Home

FileDirector Enterprise Manager

1. 34 lee in system ACCOUNES sie EE ER Create Internal User or Group 35 Users and Groups General Tab 35 Users amp Groups Details Tab 36 Managing AUEI CR L 37 Add Group membership sessista eiras nenas ar aeni EEE ineine Ea rsa iaa aata aias 37 User Absence Settings oer rero Rr v ra aer Po Ere ya eri rry RF HERES 37 Ma aging User EI e E 37 eios TU m 38 WSErS p r GrOU Dis M 38 Delete lee 38 FileDirector Groups Default Rights esses nennen nnne nennen nnn nsns nnne tina n nass 39 Licence Usage Hierarchy c cccccccscssssssscecececeesessaeaeceeeessseseuaeeeseeecesseseeaeeeeeessesseaaeeeeeesseesesnsaeeeeess 40 Scanstatiorn Pakarneter uter a a duse ey ladon xeu eu ehe a ed Re ub aS 41 SchedulerS EE Start and St p Schedulet 35 ug Duer eec Zeene echt Gees 42 OS account import scheduler sess eene nennen enne nn ranas nsns tereit aiad 42 Na Eieimigee M 43 Scheduler General Settings cec ene etre tes Here ea len Rod var eae eet Mar d said de 43 Exec te On SOLVER eebe oer eet itt d abo er eebe Ende Eege 43 Scheduler interval iore Erit ai ena re eaa etna e eain tue eau nsa ee EES ege RED a ade 43 Enable schedu ler err teet sated ceteras eee ter tet bur ure Eder ari ddesaduidecssbacedseataiecs 43 Ending a sch
2. Y 150 EIERE 150 Hilt 151 dig Ee 152 mc 152 EI LpececmE 152 Directory SCAN eR 152 Neen E De Beceeees 152 TEE 153 TEE 153 Test Scan in Scan Profile e P e esed etim eo edo bte i ee eee 153 Sca H 153 KifejeE To le lanae m 153 Viewing TOONS EE 154 Ie ERE 154 Make Scan Profiles Visible Invisible eese 154 Assigri sers and groups eco Eden ERE d ERR ie en Enero eee au 154 Use OCR and ege ET en EE 155 Allow to change manually in ee eter eee Eee eoe e Eu EE Ee 155 Full form re coghition cette ete ees eege eene eee TET UNE 155 Document type limited forms recognition cccccsesscecececesseseaeseceeecesseseaaeeeeeessesseseeaeeeeess 155 le TOrMSrECOEMItiO coa ode ooo aide get tne dee i ede penne ue epu dne iae dre eed ER o au 155 OCR Parameter ARTE 156 Extended Kg TC 156 pgeqjet T 156 Set field tO VAIUC S 156 POSU IMG OX ING eo itecto faced P eae e e Peters qe eae s doe e Ee ede ere Pau 157 eI 158 EE le E 158
3. Retention Processing Page 128 FileDirector Enterprise Manager In order to retrieve documents from index data still present in the SQL database the CD drive must be specified as an alternative storage pool If a document is searched first the default storage pool and then storage locations according to their priority are searched Then the search is spread on the MID files stored in the SQL database If the CD drive was specified as an alternative storage pool the CD with the relevant media ID must be inserted If it s not present a message is displayed and the system prompts for the correct CD to be inserted It is necessary to label the CDs with the correct media ID Note When using Oracle as a database server the file name of the mid file is not specified including the thousands of a second Retention Processing Page 129 FileDirector Enterprise Manager Process Management Overview FileDirector documents can be integrated into workflow processes using the process management option In this module the path of a document through the steps of a defined workflow process can be represented electronically A process consists of several steps that are performed consecutively Each process step can be individually configured to be worked on or whether an action is to be performed by one or more users Defined tasks are specified for each user for example approve reject comment or simply view confirm
4. Cabinet Select the target cabinet Fields and document types with the same name are allocated immediately Schedulers Page 57 FileDirector Enterprise Manager Document types Index fields The document types and index fields that can be read from the file are shown in the array source The document types and fields that are identified from the selected cabinet are shown in the array target If fields cannot be mapped by the field name automatically a red exclamation mark will be shown instead of a green check Several other hints are shown in this place when the allocation is corrupt such as when it is impossible to fill in a field because of different length of fields In the target area precisely in the selection of cabinet fields and document types you can change or allocate the fields manually MailStore Scheduler The MailStore scheduler works with mails stored as eml files When these files are stored in a directory the MailStore scheduler automatically imports eml and xml files and creates automatic indexes using the mail properties such as sender subject or receiver etc The mail itself is stored as a document FileDirector MailStore To store the Emails as an eml file in a directory you need an additional FileDirector module named FileDirector MailStore This tool must be installed on the server which runs the SMTP server service All mails handled with this service can be stored in the di
5. Fields Page 85 FileDirector Enterprise Manager Field Settings Any character If a field can contain any character it can be filled in the Windows Client with digits alphanumeric characters or special characters Additionally a wildcard search can be performed using this index field also Entering an asterisk or part of the index information is sufficient for retrieval of documents Numbers This field may only contain digits 0 9 Leading zeroes are ignored If leading zeroes must be used either All characters must be used or a user defined input template must be introduced Numbers plus This field may contain digits 0 9 plus minus comma and dot If this setting is used the position after decimal point in Length becomes active and can be specified This number denotes the number of digits after the decimal point The number in front denotes the complete length of the field including the comma Date Time Date and Time If a date or time is specified the date time format of the windows settings is used If the format should be changed it must be done in the windows settings Start gt Settings gt Control panel gt Regional settings To set the date time automatically in index field see Extended settings Custom template The user defined input template allows an exactly defined entry format for an index field This configuration is done in tab Input template of this window See Input templ
6. If only one shortcut is used for each keyword semicolon can also be used as a separator character Examples Import file with separator semicolon Miss Ulla Schmitz schm Secretary Mr Anton Miller mi Accounts Import file with separator comma and several shortcuts Miss Ulla Schmitz schm Secretary Mr Anton Miller man Accounts Blanks can be used in keywords as they cannot be used as separator characters Field Separator number of header lines to be skipped In order to specify a field separator select Keyword lists in Enterprise Manager first open Properties in the context menu The field separator for keyword list import can be selected Field separators can for example be comma semicolon the pipe symbol or other printable characters Blanks and tabs cannot be used as field separators If a keyword list is created from software for example using export facilities the resulting file may contain header lines which should not be used for keyword import they have to be skipped This can be configured in Number of header lines to be skipped Keyword Lists Page 107 FileDirector Enterprise Manager Connect keyword list to a field After a keyword list is created it can be connected to an index field It can then be used for indexing in the Windows Client afterwards Create a new index field in the section Fields or select an existing one See Fields Select Keyword in section Contains of the field
7. Index field Select optional an index field of the previously selected document type to define whether Freeform should only be performed if the value of the selected index field fulfils the condition Default country Preselect a country United Kingdom Germany France Australia or South Africa for your forms to improve the Freeform performance and recognition results Recognised type This is the internal recognition type of the Freeform engine Target document type Select for each recognised type a document type where a recognised document should be put into and assign the index fields of the target document type to the recognition fields of Freeform Validate When the checkbox for an index is set the recognised value must be verified This is done by either checking recognised value with a database or by internal calculation of the recognised values If a recognised value could not be validated it must be confirmed or corrected by a user This is done through the post indexing option in the Windows Client Add recognition fields This option field can be added to the Freeform recognition and trained with a learning functionality of FileDirector Fields that are to be trained must be set to validate After a successful learning the selection can be removed from the check box Schedulers Page 46 FileDirector Enterprise Manager If the selection validate is not removed the user is still asked to validate tr
8. Note After timeout within a process it should be forwarded to another step This can be configured by creating connection lines via drag amp drop to the accordant action Keep copy This option provides that a copy of a document stays in the users folder after being automatically sent due to a timeout to the next step Add user To add a user click on the Plus button in the left half of the window and select the user or users from the list of users who are to perform an action during this step Only users who are in one the FileDirector groups can be added Usually a user is chosen from the list of users able to perform the action In the field variable select users from other sources than the pre set user list The following settings are possible Agent The agent is a user who resumed a document by using the option resume This can be another user in each step The agent is determined during editing Prompt user For the variable select a field and the option ask user Then the user who is editing a document is asked in the Windows Client to whom the document is to be forwarded next Several users can be set up The Windows Client provides a list of the users selected The action is determined during the step of a process You can use the Edit command to modify or complete the list of users Index field A field with FileDirector user name A user can be identified from an index field as well In the area variable a field can
9. Retrieval Import Scheduler Using this scheduler you are able to import data from cabinets that have been created by the Retrieval Export in the Windows Client Please read the chapter gt Create Retrieval CD DVD in the user manual The Retrieval Export is for creating a CD or DVD holding the data together with the Retrieval Client so that it can be read without a FileDirector installation The data can be imported to an existing FileDirector Server by using the Retrieval Import Therefore it is not necessary to license the exported data with a ticker In the dialog window a description text is entered which appears later in the list of the schedulers If a scheduler is activated the data is checked into the configured intervals See the General Settings for Schedulers for the basic configuration Keep in mind that the log file is saved with a new time stamp in the configured time interval and the log folder should be sometimes manually purged It is not recommended to configure the time in too short intervals Import file When performing the export command in the Windows Client a schema file Schemes CabID XML additional to the other export files is created for CabID stands the corresponding cabinet ID of the exported cabinet This file contains the required information for a file import You must provide that the user fd server is allowed to access this file and the export file to be able to import this schema file
10. lt body gt div classe stylel gt lt br amp nbsp amp nbsp amp nbsp TEST FORM br gt lt br gt lt div gt div class style2 br div style margin left 40px margin right 40px gt lt table style width 100X lt tr gt lt td gt label ide Labell Applicant lt label gt lt br input name FOUBODOO42A lt td gt BER In the example above the field Applicant is filled with the content of the field with the ID FD BOD0042A Overlays Page 147 FileDirector Enterprise Manager Scan Profiles Overview File Director uses scan profiles for predefined scanner settings adapted for document types and occasionally OCR processes FileDirector allows an unlimited number of scan profiles to be created in a cabinet Scan profiles can be amended changed or deleted anytime Scan profiles in FileDirector are used to ensure that documents are always created with fixed scan profiles thus fixed scanner settings and quality A single scan profile can be used to scan and store documents in several document types of a cabinet New in FileDirector version 2 6 are local scan profiles If no server side scan profiles are set up you can search for locally attached scanners These are then offered to users as a local scan profile The setting of the scan profiles is via the scanner setting in the Windows Client If server scan profiles exist local scan profiles cannot be used New Scan
11. Display audit trail After the audit trail has been configured the database log can be displayed Select Audit trail and an audit display template is displayed in the right of the Enterprise Manager window In the upper part the audit records to be displayed can be filtered by specific document types and users The date or date range can also be selected Select Create list to display the relevant entries Events Page 30 FileDirector Enterprise Manager Display archived logs FileDirector may only hold a limited amount of audit records It can happen that an entry to be displayed is not available any more If you selected to archive audit records you can display them by selecting Archived From the Duration drop down When Selecting Create list a list of log files on the selected archive path is displayed so that the relevant log file can be selected for display The stored log files are time stamped Format Audit Trail Display Entries can be grouped by columns by dragging the column header into the dark grey area on top of the column headers To switch grouping off drag the column header back into the line Entries can be sorted alphabetically ascending and descending by clicking on the column header The second click toggles the sort order Double clicking on an entry of the list opens a window with detailed information If an entry is linked to a document it is possible to display the document direct in the Windo
12. FileDirector Enterprise Manager General Setting In General Settings you can give the template a name description assign the template to a Document Type and select the spool file path Setup template To start a sample file must be opened by selecting Open spool file The sample file opened is not saved in the template setup A COLD template must be reloaded if it gets changed Menu for templates a Open spool file Clicking to this button opens a spool file The content of this file is displayed in the configuration window Field preview If index fields are defined a preview will show which index fields are read during browsing This is especially helpful when using composed fields Add fields When clicking this button the system switches to the Fields tab Y Add filter To add a filter the text to be filtered is selected with the mouse and is added with option Add filter this button or using context menu right mouse button The display switches to the list of filters so that settings for this selected filter value can be specified Y Use filter Using this button the configured filters are applied to the displayed text and the button remains clicked After clicking again the button is released and the text is displayed unfiltered no filters applied Ej Graphic display Clicking to this button switches the display to graphic mode In this mode the text is displayed together with the specified ov
13. Rejecter of step can be selected within a field In this case a user selected in a previous step as approver or rejecter can be selected Document Last modified by Document Created by The fields Last modified by and Created by are maintained by the system automatically and are displayed in the info of a document As the fields containing user names automatically they can be used by a user during a process Actions View The user has to display the document and confirm the information Comment The user has to confirm the information by commenting Approve Reject In case of approval or rejection a separate action can be defined In the Windows Client two buttons appear with the document in the Inbox which allow the document to be approved or rejected The text which can be defined appears later in the Windows Client Process Management Page 143 FileDirector Enterprise Manager All users have to take action Action on tie Using this option you can configure what is to happen if an equal number of users have given positive and or negative responses If during a step even numbers of user all perform an action before the document is forwarded it may result in having an action on tie If e g two users have to approve or reject and one of them approves and the other rejects the process decide what to do with the document Claim document The option claim document is used when a document can be edited by seve
14. Repeating this step will create new entries at the same level Filing System Security You can control access to the storage system directories by setting access permissions The permissions can be used to define the access level that you want to set for specific users and user groups The appropriate configuration in the storage system designer is of crucial importance in preventing unauthorized access to documents Rights to the storage system designers are not configured but inherit permissions from the document type Explicitly set permissions for users or groups in the storage system will override the inherited permissions of document type For example a user is granted only the right to read at document type level but scan is allowed in the storage system permissions therefore the user can scan Right click on a keyword in the storage system designer and then select Security Filing System Designer Page 112 FileDirector Enterprise Manager Security In the Security tab you can set permissions for users and groups against the specific keyword Select the User or Group and then either allow or deny each of the available settings Note Explicitly set corrections for users or groups in the storage system designers use the inherited corrections of document type override Full Access Full Access allows the user to set permissions You should make sure that the fd admin has these rights Create The user may create ne
15. Select a target cabinet a document type and a target field into which the content of the field from the source application should be imported Fields and document types must be created for selection Delete fields If this option is set the contents of the fields are cleared before new information is refreshed by a shortcut If this option is not set the new information is added to the field content already refreshed Display document If this option is set a document searched by Codeless Connector is displayed immediately Found text Close to this field a small crosshair is displayed This is used to link the fields Open a windows application from which a field entry should be refreshed and open a Codeless Connector in FileDirector Enterprise Manager Click to the crosshair in Codeless Connector keep the mouse button pressed and drag the crosshair to the relevant field in the windows application In the field Found text the content of the linked field is displayed in order to control the connection Codeless Connector Page 71 FileDirector Enterprise Manager By using target with white background option the linkage of fields with any windows application which are using controls is possible Fields of Java applications from a browser can be linked The Codeless Connector can be configured for applications for which a text interface is read by OCR So you can use the Codeless Connector e g for text interfaces i
16. Setup SUI le 158 Open image file load template 158 Display GING ZOOM EE 158 Create ET tre 158 ent lu Reg Te EE 159 Duplicate statips teer eme 159 OCR Forms Recognition esussssss 160 v m 160 Ee UE E EC 160 Manual forms recognition c cccccccsscceesssseceessssececsssseeecessaeceesessececsesaeeecsesaeeecseaaeceeseaaeeeeesaas 160 Automatic forms recogpnitlon 160 Functionality of OCR Forms Recognition cccccccccceeessessscecececessesesaeceeeescusseeaaeeeeeessessesssaeeeeess 161 General OCR Properties ccccssssccecececsssesneaecececeesesesaeaeeeeeceseesaaeeeeeeeceseeseaueeeesessessessuaeaeeeeseesees 161 Recognition languages Western OCR Engine esses enne 161 Table of Contents Page 13 FileDirector Enterprise Manager Recognition ele o Le EE 162 felten EE 162 Setting for forms recognitlon dinnedintei in nieeenke deeida na aeeai EE aE aE daia 162 MERI 163 lee EI 163 Languages Asian OCR Engine resini rrin araar N NN a ENA EAEI NS 163 Windows language settings ccccccccsssssssssccececsssesseaeceeeescesseeeaeseceessessesaeaecesecessesesaeaeeeeesesees 163 bevels of OCR Parameter ponens ee EE R ee 163 OCR EN d LCE 163 Create OCR FOM EE 164 References for samples re te ete ve EE e E
17. With this option you can set e g a state field or a condition field for the process management Overlay An overlay is an image which is put behind a text If e g via the VNP only the text is put into a tiff file you can add a letterhead with an overlay for archiving This overlay is being merged with the imported Tiff file and is stored in FileDirector Select the files and add them to the list to add an overlay The stored files should have been scanned with the same resolution as the files imported If more than one overlay is loaded into the list they will be available in this cabinet as option in the next File Import Scheduler Using the down arrow icon to select the overlay which is to be stored from the list If you want to delete the stored file please use the X button Forcing black and white pages When a coloured overlay is stored you can merge and save this file as a black and white image with the imported data The advantage is that the data volume of the images is reduced remarkably Preview of the merged image Using this option you can see how the master suits the final data For testing purposes you can select a file which is to be imported later This might be e g a file created with the VNP for testing Note Please keep in mind that now the conversion of the formats and the merging of the images are being tested A major deviation of the dpi values of the overlay and the final data might mean a major calcula
18. a gt lt p gt lt p gt lt a href lt FDWebLinkUser gt gt Show document in the Inbox using web server lt a gt lt p gt lt p gt lt img src lt FD_IMGEMBED001 gt gt lt p gt lt body gt lt html gt Link in the automatic e mail to WinClient or WebServer In the text file the expression lt FDWinCLink gt is replaced by the link to the Windows Client in the email created The entry lt FDWeblLine gt is replaced by a link to display a document in WebServer Embedded preview of the first page in the document of the email An embedded preview can be configured by adding lt FD_IMGEMBED001 gt to the predefined HTML code 001 is the first page of the FileDirector document If this page is not found in gif jpeg or png format it will be converted to png The entry needs to be created in an mg erc tag in html Email from email to email cc email bcc You can either fill in a static email address into the address fields or choose a field that contains email addresses Multiple email addresses must be separated by a semicolon If multiple fields containing email addresses are to be used they also must be separated by semicolon in the following way FD 12345678 FD 123412345 EMail subject The email subject can be entered or it can be dynamic The subject be can defined as the contents of a field The ID of the g field can be entered in angle brackets e g Bill no FD 12345678 Process Management
19. Client the fixed entries are displayed first followed by the dynamic entries Dynamic keyword lists ODBC and normal ODBC links A keyword list being filled with an ODBC link can also be linked to another ODBC list As in normal linked lists this configuration is set in Field gt Properties gt Tab Extended settings gt ODBC link The filling can for example be performed as follows e Shortcut is being entered into field e Keyword is automatically appended from the ODBC table of the keyword list e The amended word is found in a different ODBC table and using this information in further fields which are filled according to the normal ODBC procedure Note These settings must be carried out with great care in order to ensure proper functionality Keyword Lists Page 110 FileDirector Enterprise Manager Filing System Designer Overview FileDirector offers an easy way to design the filing system in the Windows Client The filing system provides an Explorer like structure in the Windows Client The tool is the Filing System Designer Preparations The first step is to create in the Cabinet an appropriate number of fields as keyword fields for the number of levels you want to create in your filing system Starting the Designer The designer is started by clicking on the Filing system designer button Document type Select the document type the keyword fields are linked with The index field level is shown
20. Disk Drive For a multi user version of the Software to install and use the Software for internal purposes only for the number of computers or simultaneous users identified in the Installation Configuration sheet of the Software package for example if you have purchased a 5 User license you may install the Software for simultaneous use by up to 5 Users on a network BACKUP COPY You may make whatever copies you deem appropriate from the FileDirector delivery Compact Disc the Programs Example Files and any other promotional material that may be included thereon The Application Manual or any part thereof may be reproduced in sufficient quantity to support only the number of users licensed to you and no more You must reproduce and include on the backup copy the copyright notice and other ownership or proprietary legends that are on the original copy of the Software You may NOT make or attempt to make any copy whatsoever of the FileDirector License held on the dongle ANY ATTEMPT TO COPY TRANSFER OR RESTORE THE LICENSE MAY CORRUPT THE ENABLING LICENSE The License once enabled on the dongle represents the full purchase value of the license to use the FileDirector Software The enabled License can be manipulated ONLY by the commands within the FileDirector application RESTRICTIONS You may not market distribute or transfer the Software or the Documentation to others or electronically transfer the Software from one computer to another
21. General Se ttlhBSs misterium eie Ee E 115 Table of Contents Page 10 FileDirector Enterprise Manager Setup storage pool eR tUm eiie c reis rM E ei aed 115 S tup Storage location dee SEA teen etis Shane eei eie eC Ee dn RR eae Eai 116 Idle T P E 116 HIE EAIBPIACIEEET TTE 117 Number of Documents per Sub Location esses esee nnne nnn nnne nina nnns 117 Currently using Sub location Location SublD enne 117 elle TEE 117 MaximuM SIZE cisini 117 EMGRY ld 117 COMP FESSION pee 117 Information to container file oc rire retten eate te ene ua AK iA ena ge ao Ew e o ue xa DN Ce uS 118 ODBC Container viceccescc ETT 118 AssignistordgeDOols rete eere epi reae eet ue er esie ret veri e cree ee ees ease 118 Mirror Storage pool o ee eedem eie a ed euet ve eei Ut UY ende E SEN 118 Delete Storage pool Storage location cccsscccesssceeseecsseeecssececseeceseeecsseeceauecesseceseeceaaeeesseeesees 119 Splitting a storage DOO oic eee toys te d puse ves eres eee 119 Configure the storage pools in Enterprise Manager 120 RUE 121 Setup ODBC link in lee 121 Configure ODBG link uio tte oet vedette ee neta rec etta unde edet editores rae eeu 122 Connection Ed RE E UU aa 122 Search COUM istaran rics idees pide one Ee ariaa s eere audeat Di A ge cH dee AEE AER SAE AE 122 9p entier 122 ODBC link
22. Headquarters original server gt branch office target server Documents are scanned and checked in in both offices Documents from headquarters should be made available to the branch office Case 1 Headquarters are scanning in The branch office is only retrieving but not editing the data A simple replication connection from the original server to the target server is sufficient The scheduler will be setup in the Headquarters and needs a licence to replicate Case 2 Headquarters are scanning in The branch office is retrieving and editing the data The data scanned in is not retrieved or changed in headquarters The replication connection has to be setup on both servers Data is transferred from headquarters to the branch office with a scheduler thus headquarters needs a licence If a replicated document is altered at the branch office the document needs to be checked out in in the headquarters The branch office server needs a replication licence The headquarters server needs to be introduced to the branch office server and the connection setting in the cabinet must be set to online Case 3 Documents are scanned in headquarters and branch office Data is replicated both ways The headquarters server has to be introduced to the branch office server and vice versa Both servers replicate data via a scheduler servers need a replication licence both servers have to be known on each system and the connection has to be
23. The third segment is also written to index field Post code 33333 Sandhausen and only the first five most left characters are used Assignment by identifier If assigning is done by an identifier a text for the identification can be specified In the following example the fields are recognised and assigned by an identifier which is not written to the index field For example text Invoice is recognised and the number following this text is written into the index field The identifier is ignored and not written into the index field Potential blanks between identifier and index are automatically ignored Note The option Find anywhere is only visible when assigned by text ID is selected This option allows it to define the text ID more easily If the word in front of the ID changes the value after the ID is filled into the selected index field Order of the character adjustment The changes after scanning the zone will be done in the order listed below Delete replace by left trim right trim from left from right prefix postfix Delete replace by The reason for option 1 and 5 being the same is it can set a replacement of characters either at the beginning or at the end Delete Replace with With this function you can delete or replace characters from a zone after the recognition There are the same character choices visible and invisible as the option field separator Left trim Right trim
24. Using this option characters can cut off the text recognised by OCR A zone may read a bigger text by trimming the necessary part of the recognised text it can be cut out From Left From Right If a defined number of characters should be written into an index field this option can be used If for example the 5 most left characters should be used specify 5 in From left In the same way a defined number of characters from the right can be specified in From right OCR Forms Recognition Page 176 FileDirector Enterprise Manager Note You can set up additional settings for spaces or tabs in fields Trim left Trim right or From left From right You need to enter a 1 for Space and a 2 for Tab This can help when e g using Assign by text ID when several values are separated by tabs or Spaces Prefix Postfix If several zones are connected to one index field they can be separated by a character which is defined as Prefix or Postfix A Prefix is written in front of the index to be written a postfix follows the index to be written Note Make sure the field length of the index field is big enough to store the maximum number of characters of all zones involved including Prefix and Postfix Following and End pages With this option the following and the end pages which differ from the first page can be defined In addition to that it is possible to fill index fields from the content of the following and end pages Cl
25. a full text recognition and therefore not read full text Only editable pdf file can be read full text whereas these files must not be compressed or encrypted If this option is checked full text reading is immediately performed on a document after Check In on the server For each Check In of a new document the OCR engine must be started This can result in delays and reduced performance of the system during check in Note A full text search can only be successful when the scheduler has been executed which fills the full text index in SQL server See Setup SQL Server for full text reading Accept signed docs only If only signed documents are to be check in to the document type this option must be set For documents which are checked in by a user in the Windows Client the user needs a signature which must be provided by the administrator The user must load the signature from the Windows Client menu Extras gt Options The user must load his signature to ensure documents will be checked in with the signature in this document type If a scheduler is configured to check in documents in a document type which only allows signed documents the certificate must be loaded to the FileDirector Server see server certificate Document type ID The document type ID is needed to narrow down database search requests to the documents of a certain document type The ID denotes the unique number under which a document type is stored Document Typ
26. a user Index field Here a date index field can be selected All available date fields of the selected document type are listed Retention Period The Retention Period can be set applying years months and days following the selected Base date after which the configured retention process will start Press the Plus button to add a retention period More than one retention period with Start Actions can be configured for each Document Type Start Action An action can be configured to be performed on the documents once the retention period specified has been reached The following actions can be applied None No Start Action will be applied Export Moves document data held in the storage pool to a specified location The index data and document remains in the Cabinet Export and delete Moves document data held in the storage pool to a specified location The document is marked as deleted in the database Process If processes have been defined the documents can be sent to a specified process Retention Processing Page 127 FileDirector Enterprise Manager End Action The End Action will be applied to the documents once all retention processing periods have expired The available options are None No end Action will be applied Export Moves document data held in the storage pool to a specified location The index data and document remains in the Cabinet Export and delete Moves document data held in the storage poo
