fields from the file will be displayed on the left and the fields from the folder can be matched to these It is very important that the settings are correctly set Once the field assignment has been set up click on OK and the settings are saved The folder field that is set to External List will be the connect field for this functionality If you open a folder the connect field will be equipped with a list containing data from the index file If you start to enter characters into the index field the list will appear below the field Additionally the function tries to complete your entry with matching index data from the list You can either select the new index with a double click on the list item or confirm the data in the index field with the return key This will automatically Page 62 e Folders ScanFile User Guide Extended Field Properties fill all connected folder index fields with index information from the index file The list will disappear and the focus will be set on the next field If one of the fields in the index file contains no value existing index information in the connected index field will remain If one of the fields in the index file contains a blank existing index information will be deleted Extended Field Properties Extended properties can also be applied to each field which can dictate what is allowed to be entered into a particular field These prop
147. e available for selection Customised User Groups and Default User Groups which are covered later in this chapter Adding and Editing Users To manage user access to ScanFile select Edit User from the Options menu and the screen below will be displayed Time 23 ADMIN Mittwoch 21 Juni 2006 17 43 22 00 49 33 Admin Leg Operator G SF Research G Trustee view This window lists the currently defined users and groups and gives information about the users that are logged in what time they logged in and the duration they have been logged in the program After the installation you will find here the pre defined user ADMIN and the user groups Admin Operator Trustee and View Here you can select a user or group for editing or deletion or you can add a new user or group Page 130 e User Management ScanFile User Guide Adding and Editing Users Users Groups can be deleted by selecting the list entry and clicking to button Delete The user ADMIN has administration rights It is important to change the default password ADMIN once ScanFile has been set up The Use login system option allows you to disable the login requirement so that when ScanFile is opened you will not be asked for a user name and password and will automatically be logged in as the Admin user Only the user ADMIN or members of the group Administrator have the right to enabled disable the Use login system option Addi
148. e Page 199 ScanFile User Guide Overview Overview The optional ScanFile COLD Computer Output to Laser Disc module allows the import of computer generated spool data into ScanFile folders This data can be combined with scanned or other imported documentation to give a complete comprehensive document storage system The COLD module will take the spool data such as mainframe generated invoices and automatically create index records to the appropriate pages This manual explains the setup and import procedures required by the COLD module and details the supported import spool data formats Supported File Formats A spool file can contain many thousands of pages of data which must be divided into pages and have index data associated with those pages Generally spool data can be divided into the following formats although other formats are in use Spool Files COM 1 Files COM 2 Files Text Files Spool files will have the FF character Hex OC to signify page breaks within the file COM 1 files use the first column of the file the first character in each line to specify page breaks and other formatting COM 2 files use the first 4 columns to control page breaks Text files generally should have a fixed number of lines allocated for each page The ScanFile COLD module supports the above formats although other format files can be imported by specifying other data within the file to act as page break characters
149. e library Clicking on the Full text search Index search button at the top of the Search page will display the search page You can search on multiple words or a phrase and this can be an AND or an OR search Search Results Page The results of a search will be displayed on the Hitlist page with up to 13 hits displayed on a page For a standard search each hit will refer to a complete document whereas for a full text search each hit refers to a page within a document so there may be several hits that reference the same document The Hitlist can be sorted by any of the fields by clicking on the Field name at the top of the Hitlist Page 338 e ScanFile WebServer ScanFile User Guide Open Library Page If more than 13 hits are found you can page though the hits by using the navigation buttons at the bottom of the Hitlist ScanFile WebServer Microsoft Internet Explorer Datei Bearbeiten Ansicht Favoriten Extras Q zur i sl a Sa Suchen Ste Favoriten til o gt A 4 Ls F a ATA Bearbeiten mit Microsoft FrontPage Adresse e hetp localhost sus hitlist asp x CH wechsenzu Links wein FastPics on off Webserver WB 0 0 0 e 0 0 0 e 0 e e e 0 0 0 idex 1 100004229 8 2004 05 13 200004229 8 2004 05 23 300004229 8 2004 05 31 400005197 2 2004 02 19 5 00005197 2 2004 02 29 6 00005197 2 2004 03 08 7 00007143 4 2004 03 15 Hammerhof KG 8 00007143 4 2004 03 25 Hammerhof KG 200007143 4 2004 0
150. e of storage for your documents The storage used may be a mix of hard disk space and CD s DVD s and optical disk either using single drives or jukeboxes The amount of storage you might need is the result of a combination of factors such as Are the documents completed or are they still being updated How many existing documents What is the average document size on disk How many documents are created within a period At what document age does the retrieval rate decrease Is there a retrieval time requirement How many retrievals are required per hour day How many different applications does a customer have What index information is used Taking these factors into account you can approximate the amount of storage space for a given period and put in place your on line and off line storage You need to ensure that whatever method of storage is used adequate and regular backups are taken RAM Typically the ScanFile program itself requires between 30 and 60 Megabytes of RAM to run This is dependant upon what operations are being performed within ScanFile When viewing a document the amount of memory used will increase by the requirements of the document and can differ greatly When viewing a scanned or imported image the compressed file is read from disk and then uncompressed into the workstations memory For a black amp white A4 document scanned at 300dpi the uncompressed size will be about 1 Megabyte F
151. e the documents directly to the folder creating index records for each document saved and placing the name of the file into the FIRST folder field Separator If you also select a Separator the name of the file can be delimited so that it can be placed into separate consecutive Folder fields Valid separators are comma semi colon full stop dash _ underscore quote Example using a semi colon as the separator D Smith Ltd Quotation 01 06 2000 doc Field 1 D Smith Ltd Field 2 Quotation Field 3 01 06 2003 Selective Indexing amp Keywords When Direct Indexing is selected and Use filename as default index is not selected the document e file name can be used to fill selected index fields and to assign keywords This is achieved by prefixing the index data in the file name with amp and the Folder field Number Example amp i1D Smith Ltd amp i2Quotation amp i401 06 2000 doc Note that there is no entry for Field 3 Keywords can be assigned to the documents by prefixing each keyword with amp K Page 300 e Remote Services ScanFile User Guide COLD Import Service Example amp i1D Smith Ltd amp i201 06 2003 amp kQuotation amp ksoftware doc Field 1 D Smith Ltd Field 2 01 06 2003 Keyword Quotation Software Separators and Prefixes are replaced by an underscore in the filename during the import Update Now This functionality gives you the opportunity to import docum
152. e the settings To set the location for each PrintPlex port to save the converted documents to open the Configuration Archive settings screen from the File menu Configuration Archive C Archiverpath depends on input Default Tiff Path C SFNETScanFile wnp archive Force multipage TIFF ScanFile VNP e Page 321 ScanFile User Guide VNP Activity By default all PrintPlex ports will be set to save the converted documents to lt ScanFile folder gt vnp archive which will be shown in the Tiff path field This can be changed if you wish them to be saved to a different location If you want the documents that are printed using different PrintPlex ports to be saved to different locations as outlined earlier in this section you must first select Archive path depends on input This will enable the dropdown list which will allow you to choose which PrintPlex port to configure Select a PrintPlex port from the list and type the import path for this port into the Tiff Path field In this way you can choose a different location for every PrintPlex port Select the Force Multipage TIFF option if you wish multi page prints to be saved as one document Do not select it if you wish all pages printed in one job to be treated as separate documents Once you have configured the ports press the OK button and the changes will be saved To configure the TIFF Spooler or Electronic Document service to automatically import the conv
153. e to ScanFile ScanFile User Guide Contents Welcome to ScanFile Welcome to ScanFile e Page 17 ScanFile User Guide Introduction Introduction Thank you for purchasing ScanFile the fast secure and user friendly solution to your document management requirements ScanFile offers a stable and flexible platform for the storage referencing and retrieval of your organisations documents ScanFile supports a vast range of black and white and colour document scanners and includes several options to make the storage of electronic format documents such as word processing and spreadsheet format files a straightforward task including integration with Microsoft Office ScanFile is a multi user document management system that uses a concurrent licensing system allowing you to maximize your investment in the product What is ScanFile The ScanFile solution incorporates three applications e ScanFile e ScanFile WebServer e ScanFile RemoteStation ScanFile is the core application and is a full 32bit application that is optimised to run on Microsoft Windows NT4 2000 and XP Professional based workstations ScanFile can also be installed on Novell Netware and Microsoft Windows NT4 2000 and 2008 servers With ScanFile WebServer you can give anyone anywhere in the world access to your document libraries ScanFile WebServer is an Internet server based application that allows the retrieval of documents using just a web browser Whe
154. each of the colours shown To select a file choose the colour from the dropdown list and then press Open File This will allow you to select the Gamma settings file to associate with that colour Barcode Decoder If the Barcode decoder option has been installed in the DR 5020 DR 5080c or DR 5060F the Barcode Setup option will be available from the Extended Settings screen From this screen you can set which barcode types are to be searched for and you can also specify an area of the document to search for barcodes which can be on the front or back of a scanned page The scanners will recognise the following barcode types EAN Code 39 Codabar Code 25 UPC UPC A UPC E Code 128 Up to four barcodes of differing types can be searched for and read from a document The number to read can be set in the Barcodes per page option To select the side of the page that the barcodes are on choose the appropriate option from the Side drop down list Page 254 e Scanner Setup ScanFile User Guide Canon DR 5020 5080C amp 5060F To activate the barcode recognition tick the Use barcode recognition checkbox The Activate buzzer option will set the scanner to buzz each time a barcode is found and read Additionally you can set a specific an area on a page to search for barcodes To select this option tick the Activate checkbox under Search Area The area to be read must be specified in millimetres and the top left of the search area is
155. ecords Operator Operators are allowed to scan edit and prepare for CD writing rename and post index Operator level users cannot create edit or delete folders Admin Members of the Admin group have full access in the ScanFile system They can create edit and delete folders and switch off the login password system To setup a Default user group highlight the group required and click on Modify A window will open that you know from creating and editing users You can modify the group settings the same way User Management e Page 133 ScanFile User Guide Extended Settings User Defined Groups Additionally to the pre defined groups you can create new groups and assign folder libraries and menu rights matching your requirements to them Click on New Group and the User Setup window will be displayed Creating a new group requires the same steps as creating a new user Extended Settings When creating or editing a user or group you need to assign the rights that user or group will have within ScanFile for the folders libraries they have access to The Extended Settings screen allows you to define exactly which functions or groups of functions a user or group will have access to The functions are displayed in groups which mirror the ScanFile menu options Following window will be displayed after you clicked on the Extended Settings button n Setup user access rights General M File Setup folders Open folder Person
156. ed multi page documents can be converted to single page Tiff multi page Tiffs or PDF file depending upon the option selected in General Settings Electronic documents will be copied in their native format Export It is possible to export the contents of a folder for use with other systems An ASCII file will be created with the index information and references to the exported image files Selecting Export Folder from the File menu will display the following dialogue ASCII Export cAProgrammetS canFile Edo Lokaler Datentrager EN id Images per Folder 1500 acs Field separator e 4 Programme JPG Quali 10 v QASPI a JS RB Ca BACKUP CA DATA E Dongle Filters Multipage TIFF Office Cd Prep CD Ga RAPID Export keywords DI vnp Image may be unreadable below 50 Delete export path TextMode Printing Email and Export e Page 191 ScanFile User Guide Export Before starting the export the directory the information will be exported to must be selected The number of TIFF images to be written to each directory can also be set as well as the field delimiter for the data file The delimiter is the character within a record line used to separate the index records A comma is normally used for this purpose Multi page documents can be exported as either a multi page TIFF file or separate TIFF files for each page of a document If Export keywords is selected ScanFile will export keywords as a
157. ed to type in the index information into the barcode field Page 152 e Barcodes ScanFile User Guide Zone Barcode Reading You can also read a documents barcodes after it has been scanned by displaying the page and then pressing the F12 function key or selecting Edit gt Recognise barcodes Zone Barcode Reading This method of reading barcodes allows you to specify the field to which the barcode value will be placed Up to ten zones can be defined and linked to fields in the folder Zone barcode reading can also be combined with zone OCR reading allowing you to read barcodes and text from scanned pages at the same time Please note the ScanFile OCR option is required for this feature Defining Zones To define the zones from the OCR menu select Setup zones and the OCR image window will be displayed which will show the first page of the first file in the folder or the currently displayed page from the folder Zonen einrichten C Programme ScanFile D efault sff i Properties A Threshold 60 A Skew correction Yes 4A Border removal Yes E All unknown forms E f Memo field Keywords Fa Dieter Spielberg Ehinger Str 53 47249 Duisburg 993 Test recognition You can navigate through the files in the folder by using the available tools until the page you wish to define zones is displayed Please note that the zone recognition will always
158. een activated or modified in the main ScanFile program a list of up to 100 events can now be displayed To do this click on the Filter List button If the event list that is returned is not specific enough there are three ways to narrow down the results so that only the events that are currently required are displayed The first option is to select which folders and libraries you wish to display events from these are selected by means of checkboxes on the main Audit Trail Report window Click again on Filter List The new list contains event actions recorded from all users that are related to the selected folders and libraries Auditing e Page 219 ScanFile User Guide Printing Events Lists The second option to select is the user s whose event actions are to be displayed this is also done by means of checkboxes in the main Audit Trail Report window Thirdly should you require events to be displayed for a certain date or time period this period should be defined by selecting Customized in the Duration list and by amending the date boxes labelled From and To in the main Audit Trail Report window Another option here is the ability to define pre determined periods by weeks and months these are also listed in the Duration list After selecting a time period click again on Filter List The new list contains event actions recorded in the given period To view an event in more detail double click on it and an Audit Trail Details window will
159. efined Filters The filter algorithm calculates the brightness of each pixel of an image With black and white images the brightness value of each pixel is binary the Page 140 e Additional Settings ScanFile User Guide Fast Search value of a black pixel is 1 and of a white pixel 0 The brightness value to be allocated to a pixel is calculated by the weighted sum of the neighbouring pixels These weighting factors give a coefficient to a filter Since the calculated brightness values have to be assigned either to black 1 or white 0 a threshold for the decision must be defined 1 1 1 With his filter parameters and a threshold of e g 3 1 1 1 an isolated white black pixel will be automatically converted to black white With these parameters and a threshold of 4 thin CC interrupted horizontal and vertical lines will be closed The setting of these parameters depends on the quality of scanned images i e the image resolution the zoom factor and the brightness of the image Filtering generally enhances the screen display readability of low contrast microfilm images and reduces storage requirement dramatically Please note it is possible with the incorrect use of the filter to turn a scanned document completely black or completely white When working with filters NEVER turn the Use Filter function on until you are sure that the filter settings are correct for the documents to be scanne
160. elects all documents Personal Hitlist The Personal Hitlist allows a user to build a list of documents that they may wish to refer to on a frequent basis without the need to keep on searching folder and or libraries for them The Personal Hitlist is totally independent of folders and therefore any document from any folder may be placed in the Personal Hitlist It is also possible for one user to send a document to another user s Personal Hitlist The Personal Hitlist can be accessed in one of two ways by the Personal Hitlist option on the File menu or by clicking on the icon in the bottom right of the Hitlist it you have a folder or library open To revert to the folder library Hitlist click on the button next to the Personal Hitlist button in the bottom right of the Hitlist folder library Ei La personal hitlist hitlist j When you display the Personal Hitlist the Folder toolbox will be shown allowing you to perform searches within the Personal Hitlist To place a document in the Personal Hitlist highlight the document in the standard Hitlist hold down the left mouse button and drag it to the Personal Hitlist icon Another method is to right click on the document and then choose Send To User A list of all the users will be displayed choose the name of the user and then click OK From the Send To User the document can be sent to another user or to your own Personal Hitlist When the Personal Hitlist
161. emote Services to perform an update with the next update loop TI FF Spooler Service This service allows the automatic import and recognition of forms and works in conjunction with the form templates created and configured within ScanFile The forms to be imported must be Group 4 compressed TIFF format files or JPEG files Update Schedule The days time period and frequency of the document scheduler can be set by choosing the Scheduler option at the left of the main screen The values set determine when the directories will be searched for new documents to be added to the specified folders To select the days for the update to be performed tick the checkboxes alongside the days required You can set the start and end period during the day during which the update will be performed by entering the start time and end time in the From and To fields Specify how often in minutes that the service will check the image storage path for new documents by putting a value in minutes in the Update every field The valid range is 1 9999 minutes Page 310 e Remote Services ScanFile User Guide TIFF Spooler Service Folder To select a ScanFile Folder the forms will be imported and indexed to click on the Add button below the folder list You can then select the folder from the available storage locations Once you have selected the folder it will be shown in the folder list To specify the image storage path backup directory and
162. ent applied When the scanned image is displayed at 1 1 level one screen pixel for each scanned pixel the Greyscale and Bitonal enhancements are not There are more settings to influence the image display in ScanFile Following table lists the options and gives a brief description Option Description Skip back pages When enabled it will stop the reverse side of a double sided scanned document from being displayed when browsing through a file Rotate Back Page If a double sided page has been scanned and the reverse side of the document is upside down in relation to the front side the option will display the reverse side of all files in the correct orientation Hide Annotations Allows you to hide annotations added to a scanned page A pencil symbol in the upper left corner will then indicate if there is a hidden annotation belonging to the image Use Stellent Viewer Allows you to switch off the display of electronic documents with the Stellent Viewer which can take some time if the documents are large If this viewer is not used the electronic documents will appear as an iconic symbol on the image window With a double click on the icon the documents can be displayed in their corresponding applications as long as they are installed General Settings e Page 121 Hitlist ScanFile User Guide Hitlist The Hitlist is used to display the results of a document
163. ents from the search drives fast and out of schedule Pressing the Update Now button will cause the Remote Services to perform an update with the next update loop COLD Import Service This scheduler only works if the option is licensed The COLD Import Scheduler gives the facility to automatically save COLD data information to specific ScanFile folders using a pre defined indexing template Any COLD data saved or copied to a named location will be archived into the ScanFile folder that the location is associated with An unlimited amount of ScanFile Folders can be specified with each Folder pointing to a different location and using a different COLD template Update Schedule The days time period and frequency of the document scheduler can be set by choosing the Scheduler option at the left of the main screen The values set determine when the directories will be searched for new COLD files to be added to the specified folders To select the days for the update to be performed tick the checkboxes alongside the days required Remote Services e Page 301 ScanFile User Guide COLD Import Service You can set the start and end period during the day during which the update will be performed by entering the start time and end time in the From and To fields You can then select how often during the selected time period the update will be performed by putting a value in minutes in the Update every field Folder To select a Scan
164. er on the first screen displayed when Scanner Setup is selected The following screen dialogue shows the first screen displayed when choosing Scanner Setup for the Axis 7000 Page 272 e Scanner Setup ScanFile User Guide Axis 7000 Scanner setup Choose scanner SCSI ID Page size IP address 000 000 000 000 Page size Rotation User name root Password View Mode Compression Black White Compressed TIFF G v Sensitivity Page size Resolution Adjust x Skew correction Contrast Rotation gt Text Brightness 0 CH OK Please note that any settings that are defined for the Axis 7000 are dependant on the scanner that is attached to it It is not possible to define which scanner is attached to it so the Axis 7000 must only be setup with the settings that are specific to that scanner Scanner SCSI ID To be able to recognise the Axis 7000 Scan Server you must enter its IP Address and the User Name and Password that have previously been configured on the Axis 7000 The correct configuration of the Axis 7000 can be verified using your web browser please refer to the Axis user manual for details on how to do this Page Settings Any scanners attached that are capable of scanning single or double sided documents can have different settings applied for each side of a double sided document The first option to select is whether to scan single or double sided by selecting Front or Fron
165. erience problems with any of your folders or libraries For this case ScanFile offers following functions to maintain and repair folder and libraries The functions do not replace a regular backup You should always take regular backups of all your ScanFile folders and libraries to prevent loss of data Maintain Folder This utility is available from File gt Maintain Folder ScanFile will check a folder for any errors within the database and for missing or corrupt document files If any incorrect index records or records pointing to missing document files are found a record of these will be written to the file Error log which is created in the PC s TEMP directory Problems such as these can occur if the PC was switched off during scanning or deleting if the hard disk became full or corrupt or if document files have been deleted from the ScanFile folder from outside of ScanFile Unfortunately there is not a way to automatically correct such problems and therefore the concerned index records will have to be deleted and the documents rescanned The Maintain folder utility may take some time to run but it is strongly recommended before writing a folder to archive write once devices Repair Folder If you experience a problem when trying to open a folder you will be prompted to run the Repair folder utility You can select this option from the File gt Repair Folder menu This will attempt to repair and co
166. ersion 7 the amount of monitored directories is not limited Update Schedule The days time period and frequency of the Scheduler can be set by choosing the Scheduler option at the left of the main screen The values set determine when the directories will be searched for new documents to be added to the specified folders To select the days for the update to be performed tick the checkboxes alongside the days required You can set the start and end period during the day for which the update will be performed by entering the start time and end time in the From and To fields Page 298 e Remote Services ScanFile User Guide Electronic Document Service You can then select how often during the selected time period the update will be performed by putting a value in minutes in the Update every field Folder To select a ScanFile Folder to import documents from the Search directory click on the Add button below the folder list You can then select the folder from the available storage locations Once you have selected the folder it will be shown in the folder list To specify the search and backup drive and the indexing options the folder must be selected in the folder list by clicking on the folder name The name will then be highlighted To remove a ScanFile Folder from the list highlight the name by clicking on it and then click on the Delete button below the folder list Search Drive The Search Drive should point t
167. erted documents into specific ScanFile folders please see the Remote Services chapter VNP Activity The VNP application window is also used to monitor the activity of the virtual printers Please note that the VNP application must be open for it to convert print jobs to TIFF Until the application is opened the documents printed will be queued in the specified spool directory Each document printed to a virtual printer will be listed in the Job window Each document will have a Job name which will be the printer name plus a job number and a job status The status will be one of 5 values Value Description Spooling The document is currently being printed Tiff waiting The job is waiting conversion to TIFF TIFF The job has been converted to TIFF Archive The job is being written to the save location Delete Wait The job is awaiting deletion Page 322 e ScanFile VNP ScanFile User Guide VNP Activity The Start and End time of the processing of each job will also be shown as well as a comments field which will normally contain No comment You can select to remove a job from the list by right clicking on the Job ID and selecting Remove If you chose not to have documents automatically converted to TIFF on the Master Configuration settings screen you can manually do this by right clicking on the Job ID and selecting Convert to TIF Job Information Additional information concerning a p
168. erties are accessible by selecting the button Ext on the extreme right of the field to which you wish to apply them Extended field properties Mask Other Mask Character Allowed characters x Al Only digits 0 9 Digits 0 9 and Character list Test field Delete mask Scan Uppercase letters Search Edit Lowercase letters Post index E Character from character list Following character is constant Characters not listed are treated as constants Cancel Input Mask To set an input mask type in the type of character you wish to be typed in for each of the field character positions in the Mask box The character types are listed As can be seen in the example above entering dashes and slashes within the mask will force those characters to be in the field When typing into a field the cursor will automatically jump over these characters You can test the format of the input mask within the Test field box Folders e Page 63 ScanFile User Guide Extended Field Properties Duplicate Index Action The Duplicate Index Action list offers options that will determine what action should be taken if the same index information as an existing record is entered The available options are Action Description None Duplicate Index Action is disabled Append The document pages will be appended to the existing record Append with The user will be prompted whether to
169. even when the Route has been completed and the document has reached its final destination Clear Completed Jobs will clear all of this information from within ScanFile after a specified time limit entered in the box on the main Document Routing window If this information is not cleared additional hard drive space can be taken up by this usually unwanted information Setting the Clear Completed Jobs time to zero will retain that information until a higher value is entered Active Route Log The Active Route Log is a report of all Document Route actions that are currently in progress listed in here you will find useful information regarding the current stages of a document that has been sent to a Route Route Name the name of the user who sent the document to the Route the Status of the document the active user or user who currently needs to action that document the time it was sent to that Route and the time remaining before the next step of that route times out To view any of the Route information in more detail highlight the required Route and click on View This will give a more in depth history of actions that have been progressed for each document and will also show the document index details and any comments that were made on the document Sending to a Route Assigning a document to a route is done by clicking with the right mouse button on the document s you wish to send in the Hitlist and select Send To Route This will d
170. ever see the placeholder Originator As soon as the creator of a route is known to Document Routing the process will work with the real user name Choose the target user or users for the current step Additionally assign user actions that the users have to perform once a routed document arrived on their personal hitlist Following user actions are available Option Description View The View option the user that receives that document will only need to view it and confirm the image display before it continues on to the next step in the Route Steps are explained above This is confirmed by clicking on the eye symbol on the document Page 182 e Document Routing ScanFile User Guide Configuring Routes Comment This option then the user that receives that document will be prompted to comment on it by means of a clipboard button that appears on the document when it is viewed To comment on the document the user must click on this button and a text box will appear that should be filled out Any comments they make are attached to that document and will continue onto the next step in the route The following users on that Route can then view these comments Approve Reject possibilities He can approve or reject the document by clicking on the Approve or Reject button displayed in the image window Where the document is sent to depending on the choice will be selected when setting up a Route V
171. f fields parameter is correctly set as well as any field separators and delimiters Once the import has been set up the import can be started by pressing the OK button Import e Page 195 ScanFile User Guide Files amp Index Information Files amp Index Information Files and their associated index information can be directly imported into a ScanFile folder An ASCII file may hold the index details for project information and will also hold references as to which TIFF files belong to a particular record This can be read into ScanFile the index records created automatically and the images imported and associated with the correct index record Import index and images c Lokaler Datentr ger j No of fields er o Sx 1G485507 SCF 00 Field separator a POSTIDX Field delimiter TextMode ASCII This option is also used to import index information with no associated files This allows you to create 0 page records in a folder to add documents to at a later date File Format It is very important when importing index information from a text file that the index records are formatted correctly within that file Firstly each record must start on a new line within the text file This can be easily verified by opening the file in a text viewer such as Notepad When exporting data from other applications most of the applications will automatically start a
172. file sizes for a scanned image With file compression which ScanFile utilises the file size can be reduced The resolution chosen to scan particular documents will very much depend upon the type of document being scanned its quality whether it is to be live or archive filing and user preference Test Scan The Test scan function is available within the inbuilt Canon scanner drivers and allows you to scan a document with your selected settings to see whether these settings are correct Place a document in the scanner feeder and then press the Test Scan button The document will then be displayed in the Test Scan Display window The image quality can be checked from this window The Plus and Minus signs in the bottom left and right of the Test scan window allow you to enlarge and reduce the size of the image Pressing the O allows a box zoom draw a box around the area you wish to enlarge The will display the complete image in the Test scan window The image can be moved around within the window by pressing and holding the right mouse button while the cursor is over the Test Scan window then dragging the mouse around the window Scanner Control Sheets The Canon DR 3020 DR5020 and DR05080c are delivered with two types of control sheets The first type can change the scanner settings whilst the second will affect how the documents are stored The Control sheets can be inserted between pages files and during scanni
173. from the Setup Zones window This will give a percentage of recognition next to the name of the form in the OCR tree The recognition rate will be 100 for the form you used to setup the identifiers The recognition rate of other scanned pages of the same form may vary OCR amp Forms Recognition e Page 165 ScanFile User Guide Check Marks OMR Keywords To speed up retrieval once a form has been recognised and indexed it is possible to add Keywords to a form In order to do this right mouse click on Keywords and select Add Keyword A keyword list will then appear Select the keyword you wish to add from the list and then click on OK Repeat this for every keyword you wish to add A keyword list must be added to the folder you are working in before you attempt to add keywords to a form setup Check Marks OMR Another option of the Forms Recognition is Check Mark Recognition This is used to determine a number of values on forms with check boxes such as survey forms These values can then be entered once the Forms Recognition has been performed as index information To set up Check Mark Recognition you must first scan in a form that has checkboxes on it to prepare the checkbox zones for recognition Once you have scanned the page select OCR gt Setup Zones From the OCR tree in the Setup zones window right click on index field and select Add Zone Draw a box using the crosshair around each checkbox on the form tha
174. g as they are not already in use Synonyms have to be unique so double entries are not allowed After a successful import you can return to the Thesaurus window by clicking on Close lf you opened the Thesaurus from an open folder the new entries will be immediately at your disposal Keywords A predefined list of keywords can be created and assigned to a folder This is an extra level of indexing and allows multiple keywords to be attached to a particular document To attach a keyword list to a folder click on the Keyword List button in the Setup Folders dialogue and then select the list you wish to apply All keyword lists have the extension KEY To create a keyword list or to edit an existing one choose Edit keyword lists from the Options menu Page 68 e Folders ScanFile User Guide by ScanFile Working with folders s Document Management System Keyword list C example key Visible Text New open list Canon Deutschland GmbH Canon UK Ltd Delete list DMS ScanFile Add word ScanFile International Ltd Spielberg Statistic Click on the New open list button to open or create a keyword list To add words to a list click on the Add Word button and type in the words you wish to enter To make words visible invisible click on the column headed Visible next to the word and either a red cross or a green tick will be displayed If a keyword
175. h click on Save scanned pages Feeder Mode In this mode a user definable number of images is scanned sequentially and stored as one batch document Page 176 e Microfilm Scanning ScanFile User Guide Batch Scanning Microfilm The index is either entered manually or created automatically using barcode counting or duplicating fields The index can also be keyed in or edited later The images to be scanned can be selected according to the blips B F P on film e Group pages by pages P scans and stores images into one batch between Page blip numbers entered e Group pages by File F scans and stores images between File blip numbers entered into batches e Group pages by File F und B scans and stores images between File blip and batch blip numbers entered into batches e Group pages by Batch B scans and stores images between Batch blip numbers entered into batches Be sure that the mode for blip recognition on the FS Controller Ill is set properly For more information on the FS Controller III see the MS300 MS350 MS400 MS500 MS800 Scanner Configuration manual or the FS Carrier III manual Microfilm Scanning e Page 177 ScanFile User Guide Batch Scanning Microfilm Page 178 e Microfilm Scanning ScanFile User Guide Batch Scanning Microfilm Document Routing Document Routing e Page 179 ScanFile User Guide Overview Overview The ScanFile module Document Routing a
176. h data is dropped form the original scanned image and will radically affect the size of the file produced Lura Document Lura Document is a standardised image compression ratio which is designed essentially for compressing either full colour or greyscale images to dramatically smaller files sizes Lura document is also a lossy compression format however ScanFile includes extensive options for determining levels of quality for Lura Document scanned images Skew Correction This function is a software driver based skew correction facility that can be selected by a checkbox on the main scanner setup window Should pages be Scanner Setup e Page 275 ScanFile User Guide Canon MS 300 350 amp 800 scanned at an angle through the scanner and not appear straight when viewing this option will straighten the page and justify it which will help when performing other actions such as OCR Sensitivity These settings allow you to adjust the brightness and contrast settings for each side of a document to be scanned Different settings will apply dependent upon whether the document is to be scanned in Text mode or Photo Mode Photo mode applies error diffusion to simulate rescaling Canon MS 300 350 amp 800 The Canon MS300 350 and 800 microfilm scanners offers high speed and high resolution scanning and provide easy conversion and integration into existing digital environments Full automatic search and retrieval sca
177. he arrow keys to increase or decrease the value Canon DR 2050C amp DR 2080C The DR 2050C and the DR 2080C are compact A4 workgroup scanner with a maximum scanning throughput of 20 pages per minute or 39 images per minute when scanning double sided documents They support black amp white and 256 level greyscale scanning and 24 bit colour The maximum scanning resolution is 600dpi The following picture shows the DR 2050C and DR 2080C Scanner setup screen Scanner Setup e Page 265 ScanFile User Guide Canon DR 2050C amp DR 2080C Scanner setup DR 2050C DR 2080C Page size Maximum v Adjust Skew correction View Resolution Compression Mode 200 x 200 Compressed TIFF G Black White Rotation Pages IN Front Sensitivit g Use default settings Extended settings 4 Auto Setting Description Page Size The ScanFile driver will automatically detect the size of the page being scanned if the Adjust option is selected If it is not selected the maximum scan size will be used and the image may have a black border Resolution The DR 2080C supports resolutions from 100dpi to 600dpi The resolutions available will be dependent upon the scanning mode selected e Black amp White Greyscale 200 600dpi e 24bit Colour 100 400dpi single double sided e 600dpi single sided Page 266 e Scanner Setup ScanFile User Guide Canon DR 2050C amp DR 2080C Compres
178. he serial number is needed to identify the dongle The number is engraved on the hardware dongle and is needed to download the license key via the Internet No new update request is needed if you mistype your serial number when you try to collect a dongle activation key via the Internet What is the Pick Up Code When a ScanFile system is purchased or when an update to an existing installation has been purchased a Pick Up code is needed This code in conjunction with the serial number is used to license the hardware dongle A Pick Up code will be issued after you ordered a new license or a license update How is the license controlled The way the licensing is controlled will depend upon which operating system the server or workstation is using When ScanFile is installed a directory called Dongle will be created in the ScanFile program directory holding various dongle configuration and information files Please note that TCP IP is the only protocol supported by the dongle when used in a network environment Windows NTA 2000 and 2003 When a ScanFile Server installation is performed on Windows NT4 Windows 2000 or Windows 2003 servers the service WIBU KEY Server will be Page 46 e Licensing ScanFile User Guide Licensing installed and configured to start automatically Without this service Clients will not be able to find the ScanFile dongle For standalone installations no service is installed or require
179. help to cut out repetitive indexing and to ensure that index data such as names are typed correctly Please refer to chapter Folders to read more about these field properties Area Indexing With area indexing for each field in the folder ScanFile can zoom and display a specific portion of the image This is particularly useful when indexing batches of similar documents that have the indexing information in the same position Page 94 e Indexing ScanFile User Guide Automatic Indexing To do this first you must ensure that the Area Postindexing feature is turned on within the General Settings Then select the first document you want to index from the Hitlist and choose the Edit option on the Folder toolbox Place the cursor in the first field and then zoom and move the image within the image display window until the information relevant to the index field is being displayed Type this information into the index field and press Enter The cursor will automatically move to the next field and you can then zoom and move the image accordingly for the next field Repeat this for all fields When you press the Enter key in the last field ScanFile will automatically move to the first field of the next record in the Hitlist and display the area of the image relevant to that field Automatic Indexing ScanFile offers various functions to auto fill index fields depending on the index field and folder settings Which settings are available
180. ibrary Page From the Open Library Page you can select the ScanFile Library you wish to open by highlighting the Library name in the list which only shows the Libraries that the ScanFile user is allowed access to ScanFile WebServer Microsoft Internet Explorer Datei Bearbeiten Ansicht Favoriten Extras Q aurick EN a Sa Suchen Ste Favoriten R K l L Adresse http localhost sws Open asp wechselnzu Links penis Webserver Wg 0 0 0 0 0 0 0 0 6 Open library Settings VK Lokales Intranet You can also choose to set your user preferences by clicking on the Settings button which will then display the Settings page Settings The screenshot below shows the setting page with the options a normal user ScanFile WebServer e Page 335 ScanFile User Guide Open Library Page Z ScanFile WebServer Microsoft Internet Explorer Datei Bearbeiten Ansicht Favoriten Extras Q aurick ce 2 EN ei Sa d Suchen str Favoriten Adresse http localhost sws setup asp v E Wechselnzu Links Prag D Webserver Kn 0 0 0 e 0 0 0 0 0 6 Version 8 0 0000 JPEG Quality 1 100 Language Sprache Langage English Download Password TTT Confirmation eecccccece LuraDocument Displa Online Conversion to GIFIJPEG GE O LuraDocument Transmission needs Plug in Online C
181. ibuted to ScanFile document stores located elsewhere Please refer to the previous chapter on RemoteStation for instructions on how to install and configure the RemoteStation Server Installing the Connector The ScanFile Connector for ShareScan is an add on to the main eCopy ScanStation application This must be installed and running correctly prior to the installation of the ScanFile Connector To install the Connector on the ScanStation select Run from the Start menu and select setupScanFileConnector exe from the Software directory on the ScanFile program CD If the ScanStation does not have a CD drive the installation program can be copied to a network location and run from there You will be asked to select the language and the installation location for the Connector and then the program files will be installed Once installed the Connector can be configured Connector Configuration Before the ScanFile Connector can be used it must be configured by using the eCopy Administration application For ShareScan this can be accessed by running the ShareScan Administration program from the eCopy Applications program group Page 362 e ScanFile Connector for ShareScan ScanFile User Guide Connector Configuration E eCopy ShareScan Administration 15 xli Preferences Create Inboxes About Categories 1 Preferences Canon GP200 a r Scan to ScanFile Canon Image Runner Canon Network Scat IP address 192168 0
182. ic Document Scheduler service or if the documents being printed are standard forms by using the TIFF Spooler service which can then recognise the forms and perform zone OCR on them to automatically index the documents ScanFile VNP accepts documents in PCL5 format for conversion to TIFF G4 format A new feature in Release 7 is the addition of the Rapid32 printer driver which when associated with a VNP printer port generates Full text OCH information from the source data which can then be imported into ScanFile along with the TIFF files Installation ScanFile VNP can be installed in one of two ways as an option when installing ScanFile or independently by running SETUPVNP EXE from the ScanFile CD The installation of VNP is totally automatic apart from asking you for the language VNP will use Once VNP is installed it is ready to be configured During the installation process VNP will have installed the VNP application and also created 8 new printer ports called Printplex 1 Printplex2 etc Configuration The configuration of VNP to enable documents to be automatically imported into ScanFile is in 4 parts e Create the virtual printers using the Printplex printer ports e Configure the VNP e Setup the TIFF Spooler service or the Electronic Document service to import the documents into specific ScanFile folders Page 318 e ScanFile VNP ScanFile User Guide Configuration Virtual Printers The virtual printers can be
183. ich is used to configure the service Once the Remote service has been configured the Configuration Tool doesn t need to be running for the Remote Service to be active The modules available subject to the options that have been purchased are ee Import of Electronic Documents Import of Files amp Index Import of Indexes Only Library Update Import of COLD data Document Routing Audit Trail ki Ke Lal TIFF Spooler Fulltext OCR reading Ke k HIR r Ka Zone OCR reading te Retention Control ScanFile VNP RL Features marked with an asterisk are additional purchases to the ScanFile core application depending on the tasks you want to carry out you may need an OCR and Forms Recognition licence Page 296 e Remote Services ScanFile User Guide Remote Services Windows Service Remote Services Windows Service The Remote Service carries out the scheduled tasks This application has been specifically designed to be run on Microsoft Windows NT4 and 2000 Servers or NT4 2000 and XP workstations that may act as a workgroup server The Remote Services application will be installed and automatically started during the installation of ScanFile When the Remote Services are installed the Remote Service will be added to the list of server services By default this will be configured to use the local system account for i
184. ics will also show whether a page was the front or back of a double sided document and you can also tag pages for printing or exporting by clicking when the mouse pointer turns to a tick over the FastPic image of the page Image overview Electronic documents such as word processing files will show a page with the reference EDOC COLD information pages will have the word COLD FastPics Menu Pressing the right mouse button within the Thumbnail window will open the Thumbnail option menu which allows you to perform actions on the selected pages within the document The options available are the same as offered on the Hitlist menu but will only apply to the pages within the document that have been selected Option Description OCR Full text or zone recognition can be performed on the selected pages The OCR d text can also be copied to the clipboard Move Mark the selected pages for moving to another record within the folder Page 110 e Searching and Viewing documents ScanFile User Guide FastPics Copy Copies the selected pages for pasting to another record within the folder Send to Selected pages can be sent to another folder a user exported or emailed Move to Moves the selected document into a chosen folder Select Selects all or no pages or inverts the current selection Close Close the option menu Searching and Viewing documents e Page 111 ScanFile User Guide
185. ield association and the content type setting Zones can be deleted by right clicking on the field name under Index fields and selecting the Delete option Ensure that the zone is large enough to compensate size differences of scanned pages OCR amp Forms Recognition e Page 163 ScanFile User Guide Forms Recognition When all required zones have been setup the Zone OCR reading can be started Just like fulltext OCR reading you can select between Reading All and Reading New pages All amp New Pages To perform zone recognition open a folder and then from the OCR menu select Zone recognition Selecting the Read all pages option will perform the recognition on all the files in the folder The Read new pages option will perform the recognition on the files have been added since the last recognition was performed Read Selected Documents or Pages You can OCR individual or selected pages of a record or single or selected records within a folder To OCR records or pages use the OCR menu option which is shown when right clicking in the relevant window Please note that the zone recognition will always be carried out on the FIRST page of a file Forms Recognition This option works in conjunction with the OCR zone option of ScanFile Its purpose is to recognise a form by means of defined identifiers and then index records with data read from the contents of zones that have been created for each form
186. iew Password This option is identical to the action View but this will force the user to enter their ScanFile password to signify that the step has been completed Comment Password This option is identical to the option Comment but this will force the user to enter their ScanFile password to signify that the step has been completed Approve Reject Password This option is identical to the Approve Reject password option but this will force the user to enter their ScanFile password to signify that the step has been The Approve Reject option allows the user two completed If you select the Approve Reject or Approve Reject Password option there are three actions that can be set to take place when the user either accepts or rejects the document You can apply the action in the window Action opening directly after you chose Approve Reject Action Reject action Approve action Continue Jump to Continue with Cancel Document Routing e Page 183 ScanFile User Guide Configuring Routes Following options are selectable to define the action when the user approves or rejects a document Option Description Continue This option will mean that the document will continue to the next step of the defined route Jump to The document will jump to the specified step bypassing steps if required The step you wish the document to jump to must be selected here C
187. ile User Guide Exception Report Page 148 e General Information ScanFile User Guide Exception Report Barcodes Barcodes e Page 149 ScanFile User Guide Overview Overview Documents containing barcodes can have the value of the barcodes inserted into index fields in the folder either during scanning or by performing zoned barcode reading as a batch process after scanning The barcode function is an option of ScanFile and must be purchased to enable it ScanFile can read up to 10 barcodes at a time in either reading mode Barcode Formats Five barcode formats are supported by ScanFile The supported formats are Code 39 Extended 3 of 9 2 of 5 interleaved Codabar Code 128 The barcode type can be selected from Choose Barcode from the Options menu Additionally you can select settings to influence the way ScanFile reads barcodes Barcode 39 3 of 9 Extended code 39 2 of 5 interleaved Codabar Code 128 Recognise checksum Enhance barcode 0000 00000 Rotate barcode 90 Save Cancel The barcode reading module can also recognize a barcode checksum which checks for the validity of the barcode The checksum number is not added to the index field Page 150 e Barcodes ScanFile User Guide Reading while Scanning The Enhance barcode option can improve the reliability of reading barcodes from poorly printed documents such as those produced by dot matrix printers The Rotate B
188. ile User Guide Index Information Index Information The Import index function is used to fill index records in existing folder documents with additional information As an example bar coded documents may have been scanned with the barcode representing a Project Number An external can have that number in it plus the Document Name Document No etc The Project Number can be set to be the Connect field and the additional index information will then be imported to the appropriate records To open the Import select the File gt Import gt Index menu Import index Connect field Customer number Job number Field 2 Connect field Field 1 v Customer number Field 4 Date Field 3 No of fields Customer name Field 5 Field separator Field delimiter TextMode The example text file shows 10 records with the index information within the records being delimited by commas The first field is the Project Number the Connect field which already exists in the folder The Import will use this to search for matching records and then fill the other folder fields with the additional information From the File menu select Import Index and then select the data file that holds the index information the screen above will be shown The Folder fields will be displayed on the left and the fields from the import file can be matched to these It is very important that the No o
189. ill return to the standard Index display You can review the documents held with the collection by pressing the Show Collection button which will then open the Collecting pages screen Collecting pages Jump to document 1 Delete image Delete document Reset changes Eat You can page through the collected documents using the navigation buttons at the bottom of the preview window and select the document to view from the Jump to document drop down list You can also select to delete pages from a document by displaying the page and pressing the Delete image button or you can delete a whole document using the Delete document button All the documents in the collection will be saved to one ScanFile folder document or they can be placed in the folder Postindex pool Explorer Send To Within Microsoft Windows a new option will have been added to the Windows Explorer pop up menu Send To gt Electronic Document Support after the installation of ScanFile This allows you to highlight files from within Explorer and then choose the ScanFile folder you wish to put them into Page 116 e Electronic Document Import ScanFile User Guide MS Office Integration CranFila Wi Ge e Se be 5 e Document Management System amp Local Disk C File Edit View Favorites Tools Help Q Back gt A pa Search Folders Gi ti Go X Name Size Type Date Modified ScanFile File Folder 22 06 2006 15 02 E My D
190. inal format unlike TIFFWriter which converts the documents to TIFF format Two toolbar icons will be added to the programs and these are shown below Save to ScanFile Print amp Save to ScanFile Electronic Document Import e Page 117 ScanFile User Guide ScanFile VNP Send To ScanFile The Save to ScanFile icon will open the Index screen as detailed in the TIFFWriter option and Explorer Send To option The functionality of the Index window is the same as described in these chapters Print and Save To ScanFile This option performs two functions it will print the document to your selected printer and open the Index screen to allow you to save the document to ScanFile ScanFile VNP The optional ScanFile VNP server application allows you to create PCL5 compatible printers on servers and workstations which will be directed to specific VNP ports which then takes the printed output converts it to Group4 TIF format and saves it to pre defined locations These files can then be automatically imported into ScanFile using one of the Scheduler applications within Remote Services such as the TIFF Spooler which works in conjunction with the Forms Recognition Page 118 e Electronic Document Import ScanFile User Guide ScanFile VNP General Settings General Settings e Page 119 ScanFile User Guide Overview Overview The General Settings screen can be found under Options gt General Settings This all
191. inal location The folder will have a special archive file added to it to enable it to be used with the retrieval version of ScanFile Also the retrieval software will be copied to the CD TRANS CD directory of the pool drive The process for selecting the folder is the same as described above but to start the Fast Preparation click on the Fast Preparation button in the CD Preparation dialogue The folder will be checked the archive drive will be added and the retrieval software copied to the CD TRANS CD directory of the pool drive A window pops up giving you the location of the selected folders and retrieval software Page 226 e CD Preparation ScanFile User Guide CD Tickers ScanFile Folder successfully prepared For writing to CD The Following files and directories need to be copied Directory c 2Y OC778E SCF File s c cd_trans cd setup exe c cd_trans cdiretsetup exe c cd_trans cdiautorun inf ciicd_trans cdiicon ico CD Tickers If you wish to create a ScanFile Executable CD with a retrieval only version of ScanFile this will require a CD Ticker These can be purchased in groups from your supplier Each executable CD preparation will use one CD ticker These are licences allowing you to put the retrieval only version of ScanFile on a CD You can create as many copies of that CD as you wish Each time you purchase a group of tickers you must give your dongle serial number to your supplier who will then sen
192. indow is a grey background Each user can change this by selecting the Choose Background button in the General Settings You can then select whether you wish to choose a colour for the background or to apply an image to the main screen background Colour To choose a colour press the Choose Colour button and the following dialogue will be displayed You can then choose the colour you wish and press OK You will then be returned to the Choose background screen shown on the previous page The available colours will be dependent upon the settings of the display adaptor Image Selecting the Choose Image option will allow you to apply a Bitmap BMP file to be displayed in the main image window The top left corner of the selected bitmap will be in the top left corner of the main ScanFile screen Page 128 e General Settings ScanFile User Guide Choose Background User Management User Management e Page 129 ScanFile User Guide Overview Overview By default each user must log in to ScanFile with a unique user name and optional password Each user created in ScanFile can also be granted or denied access to any area or option of ScanFile ScanFile WebServer and ScanFile RemoteStation Groups can also be created to manage the access rights for one or more users inheriting the group s rights This is useful if you have a number of users that you wish to assign same rights to Two types of user groups ar