27. a value higher than 111 in the filter field They will not be aware that the documents are filtered because the filter field is hidden If the user created a document the filter field is not filled with a value If it is a user who just searches and who does not check documents in it is not necessary to set a filter as the value is only set during check in AND OR Relation filters a If in ONE index field several entries are configured for one user these filter entries are related to OR In order for several entries to one user to be connected with AND in an index field the following entry can be added to the web config lt FDServer FieldFilterSetToAND 0 ODER 1 AND gt add key FDServer FieldFilterSetToAND value 1 gt b If one user filters in DIFFERENT fields are configured these fields are related to AND or OR depending on the settings in the web config If the entry is not in the web config AND is set as a default entry Example 1 Configuration in the file web config AND Relation lt FDServer CombineSearchFieldsWithOR 0 AND 1 OR gt lt add key FDServer CombineSearchFieldsWithOR value 0 gt Fields Page 96 FileDirector Enterprise Manager A user is to be allowed to see a document only if two fields contain a certain value Configure each filter with the appropriate field for the user Because the filter is in this case related to AND the user is allowed to see the docu
28. an Illinois Corporation having its place of business at 330 N Wabash Ave 15th Floor Chicago IL 60611 USA Stellent MICROPLEX Trading GmbH a German Company having its place of business at Leipziger Chaussee 191g 06112 Halle Germany Microplex ScanSoft B V a Dutch Company having its place of business at Randstad 22 139 1316 BW Almere Netherlands ScanSoft Developer Express Inc a Nevada company having its place of business at 6340 Mcleod Dr Suite1 Las Vegas NV 89120 USA DevExpress Pixel Translations a Division of Captiva Software Corporation a Californian company having its place of business at 1299 Parkmoor Drive San Jose California 95126 USA Pixel You understand and acknowledge that any software module included in the Software may have utility with or be able to be called by other software and or hardware which Spielberg considers to be an unauthorised use of the Software Accordingly you agree that you will use such software modules only as part of the Software and not in conjunction with or as part of or as a component of other software and or hardware which makes calls to such software modules Spielberg grants you the personal non exclusive rights For a single user version of the Software to install and use the Software for internal purposes only on a single computer the Software is considered in use when it is installed in the temporary memory i e RAM or the permanent memory i e Hard
29. an ODBC link in Excel you need a table table1 which might be structured as follows 1 Client No Name Location 2 12345 Spielberg Duisburg Create an ODBC source select the ODBC driver for Excel and specify an ODBC Source name Select xls file in this driver which contains table1 Create an ODBC link in Enterprise Manager as described in the section before and specify the following settings in order to link the table ODBC Source ODBC Source name ODBC Table table1 After hitting Return the columns of the Excel table should appear and can then be assigned Using Excel it is important to specify the table name with character in brackets ODBC Links Page 122 FileDirector Enterprise Manager ODBC link for a csv file A csv file is in principle a text file containing index data separated by a semicolon A csv file can be exported e g from an Excel table This would be similar to the following table The first line contains the column name and the following ones contain the index data 1 Client No Name Location 2 12345 Spielberg Duisburg Please generate an ODBC Source in the System DSN first as described earlier in this chapter Select the ODBC Microsoft text driver that can be used for csv files as well and choose the folder which contains the csv file Open the area Options and remove the check before standard
30. and to which directory documents are currently stored Container The data is written from the file system to a container by the scheduler The container file is stored in the predefined folder The user fd server must be able to access this location A storage pool where a container is to be created must always have a storage location from which the data is moved via the scheduler into the container A container is only configurable when a storage location exists Maximum size The container files are stored to the indicated folder with the maximum size limit which is defined beforehand This ensures that the data packets fit to the used storage medium Encryption The data encryption is implemented through a Blowfish Algorithm Depending on the password all XML and image files are encrypted when checking in The password can only be assigned ONCE The encryption can only be decrypted if the password is known Please use it with care The length of the password must be between 6 10 characters Compression When marking compression the data is compressed in a 7 zip format Existing file formats can be excluded As a default setting zip rar and jpg is already stated Storage Pools Page 117 FileDirector Enterprise Manager Information to container file The file name is combined from the cabinet ID and a continuous number In the stated storage location several files will be created depending on maximum size t
31. are applied to each scheduler Execute on server There are special settings for every scheduler If more than one FileDirector server exists the licence can be chosen for every scheduler If any is selected the first server found with a valid licence will run the scheduler Note If several servers are configured the scheduler can only be started when Enterprise Manager is connected to a server on which the scheduler should be started Scheduler interval The start date denotes the initial start date of the scheduler The configured start date time is relevant for each selected day On each selected day the scheduler is started at the start time specified The scheduler is restarted each time after the interval is elapsed until midnight of the specified day Enable scheduler The scheduler must be enabled to be active and ready to start Status displays actual status and time when the scheduler was started for the last time This information can also be seen in the scheduler list display Ending a scheduler With this option the activity of a scheduler can be ended at a certain time This way you can pause for example a file import so as to start a backup process Schedulers Page 43 FileDirector Enterprise Manager Full Text Reading Including Freeform In order to setup full text reading it must be enabled first Requirements for full text reading configuration OCR Server Licence Component Services is
32. are not deleted only added The structure data is NOT deleted when synchronising If fields or other objects are to be deleted in the original they must be deleted in the copy as well If objects of the copy are deleted they will be restored by synchronisation with the original export Example If for example fields are created manually in the copy and the original they will be created each with different ID s Once the original is exported it again and it is synchronised with the copy the fields exist twice as the synchronisation checks only ID s not names Reregister cabinet Select Cabinets in FileDirector Enterprise Manager and click Properties or select this command in context menu right mouse button Cabinets previously deleted in FileDirector can be reregistered by selecting Reregister cabinet This is only possible if the database still exists and was not physically deleted in SQL server If you have copied a cabinet from another installation and connected the relevant database to the SQL server it can be registered to FileDirector in the same way Note If the cabinet was copied from another network check if access rights have to be adjusted according to your installation See Installation Guide Upgrade Cabinet Upgrade Cabinet provides upgrading existing database formats from older cabinets and earlier FileDirector versions To upgrade a cabinet click on the node Cabinets to show the cabinet list on the
33. associated Page Range If an option to attach the current a linked or a referenced document is selected a page range can be set You can select the pages to be appended to the email You can add the filename for a PDF converted document into this field such as Converted FD 12345678 pdf 1 Process Management Page 138 FileDirector Enterprise Manager The document can be attached in its original format Alternatively the document can be converted to PDF For this you have to configure how electronic documents are converted by the EDOC Conversion This allows you to set colour or black amp white resolutions and JPG quality Black white converts each page to TIFF format with 200 or 300 DPI resolution Colour creates JPEG files with 200 or 300 DPI resolution By reducing the JPEG quality the file size is reduced Client Launch Attachment The name of the attachment can be set in either Show Document or Show document in the Inbox Preview When all adjustments have been made a preview of the email can be generated to check the result Export document If this step is set a document can be exported as a part of the process Setup export The export can be specified with various conditions Export this document The current document will be exported Export referenced document Document type Choose a document type Index field Select the first field that is referenced to the field selected second to th
34. back document type must be specified OCR Forms Recognition Page 162 FileDirector Enterprise Manager Asian full text Licensing If Asian full text is licensed the setting of the Asian languages is switched active Languages Asian OCR Engine The Asian OCR engine supports the following language Japanese Standard Extended Chinese traditional Standard Extended Chinese simplified Standard Extended Korean Standard Extended Windows language settings In order to display Far East languages on a western Windows operating system the following option must be installed Control Panel gt Language settings gt Regional settings gt Install Far East language support Levels of OCR parameter OCR parameters are valid for General settings for the cabinet and all document types in the properties of the OCR node On form level Which settings are important for which area can be found in section scan profiles OCR engine settings The OCR Engine prior IPRO engine displays characters that are not recognised as The threshold can be configured in a config file This file is stored in a standard installation under C Program files Dieter Spielberg DMS GmbH FileDirector Component Service IPRO Engine FileDirector OCR Engine exe config The default value is 75 the maximum value is 100 The bigger the value the more tolerant the engine treats insecure characters keyz CertaintyThreshold va
35. be selected from the existing index fields You have to select a field which contains the user the document is to be sent to This can be e g a field which is with a wordlist containing the appropriate user names or a field which is automatically fulfilled with the user who applied the document Note a Users can be entered with Full name it s not necessary to use the defined logon name In the background the server converts the full name to the logon name Using word choice list please keep in mind that a multiple choice is not possible Only a single user can be selected Process Management Page 142 FileDirector Enterprise Manager ODBC link Under Variable an ODBC link can also be selected In this case the users are taken from an ODBC source The ODBC source must contain a full user name or a short user name Previously an index field must be set up as process management User in the settings of the ODBC link Note It is not possible to create an ask user action with the option ODBC link option Viewer of step Under Variable the option Viewer of step can be selected in a field In this case a user selected in a previous step as viewer can be selected Commenter of step Under Variable the option Commenter of step can be selected within a field In this case a user selected in a previous step as commenter can be selected Approver Rejecter of step Under Variable the option Approver
36. below this option The index field level is defined by the sorting order of the fields in the document type The field on top of the list is the highest level in the index field levels Show new entry nodes The checkbox toggles the option on or off to show the new entry node at the end of each keyword list Load Previously saved structures of the filing system can be loaded either from file system or from the database Save The designed structure can be saved This can be done in an XML file or into the database The option Save to file saves the structure as XML file The option Save to settings saves the structure into the database Filing System Designer Page 111 FileDirector Enterprise Manager Save as The designed structure can be saved This can be done in an XML file or into the database The option Save to file saves the structure as a XML file The option Save to settings saves the structure into the database Note This function differs from the function Save because the internal ID s of the keyword lists are changed Expand all Expand the whole structure of the filing system with a single click Collapse all Minimise the whole structure of the filing system with a single click Create filing system In the lower part of the window enter the names for the different classifications This is done by simply typing the name After confirmation a new empty entry on the same level is shown
37. cells that you want to unlock Choose Format Cells gt In the Format Cells dialog box click the Protection tab gt Remove the checkmark from the locked checkbox gt then Extras gt protect worksheet Now the fields where the protection is unlocked can be filled with entries Using in the Windows Client To use the overlay Excel must be installed on the Client If the form is opened with a click on the index field Tab Edit and a text is entered a different field must be selected in the Excel table to the last entered field before it is applied with OK The entries are saved in the sheet when the field is changed The changes must be applied with save changes in the tab edit when the form is close The document is checked out and the changes are saved as revision with the next check in If an index field is changed a yellow background of the index field will be noticed The overlay entries cannot be searched in the index field If the full text is configured the entries can be found with the full text search Fields Page 92 FileDirector Enterprise Manager ODBC link In order to connect a field with an ODBC link a valid ODBC source must be configured in Windows See gt ODBC Link If a table is configured and the field assignments have been made this field can be connected with an ODBC link If this file is indexed in the Windows Client a search is automatically performed in the ODBC database If a co
38. configuration mirrored During the next run of the container scheduler the data will be written to the container Enter a describing text in the dialog window which will be displayed in the list of schedulers When a scheduler is activated the backup to the predefined Container will run to the stated intervals See the General Settings for Schedulers for the basic configuration Settings In the Settings tab the cabinet is selected and it is possible to define further setting this tab Further conditions within a cabinet can be specified These conditions could be a single or multiple document types of a cabinet and a value of a field Document Replication Scheduler This scheduler starts the replication of data on a FileDirector Server located on the other site In order to do so the replication licence has to be activated on the server starting the scheduler and the connection setting of the cabinet s to be replicated has to be set to online see Configure cabinet for replication Enter a description in the dialog window which will be displayed in the list of schedulers When a scheduler is activated the backup to the predefined Container will run to the stated intervals See the General Settings for Schedulers for the basic configuration Schedulers Page 49 FileDirector Enterprise Manager File import Scheduler This scheduler performs an automatic file import with or without automatic Forms recognition OCR A de
39. configure FileDirector using the Configuration Utility To create further domains right click on Users and Groups and select Properties General Tab On this tab you can set in days the time after which a user accounts password expires Once expired the user will have to specify a new password With the value set to 0 the passwords will never expire Sub Domains Tab To manage internal domains select the Sub Domains tab Any existing domains will be listed You must be a member of the fd admins group to create internal domains Administrators of internal domains sub administrators cannot create internal domains To create a new domain select Add type the name of the new domain and then press Enter The domain groups will then be created together with a domain admin user account To remove a domain select the domain you want to remove from the list and press the Remove button The domain and its groups will be deleted Windows Users The Windows users are users administrated locally on the Windows computer or centrally administrated on a Windows server with Active Directory All users are created using the operating system functionalities Users are created and managed using operating system functionalities The users or groups of users who will use FileDirector are added to one of the FileDirector groups that will have been created on the local server or within Active Directory Users and Groups Page 34 FileDi
40. field can be assigned multiple times to an index field Schedulers Page 61 FileDirector Enterprise Manager Field separator The field separator enabled the separation of a line to indexes which are allocated to the fields In the example the colon is set as a field separator So index 2 is the index number from the defined subject line Subject Code 123456 Index do 2 Code field value field separator 123456 content of the index 2 which is mapped to the field RcptTo_Address If a further text is written after the number a further colon must be set in between to separate the text If there is not any further separator the text would also be written in the field 2 A field separator is only necessary when the content of an email field e g subject is to be split into multiple index fields Test settings To test the settings an xml file can be loaded manually and verify the information that has already been written in the import folder A result mask with all field contents and the recognised target document type appears So the configuration can be controlled with all allocated fields If the files are imported they are deleted from the folder Should an error occur during the import a subfolder errors will be created and the files are written with a time stamp This can happen if e g the numbers of characters of the target fields are not enough for the field content Make sure that the accou
41. for a csv le 123 Setup ODBC source for Oracle cessccccesssececsesnececsenececeeaeeecseaeeecseaaeeecseaeeeceeaaeeecseaaeeeeseaaeeeeeeaas 123 Create a DSN EO co L 124 TESt COMMECTON ie ERES LE E LLLI IT IM 124 Additional information for ODBC settings c cccccccccssssssssececececsesesseaeseeeesceeseseuaeeeeeesssesesnaeeeeess 125 3rd party ODBC ele oem 125 Log in not configurable in the ODBC driver eene nennen nnns 125 Retention Processing eeeeeueuussss 126 III er 126 Create Retention EIOEE R eenegen Eed deae eaa ec pibe Reg ae ve aee Ta deed aede rR iD DRE sears 126 EE DIR ele CN 127 Datebased OH ciere da En rn a e a i b V n E a DO Ha DEVE RE ER ERA XR A 127 RetentloniPerlOQ iiccs icio paa C ener a De ra x En C eva rd va rx RR E C RE e RE RR TR 127 ele ei e EE 127 auebiledomRONTOmTNT 128 Jio c E 128 ez EE 128 Export and retrieval of data on CDs 128 Process Management eene 130 Gu 130 Process TEE 130 Global Process Properties cccsccccccccessssssseeeececesseseaeaeeeeecesseseeaeeeeeeeceseesuaeaeeeeeseseeseaeaeseeseeees 131 EE ee EE 131 Table of Contents Page 11 FileDirector Enterprise Manager tele Merde Le UE 131 User Action E
42. ignored Send to email Using this email function informative e mails can be sent during a process step to persons without access to FileDirector To send a pre configured e mail via an auto action in a process an SMTP Server must be configured in the Configuration Utility on the server See the Installation manual Configure e mails The appearance of the email can be configured by selecting Setup email A link to retrieve a document using the Windows Client or WebServer can be configured with an HTML definition Process Management Page 136 FileDirector Enterprise Manager Help Window When selecting an entry from the help window it is copied to where your cursor is in the preview window Example IDOCTYPE HTML PUBLIC W3C DTD HTML 4 01 Transitional EN gt html head title Process management notification lt title gt lt head gt lt body gt lt p gt Click below to show the document lt p gt lt p gt lt a href lt FDWinCLink gt gt Show document in installed client lt a gt lt p gt lt p gt lt a href lt FDWinCLinkUser gt gt Show document in the Inbox in installed client lt a gt lt p gt lt p gt lt a href lt FDWinCWebLink gt gt Show document in web client lt a gt lt p gt lt p gt lt a href lt FDWinCWebLinkUser gt gt Show document in the Inbox in the web client lt a gt lt p gt lt p gt lt a href lt FDWebLink gt gt Show document using web server lt
43. is 0 if any of the characters do not match the identifier text Find text anywhere in zone When this option is marked the text in the document identification must just be anywhere in the identifier zone that was configured If this zone is added to an index field the complete read text will be used as the text of a normal zone and may be configured with the index field configuration options trim replace etc Optimise identification results with lt RegEx gt Regular expressions can be used as a filter for the identifier of the OCR This way an inaccurate recognition e g dot matrix printer outputs can be optimised Prepend lt RegEx gt in the zone to optimise identification Example Page 1 De 2 is sometimes recognised as Pa3e De 2 The g wasn t clearly recognised by the OCR To make the identifier despite the problem a regular expression can be configured to ignore the g OCR Forms Recognition Page 168 FileDirector Enterprise Manager This could look like the following expression Text element RegEx Pa e 11 t De Note Ticking the option Find text anywhere in zone avoids the expression being overwritten when the zone is read lt RegEx gt needs to be placed at the beginning of the text element definition to flag the use of a regular expression Find text anywhere in zone is ignored when using lt RegEx gt Pa e The character combination Pa is expected then any characte
44. name of the cabinet ID e g filedirector data1 FD_CabID The folders must be shared for the fd server user and must be writeable For best performance these folders should be on different hard disks The sub locations can now be moved to the different storage locations e g 0000001 0000010 in storagelocationt FD CABID each with 5000 Docs 000001 1 0000020 in storagelocation2 FD_CABID 0000021 0000030 in storagelocation3 FD CABID Storage Pools Page 119 FileDirector Enterprise Manager Configure the storage pools in Enterprise Manager After the data is copied to different folders the storage locations in Enterprise Manager must be relocated to these folders All locations which are listed in the Enterprise Manager are browsed for documents The priorities are set in the browsing order All storage locations where nothing will be written to must be set to read only The last storage location in which the current documents are written must be writable Example Storage Pool Storagelocation1 Priority 1 read only true 5000 documents in 10 sub locations 50000 documents Storagelocation2 Priority 2 read only true 5000 documents in 10 sub locations 50000 documents Storagelocation3 Priority 3 read only false current storage location 5000 documents in 10 sub locations 50000 documents Current documents are now saved in the third storage location and the read only storage locations can be br
45. of county specific special characters Firstly the properties for the whole form are used for the image improvement and after this the properties for the zone Please refer to section image improvement zones to learn how to configure the filter for the image improvement All properties for a form are used in mock test recognition during form configuration and during the recognition of the zones The different properties for manual OCR recognition are set up in the scan profile See Use OCR and form recognition When using OCR recognition in an import scheduler the language settings of the OCR parameters of the relevant form are used See File Import scheduler OCR Forms Recognition Page 180 FileDirector Enterprise Manager Deactivate an OCR form In form recognition all configured forms are used To make adjustments or prepare OCR forms you can deactivate forms to exclude them from the recognition To deactivate an OCR form you must select the form on the right side of the Enterprise Manager and click the command nclude in form recognition or Exclude from form recognition in the right click context menu If a form in a scan profile or in a scheduler is directly mapped with the option Always use this form the deactivation is ignored It s possible to map the forms directly and exclude them for global form recognition These forms are ignored for the option full form recognition or document type limited form recogni
46. online Cabinets Page 78 FileDirector Enterprise Manager Transferring document responsibility If a document is created on a designated replication server the id of this server HomeSN is assigned to it This server id is used to identify the owner of the original document In some cases it may make sense to transfer the document responsibility To transfer the id of the document to the target server the option transfer document responsibility needs to be selected before the replication process starts After transferring the responsibility the documents can be edited on the target server without an online connection to the original server Example A service provider scans documents for a customer These documents are going to be transferred to the customer s server later on The customer should be able to work with the documents as if they were scanned in house no connection to the server of the service provider is going to be established for this For this scenario the service provider needs a replication licence and starts the replication scheduler on the customer s server after scanning in In order to do so the server of the service provider needs to be familiar with the customer s server If the responsibility for the documents is transferred with the documents to the customer s server the customer can work self sufficient Replicate documents when checking in This option has to be set if documents should be repli
47. over a network except as expressly provided herein You may not de compile reverse engineer disassemble or otherwise reduce the code of the Software to a human perceivable form You may not modify adapt translate rent lease or loan the Software or the Documentation or create derivative works based on the Software or the Documentation OWNERSHIP AND COPYRIGHT Spielberg Microsoft Stellent Microplex ScanSoft DevExpress and Pixel reserve all rights to their respective software modules of the Software and the Documentation The Software and the Documentation is copyrighted Unauthorised copying of the Software including portions thereof or the Documentation is expressly forbidden EXPORT CONTROL You agree that the Software and Documentation will not be shipped transferred or exported into any country or used in any manner prohibited by the United States Export Administration Act or any other applicable export control laws restrictions or regulations of the countries involved FileDirector Enterprise Manager SUPPORT AND UPDATES Spielberg Spielberg s subsidiaries or affiliates their distributors and dealers are not responsible for maintaining or helping you to use the Software and the Documentation excepting where agreements have been entered into between specific parties i e Spielberg Distributor Distributor Dealer Dealer End User No updates fixes or support will be made available for the Software and Documentation o
48. pools is displayed General Settings In the General tab a name and description for the storage pool is entered Setup storage pool The configuration settings of a storage pool can be opened by a double click on the selected storage pool A dialogue window appears where settings can be specified for a storage location its priority among the existing storage pools and the number of documents to be stored per subdirectory General file system and container First the data of FileDirector will be saved as image data and XML files in to the file system The structures of the folder and the huge amount of files need a lot of space for backing it up By using a container the data of the file system can be compressed and saved and encrypted in planned intervals managed by a scheduler FileDirector is able to read the data directly from the container and providing them on request Storage Pools Page 115 FileDirector Enterprise Manager Advantages of using containers e The newly typed data can be saved Existing data need not be saved again Incremental backup e The disc space will be used more efficiently due to compression e The cluster units are used more efficiently due to the larger data packets and therefore less disc space will be needed e Due to the Blowfish Encryption if a user has rights on the data folder of FileDirector they still cannot access this data e Data backup is much faster e The
49. reading This check is automatically performed on each barcode read DataMatrix DataMatrix is a two dimensional matrix barcode consisting of black and white cells or modules arranged in either a square or rectangular pattern Barcode Settings For barcodes additional settings can be specified A barcode may contain a check digit The recognition and check with this check digit can switched on or off for some barcodes If a barcode is rotated by 90 degrees on the page this can be set for reading For other types of recognition zones this rotation is not possible Extended Search not on floating barcodes The extended search is a function to use in exceptional cases for barely recognisable barcodes This option cannot be used for floating barcodes The recognition using extended search is slow compared to the regular search Therefore consider changing the used barcodes to better readable types This option should only be used in exceptional cases OCR Forms Recognition Page 173 FileDirector Enterprise Manager Barcode threshold With the barcode threshold the return value can be affected but not the quality of the recognised values The threshold filters the result of the recognition and is only used in exceptional cases If the default setting 0 is used all recognised values return and no filter is set Is it configured to 99 all positive values return With the setting 100 no values return Verification for un
50. recognised correctly the relevant documents can be scanned for testing so the analysis of the incorrect recognition is easier The following items can be a reason for incorrect recognition of documents The document is scanned with a different resolution than the stored sample No identifiers specified on sample Several forms have similar identifiers no unique identification possible No document type or wrong document type specified for Fall back Resolution is too high Resolution is too low Threshold is set too low high OCR engine not installed The image is larger than 8400 x 8400 pixel Select document type In Form recognition the form to be recognised can be selected from the available forms The page displayed in the preview window is checked If All is specified all available forms are checked against the displayed document To run a recognition test again click on Reset batch Result of recognition If all forms of all document types were checked the recognised form is displayed in Selected form The settings of this form are used for indexing In Target document type the document type is displayed to which the displayed document would be stored The list displays all forms and their respective recognition rate which were checked against the document If a document could not be classified uniquely it is assigned to the Fall back document type The bottom left part of the window display the recognition results if
51. right side of the Enterprise Manager In the column version the current version number is shown Select the cabinets to upgrade on the right side and choose the command upgrade cabinet from the right clicked context menu Cabinets Page 84 FileDirector Enterprise Manager Fields Overview FileDirector saves the index data of documents in a database The index information is essentially for filing and retrieval of documents FileDirector allows an unlimited number of index fields to be created in a cabinet for document description These fields can be amended changed or deleted any time Fields are created globally they can be used simultaneously in different document types Because of this internal structure it is very easy to perform a comprehensive search over different document types if they contain at least some common index Create new field Select Fields within a cabinet in the left part of FileDirector Enterprise Manager window Click the New button to create a new field General In the General tab a name and a description for an index field are specified Additionally field length and content allowed characters must be configured Accelerate search With the option Accelerate search a key is set to an index field in the database A search can have faster results if fields are frequently used for a search Do not check this option for all fields as this can greatly affect the database size
52. select Full Textindex Define Full Text Index The Full Text Indexing Wizard will then be displayed Select an Index Select as the unique index for this table PK FD Images which is the default value Press Next Select Table Columns Select the column OCR Text and press Next Select Change Tracking Select to automatically track change Select Catalog In the field New Catalog enter a name of the full text Catalog Press Next Define Population Schedules You must then define a schedule as to when the Catalog will be updated by SQL You should define this so as to suit your organisations procedures and to take into account that the SQL catalog should not be updated until the full text reading has been performed by the FileDirector scheduler SQL Server Agent The Service SQL Server Agent must be started for SQL full text scheduler functionality This should be started with the same account as the service MSSQLServer Schedulers Page 45 FileDirector Enterprise Manager Freeform Recognition Freeform Recognition depends on full text and is configured with the Full Text Scheduler The Cabinet need not be configured with a SQL full text catalog Select the Settings tab from the Full text scheduler Cabinet Select a cabinet you want to perform freeform recognition on Check the option FreeForm recognition and set up the condition Document type Select a document type where Freeform should look for new documents
53. simultaneously and displays the result in the result area The zones are all displayed individually numbered even several of them are assigned to the same index field Recognise full text The full text recognition in this area has test functions As a quality check the results of complete text recognition can be displayed OCR settings and their influence on the recognition results can easily be checked When full text search should be used it must be configured on the server See Setup full text recognition OCR Forms Recognition Page 166 FileDirector Enterprise Manager Recognise full text and zones This option combines Recognise all zones and Recognise full text The result is displayed in the bottom part of the window Recognise all index fields In the result area all zones contents are displayed with the respective zones If several zones are assigned to an index field this function tests how the field content will look If the content read is too long for the specified field a warning is displayed Field separators can be checked if specified gt Prefix Postfix Display identification results If a graphic document identifier is specified the similarity of a scanned page can be compared with the template When using a text identifier only a result of 100 or 096 is possible When using a graphic identifier a similarity between 0 and 100 can be the result because similarity is checked Delete Zones a
54. size of a packet of saved data is variable This makes the back up to different types of media easier Note A licence is required to use the container If you do not own this licence you can only configure container but the scheduler will not work Setup Storage location By default document data is stored in the directory filedirector data The Account fd server must have full control on the directory created and used for document storage If not FileDirector cannot manage document data correctly If a page of a document is to be displayed in the FileDirector Windows Client the relevant document must be downloaded from the storage pool Note The push down search is a setting for the usage of jukeboxes It indicates that the data is always located in a sub directory If a UNC path on a network is specified the settings can be made on any computer in the network which runs an enterprise manager If a local path on the server is used e g C the settings can only be performed on the server as this path is evaluated from the PC as a local path The data may not be found on the server and the settings must be repeated and corrected on the server itself Do not use mapped paths because they depend on the log in of the users The user fd server may not access these folders but the administrator can do that You should only use real drives or UNC paths Priority Any number of storage locations can be specified in a stor
55. stamp which is manually set is attached as an annotation and can be hidden moved or changed Place stamp If you select a defined stamp it must be placed to set it automatically during the scanning process To place a stamp a template of the page must be loaded in the preview of the scan profile configuration After loading a template the stamp button is active in the menu With this option the stamp is placed at a location on the page Using the mouse wheel the stamp can be scaled before it is placed Only on first page When Only on first page is selected the first page of a batch scan gets stamped When the option is not selected every page is stamped Set field to value If documents are scanned with this scan profile an index field can be pre set with a fixed value automatically In this example field Country is automatically pre set with Germany If several pages are scanned each document is pre set with the relevant value Note When using this setting ensure that the pre set field is used in the relevant document type where scanning should be done It is recommended to either use a fixed document type or not to select Allow to change manually or choose an index field which is used in all document types that are used for scanning Scan Profiles Page 156 FileDirector Enterprise Manager Post indexing The post indexing offers the option to use a single scan station and provide the scanned documents
56. the document could by classified Independent of the page definitions in any case a start page must be recognised first The recognised page is displayed in the field Status OCR Forms Recognition Page 179 FileDirector Enterprise Manager Test the Configuration with following pages If a configuration is to be tested with following and end pages the order must be strictly kept so as to recognise the correct page Scan or load the first page and do the following Reset batch Chose document type all or target document type Recognise start page recognised must be displayed Scan or load a following page Recognise Following page recognised must be displayed Scan or load an end page if configured Recognise End page recognised must be displayed If the correct page is not displayed check the configuration for false settings e g no unique identifier zones or double mapped index fields with other contents on the different pages Full text Starting the recognition also performs a full text reading of the page This is a test reading for quality check the result is not stored Here it can be checked which words would be recognised and available in a genuine full text reading OCR parameter of a form You will find a tab for the OCR parameter in the configuration of the OCR Forms regarding to the whole form and not only for the single zones Selecting the appropriate language provides the recognition
57. the printout the details of a process and the properties for each step are fully listed as text When a new step is created an arrow appears on the lower frame By clicking on this arrow a menu with options to add new actions a branch or link is displayed The description for these options is in the following sections Change order and connections of actions Connecting several actions in series will be graphically connected with a line For each action it is possible to have several inputs but only one output Click on an icon e g icon for auto action and drag it to a connecting arrow till a plus icon appears to rearrange the steps of an action After dropping the step it will be put in the new location Pull the arrow via drag amp drop onto the junction to be connected to modify connecting lines Delete a connection by pulling the icon to an empty space An X will appear because no junction can be found If you release the mouse click when the cursor is an X you will delete the connecting line If an action is extracted from a process without having a connection to any other step it is ignored in the process It can be integrated again later by moving and establishing new connections Note For example a connection to another step within the same process can be created to ensure that it is possible to create skips within a process Do not accept new documents Disable process When this option is selected the relevant proc
58. to start the configured actions once the configured time is elapsed the retention control must be activated and be controlled by a scheduler The retention actions are carried out for all the configured document types See Retention Control Scheduler Create Retention Process In the Cabinet tree Structure in Enterprise Manager right click on Retention Processing and select New From the subsequent Retention Settings window you can define the settings for each document type within the Cabinet All Retention processes performed on documents within the Cabinet are based upon a specific date from which the retention period starts Each Document type can be configured separately so that different actions are performed depending upon the requirements for the documents stored within each Document Type To apply settings for each Document Type select the Document Type from the list displayed in the Settings window and then apply the Retention settings Retention Processing Page 126 FileDirector Enterprise Manager General Settings Date based on The base date upon which the documents lifetime and the action to be taken after the documents lifetime has expired must be configured Document open date The date the document was created in FileDirector Last modification date This is the date of the last revision Last used date Date when a page of the document was last displayed when it was downloaded to the local cache of
59. 080C DR X10C DR 3060 DR 6010C MS 300 DR 3080C DR 6050C MS 350 Note A test scan is only possible for a specific scanner if it is recognised correctly An ASPI driver is necessary to use a SCSI scanner You must install the proper driver for a USB scanner This inf file is provided by the scanner manufacturer ISIS Scanners can also be connected via ISIS driver The driver needed can be installed via the FileDirector installation page The scanner settings are configured in the appearing ISIS driver window The usage of ISIS drivers requires a licence Scan Profiles Page 149 FileDirector Enterprise Manager TWAIN If a TWAIN driver is installed for the scanner it can be configured via TWAIN TWAIN drivers are used for scanners that are not directly supported by FileDirector Note Since TWAIN device drivers are not supplied with FileDirector and are usually supplied with the scanner from the manufacturer we have no influence on the performance and scanning facilities offered by such drivers In most cases scanning with a TWAIN device driver will be slower than scanning with an included or ISIS scanner driver Setup source After selecting the relevant source a scanner configuration window opens For example a DR2080C is displayed When changing a scanner configuration this window appears when selecting Setup source Generally all options offered depend on the source selected and the connection used These settin
60. 27 iei HH 27 Original server definition IRR 27 Create replication connecti Norieen ertt regia de than ee adea de Ea ace ee rudes EEN e ERR ENTER 28 AUC T uu u A Audit Trail Configuration reve osi ee E o Ee 29 Settings Tab xit hentai eee neve E erunt ente tee elus dy uv Vetere 29 SERVER Wal m M 30 NICE Milo 30 e E LU 30 Display audit traller issie eet e taped oe E 30 Display archived 085 5 torret teen Eee v eae be ead ere tire Ee eve ede ve eere te een 31 Format Audit Trail Display trier rcli eem Ee de eege ete eve re d n Pr ER es 31 Export part of the audit information c cccccescccessssseceessssececssssececsessecsesessececsesseesesesaeeeeeeaaess 31 ied MILII c H 31 Session time out Urcences eene nennen ersten entere nr esses TEKANE NAARAAN aai 31 Table of Contents Page 5 FileDirector Enterprise Manager Users and Groups 1 ccecsseeeeeeee eene nennen OO FileDirector internal Users and Groups ssssssssssssssssesrrsrssssrsrrrnrrssssrnernrnnssssrnernnsnssssrnernnsnssssrnenn 33 intemal Re EH CN ER Manage Internal Domaine 34 eruic 34 SUB DOMIAINS TAD EE 34 Windows USCIS EL
61. Add Group membership By double clicking on a user account the account properties will be displayed Selecting the Member of tab allows you to configure the groups the user account is a member of To add the account to a group select Add select the appropriate groups from those listed and press OK To remove the user from a group select the group name from those displayed and press Remove Once the changes have been completed press the OK button to save the changes User Absence Settings When using the FileDirector Process Management option users may be part of a process and have to perform actions as parts of the process To take account of the times a user may be away absence settings can be applied on the user account Absence tab When the Absent tick box is ticked the dates from and to when the user will be away can be set In addition and tasks that are meant to be performed by the user can instead be forwarded to an alternative user during the period of absence Managing User Groups After the groups are configured the users can be allocated to the groups This can be done by with the user properties as described above or within the group configuration Note A user must not be member of more than one licenced group Please keep this rule in mind when designing your group structure Users and Groups Page 37 FileDirector Enterprise Manager Group Members By double clicking on the group name and then
62. Background removal Text improvement and Shrink horizontal The option Shrink horizontal can improve the recognition for dot matrix printer printed lines OCR Forms Recognition Page 169 FileDirector Enterprise Manager The image improvement for the zones is executed after the filter settings of the OCR option for the whole form There is a tab for the settings of the whole form named OCR Parameter OCR Parameter properties When shading the whole form and additionally a zone the effect will be doubled The filters are executed successively so that the order is important for the result If you darken the page at first the noise pixel will be enlarged If you remove the noise first and darken the page after it the remaining text will be accentuated You can view and check the result of the filter settings immediately Filter settings e g Darken can be used multiple times The order of the filter can be changed via drag amp drop this means you can e g move the 5th entry to the 2nd position and see the changes immediately If the zone is being moved you can see the changed for the section of the zone immediately These improvements will be executed before all other character adjustments in a zone After these changes an OCR scan be done Note There are no recommendations for best settings You have to test the optimum settings for each sample These settings are helpful when you scan barely readable samples dot matrix print
63. C driver in section Create New data Source Specify the following settings in dialogue fields Oracle ODBC Driver Setup S tz 93 IS Data Source Name Name of the DNS to be added TNS Service Name Name of the Oracle instance normally specified in the following format database name host name Please refer to your Oracle database administrator for this information User ID and password A valid account for the oracle database must be entered This account must have the rights of a database owner FileDirector cabinets are stored in Oracle under Scheme using the database ID For each database an own account is created using the database name cabinet ID that is the database owner This account can be used as the default account to access the database via an ODBC driver As UserlID the respective user and the password must be entered Example CabinetID FD DA15DA61 Password of user FD DA15DA61 password Setting for password in Oracle Enterprise Manager gt Security gt User gt FD DA15DA61 gt Set password UserlD FD DA15DA61 password In this example a table was created manually within a FileDirector cabinet database If the table was created in a different database the password was for this database accordingly Test Connection Test the connection and close the settings when the connection is successfully established Now the ODBC link can be created in FileDirector Enterprise Manager as described a
64. COPY ML 142 hU RIETI RR TC 142 e 143 All users have to take action 144 Claim docume 5 2 ss sseccanicbeas DACH eR ace Dese segni deus Ae Soe 144 SE De TEE 144 SIME RERO ELTE TAE 144 User defined Ez Tet o PEE ETT DIT 145 Add new CT ei BEE 145 Add new IK SEH 145 Change Lee 146 Replace user il process eem enis teer eade depeet ed eadystancebeesedecdsseancegaedteandysaetcngeesenans 146 COPY DFOCESS TT 146 Logging process activities 146 Distribute Load to several servers cecccccssssseceesececeeseesecesseeeecesseeeecssseesecesseeseceeeeeaecesseeaeeseeeaaees 146 eir M M E a GNI e eE 147 TEE 147 Filling fields in HTML templates eene nennen nnne nennt nnns 147 Scan Profiles eere erre nnn nnne nnnnensenses 148 EIVCHEN 148 New Scan Proe 148 Duplicate Scan profile 148 ELE DIR ele 149 Table of Contents Page 12 FileDirector Enterprise Manager Select document typl EUR 149 Select ee 149 Direct SCSl and USB connectiOn 1 eerte oreet inen etaed eee pe apretar EINEAN EEI ENNEA 149 Kl 149 TWAIN m 150 SOUP SOUIGCE em
65. Click on Define text format and choose the required file Now you can define different options as for example the separators or whether the name of a column does exist in the first line After finishing the configuration of the ODBC Source of the csv file configure the ODBC link in FileDirector Assign the ODBC Source and as a table the file name of the csv file ODBC Source ODBC Source name ODBC Table odbc csv Confirming with Return the columns of the csv file will be shown and should be assignable Setup ODBC source for Oracle Install the Oracle client software including ODBC and Oracle driver options Create a system database name DSN in ODBC control panel When the ODBC driver is checked and DSN is created if an oracle database is present here carry on with configuration of an ODBC link in Enterprise manager as described above With an Oracle implementation make sure that the newest Oracle ODBC drivers are installed The default Microsoft ODBC drivers are not compatible In Oracle 9i select driver Oracle in Orahome 92 which is listed after installation in the ODBC drivers list ODBC Links Page 123 FileDirector Enterprise Manager Create a DSN in Oracle 1 Select Start gt Control Panel gt Administrative Tools gt Data Sources ODBC to open the ODBC Data Source Administrator window In ODBC Data Source Administrator select the System DSN tab Click Add Select the Oracle ODB
66. Configuration of keyboard shortcuts for transfer of field contents e Creation of one or more Codeless Connector connections to different fields in FileDirector Enterprise Manager e Mapping of the fields in Codeless Connector to the fields of the application Codeless Connector Page 70 FileDirector Enterprise Manager Configuration of keyboard shortcuts The keyboard shortcuts are configured by double clicking the node Codeless Connector or calling properties of this entry in FileDirector Enterprise Manager For each function Search Edit Scan key CTRL ALT SHIFT and a character can be selected Mouse clicks can also be used as shortcuts left middle or right mouse button as single or double click Please note that the combinations configured must be unique for each function and must not clash with other shortcuts also from other applications Single or all configured fields of the application can be taken over The following functions can be allocated with shortcuts Search hotkey single only the active field is used for search Search hotkey all all fields of the application are used for search Edit hotkey single etc Edit hotkey all Scan hotkey single Scan hotkey all Configuration of a Codeless Connector link Select Codeless Connector and click the yellow star button in order to create a new connection to a field A dialogue window appears where the name and description have to be entered
67. ID The scanned pages are physically stored there To delete a cabinet completely the following components must be removed e Cabinet in FileDirector Enterprise Manager e Database in SQL Server index data are stored here e Data subdirectory of cabinet data filedirector data ED ID CAB Cabinets Page 80 FileDirector Enterprise Manager Purge Cabinet You can purge the contents of a cabinet the data in the storage pool as well as the entries for the documents in the database are permanently deleted unless a backup of the data and the SQL database was made Only the content of the Cabinet not the configuration of the cabinets fields and document types are deleted Delete full cabinet If the option Full cabinet is selected and the purging is started all documents from all document types in this cabinet are deleted All data from the database and the storage pool are being deleted The configuration of the cabinet persists Delete selected document types If the option Selected document types is used only documents and data types of the marked document types are purged The configuration of the document types remain Delete only deleted documents When documents are deleted from the server in the Windows Client by a user the data and database entries are not really deleted They are only marked as deleted in the database The deleted documents can be restored anytime If these documents are to be deleted pe
68. Other special font used for OCR recognition This font is similar to normal print fonts and can easier be read Magnetic Ink E 13B is used e g in USA Canada Australia and England MICR E 13B Numeric with 4 control characters Magnetic Ink CMC 7 is used e g in France Spain and South America MICR CMC 7 Numeric with 5 control characters Asian This setting is only listed if Asian OCR is licensed This specifies which orientation should be used for Asian text to be recognised Optical Mark This option is used to decide if a check box was checked or OMR not Barcode The following barcodes are supported by FileDirector 2 of 5 interleaved Alpha 39 Codabar Code 128 and PDF 417 OCR Forms Recognition Page 171 FileDirector Enterprise Manager Floating Barcode If a floating barcode is assigned to a zone the barcode type must be specified A floating barcode searches for barcodes on the whole page and reads the first barcode found Note A barcode of type 2 of 5 interleaved is a very simple barcode type The barcode module may be confused by graphics on the page A barcode which is only located on the first page of a document can be used as an automatic document separator in batch scan mode Anchor If an anchor is assigned to a zone the positions of the other specified zones on that page are calculated relative to that anchor zone That means that if an offset of the anchor is recognise
69. Page 137 FileDirector Enterprise Manager Email Text The text of the e mail can be written either in simple text form or in html code If html code is used it is possible to configure the font e g color example below or bold type IDOCTYPE HTML PUBLIC W3C DTD HTML 4 01 Transitional EN gt lt html gt lt head gt lt title gt E Mail Test lt title gt lt head gt lt body gt lt p style color red gt red lt p gt lt p style color blue gt blue lt p gt lt p style color black gt black lt p gt lt p gt Text lt FD_12345678 gt Text lt p gt lt body gt lt html gt Contents of the FileDirector fields can be included in the email text as well by adding the field ID in angel brackets Attach documents A document can be attached to the sent mail It can be defined whether the current document of the selected process a document linked to the current document of the selected process or a referenced document should be attached to the mail Current document The current document of the selected process is attached to the email Linked Document A document linked to the current document of the selected process is attached to the mail Referenced Document A referenced document is attached to the mail The document type of the referenced document must be specified In addition an index field of the current document type and the corresponding index field of the referenced document need to be
70. Paul The group administrators is in the FileDirector group fd scan The group Administrators is assigned to the Cabinet but no rights were set therefore the group has no rights at cabinet level As it is not possible to hand rights down the group won t have any rights at the document type level On this level you can release documents types for this group which they need be able see and work with Add Users Groups If a user should be given special access rights in FileDirector his account must be imported using FileDirector Users Groups This account is known to Filedirector and appears in the list of accounts See FileDirector Users Groups Select Add in order to select accounts and groups Note If the user who should configure and administrate FileDirector is given complete control before configuring other rights he will always be able to have full control over the system even if he accidentally removes the full control rights for the administrator group Select accounts Several accounts can be selected and added to the list with one click The list of users and groups can be sorted alphabetically by clicking on the column name Rights on cabinets The access right system is built hierarchically to allow access rights on cabinets to be inherited to the document types of that cabinet Deny always has a higher priority than Allow If rights should be allowed or denied the relevant check box Allow or Deny should be checke
71. Profile Clicking New in Scan profiles opens the dialogue window to create and configure a scan profile Duplicate Scan profile Existing scan profiles in a cabinet can be duplicated Select the scan profile to be duplicated and click on Duplicate item in the tool bar on top A new scan profile appears with the same name but starting with Copy of This scan profile carries the same properties than the original one Change properties of the new scan profile according to your needs by selecting Properties in context menu Scan Profiles Page 148 FileDirector Enterprise Manager General Settings In the General tab a name and a descriptive text for the scan profile is entered Select document type If the option Allow to change manually is not set this scan profile can only be used to scan to one specific document type If Allow to change manually is set documents can be scanned to all documents types using this scan profile Select source Direct SCSI and USB connection When using Direct SCSI connection either a specified directory can be searched for stored documents directory scan or a direct connection to a Canon document scanner can be used The following document scanners can be connected to FileDirector as the drivers used are already implemented CR 180 Cheque scanner DR 3080C II DR 6080 DR 2050C DR 4010C DR 7080C DR 2080C DR 5010C DR 7580 DR 2580C DR 5020 DR 9050C DR 3010C DR 5060F DR 9080C DR 3020 DR 5
72. Spielberg Solutions GmbH FileDirector Enterprise amp SBE Enterprise Manager Version 2 6 Disclaimer Spielberg Solutions GmbH makes no representation or warranties with respect to the contents or use of this document and specifically disclaims any express or implied warranties of merchantability or fitness for any particular purpose Further Spielberg Solutions GmbH reserves the right to revise this publication and to make changes to its content at any time without obligation to notify any person or entity of such revisions or changes Further Spielberg Solutions GmbH makes no representations or warranties with respect to any FileDirector software and specifically disclaims any express or implied warranties of merchantability or fitness for any particular purpose Further Spielberg Solutions GmbH reserves the right to make changes to any or all parts of FileDirector software at any time without obligation to notify any person or entity of such changes Copyright 2012 Spielberg Solutions 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 Spielberg Solutions GmbH AO spielberg FileDirector is a registered trademark of Spielberg Solutions GmbH Windows is a registered trademark of Microsoft Corporation in the United States and other countries Other product and com
73. U AINEA AAEN ENEE 164 Templates of E DOCS ee ted i eod tust tela order eere eae ees 165 Form settings Configuration ssssssssrecirseerucorrerireeeneverdeensrereunnenudiussnausteusurainussrasraustadstnasenane 165 Qum 165 Context Right click Menu ot ee Re ha ER Rr e DERE VER ERE TR ERR RR P FERENT NNR 166 Select document type meet acer E yate pude euet vex eve A date 167 Create select change zone 167 DOCUMENT o idee E 168 Image improvement ZONES reir tcrtio teneret ees e OSEE eee Ee EEN 169 ZONECONTENT e 170 CONTENT typ qoc M 171 Allowed Beleeg 172 Optical mark OMR EE 172 dee 173 Floating Ee Le eoe Et re oe ever esed ME ees UV sees 174 Assign Index held nesana a eni eto denen eae EEN deed den 174 Assign zone to several index feld 175 Following and End pages 177 Test recognition Check assignment 178 del m 179 Testing the OCR Recognition of documents 179 aUbi e E 180 OCR parameter of a TOFTai ni stereo ea eap aas EENS d 180 Deactivate an OCR fOTrth i eeooe ccena it eege et deeg deeg sed poo adeat ee ert desee Qa coneaasd deed eceeaast ege CAE 181 Form Recognition Summary 181 Manual scanning in the Windows Client cc cccccccessssessceeececesseseaeseceee
74. a this link all data sources can be used which can be accessed via ODBC drivers for example am SQL database an access database a text file an excel spread sheet or an Oracle database General information about configuration of an ODBC data source can be found in Setup ODBC link in Windows Prepare ODBC link for keyword list The keyword list to be imported must be located in a table which contains the columns Name Shortcut and Description If these columns are present they can be assigned in FileDirector during configuration of an ODBC link While assigning three categories the keyword lists are displayed at the end of the listed fields Keyword name gt Keyword shortcut Keyword description If these columns are assigned according to the entries in the keyword list the ODBC link can be used for configuration of a keyword list Keyword Lists Page 109 FileDirector Enterprise Manager Assign ODBC link to a keyword list Click to open properties window of a keyword list The ODBC link can be selected here Afterwards the keyword list field must be defined which should contain the ODBC link Create a field with property Keyword list Specify the keyword list which is stored with the underlying ODBC link Merging of fixed and dynamic entries A keyword list with an ODBC link can also be completed with values which are entered directly in FileDirector When displaying the entries in the Windows
75. above to provide a proper working SQL script Scripts Page 63 FileDirector Enterprise Manager Test Selecting Test you could easily check the result of the script and if necessary adjust it Note The security settings of scripts are extremely important because the scripts are run under the fd server account on database server This account has normally administrative rights Scripts Page 64 FileDirector Enterprise Manager Client Configuration Overview In the client configuration the settings and menus of Enterprise Manager for the clients can be predefined Thus it can be ensured that members of the same group use the same settings Use node Client Configuration and create a new Layout by clicking New General In the General settings a name and description for the client configuration is entered With Add the users and groups using this layout can be selected All users of the selected groups will use the stored layout when starting the Windows Client Note If a user is member of several groups the first layout found is used Please be aware of possible unique assignments of groups and layouts Layout The Layout settings of the menu can be configured The menu settings can be configured as in any other windows application Each toolbar has a pull down menu which is opened by clicking to the relevant arrow Complete toolbars can be switched on and off Allow changes on client If thi
76. age pool Which storage pool is used can be specified by assigning priorities If a storage location is full the storage location with the next priority is used The size of a storage place depends on the size of the disc To change a storage place it must be set manually to read only A priority can only be assigned once including container and file system storage locations Storage Pools Page 116 FileDirector Enterprise Manager File system Details Number of Documents per Sub Location The number of document stored in a subdirectory can be specified If the number specified is reached a new subdirectory Location SubID is created automatically The documents are stored in a subdirectory named with the cabinet ID denoting the relevant cabinet In this subdirectory the documents are stored as subdirectories which are named according to the GUID of the document Each document contains the TIFF files or electronic document formats and a XML file with index data which is also stored in the cabinet database on the SQL server The thumbnails displayed in the Windows Client are not stored as separate files they are part of the XML description When changes are made only new or changed pages are stored For electronic documents the whole electronic document is again stored in its original format Currently using Sub location Location SubID The current subdirectory displays how many directories have already been created
77. ain these documents Note It is sufficient to validate the company name because at the same time the complete address is checked with the database Additional to the entry of the supplier a mask is generated for the invoice number If the supplier changes the mask of the invoice number the document is sent to the user for verification and training purposes again Retention Control scheduler This scheduler controls the retention of documents in each document type according to the configured settings Based on the configuration of the document type they can be moved to a process within Process Management exported to a different storage location exported and deleted or simply removed completely Retention control if active is carried out on all cabinets present on your FileDirector server The only settings required for this Scheduler are the Scheduler General Settings The Retention settings for the Document Types are configured within Retention Processing Integrity check scheduler The Integrity check scheduler is available in version 1 3 and later It creates a log file for documents already stored in FileDirector and checks for integrity The stored image files are compared with the XML file stored This ensures that transmission faults caused by the network connection between client and server are listed in a protocol file Note An integrity check is performed for data of the storage pool used filedirector data Mirr
78. and the file separation work as described with the scanners Deskew and Save as PDF A work the same as other scanners Test Scan in Scan Profile Scan To perform a test scan click the Scan button Since this is a test scan the documents are not stored Stop scanning Scanning is stopped by clicking Stop scanning Scan Profiles Page 153 FileDirector Enterprise Manager Viewing Tools Fit page Using Fit page the actual displayed image is fitted to the display window Fit width The displayed image is automatically fitted to the width of the display window by clicking Fit width Original size The image is displayed in original size by clicking Original size Zoom area Zoom area switches zoom mode on The mouse cursor changes to crosshair If left mouse button is pressed a zoom area can be defined by dragging the mouse over the area to be zoomed for viewing Zoom Zoom increases the displayed image by a fixed factor Zoom Zoom decreases the displayed image by a fixed factor Security Make Scan Profiles Visible Invisible Scan profiles are set for the scanners present in a company If several scanning stations are used a number of scan profiles must be specified for the different scanning PCs Not all of the scan profiles are important for each scanning station In order to improve simplicity they can be made available only for the relevant user which uses the scan profile Select Scan profi