193. ings can affect the quality of the scanned image and they should therefore be used with caution Filter Settings The Filter settings can be used to improve the quality of the scanned image and to set colour dropout areas where the document will not be scanned Option Description Dropout Colour This function is available separately for the front and back page It will disable the scanning of areas of the document of a particular colour The settings are e None Disables Colour dropout e Red Will not scan red parts of the document e Green Will not scan green parts of the document e Blue Will not scan blue parts of the document Automatic Exposure This sets the Automatic Exposure level and affects the brightness and contrast settings for the image This has a valid range of 1 to 9 and can be set by moving the slider bar or using the arrow keys to increase or decrease the value Edge Emphasis This can be used to emphasis contour lettering as well as softening scanned images such as photos This has a valid range of 1 to 5 and can be adjusted by moving the slider bar or using the arrow keys to increase or decrease the value Canon DR 5020 5080C amp 5060F The DR 5020 5080c and 5060F are high performance A3 scanners with a maximum scanning throughput of 80 A4 pages per minute They are all double sided scanners with automatic paper size and thickness detection Scanner Setup e Page 245
194. ion Description Sort Ascending Will sort the Hitlist by the data in the column over Descending which the right mouse button was clicked Print Hitlist Prints the Hitlist record information to the default printer Export to file Exports the Hitlist record information to a named file Copy to Clipboard Copies the Hitlist record information to the Windows Clipboard Font Select the font and font size the Hitlist will use Move Moves all pages from a record Copy Copies all pages from a record Paste Pastes previously copied or moved pages into the selected record Send to Send selected Hitlist documents to folders users e mail route wallet and export See below Page 102 e Searching and Viewing documents ScanFile User Guide Hitlist menu Move to Moves the selected document into a chosen folder Summarise column For Numeric Values Calculates the total of the selected column Combine rows Either combines marked records or records with same index information When marked the rows to be combined will adopt the index information in the row that was first selected by the mouse Delete Deletes selected records and documents Filter image s Filters selected records OCR Performs Full Text or Zone OCR on the selected records and also gives option to Copy OCR text to the clipboard Select Tool to select documents Close Close the Hit
195. is dsc Transfer the dsc file to a workstation that has internet access go to the following site using your internet browser www scanfile com dongle Enter or browse to the path where you saved the dsc file and then click on OK An activation file with the extension ds will then be returned to you Select the Save option and then browse to the location where you wish to save the file Transfer the dsl file to the workstation connected to the dongle In License Manager select the Load from File option and then browse to the location where you saved the dsl file Highlight the file and then click OK Now the License Manager updates the dongle with the latest license information Once activated the License Manager will return to the main Page 50 e Licensing ScanFile User Guide Upgrades License Screen and the programs and program options will be listed The License Manager can then be closed Upgrades If you are upgrading from ScanFile 2000 or ScanFile 2002 to ScanFile it is very important that your existing ScanFile installation is NOT uninstalled deleted or the license transferred out prior to licensing your ScanFile dongle When you attempt to license your ScanFile dongle the License Manager will search for your existing Crypkey License and if this is not found the license attempt will fail In addition the Crypkey license serial number will be validated against the dongle upgrade information and if these do no
196. is can be useful for viewing large JPEG s over a slow modem link Language This is another user specific setting which allows you to select the language that the page text will be displayed in The available languages are English German French and Japanese Please note that you will have to be running a Japanese version of Windows to view Japanese text correctly LuraDocument The LuraDocument settings allow you to specify how documents saved in the LuraDocument format are displayed and downloaded To display Lura format documents in Lura format you will need the Browser plug in loaded This is available for download from www scanfile com on the Updates page Alternatively you can select to have them converted to GIF JPEG form before display or downloaded in which case your standard browser will be able to display the documents Session Timeout This allows you to specify the period of inactivity after which a user will be required to log in again This also frees the user license Logout Page You can set a URL that WebServer will go to when a user logs out of ScanFile You must specify a page location Image Cache Each time a user views a document using ScanFile WebServer a copy of that document is made in the Image Cache This can significantly enhance document retrieval times The location of the image cache will by default be set as a subdirectory off the WebServer program directory You c
197. isplay a window listing all Routes that have previously been setup Select the Route you wish to send the documents on and confirm you selection by clicking on OK Page 186 e Document Routing ScanFile User Guide Viewing Routed Documents Also on this window is an option called Split Records this is used if multiple documents are being sent to the Route If selected each document will be treated separately on the route All required user actions along the route will be requested independently from each document If Split Records is not selected then multiple documents that are being sent will be batched together and treated as one route task All required user actions along the route will only take effect when all documents have been processed Viewing Routed Documents Any documents sent to a route will appear in users Personal Hitlist They can be identified by the name of the sender being SFROUTE Local Copy By default once the action has been performed and the document progresses to the next step of the route it will be deleted from the Personal Hitlist You can however choose to keep a copy of the document by clicking on the Keep local copy checkbox before performing the action This copy will not be updated with the changes done to the document while it is sent along the route Actions When the document is displayed action icons will appear corresponding to the actions assigned for that step of the route The three ac
198. issions to allow ScanFile WebServer to function correctly As changing Page 326 e ScanFile WebServer ScanFile User Guide Installation the permissions for the default user could cause security problems for other applications you may be running via IIS or the server running IIS is not the same server as that running ScanFile or where the folders libraries reside the best course of action is to create a new user specifically for use with ScanFile WebServer Permissions The user you create should be a Local User not a Domain user If the ScanFile location or the folders libraries are on a separate server then you will need to create a local user on each server using the same name and password This user requires permissions to the following locations ScanFile WebServer program directory and subdirectories WebServer image cache directories if different from the default ScanFile program directory ScanFile folders drive s directories ScanFile libraries drive s directories The type of permissions you can apply will be dependant upon the location of the programs and data and what format of partition they reside on You should create the user account and permissions for the ScanFile program directory and data locations prior to installing WebServer After WebServer has been installed the permissions to the WebServer program directory can be applied Installation To install WebServer select Run from the Windows Start menu
199. it cannot do this the parameters must be set manually In the Lines per page field specify the number of fixed lines allocated to each page within the spool file To set the options chosen either manually or by the Auto Detect function click the Apply button and then choose OK You will then return to the Edit template window Filters Filters are used to specify the actions to be carried out when a certain character or sequence of characters within the spool file is encountered By default a page break filter is created for each new template For spool files with no page break characters these must be removed To do this choose Edit gt Edit Filter within the Edit templates window The Filter parameters screen will be displayed showing the pre defined page break filters COLD e Page 203 ScanFile User Guide The Import Template Valid Range Page start Entire text Cut out Entire text Highlighting a filter and pressing the Delete button will remove it The options that can be performed against a sequence of characters are shown below and can be accessed by clicking in the CharOption column in the row of the sequence you wish to set an option for A drop down list will become available allowing you to select the required option Option Description Cut Out This option will remove the selected sequence and move any text to the right of
200. it zones and stores the two pages separately Overlaid This mode can scan two A4 portrait halves and combines them in to one A4 portrait Each half on the A4 Portrait is centred within the left and right A4 portrait zones The scan from the right zone will be the top half of the page and the bottom half will be from the left zone Extended Settings This option can be used to set whether to use the front panel of the scanner to control scanning rather than ScanFile itself E g if you selected the option you have to start the scan process by pressing the green button on the front panel of the MS 800 FS Controller III This section describes the setup and initialisation of the scanner with the FS Carrier Ill A full description of this will be available in the FS Carrier III manual Blip Level Description 1 Pageblip 2 File Pageblip 3 Batch File Pageblip 1 Blip 2 Blip 3 Blip Shift F Store Return Scanner Setup e Page 281 ScanFile User Guide Canon MS 300 350 amp 800 Password 149 149 149 Return 1 Search Mode Return Mode 5 2 3 Return Canon Meth No No No Return Ser Progr 8 13 13 Return Std Blip Yes Yes Yes Return Neg Blip Yes Yes Yes Return N P Key on No No No Return Stand Slice Yes Yes Yes Return Count Splice No No No Return Set 1 DOC Yes Yes Yes Return Enable Auto No No No Return I
201. ith 1 being the thinnest and 13 the thickest setting To adjust this setting tick the Activate checkbox and then use the arrow keys at either end of the slider bar to increase or decrease the value Scanner Setup e Page 251 Border Removal ScanFile User Guide Canon DR 5020 5080C amp 5060F You can set a margin around the scanning area The value ranged from 10mm to 10mm To use this function tick the Activate checkbox To adjust the values use the arrow keys or the slider bar to increase or decrease the value To enlarge the scanning area to ensure the document edges are not clipped set a plus value To reduce the scanning area so that the image is not framed by a black border set a minus value Filter Settings The Filter settings can be used to improve the quality of the scanned image and to set colour dropout areas where the document will not be scanned Option Description Erase Black Dots This will automatically erase isolated black dots on a white background from the scanned image Erase White Dots This will automatically erase isolated white dots on a black background from the scanned image Erase Notch This will automatically remove areas that are caused by contours Complete Thin Lines This will automatically fill in broken or thin faint lines Drop Out Colour This function is only available for the DR 5080c and will disable the scanning of areas of the doc
202. itivity These settings allow you to adjust the brightness and contrast settings for each side of a document to be scanned Different settings will apply dependent upon whether the document is to be scanned in Text mode or Photo Mode Photo mode applies error diffusion to simulate rescaling Text Mode In this mode only the Text Brightness setting can be adjusted All three scanners have an automatic brightness function built in but this can be overridden and manually set if necessary When the Auto is selected the scanner will automatically sense the brightness setting required for each page as it is scanned The Brightness setting can be any value between 1 and 255 with 1 being the darkest setting 255 being the brightest A value of 0 will select Auto brightness To manually set a brightness value untick the Auto checkbox and select any other value as Auto by using the slide bar or typing in a value between 1 and 255 Page 250 e Scanner Setup ScanFile User Guide Canon DR 5020 5080C amp 5060F Photo Mode In this mode the Photo Brightness and Contrast settings can be adjusted All three scanners have automatic brightness and contrast functions built in but these can be overridden and manually set if necessary When the Auto setting is selected the scanner will automatically sense the brightness and or the contrast setting required for each page as it is scanned The brightness and contrast settings can be any value be
203. ize option you can specify an area of the document to be saved To do this select Window as the page size then perform a Test Scan on a sample document A sizeable box will be overlaid on the image in the Test Scan window Size the box over the area of the sample document and the box size and location will then be saved Please note that when this option is used only the area of the document inside the box will be saved All other parts of the scanned document will be discarded Resolution You can select one of the following 100 150 200 240 300 400 amp 600dpi Dither Use this setting when scanning in black and white mode This applies error diffusion to simulate greys and half tones on the scanned document This is useful when scanning photos Mode This option is used to set the number of colours to be scanned Please note that DR 6080 and DR 7580 support black amp White and greyscale mode scanning All other settings are applicable to the DR 9080c The DR 9080c supports 24 bit colour scanning The larger the bit value selected the more colour shades will be scanned Please be aware that greyscale and colour scanning especially at high resolutions can result in extremely large file sizes Page 234 e Scanner Setup ScanFile User Guide Canon DR 6080 7580 amp 9080c Rotation Compression A document can be scanned and then rotated and saved The available rotation options are 0 90 180 or 270
204. k amp white Page 242 e Scanner Setup ScanFile User Guide Canon DR 7080C Greyscale Greyscale mode creates images with 256 greyscale levels Colour The DR 7080C supports 24 bit colour scanning The larger the bit value selected the more colour shades will be scanned Please be aware that greyscale and colour scanning especially at high resolutions can result in extremely large file sizes Rotation A document can be scanned and then rotated and saved The available rotation options are 0 90 180 or 270 Compression ScanFile will store images in one of four ways Uncompressed TIFF Group 4 Compressed TIFF Jpeg Lura Document The type of compression and file format you select is dependent upon several factors including the type of document to be scanned and the type of output required of that document once stored Uncompressed TIFF This format will perform no compression on the image data produced from the scanned document and will result in large file sizes Group 4 Compressed TIFF This format will compress the scanned image data normally by a factor of 10 to 15 This is only used for black amp white scanned images This is a lossless compression format which means that none of the original scanned information is discarded JPEG JTIFF JPEG is a standardised image compression mechanism which is designed for compressing either full colour or grey scale images of
205. ked they will NOT be deleted Deletion Period The number of days after which events can be deleted is in the range of 1 to 999 Export Audit Trail Data Audit Trail Exportpath The Audit Trail Exportpath should point to the location where the export database should be saved to This can be a location on a drive or a UNC path You can specify the location by clicking on the three dots immediately after the field which will then display a directory find screen Once you have selected the location click on the OK button and the name of the location will be shown in the field Export audit trail data Remote Services e Page 309 ScanFile User Guide TIFF Spooler Service If you wish to export data click on Export audit trail data You will be given the opportunity to add a description to your export Then the program automatically exports all records to a newly created database in the Audit Trail Export Path named with the current date and time In the ScanFile Audit Trail Report window you can then select from the exported databases and create a temporary Audit trail database to search in Compact Database It is a good idea to periodically run the Compact database option as this will check the database for any errors and compact it removing deleted records Update Now This functionality gives you the opportunity to delete events from SFAudit mdb fast and out of schedule Pressing the Update Now button will cause the R
206. key that brightness level will be used during scanning Brightness Brightness Obviously the setting of these values is a matter of trial and error but once the correct values are found they need not be changed This can be Page 138 e Additional Settings ScanFile User Guide Setup Filter overridden by using either the automatic mode or by selecting the brightness level using the control on the toolbar A function key value of zero will when that key is pressed reactivate the scanner s automatic brightness function Setup Filter This option enables you to enhance the quality of a scanned page by applying predefined filter options or by creating your own filter settings These settings can be entered when selecting Setup Filter from the Options menu The filter can be applied either after scanning by selecting Edit gt Use Filter or during scanning if the Use Filter option is selected Up to three user defined filter settings can be created and saved These can then be applied by selecting them from the drop down lists on the right side of the Filter Settings wind90ow Up to six filters standard or user defined can be applied at any time and they will be actioned in the order from top to bottom that they are selected in the drop down lists Edit filter Image filter settings User defined filter 1 v Use filter Filter parameters Threshold Noise removal o o w o Non
207. l text search ScanFile WebServer Microsoft Internet Explorer Datei Bearbeiten Ansicht Favoriten Extras E pr L A 3 lt gt IS 7 Q HE J EN a Lei Pa Suchen Ste Favoriten 2 7 Sa Ka Lj Adresse http localhost sws image asp x Wechselnzu Links wini Webserver 3 Image 2 of 16 Display 15 e Index 1 Newspapers Index 2 Postindexed microfil _BERLINER MORGENPOST BERLINER ALLGEMEINE e Cie Mt um mabe Hille ffir Runda Bom dem Hitlist Search e Auch ohne Sommier Smog Kommunen Logout E _ sollen Verkehr beschr nken d rfen mie Bettino Craxi zu achteinhalb Main Jahren Hai iert private Arbeitsvermittlung j ms K Lokales Intranet How a document is viewed will be dependent upon the type of document being viewed and which browser software you are using All black amp white Page 340 e ScanFile WebServer ScanFile User Guide Open Library Page and scanned documents can be viewed directly within the Document View page Electronic format documents such as MS Word amp Excel documents require that the source application be present Applications such as Microsoft Word and Excel can be opened within Internet Explorer and therefore these format documents will be viewed with the Document View page For Netscape these applications will be opened independently of the browser Document Viewing Tools On the left of the Document View page are a number of
208. le document or selected documents If you wish to perform batch OCR on all or new documents added to a folder please use the options available from the main OCR menu Option Description Full text recognition Performs Full Text OCR on selected documents Zone recognition Performs Zone OCR on Page 1 of selected documents Copy text Copies the OCR d text from all pages of the document in to the Windows clipboard Select Option When you click on a record on the Hitlist or use the arrow keys to scroll through the records the current record will be shown with a dark grey background If you wish to select multiple records to perform a specific task this can be done in a number of ways The column at the extreme left of the Hitlist is used to select records To select a range of records press the left mouse button in the left column of the Hitlist next to the first record to be selected and then while holding down the Shift key click on the last record in the range All records in the range will be highlighted in yellow Page 104 e Searching and Viewing documents ScanFile User Guide Personal Hitlist To select specific records while holding down the CTRL key click in the left column next to each record you wish to select The Hitlist menu Select option can also be used for record selections Option Description AII Selects all documents in the Hitlist Toggle Inverts selection Remove Des
209. le or separator Pages Every v Second counter Orientation None Right to left Use small fonts Start value Increment Style of embedment Reset if _ Black on white Never White on black Increment if Black on image New file or separator The text to be printed can be specified in the Text field If the counters are to be used these must be specified within square brackets If both counters are used the values must be separated by a decimal point full stop The Horizontal offset only applies if the text is to be embedded in the scanned image You can specify the offset in millimetres from the left edge of the page When printing text the horizontal offset is applied manually please refer to the scanner manual for instructions on how this is done The Vertical offset specifies the distance in millimetres from the top edge of the paper to start printing the text You can select to print the text on every page on the first page of a new file as indicated by the New file key by setting the Pages drop down list to Every or Next page You can set the direction in which the text will print from the Orientation drop down list The available values are None 90 180 and 270 degrees The Right to left option will set the Imprinter to add characters from right to left The default font size the Imprinter uses is 12x12 dots You can select to use a smaller 8x7 font size by ticking the Use
210. lected from the drop down list By selecting Maximum and clicking on the Adjust option the DR 3020 will auto detect the paper size Page 270 e Scanner Setup ScanFile User Guide Check Scanner View Options These options will affect how the images are stored and displayed Standard documents will normally be scanned using the Text Mode Photo Mode scanning will enhance the document during scanning and result in better quality scans of pictures Please note that the Photo mode option will result in larger scanned file sizes Documents by default are displayed using black text on a white background The Inverted option allows this to be reversed so that the document is displayed with white text on a black background The DR 3020 scans documents in portrait format For landscape documents select the Rotate 90 option so that they will be displayed in the correct orientation When selected the Front Back scanning option will scan and store both sides of the scanned document When not selected only the front side of the document is scanned Brightness Controls The Canon DR 3020 has an automatic brightness function which should work with most documents Unticking the Auto option and then selecting the required brightness setting by using the slider bar or by typing in the brightness value between 1 255 can override this Check Scanner ScanFile support several check scanners which can read MICR Coded checks The f
211. ler 8x7 font size by ticking the Use small fonts checkbox Scanner Setup e Page 239 ScanFile User Guide Canon DR 7080C The Style of Embedment can be set from one of three options e Black on White will print black text on to a white background e White on Black will print white text on a black background e Black on image will print black text on to the image There are two counters that can be configured and these options apply to both The Start value of the counter can be set as well as the value to increment the value for each page The following values can be set for the Reset if and Increment if options Reset If will reset the counter to its start value Increment If will add the specified increment value to the counter Never Separator New File or Separator New File Each Document Canon DR 7080C The Canon DR 7080C can be used with a document feeder and a flatbed with documents up to A3 Therefore it is suitable to scan pages automatically from the document feeder and to scan single pages for example from books In feeder mode the scanner can scan black and white greyscale and full colour up to A3 size The maximum resolution is 600 dpi Scanner Configuration There are many options that can be selected for the scanners and these are split over several option screens which are selected from Scanner Setup The following screen is displayed when choosing Scanner Setup for the Canon DR 7080C Page 240 e Scanne
212. lere gr 302 Update EE 303 FILES AND INDEX IMPORT SERVICE certa cereaannea 303 Dolo feio feio pi 16 0 RR PR iii 303 le EE 303 EE 304 Back p e 304 Relais 304 CONO 304 INDEX IMPORT SERVICE si tteeeeeeea ereta ereea ereta reeanereeanrreaanna 305 LIDASIE SCHEdbie sco PIROPO ira 305 Folde E 305 EE eni 306 Felina 306 COI NOW O 306 LIBRARY UPDATE GEnICE renan area nereeaereanana 307 EE RD RE stesa 307 COATES CNC OUI sii cilecca 307 EE 307 Page 12 e Welcome to ScanFile ScanFile User Guide Contents alle Re 308 Update NOW prin lirico ab hi ee aa RAAR 308 DOCUMENT Zelle 308 I Progress EE ee 308 COO NOW 3 ii EAE EA AEE ELE AA E EAA 309 AUD EE 309 Never Delete Automatically ii 309 Deco cea 309 Export Audit Trail Data errar aaa aanaaaareraaaaaaannanta 309 Compact Database ssn an A ee 310 DANS NOW saia SAE 310 TIFF SPOOLER SERVICE ci erieeereesereeaereeaereea reta rreaanna 310 Update SCION i abuts arb tabla stl ab tat 310 ROION aa eE RENO RR FA ER ARE I E A 311 Image Storage Path EE 311 EE ENER 311 Form Database riale 311 Create Dalon REI a IEEE 311 Update NOW sin pi iii 312 FULLTEXT OCR SCHEDULER ssi 312 evil 312 FOOI reno li iii ti 312 Update SCC CRA ORA RIO 312 Update NOW iaia iii 313 ZONE OGRA SCHEDULER EN 313 NV is i eae eae e 313 29 EE 313 Update SCHEMA 30 i i rio 313 Update NOW sa n 314 RETENTION CONTROL anim
213. list box and then press the Add button That folder or library will then be shown in the bottom list box To give a user access to all the folders or libraries on the selected drive click on the Add All button To remove folders or libraries from the access list press the Remove All button or select the folder or library and then press Remove With the Open library option you can select whether the Open tool on the left toolbar of the main ScanFile window will open folders or libraries When not selected the Open Folder list default setting will be displayed When selected the Open library list will be displayed Another option in the user setup is to add an individual user to a group of users To do this click on the Member of button and a window will appear listing all available groups To make the user you are editing a member of one of these groups highlight the group and click on the gt gt button to add that user Then click on Ok to save ScanFile will return to the Edit User window Also from this window you can select Extended Settings these are explained later in this chapter Once you have finished with all options press the OK button and the user configuration will be saved Modifying a User To edit an existing user s rights highlight the user on the main Users Window and select Modify All options that are available when creating a new user will apply Once you have finished this press the OK button and the u
214. list menu Send to The Send to option from the Hitlist menu allows you to send a document or selected documents to a variety of destinations which are explained below Option Description ScanFile Folder Sends selected document s to another ScanFile Folder Choose Target User Exports selected document s and index information Sends selected document s to a user s Personal Hitlist Route Sends selected document s to a pre defined Route Export to file Exports selected document s E Mail Attaches selected document s to a new email message Wallet Creates a Wallet with the selected document s EMail Wallet Creates a new email and attaches the wallet to this email Searching and Viewing documents e Page 103 ScanFile User Guide Hitlist menu When selecting the File or Email option the images can be saved as PDF format documents This is enabled within General Settings gt Send to email Combine rows The Combine Rows option on the Hitlist menu either will combine selected records within the folder or records with the same index information When marked the rows to be combined will adopt the index information in the row that was first selected It is not possible to undo after performing this action Please use this option with caution OCR The OCR Option from the Hitlist menu allows you to either Full text OCR or Zone OCR a sing
215. ll determine how much data is dropped form the original scanned image and will radically affect the size of the file produced Lura Document Lura Document is a standardised image compression ratio which is designed essentially for compressing either full colour or greyscale images to dramatically smaller files sizes Lura document is also a lossy compression format however ScanFile includes extensive options for determining levels of quality for Lura Document scanned images Skew Correction This function is a software driver based skew correction facility that can be selected by a checkbox on the main Scanner Setup window Should pages be scanned at an angle through the scanner and not appear straight when viewing this option will straighten the page and justify it which will help when performing other actions such as OCR Sensitivity These settings allow you to adjust the brightness and contrast settings for each side of a document to be scanned Different settings will apply dependent upon whether the document is to be scanned in Text mode or Photo Mode Photo mode applies error diffusion to simulate rescaling Text Mode In this mode only the Text Brightness setting can be adjusted All three scanners have an automatic brightness function built in but this can be overridden and manually set if necessary When the Auto is selected the scanner will automatically sense the brightness setting required for ea
216. llows you to assign documents to pre defined routes that will direct the documents to users and or archives in an order that has been defined within the route The Document routes consist of separate steps which can vary depending on selected options At each step the document can be assigned to a specific folder and or users Until each user at each step within a route has performed the required action such as viewing or approving the document will not move onto the next step in the route If a document routed to a user it will appear in the user s personal hitlist Configuring Routes Setup can only proceed if the user wishing to setup a Document Route has Administration rights to ScanFile To define a route along which to send documents firstly click on Options and select Document Routing from the menu this will return an Edit Process window Here you will find a number of options including a list of any routes that have been defined previously From here select New and you will be presented with the Create Route window In the Create Route window there are a number of options that need to be defined to create a working Document Route Firstly you will need to give the route a name and then you can continue onto the next stage Page 180 e Document Routing ScanFile User Guide lt ScanFile Configuring Routes s Document Management System Edit route Route name Project 1A Deactivate 1 Target User All user have t
217. ly you can read single or selected records within a folder In order to do this use the OCR menu option which is shown when right clicking in the Hitlist or Image Display window Barcodes e Page 155 ScanFile User Guide Reading Barcodes Page 156 e Barcodes ScanFile User Guide Reading Barcodes OCR amp Forms Recognition OCR amp Forms Recognition e Page 157 ScanFile User Guide Overview Overview This is an option for ScanFile and has two methods of OCH Full Text OCH and Zone Recognition Full text recognition creates a searchable database allowing to find pages of documents that specific words appear on Electronic documents containing text and COLD documents can be read as well Since COLD data are already text based the fulltext reading is very fast and reliable Zone recognition allows you to read area s of a document and place the result of the OCR in to the folder fields The Forms Recognition option works in conjunction with the OCR zone option of ScanFile Its purpose is to recognise a form by means of defined identifiers and then index records with data read from the contents of zones that have been created for each form From ScanFile Release 7 3 the Forms Recognition option includes support for Job Separation Sheets Please see the according chapter for information on how to configure and use these Full Text Recognition Using this option every scanned page of a ScanFile folder is read
218. ly for compressing either full colour or greyscale images to dramatically smaller files sizes Lura document is also a lossy compression format however ScanFile includes extensive options for determining levels of quality for Lura Document scanned images Scanner Setup e Page 235 ScanFile User Guide Canon DR 6080 7580 amp 9080c Sensitivity These settings allow you to adjust the brightness and contrast settings for each side of a document to be scanned Different settings will apply dependent upon whether the document is to be scanned in Text mode or Photo Mode Photo mode applies error diffusion to simulate rescaling Text Mode In this mode only the Text Brightness setting can be adjusted All three scanners have an automatic brightness function built in but this can be overridden and manually set if necessary When the Auto is selected the scanner will automatically sense the brightness setting required for each page as it is scanned The Brightness setting can be any value between 1 and 255 with 1 being the darkest setting 255 being the brightest A value of 0 will select Auto brightness To manually set a brightness value untick the Auto checkbox and select any other value as Auto by using the slide bar or typing in a value between 1 and 255 Photo Mode In this mode the Photo Brightness and Contrast settings can be adjusted All three scanners have automatic brightness and contrast functions built in
219. mage 02 03 2006 19 05 db DVD RW Drive D 0000001 1 TIF 59KB TIF Image 02 03 2006 19 05 a G Control Panel 00000012 TIF 59KB TIF Image 02 03 2006 19 05 my Network Places 00000013 TIF 5 322 KB TIF Image 02 03 2006 19 05 g Recycle Bin 00000014 TIF 1 531 KB TIF Image 02 03 2006 19 05 36 objects Disk free space 35 6 GB Page 192 e Printing Email and Export ScanFile User Guide Export Import Import e Page 193 ScanFile ScanFile User Guide o ment System Overview Overview Documents and index information can be imported or sent to a ScanFile folder in a number of ways and formats Any format of document can be held in a ScanFile folder and viewed from either the folder or a library Explained earlier in this Guide were TIFFWriter and the Send to ScanFile options This chapter describes the import features available There are three choices for importing e Files only e Files and Index information e Index information only Import Files Select Import gt Files from the File menu and the import screen will be shown Import files c Lokaler Datentrager EE ZS 1G4B5507 SCF 00 a POSTIDX TIFF Images tif Any format file can be selected for import Select the drive and directory where the files to be imported are highlight the file or files to be imported and then click on OK The files will then be placed in the Postindex pool Page 194 e Import ScanF
220. mage data produced from the scanned document and will result in large file sizes Group 4 Compressed TIFF This format will compress the scanned image data normally by a factor of 10 to 15 This is only used for black amp white scanned images This is a lossless compression format which means that none of the original scanned information is discarded Scanner Setup e Page 249 ScanFile User Guide Canon DR 5020 5080C amp 5060F JPEG JTIFF JPEG is a standardised image compression mechanism which is designed for compressing either full colour or grey scale images of natural real world scenes Jpeg is a lossy compression format which means that data is discarded from the original scanned image data to achieve the levels of compression possible It is possible to vary the amount of data to be discarded and therefore the quality of the remaining image ScanFile has various quality levels for Jpeg images which will determine how much data is dropped form the original scanned image and will radically affect the size of the file produced Lura Document Lura Document is a standardised image compression ratio which is designed essentially for compressing either full colour or greyscale images to dramatically smaller files sizes Lura document is also a lossy compression format however ScanFile includes extensive options for determining levels of quality for Lura Document scanned images Sens
221. mail Message Screen On this screen you can enter email addresses to send the document to If you are sending to a ScanFile user the Email field will be automatically filled You can also select to copy the document to another user by entering the email address into the CC field A Subject and email message can be added by typing them into the appropriate fields Once you have completed the email message press the Scan button to open the Scan screen Scan Screen There are several options that can be set prior to scanning or importing relevant to the type of document being scanned and the source of the documents Once these options have been selected press the Scan button to scan the documents ScanFile RemoteStation e Page 357 ScanFile User Guide Scan Screen Document Source If you have a Canon DR range scanner attached to the workstation this will be automatically detected and you can start scanning immediately If you wish to use a TWAIN device as the scanning source you must first configure this Pressing the Document Source button allows you to select whether the source is a Canon DR scanner a TWAIN device or an electronic document located on the workstation such as an MS Word document Canon DR Scanner If the selected source is a Canon DR range scanner this scanner model is automatically detected and the scan options available will be set accordingly TWAIN Source When selecting the TWAIN source option
222. me with the job separation sheets placed between them The files will be automatically divided into documents stored in the ScanFile folder The job separation sheets are user defined Only users with Administrator or Operator status are given permission to configure Job Separation Sheets by default This applies to new installations For upgraded installations Operators will have to be assigned permission manually Please see the Security chapter Setting Up Job Separation Sheets To create a separation sheet template you must first scan a sample of the sheet to a ScanFile Folder It is good practise to create a Folder to hold all the different separations sheets that you wish to use and from this you can create the templates The templates you create can be applied to any ScanFile Folder With the Folder that has the sample separation sheet open select Setup job separation sheets from the Options menu This will open the separation sheet setup screen You can then select the separation sheet image that you want to create the template for Page 170 e Job Separation Sheets ScanFile User Guide Setting Up Job Separation Sheets Setup zones A Properties 4A Threshold 60 MOU A 4A Skew correction Yes 993 A Border removal Yes Job separation sheet Identifiers Identifiers 993 Fa Dieter Spielberg Ehinger Str 53 47249 Duisburg 993 To create a sheet you must firs
223. ments to be added to the specified folders To select the days for the update to be performed tick the checkboxes alongside the days required You can set the start and end period during the day during which the update will be performed by entering the start time and end time in the From and To fields You can then select how often during the selected time period the update will be performed by putting a value in minutes in the Update every field Folder To select a ScanFile Folder to import documents from the search directory click on the Add button below the folder list You can then select the folder from the available storage locations Once you have selected the folder it will be shown in the folder list To specify the search and backup drive and the Remote Services e Page 303 ScanFile User Guide Files and Index Import Service field the folder must be selected in the folder list by clicking on the folder name The name will then be highlighted To remove a ScanFile Folder from the list highlight the name by clicking on it and then click on the Delete button below the folder list Search Drive The Search Drive should point to the location where data to be imported is saved or copied to This can be a location on a drive or a UNC path You can specify the location by clicking on the three dots immediately after the field which will then display a directory find screen Once you have selected the location click
224. mpact the folder database Over time the database may become fragmented on the hard disk which will affect its performance Compacting the database will rewrite it to a single area of the hard disk and will also free any unused space in the database caused by deleted records In most cases running this utility should resolve problems with the folder Page 292 e Maintenance ScanFile User Guide Repair Library Repair Library Just like ScanFile folders it may happen that you experience a problem when you are trying to open a library You will be prompted to run the Repair library utility This option can be selected from the Libraries gt Repair library menu This will attempt to repair and compact the library The database will be rewritten to a single area of the hard disk and will also free any unused space in the database caused by deleted records In most cases running this utility should resolve problems with the library Maintenance e Page 293 ScanFile User Guide Repair Library Page 294 e Maintenance ScanFile User Guide Repair Library Remote Services Remote Services e Page 295 ScanFile User Guide Overview Overview Included in the ScanFile setup is a server based application called Remote Services In version 7 this application was a configuration tool and executing program in one In Version 8 the Remote Services is in two parts the Remote Service and the Remote Service Configuration Tool wh
225. n edit the index information of the files to reflect the changes Change Page Order Once a document has been scanned you may find that you wish to change the position of a page within the file This can be achieved in one of two ways Image Display Menu While displaying the page of the file that you wish to move pressing the right mouse button in the image display window will show the right click menu By choosing Change Image Position you will then be prompted to enter the number of the page you wish to move the currently displayed page to Editing Documents e Page 79 ScanFile User Guide Annotations FastPics Drag amp Drop Within the FastPics window by holding down the left mouse button on the page of the document you wish to move and then dragging that page to the position within the file you wish to move the page to the page will be moved and the file reordered Save Rotation The orientation that a scanned image will be displayed can be set and saved so that it will always be displayed in the chosen orientation To do this set the currently displayed image to the rotation you wish to save and from the View menu select Save rotation for You can then choose to set the rotation for the displayed page all pages of the record or all selected records The image rotation setting is saved in the Folder database and does not affect the original scanned image Annotations These can be used to mark or
226. nFile User Guide ScanFi Viewing Multiple Documents Up to three secondary image display windows can be opened in addition to the standard image display window To open a secondary display window right click on the image in the standard display window and choose Create Working Copy This will open a secondary display window showing the image currently displayed in the standard display window The secondary display windows are totally independent of the standard display window and of the folder and do not relate to a particular file It is not possible to page through a document from a secondary window The secondary windows will remain open until they are manually closed or ScanFile is closed IR ScanFile Demoarchiy a DE 4 Image display Pest 6 BERLINER MORGENPOST 66 Sungsing vez ES ng fum Brogionis ema L4 E SS Ren 66 I Hitlist Echsen Fische 26 07 1999 Korallen 26 07 1999 d Index2 Microfilm Reprints Newspapers Microfilm 16 ScanFile Systemiibersicht Schecks A 6 Photomode Schecks A 6 Textmode Zirkus Chops Zirkus 3 Club Cascade Index 1 Newspapers Record 8 of 14 Selected 0 FastPics FastPics are thumbnail representations of the pages within a file that can be displayed The page you then want to view can be selected and shown in the Searching and Viewing documents e Page 109 Wi ScanFile ScanFile User Guide M O Fasties Image window FastP
227. name there will appear three additional options explained below Index Fields After creating a new form the zones for the index fields can be setup The zones are setup the same way as in the Zone Setup window For more information see Setup Zones in this chapter Identifier An Identifier is a part of a form that distinguishes it from other forms so that the Forms Recognition can tell the difference between two or more types of form that may be scanned in one folder To create an identifier right mouse click on Identifiers and select Add Identifier Similarly to the zone setup a crosshair will appear over the image display use this crosshair to draw a box around the identifier you wish to use Once you release the mouse button a window will appear asking you which identifier you wish to use the selection you make here depends on the type of identifier you have selected to use for that form Should you select any of these options with the exceptions of Barcode Check Mark and Graphical Element you must type in the Identifier Text box at the bottom of the Set ID Field Properties window the text in which format you selected that should be used as the Identifier For example if the identifier is form number 12345 you select Numbers Only and then type in 12345 in the identifier text box Once the identifiers have been setup it is now possible to test the reliability of the Forms Recognition by clicking on the Test Recognition button
228. ndexing No No Return Send Address No No No Return Input OK Yes Yes Yes Return 8X Plus Key Exit Return Mode Setting Film adjust vertical SHIFT We or 4x Return Film adjust horizontal SHIFT 4 then Yes or No Return Page 282 e Scanner Setup ScanFile User Guide Canon MS400 amp 500 FS Controller III Scanning with Batch File Shift F Store Return Password 149 Return 1 Search Mode Plus Key 2 Machine setup Return Trailer stop No Return Mod F amp C nstd No Return E M detect Yes Return Key buffer No Return Face U D set No Return Face down Yes Scan in ascending order Return Face down No Scan in descending order Return Adrs prt set No Return Address prt No Return Japanese MSG No Return Input OK Yes Return 7 X Plus Key Exit Return Canon MS400 amp 500 Canon s digital microfilm reader printers have an optional SCSI kit to enable them to be used as PC scanning devices Two modes are supported manual or automatic feed scanning With automatic feed scanning an FS Carrier III will be required as well as blipped films The maximum resolution of the MS scanners is 400dpi Scanner Setup e Page 283 ScanFile User Guide Canon MS400 amp 500 Choose scanner SCSI ID Sensitivity Resolution HA 0 ID 7 VMSCSI 400dpi x 400dpi 300dpi x 300dpi 200dpi x 200dpi Daf ID 277 Soft Sharpness Shap 2 lt SIE Auto Film t
229. ne This mode does not consume as much working memory as the embedded mode It is the only available mode if you compress very large images The resulting image is partly embedded The compression is a little bit faster than in embedded mode If you display a baseline compressed image in your homepage and you have a bad transmission capacity the image will be displayed in top down mode Embedded This allows the image to be displayed progressively and is optimised for internet delivery The quality becomes continuously better during loading over telephone lines An interrupt of the transmission results in a smoothed but full size image Thumbnail These settings affect how the thumbnail is generated and stored LuraDocument e Page 215 ScanFile User Guide LuraDocument Settings Option Description Mode This sets the thumbnail image to Baseline or Embedded Min Quality This sets the threshold for the minimum image quality which if not achieved will affect the thumbnail generation Miscellaneous You can set a compression factor that LuraDocument will attempt to achieve The factor can be set from 1 to 100 The compression that can be achieved using LuraDocument depends on many factors In general are documents with higher resolutions high dpi number easier to compress The complexity of the document has a major influence If the amount of text is very high compression is very difficult as the text layer is alwa
230. ned within a single step of a Route This can be extremely useful for example A route has been setup with one user on step one and another user on step two A document is sent to that route by a third party user however User One is not available to view the document This would mean that User Two does not get to view that document until it has eventually been viewed by User One Page 184 e Document Routing ScanFile User Guide kale Other Routing Options ri To avoid this happening you need to define a time limit that a document can reside in one step of the Route By selecting the Use Timeout Action it is possible to define a Retention Time Limit this can be done in units of Days and Hours in the boxes on the Create Route window There are 3 directions available per step that a document could take should the retention time have elapsed Option Description Route to Next Step Once the defined Retention Time has elapsed it will move the Document onto the next step of the Route If there is no next step defined then the document will remain at that step until it is viewed Route to Previous Once the defined Retention Time has elapsed it will Step move the Document back to the step before it If there is no previous step defined then the document will remain at that step until it is viewed Route To Sender Once the defined Retention Time has elapsed the document will be moved into the personal hitlist of the user
231. new record on a new line They do this by adding the CR Carriage Return and LF Line Feed ASCII characters to the end of each record Page 196 e Import ScanFile User Guide File Format The format of each record within the import file is also very important When importing multiple index fields into each record ScanFile expects each field s index information to be separated by a character The most common character used for this is a comma See the following example 12345 Project XY Phase X Customer Y The comma separates the four fields e Field 1 12345 e Field 2 Project XY e Field 3 Phase X e Field 4 Customer Y These four fields can be assigned to the index fields in the import folder The options No of fields and Field separator must be filled with a 4 and a comma so that ScanFile is able to import the index information correctly As a Field separator every character that is not part of the index information itself can be used If the Field separator occurs in the index information a Field delimiter can must be added to separate the fields The Field delimiter must be the first and the last character in each field If so all characters between the field delimiter characters even a character that is used as Field separator will be used as index information 12345 Project XY Phase X Y Customer Y The comma separates the four fields e Field 1 12345 e Field 2 Project
232. ng will affect either how the documents are scanned or how they are filed For each type of control sheet four options are available Detect amp Scan Continue Scanning Detect amp Skip Continue Scanning Detect amp Scan Stop Scanning Detect amp Skip Stop Scanning Scanner Setup e Page 231 ScanFile User Guide Scanner Configuration If the Detect amp Scan option is chosen the control sheet is stored in the ScanFile folder If the Detect amp Skip option is selected the control sheet is not stored in the ScanFile folder Job Separation control sheets are used to divide documents placed in the scanner feeder into separate files when scanned Place a Job Separation sheet between each file choose the required Batch Detection mode and then scan the documents When a control sheet has been detected scanning can either continue or stop You may wish to stop scanning so as to enter additional indexing information Alternatively you may wish to scan everything and then index it In this case choose the Continue Scanning option The Function Control sheets affect the operation of the scanner With these sheets during scanning the scanning mode can be changed from Text Mode to Photo Mode or vice versa by the use of the appropriate control sheet Using The Simplex and Duplex control sheets changes the scanning mode to either single or double sided scanning Scanner Configuration There are many options that can
233. ng a User To add a new user click on the Add User button in the main User Management window and the following screen is displayed Edit user User name eMail Password E Free licence after 0 min Password Open library F c Lokaler Datentr ger b ed Search for Folders Libraries O Delivery notes In box Invoices Add all gt gt gt Folder and Libraries User Management e Page 131 ScanFile User Guide Adding and Editing Users You must enter a user name the password is optional but the use of one is recommended It is also possible to add an e mail address for the user which is used by the RemoteStation client the use of which is explained later in this manual In ScanFile Version 8 a license time limit was added for every user A user license can be freed after a certain amount of time This prevents users not working with the program from blocking a user license as long as they are logged in The default value is zero The logged in user will only free his license by logging out Every other value larger than zero indicates the time in minutes a user is blocking a license before others are able to obtain it You can then select which Folders and Libraries the user has access to Firstly you need to select the location where the Folders or Libraries reside and they will then be listed in the top box To give a user access to a folder or library highlight it in the top
234. nked index fields the folder must be selected in the folder list by clicking on the folder name The name will then be highlighted To remove a ScanFile Folder from the list highlight the name by clicking on it and then click on the Delete button below the folder list Remote Services e Page 305 ScanFile User Guide Index Import Service Search Drive The Search Drive should point to the location where the index data file is located This can be a location on a drive or a UNC path You can specify the location by clicking on the three dots immediately after the field which will then display a directory find screen Once you have selected the location and data file name click on the OK button and the name of the location will be shown in the field Fields The Import Index function is used to fill index records in existing folder documents with additional information As an example bar coded documents may have been scanned with the barcode representing a Project Number An external file MS Access or ASCII format can have that number in it plus the Document Name Document No etc The Project Number can be set to be the Connect field and the additional index information will then be imported to the appropriate records DO 78 Projekt Phase 1 876 79 Teil 1 Phase 2 80 Machbarkeit 08654321 81 Planung 1865 82 Prufung 286 683 Kapital 38654321 55678 ab n a DO rn On b al ab ab sf un in an un pn in
235. nly storage resources on a server All important application files are located on a server and shared by all ScanFile clients The server itself as long no client installation is performed only provides storage resources If the Remote Services are to be run on a server an additional client installation is needed to register all required files on the server ScanFile Requirements ScanFile is a 32 bit application designed to require only the least amount of resources on server and workstations The nature of the application requires additional storage space to store your documents In addition the specification of a ScanFile workstation has to meet the requirements of every day use attached scanners type of scanning you are performing and the type of documents you work with Page 26 e System Requirements ScanFile User Guide ScanFile Requirements Hard Disk Space A full installation of ScanFile will require around 100 Megabytes of hard disk space This will decrease to less than 10 Megabytes if a Client install is performed The majority of the Client install consists of common Windows components that may already be installed on the workstation In this case the Client install may take up only an additional 5 Megabyte of disk space Additional to the storage space that is needed for the application itself sufficient storage space is needed for your documents Please ensure that you have the correct amount and typ
236. nning functions are available via the optional FS Controller III where the scanner supports it Scanner Configuration The following screen shows the main settings screen displayed when choosing Scanner Setup for the MS 300 MS 350 or MS 800 Scanner setup MS 300 350 800 Choose scanner SCSI ID View Ha O ID 7 VMSCSI Page size Resolution Mode ID 222 Maximum v 200 x 200 Black White Dither Compression i Rotation Text mode Compressed TIFF G K IDN siti Page Centered k rightne Da Brightness Film type Auto Auto Negative film Positive film View Test scan Scan area Choose Feeder FS Controller Ill via SCSI Eisdeal Automatic fiche carrier via COM Port A Cancel OK Page 276 e Scanner Setup ScanFile User Guide Canon MS 300 350 amp 800 Page Settings A number of options can be set which will affect the size quality and orientation of the documents being scanned These are in the View section on the Scanner Setup screen The tables below and on the following pages show the available settings Setting Description Page Size Select one of the following document sizes Letter 8 5 x 11 Inch Legal 8 5 x 14 Inch A3 297 x 420 mm A4 210 x 297 mm A5 148 x 210mm A6 105 x 148 mm B4 250 x 353 mm ISO B4 257 x 364 mm JIS B5 176 x 250 mm ISO B5 182 x 257 mm JIS If Fit Image is enabled this setting is disabled Window Page Si
237. ns into Microsoft Office 2000 or XP The Version Microsoft Office 97 only supports Word and Excel To use the Microsoft Office Integration a Version of Microsoft Office must be installed ScanFile CD This facility allows you to create data CDs which have retrieval software copied to the CD This allows retrieval of document from the CDs using any PC ScanFile TIFFWriter This option installs a special printer driver which allows you to print documents from any windows application as TIFF G4 or JPEG files directly into a selected ScanFile folder ScanFile OCR This option offers two facilities Documents can be automatically indexed by the Zone OCR function Additionally Full Text OCR can be performed allowing you to search the documents for specific text Page 40 e Installing ScanFile ScanFile User Guide Remote Service Extensions Currently the Extension consist of an Exception Report utility This can check the existence of numbers of a defined range in a ScanFile folder A log will be created reporting missing numbers and numbers that are present several times ASPI Layer This option will install the latest release of Adaptec s ASPI drivers for their range of SCSI cards This will be required if you intend to perform scanning on the workstation using a scanner attached to a SCSI card ScanFile VNP With ScanFile VNP you can create up to 8 virtual network printers which allow to you print
238. ns will load ScanFile from a common directory on a network server drive This has the advantage of making ScanFile easier to maintain when updates become available The installation procedure will be dependent upon which network operating system the server ScanFile is to be installed to is running ScanFile can be installed on to Microsoft Windows 2000 and 2003 servers and Novell Netware servers Additionally a workstation running Microsoft Windows 2000 or XP Professional can be used as a small workgroup server serving up to ten connections Important Please do NOT attach the dongle to the workstation before installing ScanFile for the first time The Installation program will install the dongle device drivers and utility software Upgrades If you are upgrading from ScanFile 2000 or ScanFile 2002 you must not uninstall or delete your previous installation or transfer out the existing ScanFile license Page 32 e Installing ScanFile ScanFile User Guide Standalone Installation Standalone Installation To install ScanFile select Run from the Start Menu and then choose SetupSF exe from the Software directory on the ScanFile CD Location After you have chosen the language you will be asked to choose the drive and directory that ScanFile will be installed into A default of C Programs ScanFile will be offered and this should normally be accepted The Destination directory selection dialogue will als
239. nt The LuraDocument file format compresses image files to a higher degree than TIFF or JPEG whilst preserving the quality of the document Kofax With the Kofax option support is added to ScanFile for any scanner which works with the Adrenaline Image processing board and ImageControls V3 0 Virtual Printing VNP With ScanFile VNP you can create up to 8 virtual printers which allow to you print documents which are converted to TIFF format and saved to specified directories and can then be automatically imported into ScanFile folders Welcome to ScanFile e Page 21 ScanFile User Guide New in Version 8 New in Version 8 New Appearance A modern toolbar was added as alternate appearance of ScanFile The classic look is still available Impersonation ScanFile Account enabled ScanFile to use a windows account for impersonation Data secured with that windows account can be protected from illegal access Audit Trail Management Audit Trail Management offers an export function for Audit Trail data The exported files can be merged in ScanFile to a temporary search database to retrieve exported data View User ScanFile View User It is possible to license an amount of users who are only allowed to view documents These users do not block a full user licence and their rights cannot be altered User Time Out A Time Out User functionality was added to ScanFile A user licence can be set free after a certain timespan