79. ant group rights or inherited rights are automatically used Full access Allows the user to allow or deny rights Ensure that the administrator user for FileDirector has full control If this right is denied the administrative user cannot change access rights Note If group FD admins is deleted it is automatically recreated with all rights after restart Create If Create is denied for a user they may create documents in their local cache but they cannot be checked into the server This only applies for the creation of new documents Amending pages or changing of a document is not denied when this option is denied Document Types Page 102 FileDirector Enterprise Manager Delete If deleting is denied the user may not delete documents already checked into the server Documents in the local Document folder and the Inbox may be deleted Note Deleting a document on the server does not delete the index record or the data itself The document is marked as deleted in table FD Documents and is then no longer listed in the search results Modify If this option is denied check out of archived documents is not possible Modifying of new documents on the local list and check in afterwards is allowed View If view is denied for a cabinet the cabinet is not displayed in the cabinet list and cannot be selected for opening Download If Download is denied the index information of a document can be retrieved a
80. ate Keyword list A keyword list is used for fast manual indexing using abbreviations or index lists If an index field should be connected to a keyword list this keyword list must be created first in section Keyword lists of the cabinet and then linked to the relevant index field Allow manually typed input If this option is marked in addition to the defined words you can input free entries in the Windows Client Allow multiple selection With the option Allow multiple selection the wordlist is configured to choose more than one word in the wordlist The words are set with a semicolon as field separator Fields Page 86 FileDirector Enterprise Manager Use as tree node With the option Use as tree node the keyword list is used to create a tree view in the Windows Client which is similar to the view of Windows Explorer The content of the keyword list generates a tree view where documents can be sorted in easily Example The Company keyword list includes the keywords Company A Company B and Company C Company Company A Company B Company C See Keyword lists Memo A memo field contains any text with virtually unlimited number of characters If full text search is configured the content of memo fields is also used for full text retrieval In a memo field an Excel form can be deposited with that will be filled in the Windows Client In the memo field only the entered data are administrated In the ext
81. ation feature of a form This setting becomes operative when during a form recognition it is at first not clear what specific form it is We strongly recommend testing the filters and the order of the filters on a form to see the result of the settings For the set up please read the section Image improvement Note Please keep in mind that the order of the filter has a significant relevance for the recognition and a false configuration can worsen a result Setting for forms recognition In this tab the threshold and the target document type for unrecognised documents must be specified In a document one or more document identifiers are specified If the similarity between the scanned document and the stored reference exceeds 80 default value the document is treated according to the recognition zones specified for that form The zones are read the index is stored and the documents are stored in the document type linked with that form If necessary the threshold can be adjusted to enhance or ensure recognition If documents cannot be assigned to one of the stored forms they are stored automatically in the Fallback document type document type for not recognised documents If documents appear in that document type they should be manually indexed and stored correctly If forms recognition is used it is obligatory to specify a Fallback document type When the first form is created this setting appears automatically because a Fall
82. ation of several ODBC Drivers because the drivers are third party products and not included in FileDirector If you have problems with these drivers please contact the driver manufacturer ODBC Links Page 121 FileDirector Enterprise Manager Configure ODBC link If the data source is configured it can be used for indexing in FileDirector Select the section ODBC Links in Enterprise Manager and click New Specify a name for the ODBC link and a description if necessary In the field ODBC source the ODBC link created on the server can be selected Under ODBC table specify the name of the database table from where index data should be read The table names cannot be selected from a list they must be known during configuration If the table name is specified correctly the field names of these tables are listed after hitting Return in section ODBC Column Now the entries from the ODBC table can be connected with the relevant FileDirector index fields If automatic indexing via ODBC should work in the Windows Client index is automatically taken from ODBC table the Filedirector index field should be configured with an ODBC link Connection string In this line enter the connection string of the selected ODBC source Example DSN value UID value PWD value Connection Timeout 600 Search column In this column ODBC AND queries are set up Note that this is a trigger field and is AND connected ODBC Link for Excel To create
83. bServer users This requires a license Server It is possible and useful to use several servers in a big installation The servers can be used as a WEB garden or as a WEB farm If more than one server is used each server must use an individual licence More specific information concerning licensing can be found in the installation guide Server Page 24 FileDirector Enterprise Manager COLD Server A valid COLD licence must be present when a cold import scheduler is used If no COLD licence is present the COLD import template can be created but the COLD import scheduler will not be activated OCH Server An OCR licence for the server is needed to perform OCR full text recognition The generation of full text index is only performed on the server If forms should automatically be recognised during a file import an OCR server licence is also required If the server should be able to use OCR the FileDirector Component Service and OCR engine must be installed Codeless Connectors Codeless Connector allows transferring information of external windows applications into FileDirector index fields by a key combination Image Printer Image Printer is a printer driver which convents print data to TIFF files These TIFF files are directly filed and indexed with a template OCH Clients OCR Client licenses are used for Forms recognition and automatic indexing If this should be used the Enterprise Manager the Component serv
84. bal With this option a global counter is set from the server If documents are checked in the last number is searched from the server and counted up or down depen ding on the last number on the server Set to system date Set to system time If a field is set to date format the system date can automatically be filled in In addition to that the year the week and the system date n days can be set Note The system time of a client must not differ more than 5 minutes from the server otherwise the server will refuse to check in the document Fields Page 89 FileDirector Enterprise Manager Set to user name This action automatically sets the user name including domain name Set to short user name This action automatically sets the user name without domain name Set to machine name If the computer name should be automatically indexed this action can be used Set to printed by This action automatically sets the user who printed the document Set to printed on This action automatically sets the date the document was printed on Content verification Mandatory fields are marked with a red exclamation sign in the Windows Client The server will refuse to check in a document which does not contain index in this field Empty not allowed Document cannot be checked in if field is empty In the Upload status display of the Windows Client an error message will appear and indicate which field must not be empty Mu
85. be allowed or denied The following rules have to be considered Account rights have priority against group rights If the right to Delete was denied for a group but was granted for a special user of this group he is allowed to delete Direct rights have priority against inherited rights If rights are specified on cabinet level they are automatically inherited to document type level Inherited rights are displayed as filled squares rights directly assigned are displayed as check marks If the right Delete is denied for a group in a cabinet it can explicitly be set for the same group for a specific document type This group may only delete in this special document type in all other document types deleting is not allowed as the relevant right was inherited from the cabinet Denied rights have priority against allowed rights If a user is a member of two different groups and a specific right is allowed for the first group but denied for the second group this special right is denied because denied rights have priority against allowed rights Cabinets Page 74 FileDirector Enterprise Manager Providing rights at Cabinet level without allow deny Rights cannot be handed down unless the rights were already being granted to a user on cabinet level and the function is denied firstly Thus you can ensure that rights will be granted on document type level Example The Administrators group contains the users Peter and
86. bove ODBC Source ODBC source name ODBC Table Specify table name If the ODBC connection is installed the fields show up after the table name is selected The fields can be assigned to the index fields of FileDirector ODBC Links Page 124 FileDirector Enterprise Manager In order to fill the index fields in the Windows Client do not forget to specify the link with the respective index fields Additional information for ODBC settings 3rd party ODBC driver It is not guaranteed that FileDirector can work with every existing 3rd party ODBC driver and access the accordant data source FileDirector uses the Microsoft standard and accesses the ODBC sources via it FileDirector has no stake in the configuration of these ODBC drivers Log in not configurable in the ODBC driver If itis necessary to configure a log in to access a database it can normally be set up in the ODBC driver If this is not the case FileDirector provides the option of creating a separate log in on the server in the file web config Please read the section on using ODBC connections with a password in the installation guide ODBC Links Page 125 FileDirector Enterprise Manager Retention Processing Overview With retention control a defined time can be specified for older documents to be removed automatically from the system or to be sent to a defined process Retention control can be set individually for each document type In order
87. cabinet list and cannot be selected for opening Download If Download is denied the index information of a document can be retrieved and displayed but the relevant pages are not displayed because downloading these documents to the local list is forbidden Changing the index is not possible Note With these options the control and configuration of the local cache is important If standard authentication is used the security may not be sufficient if users with different rights in FileDirector work on the same PC See gt Automatic Login using Windows authentication Download revisions If Download revisions is denied a user can only display the latest revision of the document not older revisions Change annotations Annotations stored on a page cannot be changed if this right is denied to a user Parts of a page can be hidden for certain user or groups Scan If this right is denied the user has no scan options in the Windows Client The Scan tab will not be available Cabinets Page 76 FileDirector Enterprise Manager Edit If this is denied the Edit tab will not be available in the Windows Client and inaccessible to this user or group Print If Print is not allowed the printing options available in the menu are inactive and are not accessible for this user or group Replication Replication allows you to share documents across FileDirector installations Requirement to configure the replication in a cabinet
88. cated when checking in In this case the scheduler is ignored and the documents are immediately checked in Even if the remote server is offline the documents are added to the Sync table They will be replicated later with the replication scheduler Documents for replication schedule This option is used for subsequent replication The replicated documents can be restricted by state and date Status Document an be marked for replication All documents Never replicated documents Documents for which a prior replication failed Mark means that the documents are written in the table Sync and therefore a list is compiled of the marked documents The documents shall not automatically in the Sync table written when configured to connect to the Cabinet and has been assigned Once the target server is aware that the document will automatically check the table marked for synchronization The next time the scheduler runs the documents are replicated Cabinets Page 79 FileDirector Enterprise Manager Modified by Due to the possible selection of a date any previous documents in the Sync table are not included Mark all documents for replication This option is used for subsequent replication If documents have already been scanned without a replication connection being configured all existing documents can be marked for replication Marked means the documents are added to the table Sync thus creating a list of docu
89. cccecsssceceessececeeseeeeceeseeecsesseeeceesaeeeceesaeeeceesaeeeeeesaeeeees 49 File import Scheduler saiten echter REESEN EES 50 Cabin t doc ment type rediere o aai eer eae er ENEE 50 Import GireCctOry e et diated ed coven ec dees ea eee asec sec evan es decd mene 50 Use OCR and form recognition ccccccccsescccesssscececssseeceesseececsesececssssecseseesecsesessecesseeaeesesseaess 50 Sihigle page ee oor ete It 51 Split Un EE 51 eur EE 52 Forcing black and white pages cite nt tese n ve Eee e a Yee Pese RR veut 52 Preview of th merged ET 52 Convert to PDF A eR 52 EE 52 Indexmport Scheduler Fs tere EE E ERR ERE ERA EUREN EE REPE ERES 53 Index Import setting E 53 index import via e IR 54 Create documents with O pages via index import sssssesssseseseseee enne nnns 54 Deleting double documents during index Import 54 Move Index file to the folder save nennen enne enne 55 Index and File 1Import scheduler oe een er tede e eer teet et 55 COLD Import scheduler eee Ete A HE o EGER ee 56 XME mport Scheduler To e re xe terio ia ee eege 56 Retrieval Import Scheduler cer ER E E RESERVE ERE ERR PEE RE ERR UR 57 reed c 57 sce 57 Document types Index fields enne nre nennen nnne nennen 58 MailStore Scheduler 5 netiis detti etes teretes debeant vecta ege 58 FileDi
90. cesseseuaeeeeeessessesssaeeesess 181 Automatic form recognition cccscccccccscessesenececececeeseceeaeeeeeesceesesaeaeeeeeessessesaaaeseseesseeseeaeaeeess 182 COLD Import iniit imi LE eJ ee 183 Il Ce IR EE 183 E OTUDA LTS EN 1e A c M T 183 Create new COLD template esses nnne nnne Enans EE anna sisse sena ENER nennen 183 EE DR el EE 184 Se D le EN CN 184 Menu for templates ccccccccsssccessssceeeessssececsssaececsesseeeceeasececseesececsesseeseseaaeeeesesaeeeeseaaeeeessaas 184 Process ot COLD Setup BEE 185 dilecte Pr 186 Field Define index fields 5o rtr ier texere ASSOSS Ee AER 186 NK KEE 187 Field PROMI GW op e ietsecescibe eebe eege ER 187 Table of Contents Page 14 FileDirector Enterprise Manager Bundle if iE E diu ee ee 187 MEI E dE 188 Graphic ele EE 188 Setup OVeEray 188 Select Codepage Character table esses eene nnne nn nenne nennen 189 Text le el 189 Table of Contents Page 15 FileDirector Enterprise Manager Welcome to FileDirector FileDirector is a Client Server Application which stores index data in a SQL database server FileDirector server is an XML based web service based on modern Client server technology This server receives all requests by network clients and forwards them to
91. cified as target will be found Storage Pools Page 118 FileDirector Enterprise Manager The user fd server must be able to access the target directory to copy the data Note An existing storage pool is NOT copied Only files checked in after the set up of the mirroring option will be mirrored Delete Storage pool Storage location A storage location can only be deleted when referring to an empty directory Setting up a new location with a link to an existing filled directory cannot be deleted To delete the entry change the path to an empty directory Now it can be deleted A recently created storage pool uses an already existing location as a default setting If the location contains data already it cannot be deleted immediately To delete a storage pool the location must be empty Splitting a storage pool If many documents are saved in a storage location it becomes more and more difficult to back up the data and the performance becomes slower This is a description on how to split ONE storage pool and create several storage locations To split one storage pool to more storage locations see below The structure in normal circumstances is shown below filedirector data CABINETID CAB 00000001 00000002 00000001 is the Sub Location The count of documents in one sub location can be set in the configuration of storage location here 5000 Split the data For every new location create a new folder with the
92. cument type limited forms recognition This option is useful if several document types are assigned to a single document type This can for example be several types of invoices which should all be filed as a single document type Only the forms used for recognition were defined for the relevant document type With this selection performance and scanning speed are enhanced as not all available forms need to be checked No forms recognition Always use this form If no form recognition is configured then the form shown above will be used for the zone recognition to fill the index fields Scan Profiles Page 155 FileDirector Enterprise Manager OCR Parameter The setting of the OCR parameter for the predefined forms is used for recognition enhancement The options Full form recognition and Document type limited form recognition use the properties of the document identification attribute taken in the properties of the OCR node By using the option A ways use this form all OCR parameters will be used which are set up in form initially Extended Settings In the Extended tab stamps can be set Fields set to pre defined values and users for post indexing can be entered Stamps With this setting predefined stamps can be placed automatically while scanning a document How to define a stamp please read the chapter Stamps A stamp which is automatically set cannot be moved as it will be directly embedded in the tiff file A
93. d as it could happen during scanning or printing the positions of the other defined zones are adopted to the new position of the anchor Note It is recommended to define an anchor text for an anchor zone This text should be unique If the text is not unique the first match is taken as anchor This option does not contain an automatic deskew Allowed characters To test recognition in a zone just start the OCR engine on this zone by double click If only special characters should be read in this zone the allowed characters can be limited for example to Uppercase Lowercase Digits and Punctuation Miscellaneous If an index field is already limited for example to a digit the limitation should also be used in the OCR form If for example accidentally a O zero was recognised as the letter O this document cannot be checked in because the index field does not allow letters The setting user defined uses the character selection which is typed in the main mask of form setting The content settings specify what can be recognised by the OCR engine The characters read can be post edited after recognition by field settings Optical mark OMR Using content type Optical mark OMR checkboxes can automatically be analysed If this content type is active the entries Mark set or Mark not set are switched to active A zone is placed around a check box amp and the system can recognise if the box was c
94. d a shortcut manually created to the following file C Program files Dieter Spielberg DMS GmbH FileDirector WinClient FileDirector WinClient exe You must then add the parameter Scanstation in the properties of the shortcut C Program Files Dieter Spielberg DMS GmbH FileDirector WinClient FileDirector WinClient exe Scanstation When a user of the fd user named and fd user groups logs into the Windows Client using the above shortcut a scan licence is allocated When the user logs on to their own computer without this option a standard user licence is allocated Users and Groups Page 41 FileDirector Enterprise Manager Schedulers FileDirector offers adjustable schedulers for OCR full text recognition retention processing COLD import file import and index import By clicking to Scheduler in left part of FileDirector Enterprise Manager the configured schedulers are listed in the right part of that window For each scheduler the columns Type Description Server Start time Interval Enabled Status Created by and Created on are displayed Note To be able to manage and review scheduler activities logging of the schedulers should be switched on in audit trail settings See Audit trail configuration The configuration of schedulers is always linked with other configuration settings Notes to this can be found in the descriptions of the single scheduler types Start and Stop Scheduler A schedule can be started imme
95. d at this position like an invoice number on an invoice form This position can be selected with the mouse and linked to index fields If a document in the spool file consists of several pages they should be grouped Setup a COLD import scheduler after creation of COLD templates See COLD Import Scheduler Spool formats Several types of spool files can be used Common to all of them is the postulation to be able to separate the data into pages either by a page separation character or by specifying a fixed number of lines per page There are fixed file formats which already contain defined separation characters Such formats are for example created by IBM AS400 mainframe computers These formats we called them COM1 and COM2 can be recognised automatically and the filters separation characters automatically set Using COLD the index is automatically extracted from the text data no OCR recognition has to be performed In the Page settings tab the automatic file type recognition of the sample file can be started If a file of this format is recognised the relevant filter settings are automatically defined COLD Import Page 185 FileDirector Enterprise Manager The index fields and the overlay with the text settings have to be specified If a spool file does not contain page separation characters the single pages can also be defined with a fixed number of lines The spool file must then be structured accordingly Filt
96. d by special users after this step Delay prompt for date If a step is defined with a delay a calendar will appear in the Windows Client when a document passes this step The user is able to determine the period a document is to pass a defined action Delay from field With this option a date can be readout from a field It is mandatory that a field is defined as date field or field containing date and time To this date a period of time can be added to provide a delay of date n days Add new user action In this step type the action a user has to take is defined One or multiple users are added to a step that must perform several actions Furthermore you can define whether a user needs to sign or will be informed via email with a link to this document to perform the defined action Approve Reject Comment View or Claim document Use timeout For each step an action to be taken in case of a timeout can be set In this case the document will be processed automatically after exceeding a term Once the timeout is activated a small clock like symbol appears as another output for an action You can define here what should happen in case of a timeout Process Management Page 141 FileDirector Enterprise Manager The timeout can be used for e g an employee cannot process the data during a term because of absence and therefore the document should be sent automatically after a defined period to another user or step
97. d can be seen the file could not be processed with OCH or it does not contain any text data In this case check access rights of the account fd server to this path If a page needs to be recognised again by OCR the column OCRReadOn should be emptied using SQL Enterprise Manager enter CTRL 0 in this field To make the OCR text available for full text search a scheduler in SQL server configuration must be set to build a SQL full text catalog Schedulers Page 44 FileDirector Enterprise Manager Configure MS SQL Server for Full text In order to retrieve documents via full text search in the Windows Client and WebServer SQL Server must be configured to build and maintain a full text catalog of the recognised text The configuration of this will be dependent upon the version of SQL you are using You must ensure that SQL server has been installed with Full Text option so as to be able to build SQL full text catalogs Note You can perform the following query on the SQL server to check whether full text is installed or not select FULLTEXTSERVICEPROPERT Y isfulltextinstalled 0 not installed 1 installed In Enterprise Manager determine the cabinet ID of the FileDirector Cabinet to be selected for full text indexing Start SQL Server Management Studio open the relevant Cabinet database and select Tables The list of Tables will then be displayed in the tree Right click on the table dbo FD Images and then
98. d explicitly If only the tick is removed the relevant group rights or inherited rights are automatically used Full access Allows the user to allow or deny rights Ensure that the administrator user for FileDirector has full control If this right was denied the administrative user cannot change access rights Note If group FD admins is deleted it is automatically recreated with all rights after restart In the SQL table CabRights users and groups are listed Do not delete entries rename them Cabinets Page 75 FileDirector Enterprise Manager Create If Create is denied for a user they can create documents in their local cache but they cannot then be checked into the server This is only relevant for the creation of new documents Amending pages or changing of a document is not denied when this option is denied Delete If deleting is denied the user may not delete documents already checked into the server Documents in the local Document folder and the Inbox may be deleted Note Deleting a document on the server does not delete the index record or the data itself The document is marked as deleted in table FD Documents and is then no longer listed in the search results Modify If this option is denied check out of archived documents is not possible Modifying of new documents on the local list and check in afterwards is allowed View If view is denied for a cabinet the cabinet is not displayed in the
99. d not have 200x200 dpi resolution a special white overlay must be set Note A background generated automatically is always setup in 200x200 dpi If an overlay has a different resolution the size of the text compared with the overlay does not match with the leading page The second page can only be set if bundling of pages is switched on COLD Import Page 188 FileDirector Enterprise Manager Select Codepage Character table As font a fixed pitch font should be selected because only with fixed pitch fonts tables are displayed correctly If COLD template is generated in Enterprise Manager on a network client it must be ensured that the font specified is also installed on the server Different character tables can be selected OEM Multilingual Latin denotes ASCII ANSI Latin Arabic ASMO 708 Arabic ASMO 449 BCON V4 ISO 8859 6 Arabic The available character tables can be extended in later versions if necessary Text positioning After specifying an overlay switch back to the graphic display mode in the Template tab Check if the text position is satisfactory on the overlay If necessary the text can be adapted to the overlay with X offset Y offset or line offset COLD Import Page 189
100. d to retrieve and edit There are only as many members allowed belonging to this group as licences exist User concurrent The number of users that can work simultaneously and belong to the group fd user previously fd web user These users can retrieve data in the Windows Client or WebServer An additional licence for Web access is required Freeform Recognition Controls the number of documents that can be processed using the Freeform Recognition Ticker count Tickers are necessary to create retrieval CDs On a retrieval CD exported data can be displayed with a viewer which is stored together with the data on a CD For each retrieval CD created a ticker is needed Once a retrieval CD is created it can be copied as often as needed without using another ticker Expires on An expiry date is displayed if a licence is time limited If a licence has expired FileDirector can still be configured but retrieving documents will not be possible Schedulers do not start configured imports are not performed Maintenance expires on The date of expiry is displayed on a maintenance agreement When the maintenance agreement has expired telephone support or update installations will not be available Server Page 26 FileDirector Enterprise Manager DMZ Settings This option is only used in conjunction with a DMZ see installation guide Functions can be activated exclusively for a server that is located in a protected zo
101. de so that only the entries are logged which are really needed Server Tab From the Server tab you can specify the events to be logged for the FileDirector server Process Management and the server schedulers Tick the appropriate check boxes The event types to be logged will have been specified on the Settings tab H Log any type of event is ticked all events information warnings and errors are recorded regardless of any other settings Sessions Tab The logged events per session are selected from the Sessions tab The event types to be logged will have been specified on the Settings tab If Log any type of event is ticked all type of events information warnings and errors are recorded regardless what general settings have been made previously If a scheduled message is set in the Windows Client Options each time after this delay a connection to the FileDirector server is re established If this time interval is shorter than the session time out the connection is never closed and the license is never freed automatically Activities Tab In Activities the events to be logged are specified individually for Search document state change and general document activities Tick the relevant boxes The event types to be logged have been specified in the Settings tab If Log any type of event is ticked all type of events information warnings and errors are recorded in this area regardless what general settings have been made before
102. diately by right clicking on the schedule and selecting Start Scheduler The start time of this scheduler is set to the new value If a lot of data has to be processed it may be necessary to stop a scheduler during runtime This can be done by right clicking on the schedule and selecting Stop Scheduler OS account import scheduler The OS Account Import scheduler can be configured to automatically import users from the Windows FileDirector groups In the settings of this scheduler it can be configured whether users groups or both shall be imported If users should be deleted which are not available on the domain controller any longer or in a local installation on the computer it can be configured in the scheduler Full details on configuring users and groups are given in the Security chapter and the FileDirector Installation Guide Schedulers Page 42 FileDirector Enterprise Manager New scheduler To create a new scheduler select Scheduler in the Enterprise Manager tree press the New tool button The list of available scheduler types will then be displayed You can then select the type of scheduler you want to create The lists of available schedulers are Full text reading File import Retention processing Index import Integrity check Index and file import Storage container COLD import Document replication XML import FileDirector Import Retrieval Import MailStore Scheduler General Settings There are settings that
103. e If this option is not set all documents are checked This may take some time depending on the server load and data stored It should then only be started at times where normal server work load is low This setting should not be default a complete check should not be performed repeatedly by a scheduler Check deleted files If deleted documents are checked the system regards the documents which contain a deleted flag in database table documents If a document is deleted in FileDirector it is marked as deleted in a database table but is not deleted physically Deleted documents can be checked for integrity but they are not displayed in the Windows Client during a search operation Schedulers Page 48 FileDirector Enterprise Manager Container Storage Scheduler Containers that are defined in the storage pools and the storage location can be filed up using this scheduler The data of the storage pools are stored compressed in a Container to provide a comfortable backup By using container the backup is more comfortable because of the compression of the data and therefore the increase of the performance When this scheduler is run the data from the data path standard filedirector data is written to the target directory of the container Data stored in mirrored storage directories are not put into a container When a document is changed the revision will be stored to the original storage location and with a corresponding
104. e switched to batch end OCR Forms Recognition Page 177 FileDirector Enterprise Manager Treat empty zones as blank If the automatic action from a field is set to Preserve the field is filled with the content of the previous dataset In the recognition of the OCR zones you can make the optional setting for a zone read the blank or preserve the last entry This setting can be set separately for normal OCR Zones and for barcode zones User defined characters For the zone content user defined allowed characters of a form are defined here When opening the area zone content select the under option Allowed characters the option User defined With it only characters will be recognised which were defined here The specified characters must be written in a row Note The list cannot be defined for each zone but is used for every zone where user defined is chosen Set field to value This option is not relevant for the actual OCR recognition but for a file import you can fill fields automatically with constant values This option is to configure in the same way as in the scan profile but this value overwrites a setting for the same field in the scan profile Verification settings In that section the settings could be done for the option form settings gt Index field gt Index field mapping gt Verify The first option is that the field values are cleared The second option allows the administrator to choose a predefin
105. e Fields In the Fields tab select the required fields for storage and description of the documents from the total pool of fields created Clicking Add displays the list of available index fields for selections Once fields are created they can be used in several document types In this case a search can be performed over more than one document type The fields are displayed in the Windows Client in the order which is specified in the document type setup Document Types Page 100 FileDirector Enterprise Manager A new field can be added to the list When a field is removed the next fields move up one position The fields can be resorted and rearranged using Drag and Drop Select a field press the left mouse button and move the relevant field to the new position Extended setting on Document Type For index fields extended properties can be set for example Empty not allowed or Set to system date time These settings are specified when creating the fields see Extended settings The setting specified is a general setting which is valid for all document types The extended settings of each field can be changed individually for each document type by clicking the properties of a field in a document type double click or right mouse button Properties and change the setting there they are different from the general settings As default value the general settings are specified The field list to each document type displayed i
106. e Manager JPEG Quality The quality of the download image can be set The higher the value the better the quality Index A Documents index data can be set to be displayed alongside the document images Revisions You can set whether the user is allowed access to document revisions Client Configuration Page 69 FileDirector Enterprise Manager Codeless Connector Overview With Codeless Connector a link can be created between FileDirector and fields for data entry display or any other windows application The great benefit of a Codeless Connector is to take over data from another application for indexing or searching with a simple keyboard combination without large programming expenses and effort Note The principle of Codeless Connector is based on the module name and the ID of the control used Controls are objects like buttons menus or fields to be filled out The content of the controls fields are read and passed to FileDirector In this way the passing of information is independent of the application used Requirement Codeless Connector must be licensed Each user who needs to use field contents with Codeless Connector a licence must be provided The configuration is done in FileDirector Enterprise Manager on the relevant work station where the application used by Codeless Connector to be linked to FileDirector is installed Configuration The following steps must be carried out for configuration e
107. e above limitation may not apply to you Disclaimer of indemnity Spielberg Spielberg s affiliates their distributors and dealers shall have no obligation to indemnify you against any claim or suit brought to you by a third party alleging that the Software or the use thereof infringes any intellectual property of such third party TERM This agreement is effective upon the installation of FileDirector Server and Client and remains in effect until terminated You may terminate this agreement by destroying the Software and any copy thereof This agreement will also terminate if you fail to comply with any of the terms of this agreement In addition to Spielberg enforcing its legal rights you must then promptly destroy the Software and any copy thereof ACKNOWLEDGEMENT By selecting the Yes accept the agreement option during the software installation process you acknowledge that you have read this agreement understand it and agree to be bound by its terms and conditions You further agree that this agreement is the complete and exclusive statement of agreement between you and Spielberg concerning the subject matter hereof which supersedes any proposals or prior agreements oral or written and any other communication between you and Spielberg relating to the subject matter hereof No amendment to this agreement shall be effective unless signed by a duly authorised representative of Spielberg Should you have any questions concerning this agre
108. e current document Export Settings Target folder Select a location to store the exported document Pages Choose which page s you want to export The document can be attached in its original format Alternatively the document can be converted to PDF For this you have to configure how electronic documents are converted by the EDOC Conversion This allows you to set colour or black amp white resolutions and JPG quality Black white converts each page to TIFF format with 200 or 300 DPI resolution Colour creates JPEG files with 200 or 300 DPI resolution By reducing the JPEG quality the file size is reduced Process Management Page 139 FileDirector Enterprise Manager Create CSV file Field separator Select a field separator Column headers Enter column header names Fields to export Enter fields to be exported to the CSV file Filename CSV file name Create completion confirmation file Per document The file is created for each document Note The file name created is the name of the first page of the file stored in the storage location of FileDirector Per page The file is created for each page The file name created is the name of the page of the file stored in the storage location of FileDirector Extension Here you could define the extension Add The above defined file extension is not replaced Replace The above defined file extension is replaced ODBC index import If the action ODBC index
109. e eee 85 Create MSW WISI eet eege dE uestem eoe tese rede erem Ree teer ide dv e ess 85 EE EE 85 Accelerate SCAN GI EE 85 Eileen m 86 Le lee MI 86 Muf M M 87 Extended Email and Filename iec eni rie e e esp ut 87 Extended settings soe dei bue e eared Masada ne e esed ta ees 89 Automatic Le le EE 89 Content verificatiOn oir E E E d ei 90 Duplicate iMG eX a ot o e ERE NER OUEST TORTOR 90 Field de ELE 91 Overlay for memo BET EE 92 l elei 93 input ge 94 aleet p 94 Add EIS ee DEE 94 COMP ANC RE I TTL 95 AG cce T 95 usi LrP 95 Deau 96 AND OR Relation filters c scccccccescessecsorcceccessesseascescescersenscancascesseasenscansescesseascassanceccenseascass 96 Document Types eeeeeeeeeeeeeeeeeee n IO ad M eege BEER Geesse 98 New Document Typpi te ostro te e eret E est E E E E EaR ROETE 98 General Document Types Properties ccccccccccecsssssssecececessesseeeeeeecssseseaaeeeceessesseasaeeeeeeesessenaeas 98 Uri EN 98 Sojgdellm 98 Duplicate Document type nennen enne ATEREA ENNA Ee enne tias nass ss snis asas ases 99 e ce EE 99 StOLaBe POOL otro REM Ee 99 EE ET Jod 99 Include in full text OCR reading
110. e result The lower the resolution the smaller the final file of the scanned document A TIFF file with a 300x300 dpi resolution will be about 30 60 KB Try some settings for a sample If the quality is good enough you can use a lower resolution as well OCR Forms Recognition Page 164 FileDirector Enterprise Manager Templates of EDocs An electronic file can also be loaded as a template for example WORD documents or Excel spread sheets For recognition a png file with 200x200 dpi is created in the background When using electronic files created with different versions of the original software for example different WORD versions the display can be different If electronic documents should be indexed with forms recognition VNP is recommended The sample file should be created with VNP and be used during forms setup See VNP Installation Manual Form settings Configuration By performing a double click on an entry of an OCR form the configuration window of the form settings opens In Form settings name and descriptive text of a form is displayed These entries can be changed anytime Menu i Save If changes have been made the system normally prompts the user to save the changes With this button the storage of the settings can be forced The sample page is stored in the database not as a file in hard disk Change image If this button is clicked the form creation window is called again In this window a n
111. e separator is not linked with the document and therefore not stored with the documents of the selected document type Document Types Page 104 FileDirector Enterprise Manager Edit Scan Tab Settings In the Edit Scan tab in the lower section of the window are the available fields of the document type If a value is added for a selected field in the index tab on the right side of the lower section this value is used as a default value in the Windows Client for that index field The fields are assigned as described for the Search Tab Document Types Page 105 FileDirector Enterprise Manager Keyword Lists Overview FileDirector allows a simplification of repeated manual indexing with use of keyword lists which contain abbreviations for often used index entries These abbreviations are automatically converted to full index entry during indexing Several index entries are possible they are displayed in a selection box FileDirector allows an unlimited number of keyword lists to be created They can be amended changed and deleted anytime Create new keyword list Clicking the New button the window for keyword list creation is displayed The Keyword list node must be selected in the left part of the Enterprise Manager Window General Settings The keyword list name and a descriptive text are specified for the keyword list A keyword list can be filled either by entering keywords one at a time manually or by i
112. eb Garden or Web Farm More information can be found in the installation guide Server Page 23 FileDirector Enterprise Manager Site replication Site replication allows data synchronisation between FileDirector servers Process management The process management must be licensed in order that the document forwarding works When using several servers you can allocate the load of the process management to another server MailStore With the MailStore module incoming and outgoing Emails can be archived automatically through a SMTP server A licence is required to run the scheduler in this module SAP Archive Link In order to use SAP Archive Link Interface to SAP a licence is necessary in FileDirector ODBC With the ODBC function you can configure access to an ODBC source This must be licensed for usage For the configuration of ODBC links please read the chapter ODBC links WebServer access WebServer needs to be installed and the licence Web access has to be activated Audit Trail In the SBE version it is only possible to access the properties of the logging configuration The logging must be licensed to provide a complete logging of all activities Container Saving documents in Container is only available in the full version provided that container option is licensed Scripts A Licence is required for the Scripts functionality Unlimited Web users Allows access to an unlimited number of We
113. ecified in the Storage Pools chapter The storage pools configured can be assigned here Use as mailbox A document type can be specified as Mailbox if you tick the relevant checkbox Use as mailbox Revisions are not created and stored in this document type when this option is selected This setting is useful if changes after check in should not be saved as a revision An example could be the incoming mail that was scanned initially Annotations can be set without storing a revision each time After distributing and working on the incoming mails they are finally stored in document types which create revisions This setting can only be done while creating the document type Once the document type has been created it cannot be changed Include in full text OCR reading The document types can be set for full text reading individually If a full text scheduler is configured it works on the document types specified for full text reading For configuration of full text search see Full text scheduler Document Types Page 99 FileDirector Enterprise Manager Notes If the scheduler is introduced after documents have been archived they are also processed by full text reading Notes for full text recognition of pdf documents You must distinguish between the pdf files There are editable and non editable pdf files Non editable pdf files could be e g tiff files converted into pdf format These files are not unpacked during
114. ed Prepend Prepend after confirmation Using one of these settings a new document with an index already existing in the cabinet database can be prepended for this document This can be done either automatically or with user confirmation Prepend or new document If a document should be checked in with index information which is already stored for another document the user is asked whether the document is to be prepended or a new document should be created Replace Replace after confirmation If a document with the entered index already exists in the cabinet database the existing document can be replaced with the new document This can be done either automatically or with user confirmation Replace or new document If a document should be checked in with index information which is already stored for another document the user is asked whether the document is to be replaced or a new document should be created Note If several index fields together should build a unique index the confirmation can lead to requests which are not logical Consider this setting very carefully Field protection If a field is protected it is switched inactive for index entry during editing and scanning In Revisions If field protection is set for revisions a new document can initially be indexed and checked in After check out this particular field is inactive and cannot be changed Always This protection may for example be used in a fie
115. ed or to enter an individual value that should be filled in a field of that document type in case of a valid or invalid verification These settings allow it to retrieve for and check documents more easily Notes The check box verify must be selected for the fields that should be checked At least two zones with the same content for a field must be selected to verify the content Test recognition Check assignment esi Recognise Recognise checks if the form is identified and assigned to the correct document type and if the index recognition and settings are configured correctly OCR Forms Recognition Page 178 FileDirector Enterprise Manager Test Configuration Testing the OCR Recognition of documents If a document is not recognised correctly you can test whether the OCR works fine for this option Use this function during the forms configuration to check if the template is recognised correct Pages which are scanned later and not recognised can also be loaded and tested if the zones are well configured So it s a perfect tool to check errors in the OCR configuration and to make it easier to solve problems Test of OCR Recognition for documents If a document was not recognised correctly this serves as a test function which shows how the OCR works During creation of an OCR form this function can be used to test the form where the recognition is performed on the sample stored If documents are later not
116. edul t err est e ae var tho ee erts Moe ue ca eee vases eee seas penu ced eed vo 43 Full Text Reading Including Freeiorm esses eene enne 44 Requirements for full text reading configuration ccccccccessceceessssececsesseceessseeeeesssaeeeesseaees 44 Setup Document Types for full text recognition eene nnns 44 Functionality of the scheduler eene nennen nnn nnns eterni ananas 44 Configure MS SQL Server for Full text esses seen enne nennen nnne nh nnn enis 45 Freetorm RecoghltiOn ce iere Cea dese Seege ege 46 a E 46 Doc ment EE 46 ele amp rzlcetr m 46 Default countty eiit ett e eed e ete taie ve e ve oet p etx 46 Re cogliised tyD6 oe rem e eost eege OON 46 Target document EEN 46 MELDE T 46 Add recognition fields uie eet ewe e hee tee erc ecd e pede te pe DES SPERO 46 Retention Control sched ler 5 5 e ete c tere tei i nee eee eve e 47 Integrity check scheduler oot tt o ere ee etm eee Eme rte Ae 47 Cabinet and Logs File EocatiOn erret eege eege 48 Treat O byte iles as EEN 48 Check only NEw documents dd rere e tid aede Pepe EE ES aea ege eben DE 48 Check deleted fil88 1 eee he ptc e ete pet ee tete end e 48 Table of Contents Page 6 FileDirector Enterprise Manager Container Storage Scheduler 5 5 reine tiic EEN EENS ENNEN 49 Tul Ee 49 Document Replication Scheduler ccccccccces
117. elds are given they are compared using equal z or not equal When several conditions were set up an arrow for the each condition appears itis possible to define several conditions for on step When the condition is fulfilled the document is forwarded to the next step Note No contradictory conditions must be set Otherwise the document cannot be processed correctly Add new link By using a link you can connect one process with another The process which is linked to must be set up beforehand so that it can be selected here You can specify any step of a process of the other process Process Management Page 145 FileDirector Enterprise Manager Change process No process should be changed or deleted while a document is being edited in a process A process can be copied so that it can be changed A process with a document on it can be changed if it remains logical e g no relevant steps of the old process are deleted Replace user in process Select Process Management in Enterprise Manager and select a process in the right window Right click on the process and select Replace user in process by right clicking Using this option you can replace a user in a process without changing every step Copy process If a process is already defined and a similar process is to be created it can be copied and changed Logging process activities There are different ways to follow process actions Activate set
118. ement or if you desire to contact Spielberg for any reason please write to your authorised supplier requesting that they pass your correspondence to Spielberg Solutions GmbH FileDirector Enterprise Manager Table of Contents Welcome to FileDirector sese 16 FileDirector el 16 DOCUMENT Typ pies 17 Scheduled ele 17 RIESE SUC OS eto atte cases eee ewes atta E IM D Mem NEUE 18 The Configuration Utilis eonireorir orinn nirin TE OO EEN ORE O OSTOS 18 FileDirector Enterprise Manager cccccseessssccecccecessesnnaecececscecsesaeaecesecscesseauseseseesseesesssaeeeeess 18 FileDirector Windows Client 18 Configure using Enterprise Manager 18 Starting Enterprise Manager 19 Reie 20 Server connectiON EE 20 Automatic Login using Windows Account 21 Lariguage settinB iier ta re Ru eh Ne HG 21 Manage Multiple Server 21 Servef CNN NR TEN Server Certificate dec EHE he eee vee ee eee eee oce 22 Certificate Creation E suave 22 Export en UE ER Import Certificate into FileDirector een enne nennen nnns 22 SAL Ratatpetetg eieiei A 23 ACTIVE INTR IIS CERERI E 23 liege fc 23 licence olo t ea ES 23 DMZ Settings ERET v
119. ended settings an overlay can be added to a memo field Extended Email and File name If Extended is selected an additional property can be specified It may help to archive Emails from Outlook or files and their properties from the file system like displayed in Windows explorer If Office Link Component services was installed during FileDirector installation a button macro is created allowing the direct archiving of complete Emails If Emails are archived using this button the following information can directly be used for indexing if the relevant fields are configured Email From Email To Email Cc Email Bcc 64 characters have been reserved for these fields Email addresses are automati cally archived using this field Email Subject The subject field may contain up to 255 characters Email Body The text of an Email is treated like a memo field and has virtually no index limitation Fields Page 87 FileDirector Enterprise Manager Email Received on Email Sent on This setting archives the relevant date The date format depends on the Windows setting Email subject or file name with or without extension The Email subject field may contain up to 255 characters This option contains two indexing possibilities If objects are archived via drag and drop using the Windows Client the file name is archived if the relevant file is an Email the content of the subject field is archived Email archiving
120. ents can be scanned and indexed using the Windows Client Following this automatic procedures can be established such as schedulers automatic indexing with OCR recognition OCR full text recognition process management work flow and the security system Welcome to FileDirector Page 18 FileDirector Enterprise Manager Starting Enterprise Manager All configuration tasks after installation are performed by FileDirector Enterprise Manager specifically configuration of cabinets document types and the index fields used for the storage requirements of the company This application can be installed either on a workstation or the server A user must be a member of the fd admins group in order to have access to all of the functions of Enterprise Manager System configuration is exclusive to users who are a member of fd admins but the right to manage cabinets can be assigned to members of the group fd scan or fd scan named After starting Enterprise Manager the main window of Enterprise Manager is displayed which contains a tool bar at the top and a status bar at the bottom of the window where the authenticated user is displayed Starting Enterprise Manager Page 19 FileDirector Enterprise Manager Toolbar Basic context sensitive generic functions within Enterprise Manager can be carried out using the tools available within the application toolbar These functions are described below Properties This displays the pr
121. eparator Different characters can be used as field separators These characters may be visible for example a comma dot pipe etc but invisible characters can also be used such as Space Blank CR Carriage Return LF Line Feed CLRF Carriage Return Line Feed TAB Tabulator These characters can be chosen in a list of field separator You can also use multiple field separators and the user defined entry is also possible A separator in the displayed example could be CLRF Now the index fields are assigned The recognised text is split by the field separators and the segments are assigned to index fields Assignment with index number The segments created by the separator are internally numbered and can be connected to the index fields After connection to the fields Remove Left Right trim From left right or Prefix Postfix can be specified individually Example Segment Index 1 Firma Sand CRLF Segment Index 2 Sandm llersweg 10 CRLF Segment Index 3 33333 Sandhausen CRLF Index 12Name The first segment is written to index field Name Firma Sand OCR Forms Recognition Page 175 FileDirector Enterprise Manager Index 2 Street The second segment is written to index field Street Sandm llersweg 10 Index 3 City The third segment is written to index field City 33333 Sandhausen and the content is trimmed left by 5 characters Index 3 Post code
122. er Setup page separator Text files which contain a separation character at the beginning of a page are suited very well to setup a COLD template If this character is missing the pages should consist of a fixed number of lines per page or a character string must exist at the beginning of the page which can be used as a page separator There are fixed file formats generated from other systems which are supported by COLD Formats called COM1 and COM2 contain defined separator characters which are automatically recognised by COLD If COM1 or COM2 are not recognised the standard page separator OC form feed is predefined It is automatically set in the filters In the second filter entry the character is cut out in order to not be displayed on page Select the relevant character at the beginning of a page and specify a filter by clicking in context menu right mouse button or by clicking Add filter When the filter is set it will appear in the list of filters and a character option can be assigned If the page separator is defined it is possible to browse through the sample file using thr page navigation buttons If the filtered values should be displayed the filter button in the configuration window can be switched on and off Field Define index fields After filters have been specified for page separation and unwanted strings cut out for display the index fields for import can be specified Select the character stri
123. erlay Select overlays in tab page settings of this configuration window When clicking again the display switches back to text mode without overlays COLD Import Page 184 FileDirector Enterprise Manager Step to page Step to first DI previous 2 next 4 last page Use this buttons to browse through the pages of the spool file The page number is displayed in the upper right corner Process of COLD setup Ensure COLD is licensed If this licence is not present COLD templates can be created but the COLD import scheduler cannot be started Create a new COLD template Specify a name for the template and a path from which spool data should be imported Switch to tab Template and load a sample spool file to crate the template If you do not know the file format of your sample file you can run an automatic recognition in tab Page settings To help with this recognition the relevant filter settings for the known formats are set automatically If the page separation character cannot be set automatically with recognition it has to be specified manually The spool file must either contain a page separation character or character string or a constant number of lines per page can be used If single characters or character strings should for example be cut out a filter must be set See Filter Index can be imported automatically from a defined position line column if the relevant information is always represente
124. erver DeleteDuplicateDocuments valuez D path gt Note The path must exist on the same local drive as the Inetpub folder of the Filedirector Note The data is moved in the configured folder and completely deleted from the storage pool and the database Schedulers Page 54 FileDirector Enterprise Manager Move Index file to the folder save If the Index file is not to be read again after an import it can be automatically moved to a folder which is named save This folder is automatically created as subfolder save in the path where the index file is imported To move the index file after the import the following switch is to be set in the web config of the server add keyz FDServer ImportSourceCopyTo value 1 gt Index and File Import scheduler This scheduler is able to import complete documents which are stored as pages files and an additional index file The functionality of this scheduler is comparable with the manual import of the Windows Client but the scheduler can perform this task at defined times automatically A describing text can be entered which is later displayed in the list of configured schedulers If the scheduler is activated it will start after the configured interval See the General Settings for Schedulers for the basic configuration In the Index and File Import tab a dialogue is opened where the import directory can be specified The account fd server must have sufficient rights
125. es for structure import before exporting and the section New from structure before importing Import Cabinet Structure To create a new cabinet from an exported structure right click on Cabinets and select New from Cabinet Structure Note After a successful import you may need to refresh the view Important Information for structure import Place of creation of a cabinet database The database of a cabinet is created in the path that contains the configuration database FDconfig Version of the SQL database An export of structure data between an SQL Server 2000 and an SQL Server 2005 is possible in both directions The exchange of structure data with an Oracle Server is not supported Identical version number of the FileDirector Server Remember the version numbers of an exported FileDirector cabinet must be identical with the version number of the FileDirector Server that it needs to import to So the exported database of the cabinet must have the identical structure of the database as the target server Rights are not adopted The structure of rights is not adopted from the source cabinet neither for the copy nor for the clone They have to be correspondingly reconfigured as either the structure of rights of the server environment or the access structure of the copy the clone might be different User configured in processes are firstly adopted but must be checked after the import and if need be adapted to the new use
126. esee eene nnne nnn nnns 80 Mark all documents modified after date for replication cc cccccccecessesssseceeeessessessaeeeeees 80 SEC c r 80 bruce 80 P rge Cabirneb s obe EIE EE 81 Delete full cabinet eeraa nre rhe arent ur ree eoa re e re lo rx UR a re epe ran EORR 81 Delete selected document types sss eene nennen enne nnne nnne snnt nans nnns 81 Delete only deleted documents 81 Export Cabinet Structure c ccccccccccssssssceccceceesesssesecececsssenaeeesececesseseeaeeesecssesseaaaeseeeesesssesenaeeeeess 82 Table of Contents Page 8 FileDirector Enterprise Manager Import Cabinet Structure eser ete eene peas eee Eine em bec cco Dee dees ads ee Dea eee ea ROO ee Ce dE qae 82 Important Information for structure import seeseseseeeeeeeenennnn nennen nennen nnne nnns 82 Clone or copy cabinet structure ccccccccccccessssessesecececeesesnaeseceescesscseeaeseeeesseesesaaeeeeeesseeseaaeas 83 Sync using Str CctUfe uci cies tacere cate eee hacc xe chap eee hl cede oa Enea ee d ue Ee e Ra ER ea RE EE oe Ea eee pa EE xa dba crus 83 aereas 83 aredrent 2 gce 84 Reregister Eege 84 Upgrade Cabinet nm ee a eise MM M EE 84 RL e OO OVEN OW c Weis
127. ess will not be available within the Windows Client for selection It is not possible to send new documents to the process The documents already sent to the process will continue on the process until complete If single documents which have been already sent to a process should be recalled this process can be stopped immediately in the Windows Client using the info displayed for each document see User manual Process Management Page 134 FileDirector Enterprise Manager Not selectable process Hidden in client list If nested processes are created the users should not be able to see all the configured processes in the Windows Client This option is used to hide processes in the Windows Client Send to process on Check in New documents If a new document is checked in the process is triggered After selecting this option New will be displayed after the name of the process Existing Documents If an existing document is checked in the process is triggered When this option is selected existing will be displayed after the process name Defining conditions for field values In this section the conditions are defined that must be fulfilled to send the document to a process automatically If a document is sent manually in the Windows Client to this process the properties of the condition will not be taken into account You can define entry points for a process only If multiple conditions with nodes are to be defined f
128. et for the page number Import several text parts into one index field One index field can be linked with several text parts in COLD Assign the relevant field several times The succession of the imported text parts can be controlled by Sort order Prefix Postfix If several text fields are written into one index field they can be separated by a separation character Always make sure that the index field length is specified long enough in Enterprise Manager Field Preview In the Template tab a field preview can be displayed If index fields have already been assigned the imported information can be checked This is especially useful if several index fields should be filled with the information of a zone or when the content of several zones should be imported to one index field with Prefix Postfix Bundle if If several successive pages should be bundled and stored as one document A condition must be specified for page bundling This can be one of the following options No bundling If no bundling is specified a document is created for each page COLD Import Page 187 FileDirector Enterprise Manager Increasing number Bundling using page numbers If the page number increases the page should be appended If the page number starts with 1 a new document is created Empty on next page If a certain index is only present on the first leading page for example order number and is not present on the fol
129. et the working hours and then press Add To remove an entry highlight it in the list and press Remove Process Notification Email This allows you to configure an email that will be sent to process recipients to inform them of the number of documents in their Inbox waiting to be processed Send Email You can configure the days and the time of day that the email will be sent to users Email From A valid email address must be entered in the Email from field Email Subject The Subject of the email can be set By default it will inform the user of the number of documents waiting to be processed in their inbox Process Management Page 131 FileDirector Enterprise Manager Email Body The text of the email can be either text or HTML If HTML is used all HTML codes such as Color and Font can be applied as per the example below DOCTYPE HTML PUBLIC W3C DTD HTML 4 01 Transitional EN gt lt html gt lt head gt lt title gt Email Test lt title gt lt head gt lt body gt p you have lt span style color red gt Count span in your Inbox lt Del body html The Count placeholder can be used in the email content This will be replaced when sending by the number of documents in the recipients Inbox Notes to start the WinClient The attachment name can be entered here Test When all adjustments have been made a test email can be generated to validate the c
130. etup individually Configure Views Navigate to the node of a document type in a cabinet and select Properties Select the tab Views in the Properties window of the document type In the upper section of the view tab users and or groups can be added removed or the settings of a previously configured group or user can be copied The lower section is used for the settings of the Windows Client tabs Search and Edit Scan The setting could be defined separately for the index fields in the control box and the hit list Note If the view settings are only set up for one of the two tabs Search or Edit Scan the tab without any assigned fields is evaluated as denied view and none of the fields are displayed If none of the fields are displayed for a user this user could not restrict the search within that document type and the server lists all documents of that document type as search result Please keep in mind that the default value is 1000 documents in hit list Search Tab Settings In the Search tab in the lower section of the window all available fields of that document type are listed and if entered in field settings the description The fields can be assigned to the view using the appropriate options Insert a separator This adds a separator to the index field s view Using separators provides the option to divide the index fields into logical sections A describing name can be assigned to each separator Note Th