240. ntially for compressing either full colour or greyscale images to dramatically smaller files sizes Lura document is also a lossy compression format however ScanFile includes extensive options for determining levels of quality for Lura Document scanned images Rotation A document can be scanned and then rotated and saved The available rotation options are 0 90 180 or 270 Scanner Setup e Page 267 ScanFile User Guide Canon DR 2050C amp DR 2080C Mode This option is used to set the number of colours to be scanned Black amp White The black amp white mode scans only in black amp white Greyscale Both scanners support 256 levels of Greyscale Colour Both scanner support 24 bit colour scanning The larger the bit value selected the more colour shades will be scanned Please be aware that greyscale and colour scanning especially at high resolutions can result in very large file sizes Pages You can select whether to scan single or double sided documents Sensitivity These settings allow you to adjust the brightness and contrast settings for each side of a document to be scanned Different settings will apply dependent upon whether the document is to be scanned in Text mode or Photo Mode Photo mode applies error diffusion to simulate rescaling Text Mode In this mode only the Text Brightness setting can be adjusted Both scanners have an automatic brightne
241. nting The field content is automatically incremented by one digit or character The option will left fill the field with blanks the O will left fill with O s Date The system date will be entered into the field automatically Please note that the date format will be taken from the operating system Short Date Format Folders e Page 61 ScanFile User Guide Field Properties Long Date The system date will be entered into the field automatically This is taken from the system Long Date Format Barcode A barcode will be read from the scanned document and entered into the field The type of barcode must be set from the options menu Checksums These options will check entries for errors via the use of check digits included in the value being entered Thesaurus A predefined list of words and their associated synonyms can be applied to a field If the synonym is typed in when indexing the word will be shown External List The field property External List allows you to connect ScanFile index fields with fields in an index file Later on you will be able to fast index your documents with index data from this file From the Field property combo box select External list and then select the data file that holds the index information Then a window is displayed where you have to enter the number of fields field separator field delimiter and the text mode Click on Read line to read the first line of the fil
242. o be achieved The removal of image regions from the Bitonal text image makes high compression rates possible The Bitonal text image is compressed with a LuraTech developed context based coder generating compressed data 10 40 smaller than that achieved by CCITT Fax Group 4 A third image containing colour for text regions is generated and compressed using the LuraWave wavelet coder The Bitonal text image is compressed with the original document resolution while the background and text colour images are coded with a reduced resolution Selecting LuraDocument LuraDocument can be made the default image compression format for a folder when creating or editing a folder Select File gt Setup Folders and go to the Extended settings tab On the tab you find the Import compression format field which represents the default image compression format of the Page 212 e LuraDocument ScanFile User Guide LuraDocument Settings folder You can choose between LuraDocument or TIFF G4 JTIF format This can be changed any time Additionally you can use the LuraDocument compression within the scanner setup for the DR 5020 5080c DR 3060 3080c DR 5060F and MS 800 LuraDocument Settings The settings can be viewed and amended from two places in ScanFile In Scanner Setup for the Canon DR 5020 5080c DR 3060 3080c DR 5060F and MS 800 when you select LuraDocument as the compression format a tool icon will be displayed Clicking on that will
243. o be in Choose the desired language and press OK Location After you have chosen the language you will be asked to choose the drive and directory that ScanFile will be installed into A default of Installing ScanFile e Page 35 ScanFile User Guide Microsoft Server C SFNet ScanFile will be offered this can be changed to the server location you wish to install ScanFile to Once you have chosen the drive and directory press the Next button When installing to a server drive ScanFile should be installed to a server Applications directory e g SFNET not to the root of a server drive The Applications directory is subsequently shared for client use This is so that when a server location is mapped by a client the ScanFile program directory is not the root of the mapped drive Backup You will then be asked whether the install program should backup any files that the ScanFile installation process will replace These can be older versions of ScanFile components if you are installing over an existing installation and common Windows components If you choose to backup these components you will be offered to create a Backup folder in the previously selected installation location Please note that the ScanFile Installation process will only replace older versions of common Windows components Personal Hitlist You will then be asked to select the directory to be used to store the User Personal Hitlist
244. o create a new one The Thesaurus files are given the extension THE so are easily identifiable The words are displayed in the left column with their associated synonyms in the right column Only the synonyms for the selected word are displayed To add a word choose Add Word and then type the word To add a synonym for a word select the word then choose Add Synonym and then type the synonym When finished choose Close and the changes will be automatically saved The same Thesaurus can be applied to as many folders as you wish They are not specific to a folder Thesaurus Import A new button was added to the Thesaurus window Import Thesaurus This function allows you to automatically fill or extend a Thesaurus file Folders e Page 67 ScanFile User Guide Keywords After clicking on Import Thesaurus you are asked to select a file containing update information Then following window is displayed Update thesaurus C Example the File I ThesaurusN ew tet Field delimiter Separator Text mode Start import Enter field separator field delimiter and text mode and click on Start Import The file will be imported The first field of a line will be considered to be a word all following fields will be interpreted as synonyms belonging to the word If a word is not found in a ScanFile Thesaurus it will be created All synonyms belonging to this word will be added as lon
245. o display the available disk space on the chosen drive as well as the space available after ScanFile has been installed Once you have chosen the drive and directory press the Next button Backup You will then be asked whether the install program should backup any files that the ScanFile installation process will replace These can be older versions of ScanFile components if you are installing over an existing installation and common Windows components If you choose to backup these components you will be offered to create a Backup folder in the previously selected installation location Please note that the ScanFile Installation process will only replace older versions of common Windows components Components The next step is to choose the ScanFile components to be installed The core ScanFile program will be installed automatically but you must select the additional options individually Please note that if you have not purchased the TIFFWriter OCR or the Virtual printing option ScanFile VNP these will not function Installing ScanFile e Page 33 ScanFile User Guide Standalone Installation Option Module MS Office Integration Description This option will add Send to ScanFile and Print and Send to ScanFile options into Microsoft Office 2000 or XP The Version Microsoft Office 97 only supports Word and Excel To use the Microsoft Office Integration a Version of Microsoft Office must be installed
246. o take action Folders IN BOX C Use timeout action Retention period E Days Default route User A Comment Step 2 E User C View Step 3 E User E Approve Reject Delete tep 4 Steps Steps are different stages that can be setup within a route At each of these stages you can define a number of users and or folders that you wish the sent document to go to When sending to users you can also decide what those users do with the document after they view it To create a step click on the Add button on the right side of the tree view Select a target for the documents This can be a user or users of the ScanFile system and or ScanFile Folders Di If you want to select ScanFile users as step target click on in the user section of the target frame A window Send to user opens Document Routing e Page 181 ScanFile User Guide Configuring Routes Send to user Originator ADMIN User User B User C User D UserE AKA KIKKA KI O O O O O d O Cancel All available ScanFile users are listed here In version 8 a new user has been added to the user selection of the route Originator This user is a placeholder for the creator of a route in the running program This way you can integrate the creator of a route into your route setup without knowing the user If you display a route later on in the Remote Service Configuration Tool you will n
247. o the location where documents are going to be saved or copied to This can be a directory on a drive or a UNC path After selecting the Folder you can specify the location by clicking on the three dots immediately after the field which will then display a directory find screen Once you have selected the location click on the OK button and the name of the location will be shown in the field Backup Drive When the scheduler imports the files from the Search location to the specified ScanFile folder the file s will be deleted from the Search location To enable you to keep a copy of the file s outside of ScanFile you can select a location to make a copy of the file s to You can specify the location by clicking on the three dots immediately after the field which will then display a directory find screen Once you have selected the location click on the OK button and the name of the location will be shown in the field Indexing Options Documents can be imported into a ScanFile Folder in one of two ways and the file name can be used for automatic indexing of the documents 1 Postindex When the Postindex option is selected all documents found to be archived will be placed in the selected ScanFile Folder s Postindex pool for later filing Remote Services e Page 299 ScanFile User Guide Electronic Document Service 2 Using the File Name The Direct Index option together with the Use filename as default index will sav
248. ocuments 1 eane ndohe erobat Doc 12 02 2004 14 24 Bye Open with Acrobat 6 0 ly Computer Print Scan with AVG Free Open With TextPad Add to archive Add to 5F2003 User Guide rar Compress and email Compress to 5F2003 User Guide rar and email CD Winzip gt 4 iview MediaPro Import E Compressed zipped Folder Cut D Desktop create shortcut Copy RB FileDirector Create Shortcut Mail Recipient Delete ES My Documents Rename E NOTEPAD E TextPad H 3 Floppy A gt DVD RW Drive D ss IOMEGA HDD E Disk C EE usb DVD RW Drive D E control Panel D a My Network Places Recycle Bin 36 objects Disk free space 35 6 GB After highlighting the document s you wish to put into ScanFile press the right mouse button and choose the Send To option Choosing the ScanFile Electronic Document Support option will display the same dialogue as for TIFFWriter but it handles the documents in a different way The documents are not converted to TIFF or JPEG but saved to a ScanFile folder in their original file format MS Office Integration The Office integration tools which you can select during the installation of ScanFile allow you to file documents to ScanFile folders from within Microsoft Office The tools support Microsoft Word and Excel 97 and Microsoft Word Excel Access PowerPoint and Outlook 2000 XP and 2003 The documents will be saved with ScanFile in their orig
249. odes e Page 151 ScanFile User Guide Reading while Scanning Reading Barcodes The location of barcodes on a form does not have to be specified for this mode of reading If there is more than one barcode on a page the data held in the first barcode found on the page will be placed in the first field in the folder with a barcode property The data held in the second barcode found will be placed in the second barcode field and so on In the example shown below the data held in the first barcode Project Number will be placed in the Project No field in the folder which is the first field with a barcode property Project Number Project Number Document Name 12345678 Project Phase 1 Document Number Costing 87654321 32680 Document Number In General Settings the following options can be set You can select whether ScanFile will check if the correct number of barcodes has been read from the document in relation to the number of fields in the folder that have been set with the barcode property The Check Number of Barcodes option controls this When scanning single page bar coded documents if ScanFile fails to read a barcode from a page an X can be placed in the folder barcode field to identify the document for later indexing The Auto Index failed barcode read with X option selects this If this option is not selected and ScanFile was unable to read a barcode scanning will pause and you will be prompt
250. ol for each ScanFile folder which is physically stored in the subdirectory of each ScanFile folder Customized Mode There is one central post index pool for all ScanFile folders The storage location of this central pool can be defined by clicking on the button Be aware that in a network situation this can lead to problems when several people are working simultaneously with a central pool General Settings e Page 125 ScanFile User Guide Send to Email Send to Email This option allows you to select how images are sent to an e mail message If a document has multiple pages the images can be put into the new message as either single page TIFF files a multi page TIFF file or as a PDF File If a document is of mixed format it also contains colour documents or Word Excel files these will be separate to the file s This setting also affects the Save to File option Option Description Normal Mode In this case all files that are sent and automatically appended to an Email remain in there original format Multipage TIFF In this mode the system stores single TIFF files in a multipage TIFF files In case a document contains only TIFF files one multipage TIFF file is appended to the Email In case a document contains a mixture of file formats it will still collect consecutive TIFF pages and COLD pages in one file all other formats remain in their original format Group to PDF
251. ollowing check scanners are supported e TellerScan TS200 TellerScan TS300 350 TellerScan TS400ES e BUIC 1500 e e e e Some of the described settings may only apply to certain scanner models Resolution The resolution can be 200x100 dpi or 200x200 dpi Using 200x100 dpi scanning speed is bigger but quality is less The minor quality image is Scanner Setup e Page 271 ScanFile User Guide Axis 7000 interpolated to a 200x200 dpi image Select the resolution which serves your application best MICR The MICR code can be read and stored to index fields of ScanFile folders Select the relevant MICR type between CMC7 and E13B In order to store the MICR information to ScanFile index fields you have to perform a test scan first Afterwards the check will be displayed in the test scan display window and the adjoining MICR information will be displayed in the text fields below For each of the different MICR information parts you can select a ScanFile index field from a drop down list When scanning checks the relevant information will then be stored automatically in these fields Axis 7000 The Axis 7000 is a network scan server box that will allow across network scanning with any scanner that is attached and supported by it Scanner Configuration There are many options that can be selected for any scanners attached to the Axis 7000 and these are defined in the Scanner Setup The most used options are collected togeth
252. on Verify Count Simple Staple Detection This can be used to ensure that a known number of pages are being fed correctly through the scanner Before scanning the number of pages to be scanned can be set and if that number of pages is not fed through the scanner an error will be displayed The scanner has a simple staple detection for document feeding When the sensor detects a staple in either upper corner the scanning process is automatically stopped Deskew by roll This function activates a hardware based deskew of sheets to ensure the correct feeding of pages Imprinter Option If the Imprinter option has been installed in the scanner this can be configured by selecting the Imprinter option from the Extended Settings screen The Imprinter option allows you to print specified alphanumeric and symbol characters at any position on a back page as it is being scanned You can also embed the characters to be printed in the scanned image To set the Imprinter to print text on a page as it is being scanned tick the Print checkbox To embed the text as part of a scanned image tick the Embed to image checkbox Page 238 e Scanner Setup ScanFile User Guide Canon DR 6080 7580 amp 9080c L ai Imprinter Activate First counter Print O Start value O Embed to image Increment Text Scan 01 0001 YMD ATIME Reset if Horizontal offset mm 140 o Never Vertical offse
253. ons gt Generate report An activity report for the actions that have taken place within a folder can be generated by clicking on the Generate Report button This will create a summary for each user showing the number of files and pages created or modified for the selected date Generate report Create report forthis date 21 06 2006 Create a detailed report O Number of files created Number of pages scanned Number of modified files Number of modified pages Total files processed Total pages processed After you entered a date and selected the Create a Detailed Report option the file details for each file a user has created or modified will be displayed General Information e Page 145 CranFila A Bee Document Management System ScanFile User Guide Exception Report You are asked if you want to print the report In this case this will be printed to the current default printer and looks like this Scanning eport Date 10 03 2002 1 User Number of files created Number of Pages scanned Number of modified files Number of modified pages files processed pages processed Admin iles created ages scanned iles modified ages modified iles processed pages processed follows tailed report Detailed report Date User Admin Modified files 1 2 22414 Tom Smith 22534 Robert Miller 10 03 2002 2 Pages Time 2 15 00 12 5
254. ontains Customer Invoices and you wish to make these available to your customers using WebServer you can create a ScanFile user for each customer with the user name being the Customer number When creating the Invoices Library you can then set the Page 86 e Libraries ScanFile User Guide Search in Libraries library filter to the field number that corresponds to the Customer Number field When a customer logs in to the WebServer system using his customer number it is ensured that he can only access the invoices belonging to him Please note that if a user is a member of the Admin user group the filter will not apply and that user will be able to view all records within the library Search in Libraries Firstly you must open a library you wish to search in To do this select Open Library from the Libraries menu and then choose the library you wish to open on the selected search drive The Library search screen will then be displayed Search from Search to Job number Invoices i xxx None xxx Customer number Canon Deutschland GmbH Canon UK Ltd Date DMS ScanFile ScanFile International Ltd Spielberg Customer name Search in all folders gt Search Search in one folder E View folder names View MedialD Folders lt lt lt AND combined Close OR combined The number of search fields depends on the field structure of the imported folders The folder
255. ontinue with The document will continue on a different predefined Route from the beginning This route must also be selected here Confirm your selected action by clicking on OK and ScanFile returns to the Send to user window Repeat this for every user in one step whose action is different than View Return to the window Create Route by clicking on OK Before a document can proceed to the next step the user or users assigned to a step must perform the action assigned to them If you have assigned more than one user to a step on the route you can select that the document can proceed to the next step if one of the users has performed the action assigned to them This can be done by ensuring the All users must perform action option is not selected If this option is selected all users assigned to a step must perform their action before the document can progress Send To Folders If you want to select ScanFile Folders as step target click on in the Folder section of the target frame A window Available Folders opens In here are folders that have been previously set up on the system Select the target folder or folders for the current step Once you have selected one or more folders from the list click on OK and they will be entered as part of a step on the route in the window Create Route Timeout Action Another option of Document Routing is the Timeout Action this option determines the length of time a Document is retai
256. ontrast settings can be adjusted All three scanners have automatic brightness and contrast functions built in but these can be overridden and manually set if necessary When the Auto setting is selected the scanner will automatically sense the brightness and or the contrast setting required for each page as it is scanned The brightness and contrast settings can be any value between 1 and 255 with 1 being the darkest setting 255 being the lightest A value of 0 will select auto brightness or contrast To manually set a brightness or contrast value untick the Auto checkbox and select any other value as Auto by using the slide bar or typing in a value between 1 and 255 Feeder Selection The microfilm scanners MS300 350 800 can use the Canon FS Controller III for automatic film advancement while scanning Additionally an automatic fiche carrier is available in some countries Scan Area Setting The MS300 and 350 have an A4 Portrait screen and the MS800 an A3 Landscape screen On the MS800 the screen can also be separated into two A4 portrait zones or a centred A4 portrait zone This setting will affect how Page 280 e Scanner Setup ScanFile User Guide Canon MS 300 350 amp 800 the documents being displayed are scanned There are four settings as follows Setting Description Left This will scan the left A4 portrait zone Centred Scans the Centred A4 zone Separated Scans the left and right A4 portra
257. ontrol sheets The control sheets can be used to change the paper size being scanned as well as changing from single sided to double sided scanning Batch detection sheets are used to enable several files to be placed in the scanner feeder at the same time with the batch detection sheets placed between them The files will be automatically divided and records created in the ScanFile folder With each type of function sheet you can elect to either keep or discard the function sheet the sheet is not saved in ScanFile and to either stop or continue scanning when the function sheet is detected The use of the function sheets is selected from the scanner setup General Scanning e Page 91 ScanFile User Guide Job Separation Sheets Job Separation Sheets From ScanFile Release 7 3 the Forms Recognition option adds support for Job Separation Sheets while scanning which enables several files to be placed in the scanner feeder at the same time with the job separation sheets placed between them The files will be automatically divided into documents and stored in the ScanFile folder Sheet templates can be assigned to a Folder within the Folder setup Job Separation Sheets can be assigned to a folder in the Setup Folder window and can be used with any scanner Further information about working with Job Separation Sheets are given in the chapter Job Separation Sheets Page 92 e General Scanning ScanFile User Guide Job Separation Sheets
258. onversion to GIFITPEG Download O LuraDocument Transmission PDF Download Cancel 3 Lokales Intranet Option Description JPEG Quality The JPEG Quality setting will affect the time taken to view colour images and can be set from 1 to 100 with 100 being the best quality Page 336 e ScanFile WebServer ScanFile User Guide Open Library Page Language This is another user specific setting which allows you to select the language that the page text will be displayed in The available languages are English German French and Japanese Please note that you will have to be running a Japanese version of Windows to view Japanese text correctly LuraDocument The LuraDocument settings allow you to specify how documents saved in the LuraDocument format are displayed and downloaded To display Lura format documents in Lura format you will need the Browser plug in loaded This is available for download from www scanfile com on the Updates page Alternatively you can select to have them converted to GIF JPEG form before display or downloaded in which case your standard browser will be able to display the documents Library Search When you open a Library the Library Search page will open This allows you to enter the search criteria for the documents you wish to retrieve The fields associated with the library will be displayed as well as the keyword list if any The list of folders imported into
259. or a 24bit colour A3 document scanned at 400dpi the uncompressed size will be just under 100 Megabytes System Requirements e Page 27 ScanFile User Guide ScanFile Requirements Electronic format documents such as MS Word or Excel are displayed with a multi functional viewer within ScanFile and the memory that is required is depend on file type and size The specification for a scanning workstation will be broadly similar to that required for viewing the documents scanned The way a scanner works must be taken into account as they do vary in the way images are presented to the workstation As an example The Canon DR 3020 scans A4 black amp white documents at a maximum resolution of 300dpi The DR 3020 has inbuilt image compression and will therefore typically send over 35 50k of information to the workstation for each page scanned The DR 5080c however can scan 24bit colour documents up to a maximum of A3 at 400dpi As the DR 5080c has no onboard compression this can mean that up to 98MB of information can be sent from the scanner to the workstation for each A3 colour page scanned This must then be compressed and saved to disk The size of the saved image can range from 2k to 100Mb depending upon the type of image and the compression levels that are used When calculating the amount of memory a workstation should have the requirements of the operating system need to be taken into account Additionally the amount of memory use
260. or single or selected records within a folder To OCR records or pages use the OCR menu option which is shown when right clicking in the relevant window Window Description Hitlist Window Selected record or records Image Window Displayed page FastPics Window Selected page or pages Edit Wordlist When performing a full text OCR there will be some words that you would not wish to search on and that just take up space within the OCR database These are generally words such as that the and etc These can be set to OCR amp Forms Recognition e Page 159 ScanFile User Guide Zone Recognition be ignored by adding them to the OCR wordlist which you can open by selecting the Edit wordlist option on the OCR menu Per default this wordlist is empty and no words are filtered from the text read Edit wordlist Oo OO MUD How to perform a full text search is described in chapter Searching and Viewing Documents Zone Recognition This method allows you to specify parts of a document to be OCR d and the results put into specific fields within the folder Up to ten zones can be defined and linked to fields in the database Setting up Zones To define the zones select Setup Zones from the OCR menu and the zone configuration screen will be displayed showing the first page of the currently selected Hitlist
261. ormed on a client workstation after the server and client installation Once the dongle has been activated it can be attached to the Novell server From a network client with Supervisor rights on the Netware server select Run from the Start Menu and then choose SetupSF exe from the Software directory on the ScanFile CD Before pressing the OK button add the switches U NOVELL to the end of SetupSF exe Please ensure that the switches are typed in uppercase lt CD ROM Drive gt Software SetupSF exe U NOVELL The first step is to choose the language that you wish ScanFile to be in Choose the desired language and press OK Location After you have chosen the language you will be asked to choose the drive and directory that ScanFile will be installed into A default of C SFNet ScanFile will be offered this can be changed to the server location you wish to install ScanFile to Once you have chosen the drive and directory press the Next button When installing to a server drive ScanFile should be installed to a server Applications directory e g SFNET not to the root of a server drive The Applications directory is subsequently shared for client use This is so that when a server location is mapped by a client the ScanFile program directory is not the root of the mapped drive Backup You will then be asked whether the install program should backup any files that the ScanFile installation process will replace These
262. ough the scanner an error will be displayed Auto New File This setting can be used when batch scanning to automatically create a new file when the feeder empties An option to continue scanning will be displayed and when this is pressed a new file will be created Use Front Panel When this is enabled the front panel of the scanner can be used to override certain settings set in the scanner driver In the case of the DR 5060F the front panel enables the user to also control the microfilm scanning functions DR 5060F Additions An additional feature of the Canon DR 5060F is the Save Film Position To option on the driver screen This calculates the position of the film from the blips recorded on the microfilm by the built in camera unit on the scanner When the position of the film has been calculated it can populate an index field in folders that have this option set Scanner Setup e Page 253 ScanFile User Guide Canon DR 5020 5080C amp 5060F Function Keys This settings screen can be used to set the functions available on the four keys on the front panel of the DR 5020 DR 5060F and DR 5080c The available functions are Manual Thickness Adjustment Scanner Calibration Auto Thickness Detection On Off Auto Double Feed Detection On Off Imprinter On Off Save Settings Gamma This option is used to download to the scanner Gamma data settings used to express colours and tones These can be set for