131. etwork Printer VNP These documents can be indexed and stored automatically The versatile OCR module can create a full text index for full text retrieval or read defined zones with a forms recognition module Reading of Barcodes offers another possibility of automatic indexing Welcome to FileDirector Page 17 FileDirector Enterprise Manager First Steps During installation icons for the following applications are created on the desktop The Configuration Utility This is used by the administrator to configure the FileDirector Server This application is only on the FileDirector Server Full instructions for using this application are in the FileDirector Installation Guide FileDirector Enterprise Manager Enterprise Manager is used for administrative tasks within a FileDirector system for example to setup cabinets index fields security settings etc FileDirector Windows Client The Windows Client is used by a FileDirector user to retrieve scan edit and distribute documents This application is explained in detail in the Windows Client User Guide Configure using Enterprise Manager First a Cabinet is configured which is later used by the Windows Client for document storage e Create cabinet e Create and setup index fields e Create Document types and link index fields to them e Setup Scan Profiles which enables the Windows Client to scan documents into FileDirector After these basic configuration steps docum
132. ew With FileDirector spool data can be imported with the COLD module Spool data for example invoices created on a mainframe computer as spool data can be imported The index for these output documents is automatically extracted during import FileDirector allows an unlimited number of import templates to be created in a cabinet They can be amended changed or removed anytime What is COLD COLD is an abbreviation for Computer Output on Laser Disc because of historical reasons This module imports spool data ASCII ANSI data which is normally printed The import module has to separate the data into single pages group them to documents if necessary and extract the index for each document automatically Each of the pages consisting of more or less only text can be displayed and printed with an overlay This is normally a scanned empty form to make the displayed and printed output document look as closely similar to the original as possible COLD License COLD needs a license option which must be switched on for the COLD module to work If this option is not licensed import templates can be created but the COLD import scheduler cannot be started for data import Create new COLD template Open FileDirector Enterprise Manager and create a COLD template by clicking on New after selecting COLD in the cabinet tree Specify a name and select a path from which the spool data should be imported later COLD Import Page 183
133. ew sample page can be assigned D Image information In Image info information concerning the form and the image are displayed Number of zones Number of field assignments File format Width in pixel Height in pixel Resolution X DPI Resolution Y DPI colour depth uncompressed size compressed size and compression rate Note The sample must always be scanned with the same resolution as the pages to be recognised If not the zone position is wrong and the zones cannot be read OCR Forms Recognition Page 165 FileDirector Enterprise Manager a Recognise With this option the recognition and the settings can be tested Different pages can be scanned for testing if they are recognised and the fields read A detailed description can be found in section Test recognition m Fit to window T Fit to width Show original size A Zoom Zoom Create Zone IN Zoom Window If a window is dragged when the button with the magnification glass is displayed the display is zoomed When clicking this button the system switches to zone mode When dragging a new zone is created Moves zones up down in the sort order Context Right click Menu Recognise zone The OCR engine is started for the actual zone Alternatively this function can be started by double clicking on the zone If characters are not recognised correctly a sign is set Recognise all zones This option recognises all zones
134. ges can be synchronised by Sync using structure The clone cannot be changed manually Copy cabinet structure An exported XML structure can be copied to the same FileDirector server to copy the structure of a complete cabinet By using Save structure as the structure is exported The exported XML file is imported again by using the command New from structure It is not possible to install a clone as the database already exists A copy with a different ID is created automatically Note During a search for an already existing ID the existing database is checked not the listed registered cabinets Thus an unregistered cabinet can be recognised if the database exists in the background Sync using structure When a structure and an existing clone or copy is to be synchronised the version of the FileDirector Server must be identical on both servers otherwise the synchronisation cannot be performed If an update was performed it would be necessary to run it on both servers incl an update of the cabinets Synchronise a clone Additions and changings of the structure of the database can only be added on the source server and synchronised afterwards with the clone No manual changes can be done on the clone Cabinets Page 83 FileDirector Enterprise Manager Synchronise a copy Changes are not adopted Changes of existing fields are not synchronised and must be changed in the copy manually Structured data
135. gs can be different for each scanner used depending on the capabilities of the scanners and the drivers If TWAIN scanners are configured the configuration window of the driver delivered is displayed Settings In the Settings tab configuration parameters are specified for the image scanned Depending on the scanner used the following settings can be configured Colour mode Black and white Greyscale Colour Graphics mode When black and white is selected graphics mode can be selected between text mode and photo mode Resolution The standard resolution of the various scanners can be different The higher the resolution is set the better the quality will be but the resulting files will be larger Note When using OCR recognition a resolution of 300 x 300 dpi is recommended Any resolution smaller will deteriorate recognition rate higher resolutions do not necessary improve recognition Scan Profiles Page 150 FileDirector Enterprise Manager Rotation An automatic rotation of the page scanned is possible after scanning in directions 0 90 180 270 Side Some scanners scan double sided pages You can specify whether front page back page or both sides should be scanned Compression When scanning in black and white mode the resulting pages are stored in TIFF G4 format If grayscale or colour is scanned JPEG files are created and the compression rate can be set The smaller the compression ra
136. gt EDI XML INVOICE INVOICE HEADER INVOICE TYPE INVe INVOICE TYPE INVOICE NUMBER 2000004958 INVOICE NUMBER INVOICE DATE 08 Apr 2005 lt INVOICE_DATE gt lt INVOICE_ HEADER lt INVOICE gt lt EDI_XML gt The listed lt Tags gt are read from the XML file and entered into the index fields linked with the tags In order to select index fields a cabinet and a document type must be selected Schedulers Page 56 FileDirector Enterprise Manager In order to assign a layout to an XML file it is linked to an XLS file The header of the XML file contains a link to the respective XLS file In order to import data with a defined layout the respective XLS file can be selected as an overlay Once an overlay is selected it is automatically listed Usng the Overlay selection button the overlays can be selected from a list Using the X button an overlay can be removed from the list If configuration is completed data can be imported from the respective directory After being successfully imported files are deleted from the import directory After an import an exclamation mark in a yellow triangle appears next to the import directory This denotes that the listed file has been deleted from the import directory As long as there is no new file stored in this directory no configuration changes can be made to the import settings because a file with Tags to be read must be present to change this setup
137. h the Software is stored to be free from defects in materials and workmanship under normal use for a period of ninety 90 days from the date you purchased the same as evidenced by a receipt or otherwise Some states or jurisdictions do not allow limitations on duration of an implied warranty so the above limitation may not apply to you CUSTOMER REMEDIES Spielberg s entire liability and your exclusive remedy shall be the replacement of the Compact Disc and or Diskette not meeting the LIMITED WARRANTY and which is returned to Spielberg or Spielberg s marketing affiliate Spielberg Solutions Limited with a copy of your receipt or otherwise The LIMITED WARRANTY is void if failure of the Compact Disc has resulted from accident abuse or misapplication of the software No liability for consequential damages In no event shall Spielberg or Spielberg s affiliates their distributors or dealers be liable for any damages whatsoever including without limitation direct or indirect damages for personal injury loss of business profits business interruption loss of business information or other consequential or incidental damages arising out of the software the use thereof or inability to use the software even if Spielberg Spielberg s affiliates their distributors or dealers has been advised of the possibility of such damages Some states or jurisdictions do not allow the exclusion or limitation of liability for consequential or incidental damages so th
138. hat was defined initially The overall size shows the size of all container files existing in this directory The size and name of the active file will be shown in Current size and Current name Container files have the extension FDDC Field Document Container ODBC Container In addition to the normal Container you can create an ODBC Container The ODBC Container is a database where the data is also archived A normal Container must exist The following configuration is necessary to do before e Create database the structure is explained in the section 2 e This database must be created manually e An ODBC source for this database must be configured in windows for connection see Setup ODBC link in Windows Use Additional information for ODBC settings to find further information ODBC source After configuration the name of the created ODBC source is entered ODBC table In the created database the name of the ODBC container table is entered Assign storage pools Storage pools created here can be assigned to document types in the document type properties See Storage pools in document types Mirror storage pool The storage pool can be mirrored to a second storage location device for security reasons Create a second storage pool and specify the storage location for it Select the storage pool normally used for storing your documents and select Properties A setting Mirror to where the second storage pool can be spe
139. hecked or not It is not imported what type of check KI ormi was used as the system tries to find diagonal lines Fields can easily be recognised even when they were checked by handwriting OCR Forms Recognition Page 172 FileDirector Enterprise Manager Note This option can also be used if an index field should be set to a special value if anything was written at a certain position of a page or if it is empty If the field was designed as on OMR field text would result in box checked and an empty field would result in box not checked For each of these events a defined value could be written to that field Barcode If Barcode is specified as content type the fields Barcode Type and Barcode Settings become active For each zone one barcode type can be specified The following barcode types are supported 2 of 5 interleaved Can only contain digits Alpha 39 Can contain letters and digits including 96 Codabar Can contain ABCDENT and the special characters Code 128 Contains a complete character set including digits letters in uppercase and lowercase Using numeric values the information density is very high A check digit is always used but not displayed as part of the information PDF 417 Barcode PDF 417 is a two dimensional barcode which can contain up to 3000 characters The barcode can contain the whole ANSI character set An internal check is always implemented which can correct errors during
140. hment name can be entered here Test Use Test to check the validity of the email configuration New process Select Process management in the Cabinet in Enterprise Manager Create a new process by selecting New The graphical user interface When configuring a process a general settings window appears The windows can be expanded or minimised by pressing the icon in the top right corner The top area of each window summarises the properties as text The hidden information and properties will be displayed by leaving the mouse over an entry for a second This information is available even if the window is closed and not all information is visible Name of the process To set up a name of a process mark it and type in the preferred description Description The name and the description of a process are displayed in the Windows Client during the selection of a process Thus a user can receive a more detailed description of a process Process Management Page 133 FileDirector Enterprise Manager Process Management Menu Open or close the windows for all process steps using the Process Management menu Show all details key page 11 Hide all details key page 4 Delete Using this function single action steps are deleted Print By using the Print function an overview of all steps and options is printed as displayed in the window Opened windows are printed completely closed windows only with the heading line Below
141. ication is selected a new server can be introduced to the replication by selecting New on the toolbar ID A server is identified via its licence number If the licence number changes the ID of the first licence number is preserved Notes Never change this ID because it is used to synchronise and transfer replicated data Description A description can be entered for the different servers in order to differentiate the original server from the target servers URL The URL is used to connect with the target server The URL format needs to be http targt servernameJ filedirector or http target IP address filedirector Note A secure connection can be established via https Enter user fd server account with name password To be able to connect with the target server the fd server account of the target server has to be entered If both servers are running in the same domain and use the same fd server account Use integrated windows security fd server can be ticked If the servers are running in different domains an account of the target server having access to the FileDirector has to be entered in the format target domain fd server i e an account assigned to the group fd admins or fd scan fd scan named with the right to create data When installing the FileDirector server locally the target domain is the server name Online The setting has to be switched to Online to be able to establish a connection The rep
142. ice and the OCR Engine must be installed on the server or the client If no OCR client licence is present recognition zones cannot be configured Asian OCH Clients For Asian OCR a licence must be present for each client using this option Additionally an external licence of the manufacturer of the Asian OCR engine is required If the engine is being installed this external licence can be registered in the start menu Virtual Network Printer VNP VNP are licenses for the Virtual Network Printer This printer converts print data into TIFF files and stores them in a defined directory These files can automatically be imported into FileDirector and additionally be recognised and indexed by a scheduler using OCR Forms recognition Isis Clients The number of client which can scan with ISIS is displayed Scan named The number of FileDirector users listed by names and assigned to the fd scan named group previously fd prio user will have access to FileDirector and are allowed to scan and capture The number of accounts in the group may not exceed the number of licences Server Page 25 FileDirector Enterprise Manager Scan concurrent The number of FileDirector users who work simultaneously and belong to the groups fd scan previously fd user or fd admins User named The number of users listed by name and assigned to the group fd user named These users should get access to the FileDirector and are allowe
143. ick on the tab Following pages link is displayed to load the following page as a template for the configuration The end page is to define in the same way with the tab end page If the template loaded the identifier and index fields can be defined If the same index fields are mapped on different pages the value is compared The value must be unique to fill the index fields with the correct content Discard page In some cases for the batch scan a separation sheet is used to distinguish multiple batches and to begin a new document To delete such a page from the archive you can configure recognition for this page and after the recognition it can be discarded This option can only be set for the first page Page must exist This option can be set for the following pages The first page must always exist for the identification If an end page is defined it must also always exist to recognise the end of a document Attention If this option is activated and the page does NOT exist error messages might appear or a file import may fail if it has been configured with the OCR Use barcode as batch start batch end This is only valid for a static form without document identification Normally this setting is set to batch start so that a barcode on the first page of a document serves as a document separator In rare cases the barcode is placed on the last page and serves as document end indicator In that case the setting has to b
144. iggered by virus scanners and SPAM filters Under tab Priority the priorities of the active events of SMTP service are listed If setting SMTP event priority is changed the starting order of MailStore can be changed Note If the priority is changed the setting is stored in file DSDMS FileDirector MailStore xml Service FileDirector MailStore Service must be restarted if settings have been changed Schedulers Page 59 FileDirector Enterprise Manager Archive internal E Mails All emails to be archived must pass the Windows SMTP Server Internal emails are not sent via SMTP Server They stay within the Exchange Server Archiving internal mails is not usual But you can manage it by setting up an additional SMTP address for all users of the Exchange Server which is not on the Exchange Server These archive copies on the SMTP Server can be set to be deleted via the SMTP Server configuration Note In case you use another Mail server you should provide that this server can redirect the internal mails to an SMTP Server This server can now be used by the MailStore program Provide mails manually for MailStore path When eml and xml files which were not exported from SMTP server should be archived they have to be stored manually as eml files to the MailStore path Click the button Store mails and select the directory from which eml files should be imported Note Files cannot be stored directly from Ou
145. import is set in a step of a process index information can be filled in automatically as part of a process Set field to value If this step is selected a field can be set to a fixed value in the actions configuration Set field for this document Here the index field is selected in which a value is to be registered Depending on the type field of the index field the following options Value A fixed value is added to the index field Date The date of another index field can be written into the field with and without a date offset Advanced In the index field is an automatically determined value These can count up count down be system date system time system date and time year week username and Short username Process Management Page 140 FileDirector Enterprise Manager Set field for a referenced document Here in the lower portion set which referenced document with the above specified value is to be filled On the left are the settings for the referenced document and performed on the right side according to the comparative field of the document which is currently in the process Change document type If the action change document type is set in a step a document is moved to the specified document type Index fields which exist in both document types are transferred Change rights of a document The rights of a document can be changed in a step It is possible to force a document not be e g change
146. in FileDirector 2 6 is the option of FileDirector internal user and group administration This administration is independent from the Windows user administration Multiple internal sub domains can be created The FileDirector user provides functionality similar to using Microsoft Windows Accounts which can be configured time limited and users can be asked to change predefined password on first log on and accounts can be disabled The configuration of FileDirector accounts is carried out through the Users and Groups section in Enterprise Manager Notes Changes in IIS may be necessary when using the FileDirector internal user administration Please refer to the installation guide Internal Domains When FileDirector is first configured using the Configuration utility the Users and Groups tab allows you to select the Windows Domain to use for authentication You can also define a built in domain called FileDirector by default Users and Groups Page 33 FileDirector Enterprise Manager From within Enterprise Manager you can then create users and groups within the internal domain managing access to FileDirector independently of the Windows domain You might for example wish to give customers access to certain documentation held within FileDirector and by using the internal user management you do not have to create user accounts within the Windows domain Manage Internal Domains An internal domain is created when you first
147. installed on the Server The fd server account must have access to the directory storage pool locations The OCR Engine must be installed on the server Full text index must be installed in SQL Server Note If the storage pool location path to the FileDirector document storage is located on a different server to the FileDirector server the windows service FileDirector Component Service must be started under account fd server Setup Document Types for full text recognition Full text reading is only performed on document types which have been configured for full text reading The full text reading must be switched on for the document types required The Check box Include in OCR full text must be switched on in document type properties See Document type Functionality of the scheduler This scheduler automatically performs OCR full text reading of all the documents stored in the relevant document types The recognised text is written to the Cabinet database You must configure the Scheduler General Settings as described above for the scheduler to function Notes SQL database fields The recognised text is written by the scheduler to the table FD Images The fields OCRReadOn and field OCRText are filled out If the field OCRReadOn already contains a date the document is not read When reading has been performed correctly Long text cab is seen in the field OCRText If the filename of the file to be processe
148. irector MailStore This file will be preserved after uninstallation of MailStore application This ensures that created configuration settings won t get lost even if MailStore is updated Eml Split In the export folder is written an XML file with a date stamp and a subfolder with the same name is created which is linked to the XML file In addition the names of the attachments are saved in the XML file which can be connected to a field in the scheduler So it s possible to search for the attachment names in the FileDirector When the mails are saved in the configured folder they are stored as eml and xml file if the option eml is marked When the option Split set the body of the email is saved in the subfolder according to the email format as html or txt The attachments of the emails will be saved in this subfolder When both marked the email is saved in both forms With these settings the conditions for subject sender and addressee can be independent of each other saved in the different ways Priorities When data is picked directly from SMTP service different applications can be used All these applications trigger different events For example virus scanners or SPAM filters may also pick up data from SMTP service If FileDirector should only archive Emails that have already passed virus scanners and SPAM filters the priority of FileDirector MailStore event must be configured to be processed after the events tr
149. is the connection setting to the target server see Create connection for replication The tab to allow the replication settings to be configured is located in the Properties of a cabinet right click on Cabinet gt Properties Add If the target server is set up it can be assigned to the cabinet using Add You can select which server replicates the data of the cabinet Documents can only be replicated with servers listed in this table If replicated documents should be checked out by the original server the original server has to be added on the target server A replication between two target servers is not possible see drawing Replication Original FileDirector Server Replication Clone FileDirector Server Cabinets Page 77 FileDirector Enterprise Manager Note The responsibility for documents can be transferred to another server If the responsibility is transferred from the original server to a clone the clone becomes the original server Scan Edit Search If documents are scanned in on the original server and replicated to the target server clone they can be searched for and displayed on the target server without further adjustments Editing replicated documents on the target server is only possible when they can be checked out by the original server The original server has to be setup in the cabinet settings of the target server and the connection must be online Examples
150. isplayed in original status the menu settings can be reset to standard The display mode of menus is configured by the menu animation Big symbols Big Symbols enables menu icons to be displayed enlarged for better recognition Quick info Quick info is a text which appears if mouse cursor is placed longer on a symbol It can be configured if quick info should be displayed and if the short cut for a key combination should be displayed Configuration In Extras gt Options several general settings can be set in the Windows Client In order to pre set these settings for a defined group of users they can be configured in client configuration under tab Configuration Allow changes on client If this option is marked in the Windows Client the menu Extras gt options will be available for the user Client Configuration Page 66 FileDirector Enterprise Manager Allow to work offline If the Windows Client should always be connected to the server you can use this option to allow or deny the offline mode With it you can prevent work being done offline The Windows Client without intent and the user can check in the local scanned documents every time The explanations for the single options can be found in user guide of Windows Client Upload Scheduler The Upload scheduler is used is used to check in new or checked out documents automatically In client configuration the settings are stored for the relevant groups and acc
151. l to a specified location The document is marked as deleted in the database Export and destroy Moves document data the storage pool to a defined location and deletes all index data from the database Destroy Deletes all document data held in the storage pool and all data from the database Process If processes have been defined the documents can be sent to a specified process Export To The location that document data should be exported to can be set Please note that the FD Server account will require permissions to the location selected Fiscal Year The Fiscal Year setting allows you configure any retention period to action at the end of your company s financial year only It may be that a document s retention period expires at the end of May but you only want documents to be processed at the end of your financial year which is the end of December In that case set the value to 12 Export and retrieval of data on CD s If data is exported to a defined directory an empty file is created in this directory with a media ID in the filename File name date and exact time for example FD 2005 01 17T17 03 48 096 mid together with the data directory of the cabinet This file must be copied to CD in order to make retrieval from CD possible In the SQL database this media ID is stored against the relevant exported documents Note If the action Destroy is set the documents are completely deleted and can no longer be retrieved
152. ld which has system date time set automatically If a document is checked out and changed it is protected and not updated with the new system date time Fields Page 91 FileDirector Enterprise Manager Overlay for memo fields Overlays in memo fields are predefined forms to enter special texts to save notes to documents as form As overlay an excel document with protected fields is used If an overlay is added to a memo field it can be filled as a form in the Windows Client Only the entries are saved in the database not the whole form The overlays are not designed for an index search because the values are only visible in the form If an overlay is assigned to a memo field the field is not visible in the hitlist any longer because the content cannot be shown directly in an index field However the entered text from the overlay can be read by full text like in normal index fields The content of the forms can be searched in the full text with Word To use the full text search full text must be configured Preparing an overlay A form for an overlay is created using an Excel table This Excel table contains protected and non protected fields The non protected fields are transferred into the index field Note How to protect fields can be found in the help file of Excel A short description to protect fields Choose fields in Excel table format cells right click gt Choose Tab Protect c Select the cell or
153. les in Enterprise Manager right click and select Security Assign users and groups Selecting Add users and groups can be added to the list For those specific users and groups the available scan profiles can either be allowed or denied Scan Profiles Page 154 FileDirector Enterprise Manager Use OCR and forms recognition In order to use OCR and forms recognition in a scan profile one or more OCR forms need to be created If OCR recognition is activated in scan profile the OCR engine must be installed on the client PC which should use that scan profile Allow to change manually This enables the user to switch forms recognition on and off for this scan profile in the Windows Client Full form recognition This setting allows scanning an unsorted batch of documents and indexing them automatically If this option is selected it is not possible to select a target document type manually The document type specified in the relevant form is used automatically If a document was scanned with this scan profile all identification fields of the forms are tested If one of these forms yields a result above the recognition threshold the relevant index field zones are read and the document is indexed The document itself is stored in the document type for which the form was specified If a document could not be recognised it is automatically stored to the fall back document type specified for not recognised documents Do
154. lication will be handled by a scheduler later on The scheduler can only replicate data when the connection is online When the connection is set to offline replicated data from a different server cannot be checked out and changed When being set to online data from a different server can be checked out and changed Test connection The ID of the target server is requested and listed when the connection test is successful Once a connection is successfully established the cabinets to be replicated can be configured See Cabinet for replication Server Page 28 FileDirector Enterprise Manager Events FileDirector can be configured to log activities within the system whether automatic server activity or user activities All activities can be listed filtered by various parameters such as Cabinet and user Active User displays a list of all users currently using FileDirector Audit Trail Configuration To configure audit management and the activities to be audited select Audit trail right click and choose Properties Settings Tab The general settings for the audit trail determine how the audit records are managed and the types of events that will be logged All audit records are held within the FileDirector general configuration database Depending upon what is being audited and the level of activity within FileDirector the number of records within the database can grow to be substantial FileDirector therefore a
155. llows the audit records to be managed Audit records can be removed from the database periodically determined by one of two options This can be configured in one of two ways You can select to remove 50 of the audit records from the database once a predefined number of records have been created Alternatively all audit records older than a predefined number of days can be removed When Archive Log Files is configured any audit records removed from the database can be archived to a defined location You must ensure that the archive location has sufficient storage space available You must ensure that you activate this feature if you want the audit records archived Under Event Type to Log you can specify the types of events that will be recorded Information Warnings and or Error events Additionally you have to specify which type of event is being logged Select information warnings or errors Events Page 29 FileDirector Enterprise Manager The Purge Log Now button will remove ALL audit records from the database immediately If you have selected to archive audit records the records will be archived prior to being removed from the database Notes The audit trail should be periodically managed because all entries are saved in the database and the database size is increasing If the export causes a timeout please read the section Optimization of SQL Server performance in the installation guide The settings should be ma
156. lly The field attribute helps during indexing using automatic actions preventing the user from incorrect entries and controls which happen if the same index is keyed in again Automatic actions None If the option None is set index data entered are not used during single page scanning and batch scanning for the next document to be scanned Preserve If scanning with Windows Client the index already keyed in is preserved for the next document to be scanned when option Preserve is set The field is not cleared after scanning the information can be used for further indexing This speeds up manual indexing if some indexes do not have to be entered again Increment If a start value is specified in a field with this setting the value is incremented by one each time a new document is scanned Decrement If a start value is entered it is automatically decremented by one each time a scan is started The user should ensure that the start value is big enough as the counter will not create negative values If 10 is specified as start value the system will decrement as follows 01 00 99 98 Increment Decrement by page When increment or decrement by page is configured the number of the pages is filled into the index field during the scanning process This works for all the documents and the page of the previous document is added to or subtracted from the number of pages of the following document Increment Decrement Glo
157. lowing pages of a document this setting can be used The following pages are automatically appended Not empty on next page If a field is only empty on the first page but is not empty on the following pages for example a page numbering after the leading page this setting can be used Equal on next page If for example a unique invoice number is always printed on the same position on each page of a multipage invoice this setting can be used The pages are automatically appended until a new entry here invoice number appears Page settings Graphic mode In the configuration window the display can be switched to graphic mode This shows how the test is placed on the page and on the overlay If no overlay is specified the blank text is displayed on a white page A blank white page is used in resolution 200x200 dpi to display the text of the spool file In page settings the text can be configured and positioned on the page In graphic mode the page layout can be controlled Setup Overlay In the Page settings tab a page size can be specified when no overlay is specified If an overlay is set the page size is derived from the overlay With an overlay a blank page with a logo can be combined with the text of a page in order to create a display and print close to the original in FileDirector Two different overlays can be specified for the first and the following pages If the following pages should have a white overlay which shoul
158. lue 75 OCR Forms Recognition Page 163 FileDirector Enterprise Manager Create OCR form Clicking the New button in menu OCR opens a dialogue window for OCR form creation In the OCR tab a name and a descriptive text are entered When creating an OCR form a sample page must be used to configure the properties The sample page can be loaded from a file or directly to be scanned If scanning should be done the user must have access to a scan profile After selecting the scan profile the sample page can be scanned and is displayed in the right part of the configuration window 2 Load image from file If the document to be used for forms setup is already scanned it can be selected and loaded e Scan If a scan profile is selected a sample page for setup can be scanned Stop Scanning k e Fit display Fit width Display original size Zoom v Zoom References for samples It is not mandatory to use the same resolution for the sample and the documents being scanned Nevertheless it is recommendable because different filters e g noise removal have different effects on sheets with varying dpi resolutions The result can be that the recognition result of configuration in the Enterprise Manager can differ from the result of future scans Experience has shown that an optimum value of the TIFF file for OCR recognition is 300x300dpi but the values depend on the source A lower resolution might worsen th
159. mail Notification eene enne enne nhnn seen nennen tenentes nns 132 NIU Id lrce e 133 The graphical user interface recae a eco bends sveaeuedesdeudadssaatcdecseents 133 Name of dee 133 IBI ed eg ME 133 Process Management Menu see ENNER EEN enne nnns nnn nnns sena a sett eese s asas statt eese nan EN 134 Change order and connections of actions ccssccccccecessessnseeeeececesseseaeaeeeessessessaeaeeeeseeses 134 Do not accept new documents Disable process esses enne 134 Not selectable process Hidden in client list essen 135 Send to procession CHECK I Mise ce tete e aet ance Meson eee dues eta ie IER 135 Add new ft Eet EE 135 SENG to GSCI cote breasts brit us t ue MIU ee e Ie celeste 135 SISPECGNIIGM ivi AERA EEA EE OEE 135 Send to user prompt for name 136 Send to User from field E RES Ee EE ERREUR ER RENE EN 136 Siet EE UE 136 EXxport docutment 5 intet de e t E ve eed t tese QUY eee 139 ODBCindeximpoOFL zs ettet ee edere en aet er deste eee bd EEE UE une 140 Change doc menttype xit ettet E E E brut eue ere vOv P ee eee 141 Change rights Of a dOCuMe nt eege deeg e eee e ehe teer ene eue ege Tv SERT 141 Delay prompt for E 141 Delay irom RUE EE 141 Add new user actiOr icri Ert Rr EE ERE FE EE ERE actu ERO KEEN ERE EE RENE ERR E ERE ARN RN EU 141 USE TIMEOUT esI 141 Keep
160. matically generated information During creation a text field is displayed with a red frame A text can be entered in Text which is automatically displayed each time a stamp is used Stamps Page 158 FileDirector Enterprise Manager For each field Font font size and orientation left aligned right aligned or centred can be configured individually For automatic entry several environmental values from the computer can be entered automatically using parameters beginning with a sign The name must be entered in upper case letters USERF Full user name Name Surname USERL User account Domain name user name USERS Short user names User names DATEL Date Long format e g Friday 10th December 2004 DATES Date Short format e g 10 12 2004 TIMEL Time Long format e g 16 53 37 TIMES Time Short format e g 16 53 STATION Computer Computer name Note The display of date and time formats are dependent on the settings specified the regional settings of windows Stamp Security In the Stamp security access to the stamps can be configured for users and or groups Duplicate stamp Existing stamps can be duplicated in a cabinet Select the stamp to be duplicated and click Duplicate item in the toolbar A new stamp is created carrying the same name plus additional numbering appended This new stamp has identical properties compared to the original one The Properties of the ne
161. me of the day If an upload scheduler is defined for an account it is displayed as an icon in the tray of the client PC when the relevant user is logged to the Windows Client If you position the mouse cursor on the upload scheduler icon a tip tool appears which displays the specified time for automatic Check In The configured time is the time of the client Example If you set a time of 15 00 on a server in Europe the upload runs at 15 00 in Europe and delayed to 15 00 local time in the USA Note If the specified time is changed in Enterprise Manager the Windows Client needs to be restarted WebServer Settings When data is retrieved using FileDirector WebServer the basic settings for WebServer can be predefined for the clients Should the logged in client user not be allowed to change the settings on his own profile demark the option Allow changes on client Allow Changes on Client Selecting this option will allow the logged in user to modify the settings set here General Language Configure the language that WebServer will use for the user group PDF Download If PDF Download is set the downloaded documents will be automatically converted to pdf files Hitlist Hitlist Page Size You can select the number of records displayed in the search results hitlist Thumbnails You can set whether thumbnails of the document pages are displayed or not Image Client Configuration Page 68 FileDirector Enterpris
162. ment Types In order to file and classify documents they are stored in different Document Types In a typical office situation this could for example be Quotes Orders and Invoices A document type is mainly defined by the index fields used to classify the documents These fields are selected from the pool of index fields which have been specified previously and should contain each index field used to classify all possible documents FileDirector manages over 250 document formats including MS Office PDF AutoCAD and standard image formats such as TIFF JPG and BMP Using FileDirector s Office Integration MS Office documents and emails can be stored to FileDirector in their original format directly from the applications Other documents can be created by scanning paper documents or importing existing electronic documents or spool data Scheduled Processes The FileDirector server has several schedulers which are very useful for automated tasks Recurring tasks such as document or index imports can be performed automatically on a fixed timescale or selected folders can be monitored for new documents Documents can be managed through a specific process which is defined as a fixed series of steps Certain users must work on the document in each step Applications which cannot connect directly to FileDirector and cannot create electronic documents to be imported can create image documents by printing to FileDirectors Image Printer or Virtual N
163. ment Types You can choose to override this with a description of your choosing Sort Order You can select the order in which the Document Types drop down list will display the Document Types in the Windows Client Document Types Page 98 FileDirector Enterprise Manager Duplicate Document type Existing Document types of a cabinet can be duplicated Select the item to be duplicated and click to button Duplicate item in the toolbar A new document type will appear in the list of document types which carries the same name with an added numbering behind the original document type name This document type has exactly the same properties as the original If necessary the new document type can be changed by selecting Properties in context menu right mouse button General In the General tab the name and the storage pool must be specified A description text for this document type can be entered in description The description would be displayed in a tool tip in the Windows Client when the mouse cursor stays on the document type name In this way a user can promptly achieve information about the document type used Storage Pool Image data is saved in the storage pool The SQL database cabinet only stores index information By default a directory filedirector data is created during installation The account fd server must have full control of this directory Basic configuration The basic configuration of storage pools is sp
164. ment could also be different to the stored sample and may deliver more characters per zone after OCR Assign zone content to an index field Create a zone by dragging the mouse cursor and open the drop down menu at Index field The zones of the target document type can be selected Double clicking this zone displays the result of the zone reading and the result of the index field The results are different if changes are made later by specifying settings in Remove Left Right trim From left right or Prefix Postfix This feature helps to check the content result of the index field OCR Forms Recognition Page 174 FileDirector Enterprise Manager Assign several zones to one index field Each zone can be assigned to an index field If several zones should be written to one index field simply connect the zone to the same index field Using Prefix or Postfix the zone contents can be separated Change order of zones The zones are being written to an index field in the order which is automatically created during zone setup This order can be changed using the buttons in the toolbar Assign zone to several index fields It is possible to distribute segments of the zone content to different index fields This is especially useful when a PDF 417 barcode is used This barcode may contain a complete address The whole address is being read in one zone but different index fields are filled with the information recognised Field s
165. ment not until BOTH fields are applied Example 2 Configuration in the file web config OR Relation lt FDServer CombineSearchFieldsWithOR 0 AND 1 OR gt lt add key FDServer CombineSearchFieldsWithOR value 1 gt A user is to be allowed to see a document only if one of two fields contain a certain value Configure each filter with the appropriate field for the user As the filters are related to OR the user is allowed to see the document if ONE of the fields is applied Fields Page 97 FileDirector Enterprise Manager Document Types Overview In a FileDirector cabinet documents are organised and filed in document types Since each document type can be configured individually it can specifically be modified to the customers workflow requirements FileDirector allows an unlimited number of document types to be created in a cabinet These document types can be changed amended or deleted at any time New Document Type Click on the New button after selecting Document Types and a window for document type creation and properties will open The Document type node must be selected in the left part of Enterprise manager window General Document Types Properties Right clicking on Document Types in the Cabinet tree and selecting Properties will allow you to set an alias and sort order for the Document Types Alias By default the Windows Client will label the Document Types drop down list as Docu
166. ments waiting to be replicated The documents are only added automatically to Sync table when a connection has been configured and assigned to a cabinet As soon as the target server is familiar the document will be automatically added to the synchronisation table when being checked it With the next start of the replication scheduler all listed documents are replicated Mark all documents modified after date for replication This option is as the option described previously for subsequent replication Not all older documents are added to the Sync table by selecting a date Show statistics The statistics display the approximate size and number of documents in the Sync table It can be estimated how much data is going to be transferred when starting the replication scheduler The size of the XML files is not accounted for Delete Cabinet When a cabinet is created a database with a unique cabinet ID is created Additionally the cabinet information is entered into table Cabinets of database FDConfig in SQL server If a cabinet is deleted the entry in the table Cabinet is deleted the SQL database itself remains untouched It is possible to reregister a database and make it available for FileDirector although it was logically deleted If documents have already been scanned or imported into a folder document data is stored in a subdirectory Fd xxxxx in the general storage pool where xxxxx denotes the unique cabinet
167. mported the documents can automatically be indexed in the background Make sure that the form recognition is licensed The configuration of the forms should be scrutinised before an automatic import is started See the OCR chapter for information on configuring forms reading Full forms recognition If all forms should automatically be recognised and sorted to the defined document types the option full form recognition must be used Document type limited form recognition If multiple forms are defined for the document type which is set in the field document type only these forms are used Schedulers Page 50 FileDirector Enterprise Manager No form recognition Always use this form If only a special type of documents has to be indexed a clearly defined form can be used Single page mode When you use this option for importing each file in a folder is read and imported as a single page document Multipage TIFF files are split up and imported as single page documents By default a multipage TIFF file is imported as a multipage document The settings of the OCR recognition of following and last page are not used for files in subfolders e g VNP because normally VNP automatically creates a new subfolder per document Settings for following and last pages are only taken into account for multi tiff files Important information for the data import In the default setting single tiff files are saved as one document If
168. mporting from a file Clicking OK creates the keyword list This is denoted by the new entry in the keyword list appearing in Enterprise Manager Create new Keyword To create a new entry in an existing keyword list the keyword list must be selected in Enterprise Manager Clicking New opens the the keyword editing window which allows the creation of a new keyword entry Keyword Name Enter the name of the keyword in the Name field Using one or more Shortcuts speeds up manual indexing in the Windows Client Shortcut If one or more Shortcuts are to be specified for a keyword they must be entered separated by a semicolon Keyword Lists Page 106 FileDirector Enterprise Manager If a shortcut is already in this keyword list a message appears Shortcuts and names must be unique There is no distinction between upper and lower case writing Note Blanks are considered part of a shortcut If a description is specified for a keyword list it is displayed in the list of keyword lists in Enterprise Manager for easy identification In the section Extended settings linked keyword lists can be configured Index fields and lists to be linked have to be created first See Link keyword lists Import keywords from file Structure of text file The text file consists of Name Shortcut and Description A field separator should be defined which should not be semicolon because semicolon is used as a separator between shortcuts
169. n terminal applications Using the target with black background option you drag the aim over the application and an OCR zone can now be defined Ensure that the entry of the target window is always at the same place to ensure that the OCR Zone is able to readout the correct values Note In this configuration the OCR is being used which recognises the text on the screen Read errors can occur if e g a flashing cursor is acquired or a background colour affects the recognition Use Codeless Connector In order to import field entries directly into FileDirector start the relevant application and FileDirector Windows Client Display the linked fields in the windows application and apply the configured shortcut to import the field contents The content of the field s are now passed to the relevant fields in FileDirector and the relevant function Search Edit and Scan is performed If a Codeless Connector is configured a tray icon will be displayed Security The configured Codeless Connectors are assigned to Users Groups for usage Select Codeless Connectors and click Security button with yellow key or right mouse button menu The configured connectors can assigned to users that work with the relevant applications For each user different fields can be configured in different applications Codeless Connector Page 72 FileDirector Enterprise Manager Cabinets Overview FileDirector stores documents in Cabinets These vir
170. n the Windows Client options each time after the set delay a connection to the FileDirector server is re established If this delay is shorter than session time out the connection is never closed and the license is never freed automatically Events Page 32 FileDirector Enterprise Manager Users and Groups While installing FileDirector a user account and five specific groups are created to work with FileDirector To ensure the integrity and security of the data stored in FileDirector no user account has direct access to any document data all document access is performed through the special server account If a user account is required to have access to FileDirector that account must be member of one of the FileDirector groups created in the domain during installation FileDirector works with concurrent and named licenses With concurrent licences a pool of users has access to a defined number of licences The pool of users can be greater than the number of licences available which will be allocated on a first come first serve basis With named licences each user account must have a name FileDirector licence Windows user accounts and or windows user groups must be a member of one of the FileDirector groups that will have been created in the domain during configuration You can then give the windows users and group s permissions within FileDirector Cabinets and Document types FileDirector internal Users and Groups New
171. n the right part of the Enterprise Manager window displays the actual extended settings On this level you can define the keyword lists to provide different keyword lists for a single keyword field in different document types You can also define whether the keyword field should be used for the filing system a manually typed input is allowed or a multiple selection is provided Security for all Cabinet Document Types Selecting Security on the Document types node a window containing an overview on all document types and their security setting of the selected cabinet is displayed It is easy to setup the rights for the document types by selecting the document types with the mouse By holding the Ctrl or shift key and selecting the fields with the mouse it is possible to select and change multiple fields at once by using the space key after selecting In the lower part of the window the group membership of the selected user is displayed or the members of the selected group Through the button Show rights for it is possible to show the rights at document type level for a group or user Multiple selections with Ctrl or shift are possible as well Document Types Page 101 FileDirector Enterprise Manager Document type level Security On the Security tab individual access profiles for the relevant document type can be configured When clicking to Add a list of the available users and groups are displayed for selection Fo
172. nd can then be indexed and checked in Directory Setup In Directory the path to the files to be imported is specified Paths can either be specified using drive letters or UNC paths Clicking button L J enables this to be done in a selection window After selecting the relevant path the files contained in this directory are displayed in field Files When double clicking to an entry it is displayed in the left part of the window By clicking Testscan the image of the first file is displayed Scan Profiles Page 152 FileDirector Enterprise Manager The directory is predefined here but it can be changed by a user in the Windows Client manually Page Files are imported in alphabetical order In Page it can be configured if only front pages only back pages or both should be created during import In the latter case two following images are grouped to one document Compression If coloured files are scanned they are saved as JPEG files The smaller the compression rate specified the better the image quality and the bigger the file size will be Delete after scanning If Delete after scanning is selected the directory will be emptied after scanning Include subdirectory With this option all files in subdirectories are scanned Pages On the Page tab several additional settings can be made The page size cannot be specified as the files already exist Deskew The option deskewing the automatic page suppression
173. nd displayed but the relevant pages are not displayed because downloading these documents to the local list is forbidden Changing of index is not possible Note With these options the control and configuration of the local cache is important If standard authentication is used the security may not be sufficient if users with different permissions in FileDirector work on the same PC Download revisions When Download revisions is denied a user can only display the latest revision of the document Older revisions are not available Change annotations Annotations stored on a page cannot be changed if this right is denied to a user With this setting parts of a page can be hidden for certain user or groups Scan If this right is denied the user has no scan options in the Windows Client The Scan tab will not be available Edit If editing is denied the Edit tab will not be available Print If Print is not allowed the printing options available in the menus are inactive and are not accessible Document Types Page 103 FileDirector Enterprise Manager Document Type Views Within the tab Views it is possible to define individual settings for users and groups for the fields in the control box and the hit list in the Windows Client for a document type These settings can be defined for the tabs Search and Edit Scan separately Additionally the views for shown index fields of the control box and the hit list can be s
174. ne No external or unwanted actions can be executed Replication Data can be synchronised between different sites when each site is equipped with a FileDirector server The sites have to be connected via a network during synchronization or data exchanges Replication Original FileDirector Server The replication can be configured using System configuration gt server gt replication To replicate data you need to create a cabinet on the original server This cabinet is then cloned on the replication server See Clone cabinet structure Original server definition The original server is always the server that is responsible for the documents When a document is created the ID of the creating server is assigned to it thus marking the server responsible The responsibility for documents can be transferred to the target server making it the original server for these documents Notes You need to ensure that the storage pool is available on the target server after the clone has been created If the storage pool is pointing to a different path it needs to be adjusted otherwise documents cannot be created Make sure that the time settings of both servers do not differ more than five minutes Server Page 27 FileDirector Enterprise Manager Create replication connection Initially there is only the current server in the replication scope The server will be identified by the licence number When the branch Repl
175. ng Input template manual index entering can be limited to correct characters and format The template type can be selected between Simple and a Regular A template can only be configured if in tab General type if Custom template was selected A list with the valid mask expression characters can be displayed by pressing the Question Mark icon This will list simple templates and regular templates If you select Simple only the characters described in section Simple mask characters can be used If the template type is Regular characters from the section Regular mask characters are used Test field offers the possibility to check if the template accepts the typed characters Filter Security Filters are part of the FileDirector security concept Filter offer filtering i e selection of documents for certain users and groups depending on the index and the specified filter If a user performs a simple or extended search in the Windows Client the resulting hitlist is filtered according to the filter values specified If a filter value is specified for a user account this user will only be able to retrieve a document if index and filter value match in this field Note If the filter field is connected to a word list only the comparison reference value equal or not equal lt gt can be used All other comparison reference values are used as equal Add accounts Click Add account and select the relevant account which sho
176. ng the cabinet and selecting Properties with right click menu With Change logo a graphic file can be selected as logo This graphic logo is displayed in desktop of the Windows Client If a special logo is not assigned to a cabinet a logo from the FileDirector Windows Client appears and is stored as the file custlogo gif in the program path of FileDirector Windows Client See more detailed information in installation guide Cabinets Page 73 FileDirector Enterprise Manager Cabinet Level Security Using the Security tab the groups and users are listed and configured as to who is allowed to use this cabinet in FileDirector Cabinets will only be displayed in Enterprise Manager if the user has full control An administrator or a user that has Full control can setup access rights for groups and users General windows rights are configured for each group user in the security setting of the windows system Access rights can be granted in FileDirector on different levels Special FileDirector access rights see FileDirector Users Groups In Cabinets In document types See Document type Security In fields See Filter In Filing System See Filing System Designer For single documents in the Windows Client See gt User Guide General rules for granting access rights To grant rights correctly some rules must be obeyed Rights can be granted for users and groups rights can be granted directly or be inherited and rights can
177. ng which should be imported to a defined index field and select in context menu right mouse button or by clicking the New index field button in the toolbar Select Fields and select the correct index field for the selected characters It is displayed where line column the information for the index field is imported from on the page This index information must be located at the same position on each imported page Because these documents are imported from a spool file the format settings should be unchanged If the page layout of the output data changes the COLD import settings have to be adapted COLD Import Page 186 FileDirector Enterprise Manager The length of the field to be read can later be changed later if necessary The maximum field length of the index field should be specified Make sure that the field length specified in Enterprise Manager for the relevant field is sufficient Import text from different files Index fields can be filled with text located on different pages Specify an index field and specify the page number for the page to be used for reading If this option should be used bundling of pages must be defined Read index from last page When bundled documents contain several pages This page number is not fixed and depends on the document If the relevant information should always be imported from the last page of the document for example the final amount of an invoice this can be set if 0 is s
178. not exceed the number of named licences purchased fd scan Concurrent Scan Licence Members of this group have access to FileDirector and can scan and capture new documents If this group has full permissions within a Cabinet the user is allowed to administrate the Cabinet There can be more users added to this group than licences exist If all licences are in use one user must be logged out to free the licence for the next user fd user named Named User Licence Members of this group can search and edit documents but they can t scan or create new documents The number of accounts made a member of this group must not exceed the number of named licences purchased fd user Concurrent User Licence Members of this group can search and edit existing documents If a user is only in this group he can login to the Windows Client to search and edit There can be more users added to this group than licences exist If all licences are in use one user must be logged out to free the licence for the next user Users and Groups Page 39 FileDirector Enterprise Manager Licence Usage Hierarchy The following shows the order in which licences are allocated to users when available Abbreviations ScanN Scan named ScanC Scan concurrent UserN User named UserC User concurrent X not licensed User access to Enterprise Manager Enterprise Manager does not use a FileDirector Licence User access to the Windows Clien
179. notice If the task specified is carried out the document is routed to the next step of the process depending on the structure of the process Process management controls the path of a document through the single process steps and keeps track of the status and location of a document For process management a license is required Process Flow Processes are created and maintained using FileDirector Enterprise Manager and selected in the Windows Client and WebServer A process consists of several steps during which an action can be carried out These processes can be selected from a process list in the Windows Client and if necessary a defined action can be run The sent documents appear in the Inbox of the respective user gt see user manual During the definition of new processes it is highly recommended to have a document flow mapped out which will assist greatly during configuration Process Management Page 130 FileDirector Enterprise Manager Global Process Properties Global properties can be configured to be applied to all processes The properties are Office Hours Process Notification Email User Action Notification Email Right click on Process Management in the Enterprise Manager tree within the Cabinet and select Properties Office Hours The Office hours can be set so that timeout actions are not triggered outside of working hours You can select a range of working days or individual days s
180. nt fd server has enough rights to collect the files on the import folder For a complete import the user must have rights for reading moving and deleting files If no condition is defined for an email it is not imported and it stays in the import path To import these emails an adequate condition must be defined During the next start of the scheduler these mails are imported then Schedulers Page 62 FileDirector Enterprise Manager Scripts Overview FileDirector offers a way to provide individual designed scripts to users These scripts can be run in the Windows Client by users previously defined in Enterprise Manager Configuration Selecting the New button with the Scripts node selected a dialog opens to create a new defined script You can set individual security settings for each script Name This is the name of the script shown in the Windows Client Description Enter a description which makes it easier to administrate the different scripts Script Enter the script itself as you would do it in a SQL query window Table names Define the names for the tables passed back from SQL The names can be ol separated by The first entry names the first table and so on Parameters Set parameters for the script entered above The parameters are specified within Note Using the test option the parameters aren t taken into account and the corresponding values must be entered into the script