263. ows you to set various options that will affect the quality of the displayed image change how the Hit List is displayed the main window background and other options that change the Keywords display and image print These can be changed at any time whilst using ScanFile but some options such as Show additional Toolbar will only take effect when ScanFile is restarted General Settings Toolbar Miscellaneous Autostart Image Print Keywords Formats Hitlist Image display Area post indexing editing Skip back pages Rotate back page Hide annotations Use Stellent Viewer a mn NNN View Black White Bi tonal Greyscale Display Mode The vast majority of PC monitors are unable to display a document at its scanned resolution As an example an A4 page scanned at 200dpi results in an image 1664 pixels wide by 2532 pixels in length This means that if the monitor resolution is lower than this information from the image has to be removed to be able to display it This can then result in a loss of quality in Page 120 e General Settings ScanFile User Guide Display Mode the displayed image ScanFile has three image display modes which can be applied so that optimum display quality can be achieved Option Description Greyscale Applies 4 levels of greyscale to enhance the displayed image Bitonal Applies one level of grey to enhance the image Black White Displays the image with no enhancem
264. p e Page 247 ScanFile User Guide Canon DR 5020 5080C amp 5060F Setting Description Page Size Select one of the following document sizes e Letter 8 5x 11 Inch e Legal 8 5 x 14 Inch e A3 297 x 420 mm e A4 210x 297mm e A5 148 x210 mm e A6 105x 148 mm e B4 250 x 353 mm ISO e B4 257x 364 mm JIS e B5 176 x 250 mm ISO e B5 182 x 257 mm JIS If Fit Image is enabled this setting is disabled Window Page Size Setting If you select the Window page size option you can specify an area of the document to be saved To do this select Window as the page size then perform a Test Scan on a sample document A sizeable box will be overlaid on the image in the Test Scan window Size the box over the area of the sample document and the box size and location will then be saved Please note that when this option is used only the area of the document inside the box will be saved All other parts of the scanned document will be discarded Resolution You can select up to one of the following resolutions 200 210 220 230 240 250 260 270 280 290 300 and 400 dpi Dots per Inch With the above settings the horizontal scan resolution is the same as the vertical resolution There are also 2 high speed scanning settings which have split resolutions The first figure is the horizontal setting the second refers to the vertical setting These are marked in the Resolution list with asterisks 200 x100 and
265. ption Clear fields the contents in the index fields within the toolbox will be deleted by changing the category in the folders toolbox Document Retention Recording Document Retention control is a setting that enables you to perform an action on the contents of a folder after an allocated amount of time This is useful for instance if you want to clear a backlog of documents from a folder that are no longer needed to save space Thesaurus The Thesaurus field property can be used to cut out repetitive indexing and to ensure that index data such as names are typed correctly A list of words can be defined and multiple synonyms or short codes can be set for each word For example the short code dsp can be applied to Dieter Spielberg DMS GmbH and when indexing if dsp is typed in it will be replaced with Dieter Spielberg DMS GmbH Page 66 e Folders ScanFile User Guide Thesaurus Thesaurus C Beispiel the Word Field value Synonym Enter value Canon Deutschland GmbH ds Canon Ltd dsdms Canon NL dsp Dieter Spielberg DMS GmbH Import thesaurus Spielberg Solutions Ltd Thesaurus new open Delete Thesaurus Add word Add synonym Delete word Delete synonym To create or edit a Thesaurus list from the Options menu choose Edit Thesaurus On the displayed screen choose Thesaurus New Open to open an existing Thesaurus or t
266. r 0 v Front Text mode Sensitivity Use default settings Extended settings Front Text Brightness EN Page Settings All three scanners are capable of scanning single or double sided documents and different settings can be applied for each side of a double sided document The first option to select is whether to scan single or double sided Selecting Front Back or Front back scanning from the option on the screen above can do this Please note that greyscale and colour scanning is only available for single sided front page scanning on DR 3060 and DR 3080C The Adjust option sets the scanner to automatically detect the size of each page scanned and will adjust the page size to the actual size of the document For each side or both sides of a document the following options can be set Page 260 e Scanner Setup ScanFile User Guide Canon DR 3060 3080C amp 3080CII Option Description Page Size Select one of the following document sizes e Letter 8 5x 11 Inch e Legal 8 5 x 14 Inch e A4 210x 297 mm e A5 148x210mm e A6 105x 148 mm e B4 250 x 353 mm ISO e B5 176 x 250 mm ISO If Fit Image is enabled this setting is disabled Window Page Size Setting If you select the Window page size option you can specify an area of the document to be saved To do this select Window as the page size then perform a Test Scan on a sample document A sizeable box will be overlai
267. r Setup ScanFile User Guide kafe Canon Dt 2090 Scanner setup DR 7080C Choose scanner SCSI ID Page settings HA O ID 7 VMSCSI Page size Resolution Mode 027 200 x 200 v Black White Dither Compression Rotation Text mode Compressed TIFF G se 0 Sensitivity Front Fit image Photo Brightne r Pages Front Same settings for back side Settings for Auto Page Settings The scanner is able to scan single or double sided documents and different settings can be applied for each side of a double sided document The first option to select is whether to scan single or double sided or to scan from flatoed without feeder Selecting Front Flatbed or Front back scanning from the option on the screen above can do this The Fit Image option sets the scanner to automatically detect the size of each page scanned and will adjust the page size to the actual size of the document When this is set the Page Size option is disabled if scanning double sided documents different settings can be applied for each side of the documents To use the same settings for both sides of the documents click on the Same settings for back side option To use different settings for each side uncheck the Same settings for back side option and then choose from the drop down list which side you wish to choose to set the scanning preferences For each side or both sides of a document the following options c
268. rameters have been set the spool data should be displayed and you should be able to page through the file correctly Some spool files may contain other information such as printer control codes that are used to specify whether text should be in bold or underlined These codes will be shown in different ways in the spool file but they should not be shown when the file is imported into ScanFile As an example the code BLD is shown in the spool file at the start and end of a piece of text This signifies that when printed that text should be printed in Bold This code needs to be hidden or removed when the file is imported and the filter can be used for this purpose This can be done by highlighting the code in the Edit template window and then choosing New Filter from the displayed menu From the CharOption column within the Filter Parameters window the Cut out option can be chosen Select Entire Text from the Valid Range drop down list to filter the code from the text Repeat this for every control code Index Fields The COLD module when importing the spool data into a ScanFile folder will not only import the page information but will also create the index records associated with the pages To do this the location of the index information on the spool data page must be specified To add an index field record highlight the text to be used for indexing in the Edit Template window and a pop up menu will be displayed Choosing th
269. raversnaveneravererevenavd 118 SCANFLE VNE rici iii 118 GENERAL SETTINGS EN 119 OVERVIEW Ge e a A a A A Aa 120 BEEN 0 RR RR ER OS TT TO N O OOO 120 LI PRO RR EIA 122 PRINTING iii 122 KEYWORD SEARCH MODE cab nenna 123 PERSONAL HITLIST sois id dd dd 124 LIBRARY DATE FORMAT WE 125 POPE ioga e a nancial NEEESE 125 SEND TO EMAIL sr iosars ce asi mesice dog pp o ai 126 OTHER SETTINGS EEN 126 CHOOSE BACKGROUND ccs insasiio somado cetuca iii dana tona dass sara sas isa dera e ainda aa 128 Calici 128 E O FATA 128 USER MANAGEMENT asian ass saca dada ti 129 EE 130 ADDING AND EDITING Uernpg era erea a rrtannna 130 ele ee EE 131 MIOOUVING EE 132 User bl eking vine ae ee 133 ADDING AND EDITING GROUPS ee 133 Default User e 133 User Defined Groups E 134 EXTENDED SETTINGS ee EENEG 134 SCANFILE ACCOUNT EE 135 Le 135 EEN EE 136 ADDITIONAL SETTIINOS cca 137 OVERVIEW so E e E a TE E 138 CHOOSELANGUAGE ili E 138 CHOOSE DRIGHTNESS erre 138 EINE SIDE ee 139 Welcome to ScanFile e Page 7 ScanFile User Guide Contents PRE DEFINED EuTERS rara 139 USER DEFINED FILTERS i 140 FASTSEARCH REN 141 GENERAL INFORMATION sv ss ssscrenseneeen inez KENNEN eee nie KEEN 143 OVERVIEW RR 144 SCANFILE VERSION ie 144 IMAGE INFORMATION 144 GENERATE REPORT rrenan rara 145 EXCEPTION REPORT aaa a arara 146 GT Tei ell 149 OVERVIEW RR 150 BARCODE FORMATS i 150 READING WHILE SCANNING
270. rce ScanFile to only look for a dongle on a specific workstation or server by selecting the Network tab and entering the Computer Name or IP address of the dongle server in the Server Search List In the example below ScanFile will use the dongle attached to release server Page 52 e Licensing ScanFile User Guide ScanFile 2A WIBU KEY Software Protection Test and Settings WIBU BOX Context WIBU BOX Update Setup Install Diagnosis About Contents Test Server Server WkNet Network M WkNet Server Files Application WkNet Server File Browse WIBU KEY Subsystems WkLAN Server Search List Server Name IP address d I Add release server Delete WLAN Port Address Modify 22347 Default o Browse Cancel App Help Please note On a server in a network installation the WIBU KEY Subsystem Local should be switched off Otherwise the server could approach the dongle via local drivers and block the network clients In this case the network clients could report No valid license file Licensing e Page 53 ScanFile User Guide Dongle Applet Page 54 e Licensing ScanFile User Guide Dongle Applet First Steps First Steps e Page 55 ScanFile User Guide Overview Overview This section describes the first steps after the installation of ScanFile It leads your through the first start up of ScanFile the licensing process and inform
271. rch O Page 100 e Searching and Viewing documents ScanFile User Guide Option Description Detailed Hitlist This option when selected will show a Hitlist record for each page that contains the word or words searched for When not selected the Hitlist record will correspond to the file the words were found in Please note that a Detailed Hitlist can take a longer period of time to be generated due to each page having to be identified Show number of With this selected the number of times the word or words matches occur on the page or in the file will be displayed in the Hitlist Phonetic Search With the Phonetic Search option words with a similar pronunciation to the searched word will be included in the search result When you select a record on the Hitlist by single clicking on it with the mouse the document being displayed will automatically change to show the selected file Hitlist The Hitlist which shows the list of documents that matched the search criteria can be altered to show the information in a number of ways The column width and the order of the columns within the Hitlist can be amended B Hitlist Customer number Date Customer name SchulzGmbH 00004229 8 DD SchulzGmbH 00004229 8 OS Schulz GmbH 00005197 2 19 02 2004 Holzwurm GmbH 00005197 2 29 02 2004 Holzwurm GmbH 00005197 2 08 03 2004 Holzwurm GmbH 000071 43 4 15 03 2004 Hammerhof KG 000071 4
272. reached an image is considered to be a job separation sheet and therefore isn t saved At the same time the current document is closed and a new document is created Further scanned images are saved into the new document Properties Additional settings can be applied to influence the recognition These properties are also used in the Zone OCR setup The following table gives a short overview Option Description Threshold The threshold is the setting that determines whether a sheet will be recognised by the reliability of that sheet When you run the Test Recognition a percentage will be marked against the sheet Example If the threshold is set to 60 then any sheets which have matching identifiers will return higher than 60 and be recognised any sheets that don t have matching identifiers will score below 60 and be rejected as that sheet Skew Correction The setting will straighten or unstraighten any images that have been scanned to assist with a more successful recognition Border Removal This setting will remove or add the borders that may appear on a document once it has been scanned Using Separation Sheets Each ScanFile Folder can have a Job Separation Sheet template associated with it This is configured in the Setup Folder window by selecting the folder you wish to configure go to Extended Settings and select the template to use within the Job separation sheet drop down list Settings Ex
273. rectly and also supports any TWAIN and Kofax device SCSI Connected Scanners With some of the built in drivers if the scanner is using a SCSI connection the SCSI adaptor the scanner is attached to must be specified This can be done by selecting from the top drop down list in Select Scanner SCSI ID If there is only one SCSI adaptor card installed in the PC this will be selected by default The scanner itself then has to be selected A SCSI Adaptor can have up to 7 SCSI devices attached to it They are each identified by a SCSI ID in the range 0 7 Normally the SCSI adaptor itself will be set to SCSI ID 7 This leaves 0 6 for other devices The correct SCSI ID for the scanner can be selected by using the second drop down list in Select Scanner SCSI ID For any SCSI device attached to the selected adaptor card a description of what the device is will be displayed next to the SCSI ID Scanning Resolution Any scanning device has the ability to scan documents at different resolutions These are measured in Dots per Inch Dpi In the majority of scanners vertical and horizontal resolutions will be the same although certain Canon DR scanners can scan at split resolutions The resolution that a document is scanned at will have two effects The higher the scan resolution the better the quality of the image that will be Page 230 e Scanner Setup ScanFile User Guide Test Scan produced Higher scan resolutions will produce larger
274. rectory press the Next button Backup You will then be asked whether the install program should backup any files that the installation process will replace These can be older versions of RemoteStation components if you are installing over an existing installation and common Windows components held in the Windows or Windows System32 directories If you choose to backup these components you will be offered a default location of lt Installation path gt Backup Please note that the installation process will only replace OLDER versions of common Windows components RemoteStation Client is now ready to be installed After this has completed the application must be configured At the completion of the installation you may be asked to reboot the workstation Client Configuration Selecting the option created in the ScanFile program group can start the RemoteStation Client When the Client is started for the first time you will be asked to enter a password to be used to access the configuration options Once you have entered this password the Configuration screen will be shown Whenever you wish to configure the client you can access the configuration screen by just entering the password you created above into the password field on the Client Login screen without entering a user name If the correct configuration password is entered the configuration screen will be displayed ScanFile RemoteStation e Page 351 ScanFile User Guide
275. ri 180 CONFIGURING ROUTES rie 180 EE 181 OTHER ROUTING OPTIONS cri 185 Save Job ee 186 Clear Completed NODS osc oa il lie Lillian 186 Active Hei licia 186 SENDING TO A ROUTE wencccscscassencsesescasannsasacccasanncaaneccasueneasnseduencoausuenaneuenancmenane 186 VIEWING ROUTED DOCUMENTS cere 187 Local COD EE 187 ACI RARO AR RS ONES RE OPA EN EN ARO RE ARNS EN 187 BOUTINGSERVICE spiciali 188 PRINTING EMAIL AND EXPORT 11rvrsssrrrseeeeieni nine ni ni ee nai 189 OVERVIEW ilaria 190 PRINTING ge 190 N ta 191 E POM a i O O AETAT 191 IMPOR EE 193 OVERVIEW ade O dd des 194 IMPORT FILES lara 194 INDEX INFORMATION saswitssinmciiaisidastuitednn cle SR a EEN Eege 195 FILES amp INDEX INFORMATION 196 PILE er EE 196 OLD 199 OVER VIEW a OO ASA AE 200 SUPPORTED FILE FORMATS siria iii a ne 200 THE IMPORT TEMPLATE eet ee ee 201 Creating a Template lilla 201 eet EE 202 EEN 203 ee LEE 205 IMPORTING SPOOL DATA lla 206 VIEWING COLD tin 207 eN E E E a o Ed 208 COVER aaa cod a cb Ed cin red ci sa A 208 INB 24 fl mii 2c car ete er ne E EE me ee EAE 209 Welcome to ScanFile e Page 9 ScanFile User Guide Contents ELURADOCUMENT isaicli i 211 EVEN aii 212 SELECTING LURADOGUMENT rica 212 LURADOCUMENT SETTINGS siii ira 213 Predefined EE ee 213 Expert Settings RR a e e ENIT 214 AUDITING EE 217 OVERVIEW EE 218 AUDIT CONFIGURATION E 218 DISPLAYING EVENTS 219 PRINTING EVENTS e 220 SEA
276. roperties on more information than just the user defined index fields created within a folder Search The primary search screen is available from the Folder toolbox Search option where the fields within the folder are presented as well as the keywords if used Just enter your search criteria and pressing the Search button will produce a list of all the documents that matched the search criteria At the same time the first document in the matching list will be displayed Wildcard Description Denotes a string of any length even 0 Denotes any single character x y z Denotes one character x or y or z list of characters 1 5 Denotes a single character of 1 2 3 4 or 5 first character must be smaller than the second With wildcards there is no distinction between uppercase and lowercase Examples Wildcard Description S Puts all records into the Hitlist 22222 Shows all records with 5 characters in the field selected ir Shows all records beginning with 1 for example 1 11 19 100 199 s 0 M le Shows records with Mable Mowle etc Page 98 e Searching and Viewing documents ScanFile User Guide Extended Search M le Shows records with Mable Mayle Mole Mowle Mule Module etc Use of wildcards combined with other keyword fields reduces the Hitlist to a minimum and targets desired records as closely as possible Several search criteria can be
277. rt Conditional Library Import is a feature that allows you to limit and specify which documents from a folder you wish to import into a Library This is useful especially if there is information in a folder that you do not want in a specific Library To setup a Conditional Import click on the button of the same name on the Library Setup window and the Conditional Import window will be displayed Here you have three options Field Condition and Value Under Field you must select which field is to be used as the conditional field from the fields available in any of the selected folders Secondly you must select the Condition to be applied here you are given a number of options Option Description Greater This is used usually for numerical or date fields should a number be entered and any numbers in that field be greater the records will import Libraries e Page 85 ScanFile User Guide Create Edit Libraries Smaller This is used usually for numerical or date fields should a number be entered and any numbers in that field be smaller the records will import Equals This can be used for numeric or alphabetic text should any record match exactly what is entered in the value box then is will be imported Not Equal This can be used for numeric or alphabetic text should any record not match exactly what is entered in the value box then is will be imported Greater or This will typically be used for
278. rt gt Run and enter lt ScanFile Folder gt Unwise exe lt ScanFile Folder gt ScanFile_uninstall log When Scan File is installed whether on a server or on a networked PC as a client an installation log is either created or updated in the ScanFile program directory This details exactly which elements of ScanFile and common Windows components have been installed as well as any Windows Registry entries that have been updated or created The uninstall program uses the information in this file to remove only the elements that were added when ScanFile was installed It is very important that this file is never deleted The ScanFile uninstall program will not delete the following Folders Libraries User database Audit databases Document routing databases COLD Template database OCR and Forms Recognition template databases Personal Hitlist folders Page 42 e Installing ScanFile ScanFile User Guide Summary Summary Installation Type Standalone Microsoft Server Novell Server Client Install Location Standalone Installation Server Installation Backup Location For installation rollback Components Office Integration ScanFile CD TIFFWriter OCR Extensions ASPI Layer ScanFile VNP Personal Hitlist SetupSF exe SetupSF exe U SetupSF exe U NOVELL SetupSF exe N C Programs ScanFile C SFNet ScanFile MS Office 97 2000 XP amp 2003 CD Folder Retrieval Application Print to ScanFile Folder
279. s you about important general settings Starting ScanFile During the installation process a ScanFile program group is created in the start Start ScanFile by selecting Programs gt ScanFile gt ScanFile The login dialog of ScanFile is displayed on the screen ScanFile Oe ScanFile Document Management System EC Fovo Enter your user name and password in order to continue The first time you start ScanFile login as the pre installed user admin password admin With this pre installed user you can enter all necessary settings and have full access to every licensed option Login at first start User name admin Password admin The password entry is case sensitive The user admin has all rights within ScanFile Therefore the pre installed password should be changed after the first start in order to prevent unauthorized access Page 56 e First Steps ScanFile User Guide ScanFile Main Screen ScanFile Main Screen After logging in successfully the main window will be displayed If you haven t licensed ScanFile yet the License Manager will open automatically Please see the Licensing chapteron how to activate your ScanFile dongle LE ScanFile DER i Ele Edit Search View Options Libraries COLD OCR Window Plug Ins Help OZ fis KEE E pues 3 DOU id j This window will have a standard Windows Menu bar and Toolbars for quick access to the applications functions When
280. s the name of the Share User of that server and the share users Password Additionally contact details for that server may be added which consist of Telephone number Fax number and Email address ScanFile RemoteStation e Page 349 ScanFile User Guide RemoteStation Client The additional RemoteStation server s details can be edited by choosing the Edit option on the Server list or deleted by choosing the Remove option Security Specific IP Addresses or IP ranges can be added to the Security option to either allow or not allow them access to the RemoteStation server Each time a RemoteStation Client attempts to connect to a RemoteStation server the IP address of the Client will be checked against the entries in this list You can select whether the IP addresses added to the list will be Granted access or Denied access by choosing the appropriate option To add an IP address to the list select the Add option and then enter a valid IP address and subnet mask The entries in the list can be edited by selecting the Edit option and removed using the Remove option Connections The list of users currently logged on to the RemoteStation server can be monitored using the Connections option Additionally a Session Timeout period can be set default 20 minutes which will automatically log out users which have been inactive for the timeout period and therefore freeing up a license for other users Events The Events display
281. s to be sent Once you have completed the scanning and or importing of documents they are held in a queue locally until the scheduled date and time is reached when the RemoteStation Client will attempt to send them to the server You do not have to be logged into the RemoteStation Client for the documents to be sent but the RemoteStation Client must be open Additionally if you are using a Dial Up connection to the RemoteStation server this must be connected prior to the Client sending Page 360 e ScanFile RemoteStation ScanFile User Guide Scheduled Sending ScanFile Connector for ShareScan ScanFile Connector for ShareScan e Page 361 ScanFile User Guide Introduction Introduction With the ScanFile Connector for ShareScan any eCopy enabled device can be used to scan and send documents to ScanFile Folders Using TCP IP connectivity combined with ScanFile security ScanStation can send documents to the RemoteStation server which will then store them to the selected ScanFile document folders RemoteStation Server with the ScanFile Connector for ShareScan is an ideal application for centralised scanning stations and to allow remote offices access to your ScanFile document store An advanced function of RemoteStation Server is it s ability to act as a master server allowing users to store documents to slave RemoteStation Servers therefore allowing a central user access point for storing documents which can then be distr
282. scanner will automatically sense the brightness setting required for each page as it is scanned The Brightness setting can be any value between 1 and 255 with 1 being the darkest setting 255 being the brightest A value of 0 will select Auto brightness To manually set a brightness value untick the Auto checkbox and select any other value as Auto by using the slide bar or typing in a value between 1 and 255 Photo Mode In this mode the Photo Brightness and Contrast settings can be adjusted The DR 7080c has automatic brightness and contrast functions built in but these can be overridden and manually set if necessary When the Auto setting is selected the scanner will automatically sense the brightness and or the contrast setting required for each page as it is scanned The brightness and contrast settings can be any value between 1 and 255 with 1 being the darkest setting 255 being the lightest A value of 0 will select auto brightness or contrast To manually set a brightness or contrast value untick the Auto checkbox and select any other value as Auto by using the slide bar or typing in a value between 1 and 255 Page 244 e Scanner Setup ScanFile User Guide Canon DR 5020 5080C amp 5060F Extended Settings The Extended Settings option allows you access to the advanced functions of the scanners Many settings are available from this option and these are explained on the following pages Several of these sett
283. selected to be installed and the operating system on the PC is Microsoft Windows NTA you will be asked to insert the NT4 CD ScanFile needs to install files that are on the NT4 disc Personal Hitlist You will then be asked to select the directory to be used to store the User Personal Hitlist files The default value will be a directory called Data which will be created in the ScanFile program directory Once the directory is selected press the Next button ScanFile will now be ready to be installed Licensing Once the ScanFile installation is complete the dongle can be attached to the workstation and then licensed Please see the Licensing chapter for instructions on how to do this Microsoft Server ScanFile can be installed onto Microsoft Windows NT4 2000 and 2003 servers Please ensure that the server operating system has been updated with the latest Service releases prior to installing ScanFile The ScanFile installation must be performed directly on to the server not from a workstation as Windows services will be installed Installation To install ScanFile to the server select Run from the Start Menu and then choose SetupSF exe from the Software directory on the ScanFile CD Before pressing the OK button add the switch U to the end of SetupSF exe Please ensure that the switch is entered in uppercase lt CD ROM Drive gt Software SetupSF exe U The first step is to choose the language that you wish ScanFile t
284. ser configuration will be saved with any changes made Page 132 e User Management ScanFile User Guide Adding and Editing Groups User blocking If a user enters an invalid password three times in a row the ScanFile User Management will block this user The user is not able to log into any ScanFile program from that point on Any user with administrator rights can unblock this user Go to Options gt User management and select the blocked user The button Unblock will be activated A click on this button will unblock the user Adding and Editing Groups It is possible in ScanFile to define User groups and assign access rights to them Groups are especially useful should you have a number of users that you wish to assign same rights to The administration of access rights is easier and more efficient this way If a user is member of more than one group the user inherits a conjunctive combination of all group rights Default User Groups Four different levels of User Group have been included by default in ScanFile These can be seen when entering the Edit User area of ScanFile from the Options menu The groups that are created by default all have default security levels associated with them The levels are View Users added to this group are allowed to retrieve and view data records that are not hidden The users may also view memos but not modify them Trustee Trustees are allowed to edit memos and to hide and reveal index r
285. shTime 10 TimeOut 30 Selection 1234 WKNet 818 3000 serverFile lt ScanFile Folder gt Dongle WKNetSWS dat RefreshTime 10 TimeOut 30 Selection 1234 Page 38 e Installing ScanFile ScanFile User Guide Novell Netware Servers WKNet 818 4000 serverFile lt ScanFile Folder gt Dongle WKNetSRS dat RefreshTime 10 TimeOut 30 Selection 1234 The serverFile parameter within each section needs to contain the path to the relevant application file The value of the parameter needs to contain the Novell Volume name and directory name For example If ScanFile has been installed into a directory called ScanFile within the Apps directory on the SYS volume then the path would be as follows SYS Apps ScanFile Dongle lt Filename gt The section for ScanFile would therefore be changed as shown below WKNet 818 1000 serverFile SYS Apps ScanFile dongle WKNetSF dat RefreshTime 10 TimeOut 30 Selection 1234 Once you have changed the serverFile values in all four sections you can save and close the WibuNov ini file Dongle NLM For ScanFile to be able to find the dongle once it has been activated the dongle Netware Loadable Module NLM needs to be loaded The Dongle cannot be activated from the Novell Server this must be done at a Client before attaching it to the server and starting the NLM Please see the chapter Licensing on how to activate the dongle Before loading the NLM copy it from the Dongle directory into the
286. sion ScanFile will store images in one of four ways Uncompressed TIFF Group 4 Compressed TIFF Jpeg Lura Document The type of compression and file format you select is dependent upon several factors including the type of document to be scanned and the type of output required of that document once stored Uncompressed TIFF This format will perform no compression on the image data produced from the scanned document and will result in large file sizes Group 4 Compressed TIFF This format will compress the scanned image data normally by a factor of 10 to 15 This is only used for black amp white scanned images This is a lossless compression format which means that none of the original scanned information is discarded JPEG JTIFF JPEG is a standardised image compression mechanism which is designed for compressing either full colour or grey scale images of natural real world scenes Jpeg is a lossy compression format which means that data is discarded from the original scanned image data to achieve the levels of compression possible It is possible to vary the amount of data to be discarded and therefore the quality of the remaining image ScanFile has various quality levels for Jpeg images which will determine how much data is dropped form the original scanned image and will radically affect the size of the file produced Lura Document Lura Document is a standardised image compression ratio which is designed esse
287. splayed page of a document All pages in the selected document Range of pages from the selected document Selected pages from the selected document Selected documents Hitlist Audit Trail Events Selecting the Print Image option from the File menu allows you to print the currently selected file or a range of pages from the currently selected file It also gives you the opportunity to choose the printer you wish to print to The Print button in the toolbar has different functions depending on which window is active at the time it is pressed Window Action Image Window Displayed image is printed Hitlist Window The selected hitlist documents are printed Fastpic Window The ee images from the current document are printe Selecting Print Hitlist from the File menu will print the Hitlist When printing scanned images various options are available These can be selected from the General Settings dialogue The options and their explanations are listed in the chapter General Settings Page 190 e Printing Email and Export ScanFile User Guide lt ScanFile Email s Document Management System Email Use the pop up menu of the hitlist to create an email with the selected document attached Therefore right click on a document in ScanFile choose Send To gt E mail option and ScanFile opens a new message window in the PC s default e mail software and attaches the selected document s Scann
288. ss function built in but this can be overridden and manually set if necessary When the Auto is selected the scanner will automatically sense the brightness setting required for each page as it is scanned The Brightness setting can be any value between 1 and 255 with 1 being the darkest setting 255 being the brightest A value of 0 will select Auto brightness To manually set a brightness value untick the Auto checkbox and select any other value as Auto by using the slide bar or typing in a value between 1 and 255 Page 268 e Scanner Setup ScanFile User Guide Canon DR 3020 Photo Mode In this mode the Photo Brightness and Contrast settings can be adjusted Both scanners have automatic brightness and contrast functions built in but these can be overridden and manually set if necessary When the Auto setting is selected the scanner will automatically sense the brightness and or the contrast setting required for each page as it is scanned The brightness and contrast settings can be any value between 1 and 255 with 1 being the darkest setting 255 being the lightest A value of 0 will select auto brightness or contrast To manually set a brightness or contrast value untick the Auto checkbox and select any other value as Auto by using the slide bar or typing in a value between 1 and 255 Canon DR 3020 The Canon DR 3020 is a 40 page per minute black amp white scanner with automatic paper thickness and size detection with
289. t Scanner setup DR 5020 DR 5080C Choose scanner SCSI ID Page settings Front H 0 ID 7 VMSCSI Page size Resolution Mode ID 277 Maximum Mi 200 x 200 Black White Dither Compression Rotation Text mode Compressed TIFF G se 0 Sensitivity Front Fiti it image Pages Front Same settings for back side Settings for Auto Use default settings Cancel Page Settings All three scanners are capable of scanning single or double sided documents and different settings can be applied for each side of a double sided document The first option to select is whether to scan single or double sided Selecting Front Back or Front back scanning from the option on the screen above can do this The Fit Image option sets the scanner to automatically detect the size of each page scanned and will adjust the page size to the actual size of the document When this is set the Page Size option is disabled if scanning double sided documents different settings can be applied for each side of the documents To use the same settings for both sides of the documents click on the Same settings for back side option To use different settings for each side uncheck the Same settings for back side option and then choose from the drop down list which side you wish to choose to set the scanning preferences For each side or both sides of a document the following options can be set Scanner Setu
290. t Input assistance for Thesaurus linked index fields a word list generated from assigned Thesaurus will pup up below the index field for fast selection Input assistance for Date fields a calendar will pop up below the index field for fast selection Advanced Email Support Email attachments can be displayed in an additional window Welcome to ScanFile e Page 23 ScanFile User Guide New in Version 8 Windows Service Remote Services have been split into a RS Configuration Tool and a RS Service true windows service Page 24 e Welcome to ScanFile ScanFile User Guide New in Version 8 System Requirements System Requirements e Page 25 ScanFile User Guide Operating Systems Operating Systems ScanFile is designed to run as a full or client installation on the following operating systems Microsoft Windows ME Microsoft Windows NT4 Workstation Microsoft Windows 2000 Professional Microsoft Windows XP Professional As a network installation ScanFile can be installed on the following server operating systems e Microsoft Windows NT4 Server e Microsoft Windows 2000 Server e Microsoft Windows 2003 Server Additionally ScanFile can be installed onto Novell systems with restrained capabilities no Remote Services Service Packs Please ensure that you keep your operating system up to date with the latest service packs Server ScanFile is not a client server application and therefore it normally uses o
291. t mm o Increment if E New file or separator Pages Every v Second counter Orientation None Right to left Use small fonts Start value Increment Style of embedment Reset if _ Black on white Never White on black Increment if Black on image New file or separator The text to be printed can be specified in the Text field If the counters are to be used these must be specified within square brackets If both counters are used the values must be separated by a decimal point full stop The Horizontal offset only applies if the text is to be embedded in the scanned image You can specify the offset in millimetres from the left edge of the page When printing text the horizontal offset is applied manually please refer to the scanner manual for instructions on how this is done The Vertical offset specifies the distance in millimetres from the top edge of the paper to start printing the text You can select to print the text on every page on the first page of a new file as indicated by the New file key by setting the Pages drop down list to Every or Next page You can set the direction in which the text will print from the Orientation drop down list The available values are None 90 180 and 270 degrees The Right to left option will set the Imprinter to add characters from right to left The default font size the Imprinter uses is 12x12 dots You can select to use a smal
292. t 1 2006 06 22 14 49 38 2006 06 22 14 49 40 No Comment 14 50 Drive C 36320 MB of 149730 MB free 1 Job s When you first start VNP before any documents have been printed to the virtual printers no jobs will be listed Page 320 e ScanFile VNP ScanFile User Guide Configuration Masterconfiguration Directories Path to Spool Directory CASFNETAS canFile wnp spool Jobs C Start LPD MaxJobs 100 Unix LPD Port default 515 515 Auto convert to TIFF C Start portprinting Auto remove job after Archive Timeout 5 a ZER Bytes per Job 1000 Do not Print Archive only RIP Memory 30 MB i Cancel From the File menu select Master Configuration From this screen you can select the location which all documents to be converted will be saved to prior to conversion By default this will be lt ScanFile folder gt vnp spool To select another location type it in the Path to Spool directory field You can choose how many Jobs will be listed in the VNP window at any one time by entering the required value in the Max Jobs field The Auto convert to TIFF option will be selected by default and this should be left selected as should the Auto remove job after Archive option which removes documents from the spool directory after they have been converted to TIFF All other options should be left at their default values Once you have selected the spool directory and the number of jobs to be displayed press OK to sav
293. t back scanning from the Pages drop down The Adjust option sets the scanner to automatically detect the size of each page scanned and will adjust the page size to the actual size of the document Scanner Setup e Page 273 ScanFile User Guide Axis 7000 For each side or both sides of a document the following options can be set Setting Page Size Description You can select any Page Size that is supported by the scanner attached please check the relevant sections of this manual to verify which Page Sizes are available for each scanner Resolution You can select any Resolution that is supported by the scanner attached please check the relevant sections of this manual to verify which resolutions are available for each scanner Dither Use this setting when scanning in black and white mode This applies error diffusion to simulate greys and halftones on the scanned document This is useful when scanning photos The Inverted option allows you to change from black on a white background to white on a black background Mode This option is used to set the number of colours to be scanned You can select any colour mode that is supported by the scanner attached please check the relevant sections of this manual to verify which colour modes are available for each scanner Please be aware that greyscale and colour scanning especially at high resolutions can result in large file sizes Rotation
294. t click with the right hand mouse button on Job separation sheet and select Add Form You will be asked to give the new form a name Once you have named the form it will appear in the Sheet tree on the right hand side of the setup window Also in this tree under the sheet name there will be a sub node called Identifier This node contains all identifiers that are used later on to identify the separation sheet If you do not intend to use more than one job separation sheet you do not need to create a new sheet as described above You can create the Identifier within the default Job separation sheet Identifiers An Identifier is used to distinguish the separation sheet from all the other documents being scanned To create an identifier right click on Identifiers and select Add Identifier A crosshair will appear over the image display use this crosshair to draw a box around the identifier you wish to use You can create multiple Identifiers by repeating the process described above Once the identifiers have been setup it is now possible to test the reliability of the sheet recognition by clicking on the Test Recognition button from the Setup window This will give a percentage of recognition next to the name of the form in the tree Job Separation Sheets e Page 171 ScanFile User Guide Using Separation Sheets During a scan process all scanned images are compared with the saved job separation sheets If the threshold is
295. t match the dongle licensing will fail If the License Manager finds the Crypkey license the dongle will then be activated and the Crypkey license will be deleted and your previous installation removed Dongle Applet When a Server or Client installation is performed a dongle applet will be added to the Windows Control Panel This can be used to check that the dongle can be found by the workstation or server and can also be used to direct ScanFile to use a dongle attached to a specific server or workstation To start the applet open the Windows Control Panel and select the Wibu Key applet and the following screen will be displayed Licensing e Page 51 Cran il ScanFile User Guide q n Dongle Applet 2A WIBU KEY Software Protection Test and Settings WIBU BOX Context WIBU BOX Update Setup Install Diagnosis About Contents Test Server ServerWkNet Network WIBU BOX Tree USB address 1 1 version 4b Desktop ga My Computer LPTI fa I Se d 70 84375551 o ge ti 818 11005 818 2000 Es Network 716 16389 O mm 16389 O Serial 6 4960396 1 21 3 4 Scan Ports Edit Box Cancel ppl Help Selecting the Scan option on the default Wibu BOX Content Tab will scan the workstation or the network for dongles depending upon whether My Computer or Network is selected This enables you to confirm that the workstation is finding the dongle You can fo
296. t the appropriate scanner Then select Scanner Settings from the Options menu to apply default settings for the selected scanner These can be for scan resolution paper size single double sided scanning brightness contrast etc A full description of the options for all scanners is given in the Scanner Setup chapter The scanner settings are saved for every single user and folder Please note by selecting Options gt Scanner Settings the settings for the opened folder are changed If no folder is open the scanner settings are saved as a default for the logged in user This default will be copied into every new folder that is created by the logged in user Next Steps Before you can store any documents to ScanFile you must first create ScanFile folders to store the documents in your selected locations Creating folders is fully described in the Folders chapter Once you have created a folder and stored your documents the searching and viewing options are described in the chapter named Searching amp Viewing Please also read the General Settings chapter as this describes the options available that will affect how the ScanFile main screen ScanFile folders and libraries will be displayed as well as affecting the actions of keyword searches and the display of hit lists Many other settings influencing the behaviour of ScanFile are described in that chapter too It is very important that you read and understand the General Se
297. t you wish to be recognised When you release the mouse button you will be prompted which field you wish to attribute that zones information to select the zone you wish and then select Check Mark Recognition To adjust the settings for the way the index information is entered click on the box Here you will be given a number of default choices for indexing Option Description Mark Set This setting determines the index information that is entered if a checkbox is marked Mark Not Set This setting determines the index information that is entered if a checkbox is not marked Separator This setting determines the separator that is entered between index values on the hitlist The Mark Set and Mark Not Set settings have a number of default entries that can be entered as index information Yes amp No True amp False On amp Off and Keywords assigned to the folder However it is possible for you to enter your own information to be applied as index data Page 166 e OCR amp Forms Recognition ScanFile User Guide Properties With selecting a Separator you specify the character that will separate multiple index entries in one index field You can choose from predefined characters but you also have the possibility to enter your own separator Once this is all set up perform a zone recognition from the OCR menu and the index fields will be filled Properties At the very top of the OCR tree in the
298. te can be set COLD e Page 201 ScanFile User Guide ment System The Import Template Edit templates File Edit view MU YM WINXP DIVERSES DATAPATH C Programme ScanFile DATA OFFICEButtons TRUE If the spool file has no page break character Hex Oc within it a message stating this will be displayed If this is the case the file must contain a fixed number of lines per page or must have a unique value within it other than Hex Oc that can be used to signify a page break Also the Hex Oc filters must be removed See the section on Filters for information on this Spool File Type To ensure that the COLD module pages the file correctly choose Edit gt Page Settings within the Edit templates window and the Setup screen will be displayed Page 202 e COLD ScanFile User Guide The Import Template Font Name Courier New 10 OEM Chartable File type Spool file All Fonts Lines per page 0 Adjust overlay image Horizontal adjustment Vertical adjustment Overlay image First page Linefeed adjustment Following pages _ Apply SIZE Width 10 mm Cancel Height 10 mm 2969 OK From this screen you can attempt to automatically detect the file type by pressing the Auto Detect button This option will detect whether the file is a COM1 or COM2 format and show the file type accordingly If it is not one of those the Auto Detect will attempt to find a non standard page break within the file If
299. ted to a Microsoft Windows workstation after a ScanFile Client install has been performed There are two methods of activating the ScanFile Dongle via the Internet using the License Manager when purchasing a new ScanFile system or upgrading an existing ScanFile installation Either you update your dongle directly via the Internet or you just download a license file In both cases the License Manager is used A Pick up Code which enables you to activate the ScanFile Dongle will have been issued when ScanFile was purchased and this allows you to collect the license Please ensure that the Dongle is attached to the server or workstation that you are using and then run the ScanFile License Manager After the start of the License Manager a password is required unless the user login has been switched off A user needs ScanFile administrator rights to be able to update the license If you start ScanFile for the first time and haven t setup any users yet enter the default ScanFile user login User name admin Password admin Please note the password is case sensitive Internet Licensing If you have started the License Manager you can start a license update via the internet by clicking on the button Internet License For this option to work the server or workstation you started the License Manager on must have Internet access After selecting the Internet License option you will be asked to enter the Pick Up Code that you ha
300. tem account to access its resources The access rights of the local system account are limited You should assign a user account that provides the necessary access rights We recommend to create a new user account for the Remote Service If the Remote Service has to access network resources this should be a domain account Remote Services e Page 297 ScanFile User Guide Remote Services Configuration Tool In case you are working with the ScanFile Account please ensure that ScanFile and the Remote Service work with the same user account Permissions The user you create must have Logon Locally rights and have permissions to change data on the following locations e ScanFile program directory e ScanFile folders drive s directories e ScanFile library drive s Directories Remote Services Configuration Tool The Remote Services Configuration Tool is used to setup and schedule the modules to run at set times and dates for their individual purpose The program runs as a separate application to the main body of ScanFile but still requires information from folders and libraries created and maintained by ScanFile to be able to operate correctly Electronic Document Service The Electronic Document Scheduler gives you the facility to automatically save documents to specific ScanFile folders Any document saved or copied to anamed directory will be archived into that directory s designated ScanFile folder In contrary to v
301. tem administrators and can be customised to track a number of different events The Audit Trail option will display the recorded event information in an event viewer format which can also be printed In addition to recording ScanFile events WebServer events are also recorded within the Audit system Audit Configuration To create the required report options have to be selected to determine which events are to be recorded Select Audit Trail Report from the Options menu to open the following window Audit trail report Folder and Libraries From E Delivery notes E Inbox E Invoices DO fi UserE SI 21 06 2006 16 17 18 ScanFile Folder Modified Invoices MJ M WINXP A 21 06 2006 16 17 37 ScanFile Folder Modified Invoices MIAMAWINSP A 21 06 2006 16 17 50 ScanFile Folder Modified Invoices MJ VM AWINXP A 21 06 2006 16 18 13 ScanFile Folder Modified Invoices MJ VM WINXP lt E 21 06 2006 16 18 31 ScanFile Folder Modified Invoices MJ VM WINXP A 21 06 2006 16 18 39 ScanFile Folder Modified Invoices MJ M WINXP A 21 06 2006 16 20 09 ScanFile Folder Modified Invoices MIAMAWINSP dI 21 06 2006 16 20 25 ScanFile Folder Modified Invoices MJ VM AWINXP A 21 06 2006 16 21 17 ScanFile Folder Modified Invoices MJ VM WINXP A 21 06 2006 16 22 27 ScanFile Folder Opened Delivery notes MJ VM WINXP A 21 06 2006 16 25 48 ScanFile Folder Closed Delivery notes MJ M WINXP A 21 06 2006 16 25 56 ScanFile Folder Opened In box MJ V M AWINX lt P
302. tended settings Job separation sheet None v Import compression format TIFF G4 JTIF v Page 172 e Job Separation Sheets ScanFile User Guide Using Separation Sheets Microfilm Scanning Microfilm Scanning e Page 173 ScanFile User Guide Overview Overview The Canon microfilm scanners can be equipped either with a fiche carrier or a roll film retrieval FS Controller Ill to allow batch scanning of the documents held on the film or fiche Fiche Carrier After the user has entered the index information and positioned the fiche carrier to the relevant frame on the fiche the scanning process is started by clicking on either Batch scan or Single page scanning Using a fiche carrier the Feeder manual button is ignored When a scan is finished the scanned pages and the relevant data record have not yet been saved the user must decide on the step required next FS Controller LI The FS Controller Il is an automatic roll film carrier that can be directly controlled from ScanFile Single Page Scanning Microfilm Single Page scanning will create one record for each page scanned You can switch between manual or automatic mode dependent on the carrier Fiche Carrier Using the fiche carrier you need to go to the page to scan manually Insert fiche to be scanned Position to the relevant fiche frame Set zoom and focus properly Key in index for the frame to be scanned if not created automaticall
303. the current Audit Trail data will be displayed Auditing e Page 221 ScanFile User Guide Searching in archived Audit Trail data Page 222 e Auditing ScanFile User Guide Searching in archived Audit Trail data CD Preparation CD Preparation e Page 223 ScanFile User Guide Overview Overview Once a folder has been completed and is no longer required to be updated it can be archived to other media such as CD There is also an option to put a retrieval only version of ScanFile on to a CD with the folder or folders so that the information can be retrieved on any PC running MS Windows even if that PC does not have ScanFile installed on it A CD Ticker is required for preparing such an executable Ticker will be described later on in this chapter ScanFile does not itself have built in CD Writing software and therefore a third party application is required Normally this will be supplied with the CD writer The normal method of CD writing is to specify within the CD writing application the information to be written to CD and then choose the write to CD option within the application Form Windows XP on it is possible to burn data on a CD without third party software For more information refer to your Windows Help CD Preparation To select CD Preparation choose that option from the File menu or click on the toolbar button and the CD Preparation screen will be displayed Page 224 e CD Preparation
304. the documents OCR The OCR module has two functions Zone OCR can automatically index scanned documents from data contained within the page of a document Full Text OCR creates a searchable word list from scanned documents allowing you to search the contents of documents Forms Recognition This option enhances the Zone OCR and allows different forms to be scanned into the same folder and by configuring Forms templates different index zones can be applied for each form Please note The OCR option is also required if Forms Recognition capability is required Page 20 e Welcome to ScanFile ScanFile User Guide ScanFile Options TlFFWriter TIFFWriter is a printer driver that allows you to print from any Windows application into a ScanFile folder The print will be converted to TIFF format COLD This module adds support for importing computer generated spool data which might otherwise be output to Microfiche or held in printed form Auditing With the optional Audit feature every event performed by all users can be logged to a central database and then reviewed and printed The events to be viewed can be selected by folder or library user and within a given date range Document Routing Documents can be assigned to pre defined routes that will send documents to specific users and or folders for viewing commenting and approval Each route can have multiple steps and documents can be sent from route to route LuraDocume
305. the form database the folder must be selected in the folder list by clicking on the folder name The name will then be highlighted To remove a ScanFile Folder from the list highlight the name by clicking on it and then click on the Delete button below the folder list Image Storage Path Select the location that the service will check for documents to import from The service will check only this location for forms to import Documents which should be automatically imported and indexed must be placed here Backup drive When the scheduler imports the files from the Image Storage path to the specified ScanFile folder the file s will be deleted from the storage location To enable you to keep a copy of the file s outside of ScanFile you can select a location to make a copy of the file s to You can specify the location by clicking on the three dots immediately after the field which will then display a directory find screen Once you have selected the location click on the OK button and the name of the location will be shown in the field Form Database Select the database that contains the form templates The default forms database is default sff which is in the ScanFile program directory although this can be changed Create batch This setting is for documents created by ScanFile VNP archive printing In this case documents with more than one page are stored as one document Remote Services e Page 311 ScanFile User
306. the sequence to the left Blank Out This will replace the selected sequence with spaces Page Start This action can be set to identify the selected sequence of characters as the start of a new page This is useful if the import file has no identifiable page break character and does not have a fixed number of lines per page 0 line feeds This option is normally used with COM1 and COM2 format files The sequence selected will not evoke any line feed One line feed The sequence selected will be replaced by one line feed Two line feeds The sequence selected will be replaced by two line feeds Three line feeds Page 204 e COLD The sequence selected will be replaced by three line feeds ScanFile User Guide The Import Template Additionally to the CharOption the Valid Range drop down list is used to identify the area of the import file that the filter should look and act upon the selected sequence The options available are described below Option Description This Position Will only perform the action upon the sequence at the position in the import file where the text was highlighted Start to Here Will perform the Action from the start of the import file to the selected sequences position in the file Here to End Will perform the action from the location of the selected sequence to the end of the file Entire Text Will perform the action upon the entire file Once the Filter Pa
307. ther to share the printer or not press Next e You do not need to print a test page so select No and then press Next e Pressing Finish on the next screen will then create the printer Repeat the above process for as many printers as you wish to create using a different PrintPlex port for each printer Rapid 32 Printer driver This option uses the Rapid 32 printer driver supplied with VNP and will convert printed output to TIFF files and create data files containing the text of the printed output which can then be imported to allow for Full text searching of the documents The installation is the same like installing a standard printer Instead of using the HP LaserJet 5 click on the Have Disk button open the Rapid folder ScanFile VNP e Page 319 ScanFile User Guide Configuration that is located in the ScanFile directory Select the INF file and when the printer list is displayed select Rapid 32 and press Next Go on with the installation like you would install a standard printer Configure VNP The VNP application is used to monitor the activity as well as to configure the virtual printers To open the VNP application start ScanFile Remote Services and select ScanFile VNP from the TIFF spooler option on the Services menu The following screen will then be displayed Scanfile VNP DER Cori Press nox emer Escape 5 Job ID Job Name Status Pages Start Time End Time Comment Test Page Delete Wai
308. ther you wish to make documents available over the Internet or an Intranet ScanFile WebServer is the fast secure reliable and easy way to do it ScanFile RemoteStation is a client server application that allows you to send documents to a central ScanFile store from any location Using TCP IP connectivity combined with ScanFile security client workstations can send documents to the RemoteStation server which will then store them to the selected ScanFile document folders In addition the RemoteStation Client can be used for the retrieval from your ScanFile document store Page 18 e Welcome to ScanFile ScanFile User Guide Important Please Read Important Please Read ScanFile WebServer and RemoteStation cannot be run without a valid software license The license is contained on a hardware dongle Once ScanFile has been installed it can be started and will immediately inform you that it is not licensed and will then open the licensing window Upgrades ScanFile 2000 and ScanFile 2002 use a software license called Crypkey This license must not be deleted before installing ScanFile This also applies to WebServer and RemoteStation ScanFile Features ScanFile is a very straightforward and easy document management system to use and manage but has all the features required for serious document management applications Intuitive user interface Black amp white and colour scanner support Import any electronic format do
309. therefore be used with caution Option Description Automatic Page This function allows both scanners to ignore Suppression unwanted blank pages being scanned This can be performed for the front and back of a scanned page To switch this option on click on the relevant activate checkboxes The levels at which a blank page can be identified can be adjusted by the blackness threshold slide bar this will help to identify pages with little surface coverage on the page and depending on the levels set will ignore those pages Page 264 e Scanner Setup ScanFile User Guide Canon DR 2050C amp DR 2080C Drop Out Colour This function is only available for the DR 3080c and will disable the scanning of areas of the document of a particular colour The settings are e None Disables Colour dropout e Red Will not scan red parts of the document e Green Will not scan green parts of the document e Blue Will not scan blue parts of the document Colour Dropout can be disabled for a part of the document by setting values in the Disable Dropout option This is measured in millimetres and is applied x mm from the top edge of the scanned image to x mm from the top edge of the image where x is the value required Edge Emphasis This can be used to emphasise contour lettering as well as softening scanned images such as photos This has a valid range of 1 to 5 and can be adjusted by moving the slider bar or using t
310. tion ScanFile Connector for ShareScan e Page 365 ScanFile User Guide Using the Connector Index and Send Once you have selected the ScanFile Folder the index fields for that Folder will be displayed allowing you to type in the document details prior to sending If the ScanStation being used only has a touch screen a screen based keyboard is available Document indexing Customer Acme Trading Customer ID 11010 Order No 12345 Date 10 12 2002 Entry Date 19 12 2002 Once you have entered the index information the document can be sent to ScanFile by pressing the Send button and the Connector will then close Page 366 e ScanFile Connector for ShareScan
311. tions are View Comment and Approve Reject For Comment and Approve Reject actions a window will pop up to allow you to add comments concerning the document The comments associated with a document can be view by pressing the Route icon which is displayed in the top right corner of the document display window Before the document can progress to the next step of the route the action assigned to the user must be performed To do this click on the action icon Document Routing e Page 187 ScanFile User Guide Routing Service Routing Service The Document Routing Service is part of the ScanFile Remote Services Its main task is to monitor the current routes and to send on documents depending on the settings of these routes The Document Routing Service in ScanFile Remote Services must be running to allow the Documents to move from step to step within a Route This is described in the Remote Services chapter For more information please refer to the corresponding chapter in this guide Page 188 e Document Routing ScanFile User Guide Routing Service Printing Email and Export Printing Email and Export e Page 189 ScanFile User Guide Overview Overview ScanFile has comprehensive facilities for the printing of scanned documents as well as for exporting both indexes and documents for use outside of ScanFile Printing With ScanFile you can choose from several options for printing Currently di
312. to avoid license blocking by a user who doesn t work with ScanFile for a longer time period while being logged in Field property External list New field property External list The property allows you to assign index fields from an index file to the folder fields in ScanFile When typing in index information a list will pop up for fast selection and when possible the index field used will try to complete the entry with the next matching index from the external list Page 22 e Welcome to ScanFile ScanFile User Guide New in Version 8 Keyword Export Keywords can now be exported as additional index field If a document has more than one keyword assigned to it will be exported as many times as keywords are assigned to it Every time with a different keyword Mandatory Keywords Extended Folder setting Mandatory Keywords forces the user to select keywords before an index is successfully saved Auto Open ScanFile Auto Open allows the user to e selecta folderor library that will be opened automatically right after ScanFile startup e selecta setting that will automatically reopen the folder or library that was open before the program was closed Copy Index Information The functions Move to and Send to ScanFile folder as well as the field property Copy Index offer extended settings to change the order of the index information in the target folder Input assistance A thesaurus list can be updated via file impor
313. ts Folders e Page 73 ScanFile User Guide Folders Summary Folders Summary Folders are the storage location for all documents held in a ScanFile system Folder can also contain the index data associated with those documents Folder Specification Folder Name Fields Field Name Field Length Keyword List Thesaurus Extended Settings Compression Format Job Separation Sheet Duplicate Index Action Clear Fields Retention Control Scheduler Field Properties None Duplicating Counting Counting 0 Date Long Date Barcode Thesaurus Copy Index Mod 2 Mod 10 1 Mod 11 1 Mod 11 2 Verify 11 ISBN Page 74 e Folders 32 Characters 10 Maximum 32 Characters 255 Characters Maximum 1 per Folder 1 per Field TIFF JPeg or LuraDocument None Job Separation Sheet Named Sheet Sets the action for duplicate index information Clears the index information within the folders Toolbox when changing the category Adds a folder to the Document Retention Scheduler No Property Field retains previously entered value Puts leading blanks in front of numeric values Puts leading 0 s in front of numeric values Current Date Current date in format eg 07 October 2003 Accept barcode value while scanning Assign Thesaurus to field Duplicates index information of existing records Customer checksum Customer checksum Customer checksum Customer checksum Customer checksum Customer checksum ScanFile User Guide Fol
314. ts Press OK to return to the Setup Zones window Once you defined a zone it can be changed at any time Right click on the field name under Index fields you have two choices Page 154 e Barcodes ScanFile User Guide Reading Barcodes The Edit option allows you to resize a zone and also to change the field association and the content type setting Zones can be deleted by selecting the Delete option Ensure that the zones are a little bigger than necessary to compensate small differences between scanned pages After all the zones have been created press OK to close the Setup zones window Reading Barcodes To perform the zone recognition select OCR gt Zone recognition and the Zone Recognition screen will be displayed di Zone recognition Pages read Words recognised Recognition ratio Chars recognised Chars rejected OCR idle Total progress Row Read new pages Read all pages Selecting the Read all pages option will perform the recognition on all the files in the folder The Read new pages option will perform the recognition on the files that have been added since the last recognition was performed The folder you wish to perform the recognition on must be open Reading Selected Documents and Pages The process described above will read all the records within a folder or the records added to the folder since zone recognition was last run Alternative
315. ts permissions The Remote Service will require full access to the ScanFile program directory and to the ScanFile folders If stopped the Remote Services application will not perform its purpose as the system process must continue to run for the duration of the required times and dates scheduled For this reason it is intended to be run only on servers or workstations acting as a server In addition to the services mentioned above if the optional ScanFile VNP has been installed the configuration and monitoring application for this can be started and stopped from within Remote Services Configuration Tool from the ScanFile VNP menu option ScanFile VNP is described later in this Guide Configuration The Remote Service is per default installed with the start type Manually Therefore it is inactive after installation and is not automatically started after a reboot If you want to use the functionalities of the Remote Service go to Start gt Settings gt Control Panel gt Administrative Tools gt Services Select ScanFile Remote Service With the right mouse button select Settings to display the ScanFile Remote Service Properties The tab General contains the start type Change it from manually to automatically This way the service will be started right after a reboot Close the Service Control Panel With right Mouse gt Start you can now start the service User Account The Remote Service utilises the local sys
316. ttings chapter to ensure that you get the best from your ScanFile solution Page 58 e First Steps ScanFile User Guide Next Steps Folders Folders e Page 59 ScanFile User Guide Overview Overview All documents either scanned or imported into ScanFile will be held in ScanFile Folders Folders not only hold the images but also the indexing information and annotations associated with the images If using the optional OCR module the OCR full text tables are also held in the folder Folders can be created on any rewriteable media available to the PC as a drive reference This includes network drives It is always a good idea to have separate drives for storing folders and for programs When creating a folder you can give it a name of up to 32 characters and specify up to ten fields with a maximum length of 255 characters per field Field functions can be applied to these fields providing rapid automatic indexing during scanning or post indexing Create Folder To create a folder select Setup Folders from the File menu and the Folder configuration will be displayed amp Setup folders 24 c Lokaler Datentr ger v Lad Settings Extended settings Folders Delivery notes In box Invoices Invoices Name Capacity CD ROM 600MB Name Length Properties Invoice number 30 None Job number 30 None Customer number 30 None Date 10 Date Customer 75 None Street 75 None
317. tween 1 and 255 with 1 being the darkest setting 255 being the lightest A value of 0 will select auto brightness or contrast To manually set a brightness or contrast value untick the Auto checkbox and select any other value as Auto by using the slide bar or typing in a value between 1 and 255 Extended Settings The Extended Settings option allows you access to the advanced functions of the scanners Many settings are available from this option and these are explained on the following pages Several of these settings can affect the quality of the scanned image and they should therefore be used with caution Double Feed Detection There are two methods to set the scanner to detect the simultaneous feeding of two or more sheets of paper The scanner can be calibrated for paper thickness and or length To set Double Feed Detection tick either the Thickness or Length checkboxes or both When you next scan a batch of documents the first page fed through the scanner will have its thickness and or length measured and the measurement then stored Subsequent documents measurements will be compared against the stored value and if the scanned document is thicker or longer than the stored value an error will be displayed Manual Thickness Adjust The thickness setting can be manually adjusted when the automatic thickness detection is not used or when there are frequent double feeds of paper The setting ranges from 1 to 13 w
318. ument of a particular colour The settings are e None Disables Colour dropout e Red Will not scan red parts of the document e Green Will not scan green parts of the document e Blue Will not scan blue parts of the document Colour Dropout can be disabled for a part of the document by setting values in the Disable Dropout option This is measured in millimetres and is applied x mm from the top edge of the scanned image to x mm from the top edge of the image where x is the value required Page 252 e Scanner Setup ScanFile User Guide Canon DR 5020 5080C amp 5060F Automatic Exposure This sets the Automatic Exposure level and affects the brightness and contrast settings for the image This has a valid range of 1 to 13 and can be set by moving the slider bar or using the arrow keys to increase or decrease the value Edge Emphasis This can be used to emphasis contour lettering as well as softening scanned images such as photos This has a valid range of 1 to 5 and can be adjusted by moving the slider bar or using the arrow keys to increase or decrease the value Other Options Several other settings options are available and these are detailed below Option Description Verify Count This can be used to ensure that a known number of pages are being fed correctly through the scanner Before scanning the number of pages to be scanned can be set and if that number of pages is not fed thr
319. uments and perform a search This will result in a list of the files found being displayed Toolbox Edit From this the indexing information for a document can be changed You can also amend the document itself by inserting appending revising and deleting pages Toolbox Postindex Post indexing allows you to scan documents that are to be indexed at a later date The images scanned are stored in a separate area of the folder and are not divided into files When going through the post index pool the images can be separated into files by using the available tools They can also be appended to existing files Folders e Page 71 ScanFile User Guide Document Retention Recording Keyword Display If a keyword list has been assigned to a folder various options as to how and whether the keywords are displayed are available In the Keywords Search Mode of the General Settings screen the keyword list preferences can be set You can choose not to display the keyword list at all by selecting Hide Keyword list The Display keywords as Text option will display the keywords in a column format but if this is not selected the keywords will be displayed in a cell format You can also choose whether when doing a multiple keyword search the records displayed will show records that have keyword 1 AND keyword 2 or that have keyword 1 OR keyword 2 To select multiple keywords when either indexing or searching hold down the
320. up e Page 255 ScanFile User Guide Canon DR 5020 5080C amp 5060F UPC A Extended UPC A can be read by ticking the Extended checkbox If the barcode has a checksum this can be recognised by ticking the Recognise checksum checkbox The header can also be returned by selecting the Return Header checkbox UPC E If the barcode has a checksum this can be recognised by ticking the Recognise checksum checkbox The header can also be returned by selecting the Return Header checkbox Code 128 Code 128 has no options Imprinter Option If the mprinter option has been installed in the DR 5020 DR 5080c or DR 5060F this can be configured by selecting the mprinter option from the Extended Settings screen The Imprinter option allows you to print specified alphanumeric and symbol characters at any position on a page as it is being scanned You can also embed the characters to be printed in the scanned image To set the Imprinter to print text on a page as it is being scanned tick the Print checkbox To embed the text as part of a scanned image tick the Embed to image checkbox Page 256 e Scanner Setup ScanFile User Guide Canon DR 5020 5080C amp 5060F L ai Imprinter Activate First counter Print O Start value O Embed to image Increment Text Scan 01 0001 YMD ATIME Reset if Horizontal offset mm 140 o Never Vertical offset mm o Increment if E New fi
321. ve been supplied with Page 48 e Licensing ScanFile User Guide Licensing Enter pick up code Pick Up Code Once you have entered this and pressed OK the License manager will connect and verify the dongle and pickup code A confirmation screen will be displayed showing your details and the options purchased If these are correct press the Activate button to license the dongle Once activated the License Manager will return to the main License Screen and the programs and program options will be listed The License Manager can then be closed Save to Load from File If an Internet connection is not available a dongle status file can be saved to disk and then uploaded to the ScanFile License site and a dongle activation file will then be returned which can be loaded and the dongle activated After starting the Licence Manager click to Save to file You will be asked to enter the Pick Up code you have been supplied together with your company details A screen appears where the Pick Up code and the contact details should be entered Licensing e Page 49 ScanFile User Guide Licensing Pick Up Code Company Firstname Lastname Street Postal Code City Once you have entered this and pressed OK the License manager will open a window allowing you to save your license file The name of the file is your serial number the file extension
322. vertical adjustment options can be used for minute changes to the character positions The Linefeed setting adjusts the number of pixels between each line of text The Horizontal and Vertical settings move the page of text x number of pixels left right up or down After changing any of these settings by pressing the Apply button you should immediately see the effect the settings have had An example of COLD information overlaid on a scanned image is shown below E Edit templates File Edit View Invoice ScanFile Document Management Software Eeett i Lye Luo Accounts Lyle a Saset Ltd Invoice Cotar Fosa pelvery WIT Shevringnam way Addvees Griul icrog Rund Addeas Neer Slozu Road Liupaslon Mecekcsler sing MIS DI Hans R311 1AR VAT REG No 123 1234 12 Account No Customer Order No Despatch Dote Our Onder Vo Delivery Aoi Invoice No Involce Dale Area Debary Nate No Transaction vnn_02 3 192999 33 94 90 129959 PARCELECE 111439 39 94 96 An 2 111875 Invoice Padua Desycripriun Unit Quantity Prigs Each Deccunt Total HCH bcanl ile Manual software one 3 69 10 35 09 281 19 1 VAT rs Rate MAT Total E 17 59 51 C1 egos quote our invoice nurrber whan making payment Slain lor shart sialiverisa must be notified within 7 days INVOICE TOTAL 342 49 I mported Files For each folder a list of the files imported into that folder and the name of the template used to import the data can be displayed by choosing
323. who originally sent that document to the Route The Timeout Action is only valid if that particular step of the Route includes a user Timeout Actions do not have any bearing on Folders as targets After creation of one step click on the Save button The step will appear as a tree node in the tree view of the Create Route window In this tree view you can see all steps and their assigned targets and user actions If you wish to edit a step select the node and edit its settings You can discard your changes by clicking on Cancel lf you click on Save your changes will be saved and the tree view is updated If you wish to remove any of the steps defined highlight the required step and click on the Delete button Other Routing Options Selecting Options gt Document Routing opens the Edit process window Apart from setting up Routes there are two settings for the general Routing process Document Routing e Page 185 ScanFile User Guide Sending to a Route Save Job Reports Details of the actions performed by the Document routing can be saved to a text file This will record information on all the steps for each defined route You can specify the name and location for this log file in the Save job reports in field Clear Completed Jobs In addition to the Timeout Action there is another time related option Database Image and instruction information is kept within ScanFile when a document is sent to a Route
324. will create a multi page document from the pages being fed through the scanner Once the feeder is empty you will be prompted to save the images or to continue scanning into the same file Single Page Scan will create a new file for each page scanned In both modes the Canon DR 3020 DR 5020 and DR5080c can recognise and act upon control sheets allowing you to change between single amp double sided scanning text amp photo mode and also for file separation whilst using batch scan The Job Separation Sheets in ScanFile allow the automatic file separation independently from the scanner model This option needs the license for Forms Recognition For scanners directly controlled from ScanFile scanning can be stopped at any time by pressing the STOP button which will appear in place of the Scan icons while scanning is in progress If you wish to change any of the default parameters for the scanner prior to starting to scan this must be done from the Scanner Setup screen Postindex Pool The Post index facility lets you scan batches of documents very quickly and then divide them into files and apply indexing information to them at a later date Documents scanned to this Pool are kept in a special work area until Page 90 e General Scanning ScanFile User Guide Function Sheets they are indexed whereupon they are added to the main index and file storage location within the folder To add documents to the Postindex pool select
325. will list all activity that occurs on the RemoteStation server such as connection requests searches and document transmissions The number of Events that the list will hold at any one time can be selected by entering a number between 1 and 999999 into the Events to hold field The Events display will also show the number of concurrent licences the server is licensed for and the number currently being used RemoteStation Client The RemoteStation Client allows users to connect to RemoteStation servers and retrieve and store documents to those servers To install RemoteStation Client select Run from the Start Menu and then choose SetupSRSClient EXE from the SOFTWARE directory on the ScanFile CD Press the OK button Page 350 e ScanFile RemoteStation ScanFile User Guide Client Configuration The first step is to choose the language and press OK Location After you have chosen the language you will be asked to choose the drive and directory than the RemoteStation Client software will be installed into A default of C Program Files SrsClient will be offered and this should normally be accepted However if you wish to install it on a different drive and directory then you can browse or type in the required path The Destination directory selection dialogue will also display the available disk space on the chosen drive as well as the space available after RemoteStation has been installed Once you have chosen the drive and di
326. will not be possible WebServer API WebServer has an API that allows you to integrate it s functionality into your own web sites You can select whether you want to install the API or not Contact your supplier on how to obtain a full description of the WebServer API ScanFile WebServer is now ready to be installed Pressing the Next button on the screen shown right will install WebServer into the selected directory After this has completed the Internet Server must be configured IIS Configuration After installing ScanFile WebServer your Internet Server must be configured to allow users access to WebServer The following installation instructions are for Microsoft Internet Information Services supplied with Microsoft Windows 2000 Virtual Directory After you have started Internet Services Manager you must create a new Virtual Directory for WebServer in your web site To do this right click on your web site and then select New gt Virtual Directory Page 328 e ScanFile WebServer ScanFile User Guide Configuring WebServer A welcome screen will then be displayed Click on Next and you will then be prompted for the name that you wish to give to the ScanFile WebServer part of your site This can be anything but a short name is more useable After typing in a name and pressing Next you must then enter the path to the ScanFile WebServer Directory for the content of the site You can either type in the location or use the Browse
327. with software applications supporting the TWAIN standard The scanner settings for TWAIN devices are set directly within the TWAIN device driver itself The TWAIN interface will be displayed when scanning is started from ScanFile whereupon the scanner settings can be applied When selecting Scanner Setup from the Options menu the TWAIN setup screen will be displayed From this screen you can select whether the TWAIN device driver interface will be displayed and therefore whether you can change the current settings If you choose not to display the screen the scanner will immediately start scanning If the scanner is a double sided device choosing the Use duplex mode will set the scanner to double sided scanning Some TWAIN scanners have built in image compression capabilities to reduce the amount of information sent between the scanner and the PC If the scanner has this capability it can be selected by choosing the Use Compressed Transmission option Kofax Kofax manufacture specialist image processing boards for PCs to allow them to support high speed scanners from companies such as Bell amp Howell and Kodak A TWAIN driver is available for the KOFAX scanner Scanner Setup e Page 289 ScanFile User Guide Kofax Page 290 e Scanner Setup ScanFile User Guide Kofax Maintenance Maintenance e Page 291 ScanFile User Guide Overview Overview Built in to ScanFile are utilities that will assist you if you exp
328. y by barcode counting or duplicating index fields e Start scanning process by clicking on the Single page scanning button Page 174 e Microfilm Scanning ScanFile User Guide Single Page Scanning Microfilm FS Controller III The FS Controller Ill can scan in a given number of frames automatically It can be switched between automatic and manual feed Manual Mode In this mode the pages are manually selected via the keyboard or knob of the FS Ill and scanned as single page records e Insert the film to be scanned e Position the FS III to the frame to be scanned with keyboard or turning knob of FS Ill e Set zoom and focus properly e Key in index for the frame to be scanned if not created automatically by barcode counting or duplicating index fields e Start scan by clicking on the Single page scanning button Feeder Mode In this mode a user definable number of frames is scanned automatically and saved as separate records With this option automatic indexing barcode counting or duplicating fields should be set as it is not possible to key in index information during the scanning process The index can also be keyed in or edited later FS Controller II MS400 500 Group pages by Start with Boren Bach fi Fie F Pages P Stop at Batch B File F Pages P CIT File F O Batch File B andF O O Pages P Microfilm Scanning e Page 175 ScanFile
329. you can give anyone anywhere in the world access to your document libraries ScanFile WebServer is an Internet server based application that allows the retrieval of documents using just a web browser Whether you wish to make documents available over the Internet or an intranet ScanFile WebServer is the fast secure reliable and easy way to do it Used together with ScanFile you have everything to store and reference your documents and then retrieve them no matter your location Features e Full search display and download options on ScanFile document libraries including full text search Users only have access to authorized libraries Fully automatic update of libraries No additional client software required just use a web browser Any type of document stored in ScanFile can be displayed or downloaded e Complete audit trail report on accessed documents Before Installing ScanFile WebServer requires that the person installing and configuring WebServer is fully conversant with both Microsoft Windows NT4 2000 XP and Microsoft Internet Information Server As the majority of internet intranet servers are separate to a company s main server links between the servers will have to be established with the appropriate rights given to those links to allow users of WebServer access to libraries and documents The default user account created for Internet Information Server IIS IUSR_ lt machine name gt will have insufficient perm
330. you will need to select the server that the user is registered on first The list of users on the server will be displayed and you can select one or more users to send the document to Once you have selected the users press the Forward button to show the index screen Index Screen As the index data is not related to any ScanFile folder the field names will be called Field 01 to Field 10 Any information entered will be shown in the users Personal Hitlist Press the Forward button to open the Scan screen once you have entered the index information Page 356 e ScanFile RemoteStation ScanFile User Guide Scan Screen Email The Email option will send the scanned document to an internet email address ScanFile Users When a user is created in ScanFile an email address can be entered as part of the user information This gives the option to send a document to a registered ScanFile users email address rather than to that users ScanFile Personal Hitlist If there is more than one RemoteStation Server available then you will need to select the server that the user is registered on first The list of users on the server will be displayed and you can select one or more users to send the document to Once you have selected the users press the Forward button to show the Email message screen Internet Email This option will display the Email message screen which will allow you to send a document to any valid internet email address E
331. ype Auto Negative film Auto Positive film Choose Feeder FS Controller Ill via SCSI Automatic fiche carrier via COM Port TIFF format View Uncompr TIFF O Photo mode Inverted Rotate 90 Scan area CCITT G4 Auto detect i Maximum gt Scan Resolution The MS400 amp 500 have three scan resolutions e 200x200dpi e 300x300dpi e 400x400dpi View Options These options will affect how the images are stored and displayed Standard documents will normally be scanned using the Text Mode Photo Mode scanning will enhance the document during scanning and result in better quality scans of pictures Please note that the Photo Mode option will result in larger scanned file sizes Documents by default are displayed using black text on a white background The Inverted option allows this to be reversed so that the document is displayed with white text on a black background The scanned documents can be rotated 90 degrees clockwise by selecting the Rotate 90 option so that they will be displayed in their correct orientation Page 284 e Scanner Setup ScanFile User Guide Canon MS400 amp 500 Film Type Use this option to set the type of film loaded into the microfilm scanner The Auto option will automatically detect the type of film loaded Feeder This option allows you to set the type of feeder used on the microfilm scanner It can be set for the Canon FS Carrier III or Auto Fiche C
332. ys compressed lossless For the background image and the text colour image the quality or compression ratio can be chosen So the total compression ratio can be controlled via the size of the text layer dependent on the settings of quantization and segmentation and the quality of the fore and background images If a compression factor set during compression the system will try to achieve this compression exactly However it is possible that the text layer is too huge or that in order to guarantee the minimal requested image quality the actual rate may be higher To reach maximum compression two things should be observed e As the text layer is compressed lossless the text layer has to be kept as small as possible e Automatic text detection will always result in smaller text sizes that the setting everything is text However if the text sensitivity levels is too low some letters may not be detected High compression ratios may also be obtained by lowering the minimum image qualities Another way to increase compression is to lower the resolutions for text colour image and the background image This can be done if the document has a simple structure Page 216 e LuraDocument ScanFile User Guide LuraDocument Settings Auditing Auditing e Page 217 Fila ScanFile User Guide keng Overview Overview The Audit Trail option in ScanFile tracks and records any event performed in the application This is used primarily by sys
333. ze Setting If you select the Window page size option you can specify an area of the document to be saved To do this select Window as the page size then perform a Test Scan on a sample document A sizeable box will be overlaid on the image in the Test Scan window Size the box over the area of the sample document and the box size and location will then be saved Please note that when this option is used only the area of the document inside the box will be saved All other parts of the scanned document will be discarded Resolution You can select one of the following resolutions 200 300 400 and 600 dpi Dots per Inch With the above settings the horizontal scan resolution is the same as the vertical resolution Scanner Setup e Page 277 ScanFile User Guide The scanners support black amp white and greyscale scanning Black amp White The black amp white mode scans only in black amp white Greyscale The scanners support 4 16 amp 256 levels of Greyscale Please be aware that greyscale scanning especially at high resolutions can result in extremely large file sizes Dither Use this setting when scanning in black and white mode This applies error diffusion to simulate greys and half tones on the scanned document This is useful when scanning photos Rotation A document can be scanned and then rotated and saved The available rotation options are 0 90 180 or 270

Manual for ScanFile Version 8

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