181. nto the correct document type Note If a user is to use the OCR form recognition he must be provided with permissions for all document types which can be recognised When using the form recognition access to the Fallback document type for unrecognised documents must be provided Recognition languages Western OCR Engine For recognition different languages can be set The Western OCR engine offers the following languages English Russian Polish German Norwegian Czech French Swedish Hungarian Dutch Finnish Slovenian Spanish Danish Turkish Italian Portuguese Brazilian Portuguese Greek Catalan When languages are selected the language specific special characters can also be recognised OCR Forms Recognition Page 161 FileDirector Enterprise Manager Recognition options The quality and accuracy of OCR recognition depends strongly on the quality and accuracy of the scanned image In order to improve recognition several options can be set Enhance recognition This is a general setting of the OCR engine In case of bad quality and contrast the recognition may be able to be enhanced Skew correction When a page is scanned manually it may not be recognised if it is skewed during scanning This option starts a skew correction after scanning and may enhance the result Image improvement Using the image improvement you can filter the first scan results to improve the image for the recognition of the identific
182. ol Cabinet To configure the target settings for the MailStore Scheduler specify the cabinet in which the data should be imported Condition For the import of mails you can configure different conditions which define the allocation to the document type In the following example the following condition is defined If the word Code is in the subject the email is sorted to the configured document type The filenames of the attachments can be allocated to an index field to search for attachment names Several conditions can be entered They are AND or OR combined depending on the selected setting Document type Here you must set the document type in which the imported email should be archived The email must fulfil the configured condition Set fields In the section Email field the property fields of an email are listed to allocate e g Mailfrom Address RcptTo Address etc These fields can be allocated to the appropriate fields of the document type Please note that the numbers of characters in the fields of the document types are long enough for e g email addresses which are written in a row shared with a semicolon To fill special fields you can create allocations The colon in the example can be defined as field separator The number following the colon is to be written in the field ReptTo Address of the document type Accordingly the field is mapped If a field is split with a field separator see example an email
183. on this directory because FileDirector server accesses this directory Example of Index and File Import without control characters 201 Smith Walter 000001 tif 202 Kern Richard 000002 tif 203 Tiger Tina 000003 tif In order to be imported the listed documents in this case 000001 tif must be stored in the same directory where this index file is stored Select target ca abinet and target document type to which the data have to be stored Define field separator here comma and specify the number of index fields correctly so that the index file can be processed As in all other schedulers the settings should be specified in Enterprise manager on the server itself Select cabinet and document type to which the data should be imported With this scheduler new documents are created and each of them is stored with a new unique DocGulD Note If documents should be appended to already existing documents the index used must be unique seeing in properties of the relevant index field The Left trim and Right trim options can be used to remove special control characters like field delimiter characters Some external systems create index files including those control characters which must be filtered out during import The Index and File import scheduler can also be used in connection with ODBC configurations Schedulers Page 55 FileDirector Enterprise Manager COLD Import scheduler This scheduler enables automa
184. onfiguration User Action Email Notification A default email format can be configured to be sent as part of a process Email From The sender of the email must be specified Specific email addresses can be specified or they can be read from a field within the FileDirector Cabinet When reading Cabinet fields the field unique ID must be entered such as FD 12341234 Multiple email addresses or Cabinet fields must be separated by a semi colon Email Subject The subject of the email can be entered The name of the process action can be used by including lt ProcessAction gt in the subject line Process Management Page 132 FileDirector Enterprise Manager Email Body The body of the email can be in plain text or HTML If HTML is used it can include tags such as Color Font and Bold The email body can include the following FileDirector placeholders lt CabinetName gt Add the name of a file cabinet lt DocT ypeName gt Add the name of the document type a lt Processname gt The Process names lt StepName gt Add the name of the process step lt ProcessAction gt The Process Action lt FDWinCLinkUser gt View document in the inbox of the client lt FDWebLinkUser gt View document in the Inbox lt FDWinCWebLinkUser gt View document in the inbox in the WebClient lt FD_IMGEMBEDO001 gt documents in HTML body of lt FD_XXXXXXXX gt Contents of the specified index field Notes to Start the Windows Client The attac
185. operties of the selected element This function can also be in the context menu which is opened by clicking the right mouse button Refresh When clicking Refresh Enterprise Manager display window is rebuilt displaying actual values Pressing F5 or clicking with right mouse button yields the same function ej Export List When selecting Export List the selected information in the main Enterprise Manager window can be exported The data can be exported in PDF Excel RTF and CSV formats Within the Export List format window by selecting the Column Setup tool you can select the columns to be exported Help Selects Help File s New Clicking the asterisk creates a new element in the selected node XX Delete Selected elements are deleted with Delete option Security Security settings can be applied to cabinets document types and scan profiles amp Copy Some elements can be copied during configuration for example document types scan profiles word lists and stamps Server connection When the server connection is highlighted and Properties is selected the Sever Connection window is displayed where the connection settings to the FileDirector Server can be configured Enter the address for the FileDirector Server in Server URL valid entry consists of a protocol name http or https a colon with two slashes the FileDirector server DNS name or IP address and the virtual directory name of the FileDirector installation
186. options are available Edit If Edit is denied the Edit tab in the Windows Client will not be displayed Print If printing is not allowed then the print options in the menu are inactive or no longer available for the user Advanced Within the Advanced tab you can define conditions that if they are true then the rights set on the Security tab are applied To do this select an index field containing the values to be matched Then select a keyword list Your content will appear in a list below it Now select the entries that the selected rights in the Security tab should apply to If a document with the specified index entry is checked in the selected security permissions will be applied to it Filing system in the Windows Client The settings carried out in the designer are shown in the Windows Client as soon as you open a document type which is set up for this filing system view Therefore it is possible to mix the standard view and the filing system view in one cabinet Filing System Designer Page 114 FileDirector Enterprise Manager Storage Pools Overview FileDirector stores index data of archived documents in an SQL database the relevant documents are physically stored in storage pools Additionally a describing XML file is stored with the document data This XML file describes the document and the index New Storage Pool By clicking New in the section Storage pools a window for creation of storage
187. or a document you can do this with a branch Read the section Append new branch The conditions of an entry point of a process can be connected by AND or OR The defined conditions must be clear otherwise the process cannot be started A comparison of the contents of two fields can be set The two options equal and not equal are possible Add new Auto Action Send to agent The agent is the user who edited the document and claimed it during a process If multiple users are specified in the defined user action window the user who claimed the document by the action apply will become the agent If no user claims the document the user who sent the document to the process is the agent Send to user Using this option the document will be sent to a pre defined user Process Management Page 135 FileDirector Enterprise Manager Send to user prompt for name With this action the document will be directed to a user selected from the user list In the Windows Client the list of users will be displayed for selection The actions which must be completed by the selected user are predefined e g approve reject or comment Send to user from field This option allows the selection of a user whose name is stored in a field The user must be a FileDirector User and is listed in the FileDirector accounts list Only use fields that hold single user names If a field is used where the name cannot be verified the setting will be
188. ored storage pools are not checked A descriptive text can be entered to describe the scheduler This text appears in the list of started schedulers If the scheduler is enabled the data is checked for integrity in fixed scheduler intervals See the General Settings for Schedulers for the basic configuration Schedulers Page 47 FileDirector Enterprise Manager The integrity log file is stored with a name containing a time stamp Therefore the directory storing the log files must be cleared manually It is recommended the time interval be configured not to be too short in order to keep space for log files limited Cabinet and Log File Location Specify the cabinet to be checked for integrity in Specify the path where the log files are stored For each cabinet a separate scheduler and directory can be configured Treat 0 byte files as error If this option is checked all files with size O byte are written to the log file Please not this maybe documents which are really empty and contain empty pages Files that have not been transmitted to the server correctly may also appear in this list Check only new documents Using this option only new documents are checked for integrity This includes a check of the stored XML file and the assigned page files stored in the files directory of the document directory Documents are treated as new documents if they have been created and the scheduler was started most recently Not
189. ounts Contents of index fields can be used as conditions which must be fulfilled for an automatic Check In for the specified groups and accounts Requirements The Windows Client must be active and logged on with a correct account when the automatic Check In time is reached Setup condition for automatic Check In The settings for Cabinet and Document type must be specified Only documents for this cabinet and document type are processed during automatic Check In The conditions for automatic Check In are then defined by specifying index fields Index field The field must contain information which must follow the following conditions Comparison If the character string is part of the index information exactly this value bigger than field value gt equal to or bigger than field value smaller than field value if field is empty lt gt iffield is not empty V Il Field value This value defines the field content A field must contain a specified value to be checked in by the upload scheduler at the specified time If several conditions for automatic Check In are specified they are processed one after the other the conditions are not linked logically Make sure that the conditions specified are logically structured and do not list contra dictionary settings Client Configuration Page 67 FileDirector Enterprise Manager Configuration of Check In time The time for Check In has to be set to a specific ti
190. ows and the relevant group should be re imported Afterwards FileDirector knows that the user does not exist any longer and all existing rights are deleted Users and Groups Page 38 FileDirector Enterprise Manager FileDirector Groups Default Rights The following groups have to be administered in order to allow users to have access to FileDirector A user should always be assigned to one of these groups If a user is a member of more than one group the most restricting rights become effective Note If the group names are changed the group configuration can be displayed in the User and groups tab of the Configuration Ulility fd admins Accounts in this group have full administrative access to FileDirector They can configure the system administration area of the Enterprise Manager user management and the schedulers of the server Members of this group are FileDirector Systems Administrators Members of the fd admins group of an internal domain are restricted within Enterprise Manager They are able to only manage their internal domain This includes access to Events Users and Groups Client Configuration and FileDirector Cabinets associated with the internal domain Members of an internal domain fd admins group are Sub Administrators fd scan named Named Scan Licence Members of this group have guaranteed access to FileDirector and can scan and capture documents The number of accounts made a member of this group must
191. ows authentication should be used It can be useful to use login of the application Language setting After installation FileDirector uses per default the language of the operating system where the application is installed If a different language is selected FileDirector Enterprise Manager must be restarted The following languages can be used Windows defined language of operating system is used English UK English US German French Portuguese Spanish Japanese Chinese Big5 Chinese Simplified Manage Multiple Servers In order to manage multiple server installations you need to establish an additional connection by selecting the first server connection and clicking on New The connection s text can be altered later on to name the connections individually Notes Additional servers should be running FileDirector Version 2 x Earlier versions are not supported Enterprise Manager settings are saved to the file EnterpriseManager fdl in the local cache My Documents FileDirector If the local cache is deleted the settings will be lost unless the above file has been backed up Starting Enterprise Manager Page 21 FileDirector Enterprise Manager Server The main server configuration is carried out using the FileDirector Configuration utility From Enterprise Manager you can configure server certificates DMZ settings review the FileDirector licence information and define server replication settings Server Cer
192. owsed The data in the read only storage pools are not changed and the backup is easier Storage Pools Page 120 FileDirector Enterprise Manager ODBC Links Overview ODBC is an abbreviation for Open Database Connectivity and allows connecting via a standard interface to different data sources Such data sources can be other databases Excel tables or text files After connecting a FileDirector index field with a field from the data source additional index can automatically be read from the database in order to complete the FileDirector index If this feature is configured for example indexing a table from an existing database should be used an ODBC link must be established in Windows Note The following characters cannot be used in the column names of an ODBC source t bl lank lt gt Setup ODBC link in Windows To link a data source select on FileDirector server Start gt Control panel gt Administrative tools gt Data sources ODBC then select tab System DSN Click Add and select the type of data and click Finish Now the relevant data source can be selected For other types of data sources for example SQL database select the relevant type and configure the settings necessary for data access Ensure that the user fd server has access rights for the ODBC source if a driver is used that does not request user name and password Note This is a generalised description of the configur
193. pany names mentioned herein may be trademarks of their respective owners Further Information Africa Asia Europe and USA Spielberg Solutions GmbH Obere Kaiserswerther Str 17 D 47249 Duisburg Germany Email info spielberg de Web www spielberg de UK and Eire Spielberg Solutions Ltd Imperial Buildings 68 Victoria Road Horley Surrey UK RH6 7PZ Email info spielbergsolutions com Web www spielbergsolutions co uk FileDirector Enterprise Manager Software Licence Agreement IMPORTANT Read this agreement before installing FileDirector By installing FileDirector you are deemed to agree to be bound by this agreement This license agreement is a legal document between you and Spielberg Solutions GmbH If you do not agree to the terms of this agreement return the software CD and accompanying documentation the Documentation and other items to the place from where you obtained them for a refund before they are marked or damaged in any way In consideration of the right to use the Software you agree to abide by the terms and conditions of this agreement GRANT OF LICENSE The Software consists of the software modules by Spielberg Solutions GmbH a German public listed company having its place of business at Obere Kaiserswerther Str 17 47249 Duisburg Germany Spielberg Microsoft Corp a Washington Corporation having its place of business at 1 Microsoft Way Redmond WA 98052 6399 USA Microsoft Stellent Inc
194. port Configure field separator in this case comma and number of fields so that the index file can be processed correctly If the document type contains a field already indexed for example Customer this field is defined as the Connect value With help of this connect value the other fields are assigned to the index fields If multiple fields are defined as connection fields they all have to match in order to add data from the index file Note Multiple connection fields can only be setup when using an index file The option is unavailable when importing from an ODBC source During import customer surname and first name are imported according to the customer number already specified Example of an index file with control characters Some software applications create index files with control characters A possible example could be as follows 201 Smith Walter 202 Kern Richard 203 Tiger Tina In order to process this index format the control character at the beginning and end of an index entry must be ignored This can be achieved by Left trim and Right trim of single characters Schedulers Page 53 FileDirector Enterprise Manager Index Import via ODBC To perform a direct index import from an ODBC source the ODBC source must be configured first An ODBC source could for example be a table from a different database See ODBC Sources Select the cabinet and document type from
195. r fd server and the domain fd server domain and cannot be modified Process Management Page 144 FileDirector Enterprise Manager User defined action User defined actions can be set up for each user You can list multiple actions separated by a semicolon The user sees these entries as a list which is to be completed before the document can be processed any further In case of permissions the document can be processed or permitted when all matters are fulfilled The user can open the list and check the articles When all articles are not yet complete the action Reject document is the only option available Single entries are written to the comment to see which articles of the list are already completed The entries display as check list in the Windows Client Add new branch Here you can define nodes of a process depending on the field content When an index of a field of a document which is on a process is changed or the process management locates specific field content in a step this content is checked for the predefined conditions To add a condition select the step that has this condition Click on add and the number of the condition is added Then select the appropriate document type and field for condition 1 which will contain the queried value When the field appears in multiple document type select all The field can be linked with AND or OR and at least one field has to be given a condition When two fi
196. r followed by a colon L H Alternatively g39 would allow characters g 3 and 9 IP Allows 0 or any length of spaces III Allows 1 or a but one of the characters has to be present K Allows a dot but it can also be missing sometimes a has been read Tu Allows a 0 or any length of spaces or tabs De The character combination De is expected Multiple expressions can be or combined when they are connected with a pipe separator Example lt RegEx gt Expression1 Expression2 Note A selection of regular expressions can be found in the configuration of regular mask fields see Valid mask expression characters A common description of regular expressions can be found at Microsoft http msdn2 microsoft com en us library az24scfc vs 71 aspx Threshold The threshold specifies the minimum similarity which must be exceeded for a document to be recognised This value is stored in the OCR parameters of a cabinet and is valid for all OCR forms in this cabinet Image improvement Zones Using the image improvement you can filter the first scan result to improve the image for the OCR scan The following filters are available Remove noise in 3 steps Horizontal line removal and Vertical line removal Brighten page or Darken page in 2 steps each Using Remove noise 1 smaller dots will be removed therefore when using Remove noise 3 bigger ones The following options are also available
197. r each user and group the access rights can be specified in the lower part of the window by checking boxes Allow or Deny Using Remove button the selected entry can be removed from the list Generally all rights specified on cabinet level are automatically inherited to document type level If a new user or group is added by clicking Add the inherited rights squares are displayed after clicking OK and redisplaying this window For granting access rights the user must be specified on cabinet level because the user must be able to see the relevant cabinet to work with it On document type level a denial of rights can be configured In order to explicitly deny rights the check box should be set to Deny the removal of the relevant tick is not sufficient The properties of the rights are similar to the rights at cabinet level See Rights at cabinet level Specify rights on a document level If a user has full control on document type level he is able to specify individual rights for single documents directly in the Windows Client See gt User Manual Windows Client Rights on document level Rights on document types The access right system is built hierarchically so that access rights on cabinets are inherited to the document types of that cabinet Deny always has a higher priority than Allow If rights should be allowed or denied the relevant check box Allow or Deny should explicitly be checked If only the tick is removed the relev
198. r structure ODBC The configured ODBC links are copied to the copy clone whereas the ODBC sources must correspondingly exist in Windows or must be set up Cabinets Page 82 FileDirector Enterprise Manager Global counter When the copied structure has a field that contains a global counter on the server the counter cannot be transferred to the copy or to a clone The value of a global counter is set to the default value 1 If this value is to be different the counter must be changed in the configuration of the field after the import Clone or copy cabinet structure During the import of a data structure XML file it will verify firstly whether the ID of a cabinet already exists When this is not the case the following query appears Do you want to create the new cabinet as a clone Clones can be used for multiple site replication Answering this query in the affirmative a database with the same ID as the exported one is created If answered No a copy with a new cabinet ID is created When during importing a cabinet ID already exists on the SQL server a copy of the cabinet with a new CabID is created The ID s of the other objects such as fields and document types remaining the same as in the source cabinet Clone cabinet structure When cloning a cabinet a replication of the database with the same cabinet ID is created on the target server Only the original server structures can be added These additions chan
199. ral different users of a company Therefore you would define a user action containing all those users Each of these users is set up with the action claim The user who has claimed the document becomes the Agent of the document The steps and actions set up can be referred to the agent Therefore create the next user action at the Exit arrow for claim and connect it with the user Agent selectable in Variable with an action e g approve reject E Signatures Configuring signatures Signatures are configured in the Windows Client Therefore you need a signature pad and the mock signatures For the installation and configuration of the signatures please read the chapter process management of the user manual Reset delete signatures If a signature needs to be reset choose the user in users and group and open the context menu by pressing the right mouse button Reset the signature by selecting reset signature Email If this option is set in a process the user automatically receives an email containing a link to the relevant document In order to send Emails a SMTP server must be configured See the Installation Guide The users Email address can be stored with the properties of a user in Enterprise Manager Open branch Users and groups and select the relevant user Select Properties in context menu of right mouse button The users Email address can be stored here Note The sender address is automatically assembled by the serve
200. re deleted with this button Fit window fit width Original size If the sample page is zoomed the displayed part can be moved if the right mouse button is pressed and the mouse moved Select document type Select Document type to which the recognised pages of this form should be saved If a page is scanned and recognised correctly it is stored to the document type specified in the scan profile Create select change zone Ensure the zone mode is active see button Drag a reading zone on the displayed page around the information which should be read by OCR The mouse cursor changes to crosshair if moved over the display area A zone can be changed at any time by dragging the zone boundaries with the left mouse button If the mouse cursor is positioned on a zone boundary it changes to a resize symbol and the boundary can be dragged with pressed left mouse button If the cursor is positioned in a zone the whole zone can be moved with left mouse cursor pressed If several zones are created the active zone is framed red and the others are framed blue To switch to a different zone just click it once or move through the zones by buttons Select next zone or Select precious zone OCR Forms Recognition Page 167 FileDirector Enterprise Manager Document identification For identifying and classifying a document it must at least contain one zone for unique identification which is only located on the relevant documen
201. rector Enterprise Manager If a single user that is a member of an existing group needs different rights than the group rights then the user account itself must be imported See Import System Accounts If accounts are available they can be assigned to Cabinets See Cabinet Security The rights on cabinets are inherited by document types and can be configured at this level as well Notes Imported user accounts are stored in the table accounts of the relevant database Accounts used at cabinet level are stored in the table CabRights and accounts used at document type level are stored in the table DoctypeRights Hights cannot be copied in database tables If all records are deleted from these tables the current user in the group fd admins is automatically entered With this action user access problems can be reset Therefore only administrative user should have access to the databases themselves Import system accounts If user accounts are assigned to the FileDirector groups and these should receive more restricted rights they must be available at the cabinet or document type security level Therefore accounts can be imported from the groups and can then be assigned and configured This is carried out periodically by an automatic scheduler but can also be performed manually by right clicking on Users and Groups and selecting Import OS accounts The time this takes will depend upon the network configuration and the number of user addition
202. rector MailStore eene eene nnne enne nnns seen nennen nnns 58 FileDirector MailStore Installation eese 58 Mule ee ELE 59 Archive internal E Mails esses eese eene enne enne ener nnns sten nisse en inire en innen 60 Provide mails manually for MailStore path 60 MailStore scheduler Enterprise Manager 60 EN ge dl 61 ed Ce 63 Configuration 3 iere pesi eia rast iege ea peii dea vs i eene ad eges Disease d pasa ERN ede a 63 E E EU TE DU SUIT 63 Descrip TOM ich e B 63 free D EE e EE ee eege 63 EC ENEE 63 Parameters EE 63 HR EE 64 UIMIU 65 ec P 65 Eee m 65 Allow changes on cent 65 Table of Contents Page 7 FileDirector Enterprise Manager Allow quick changes on chent 65 Enable Disable commande 66 Customised configurations eese eene nennen enne enne nsi inns 66 Geile me EET MIO 66 Allow changes on client ore e eot e ca aia Y a EON CORN RE e eR RENN NE 66 Allow to Tooqeonili u deeeeh Riede eENAdEENEER EEN nora EAEE 67 Upload Scheduler xx moe teet tete tecto eI I MINI MEE 67 e UE EE 67 Setup condition for automatic Check jn 67 Configuration Of Check In me 68 WebServer Settings eter o pies eie etie nv t e epe have OU aive edu EVE eue 68 Allow Changes on Client ee et
203. rectory and imported to FileDirector afterwards FileDirector MailStore Installation You will find the file FileDirector MailStore msi to install this application on the FileDirector installation CD Execute this file on the computer where the SMTP server service is installed Note The service is a component of the windows installation of IIS and is listed as Simple Mail Transfer Protocol SMTP in the services For configuration start the program FileDirector MailStore Config exe using Start gt Program files gt FileDirector gt MailStoreConfig For Exchange 2007 and 2010 there is a separate mail gate which picks up the e mails from the Exchange Transport Service Exchange 2003 is still the old mail available gates which are the Microsoft SMTP service to archive the e mails This tool has to be started at least once in order to store mails in that path Mail store path contains the path where mails should be stored automatically On the different tabs the following filters can be set for the mails Subject Mail from Rept to Recipient to With Add or Remove additional filters can be added or removed Schedulers Page 58 FileDirector Enterprise Manager In default settings all mails are stored in the mail store path default setting wildcard After confirming the configuration with OK a configuration file DSDMS FileDirector MailStore xml is created in the path Programme Dieter Spielberg DMS GmbH FileD
204. rmanently you can select this by using this option It is always connected to the other two options you can decide whether to delete all documents of a cabinet which are marked as deleted or if only documents in the selected document types should be deleted permanently Note a Deleting a document counts both checked out documents and documents in a process The result can be that documents appearing on a local users list are not available any longer Therefore you should provide that these documents are checked in beforehand or are deleted afterwards from the local list b The following actions are taken when you purge The following content of tables in the database of the cabinet are partially or completely deleted FD Documents FD Revisions FD Images Userdocs and DocLog Furthermore the size of the cabinets are recalculated and the data from the storage places are deleted The Sync Table is also deleted that is only important when using the replication option c Data put into a container and storage places with read only settings are not deleted Cabinets Page 81 FileDirector Enterprise Manager Export Cabinet Structure To export the data structure of a cabinet select the cabinet in the FileDirector Enterprise Manager tree right click and select Save structure as The file name is named as structure of 12345678 XML where 12345678 is the ID of the cabinet Note Please note the section Important not
205. rresponding match is found in the ODBC link the connected fields in FileDirector are filled automatically with the information found in ODBC This link offers a quick indexing possibility for several index fields which belong together and contain linked information This can be a Customer No where the ODBC link automatically offers further information like name address Email etc Note An ODBC source in a field can only be set if the field is mapped in the ODBC link If it not mapped the ODBC source will not be available to select in the field When the same ODBC Link is assigned to multiple fields a search for additional field contents is started when the index is entered However the data structure of each field in the ODBC Source must be clear or incorrect results may occur Example ODBC table Customer number Name City ODBC Link in a field ODBC Link in a field Only in ODBC configuration 100 Peter Hamburg 200 Peter Duisburg When entering in the field Customer number the value 200 the correct data record 200 Peter Duisburg is displayed When entering in the field Name the value Peter the data record that was found first will be displayed 100 Peter Hamburg because the name Peter is not a unique value Here the ODBC Link should only be assigned to fields which can provide a clear data record result Fields Page 93 FileDirector Enterprise Manager Input template Usi
206. s Create and link lists Create a list of countries and a list of cities for each country Keyword Lists Page 108 FileDirector Enterprise Manager Connect field to list If a county is selected from the list only the cities of this country should be displayed in the relevant index field for the cities In this case for England field Cities is linked with keyword list English cities Connect linked lists to fields The lists must be linked to index fields for proper indexing according to the lists The field Country should offer the available countries stored in the keyword list Countries In field City only the cities linked with the relevant entry in the subordinated list of countries should be displayed in index field City The cities keyword list must be selected depending on the index in Country For index field City the property Keyword must be selected Duplicate keyword list Existing keyword lists can be duplicated in a cabinet Select the relevant keyword list and click Duplicate item in the toolbar A new keyword list is created carrying the same name plus additional numbering appended This new keyword list has identical properties compared to the original one The properties of the new keyword list can be changed and edited according to the requirements of the application Dynamic keyword lists using ODBC In order to fill keyword lists dynamically an ODBC link must be created first Vi
207. s changes being made To view the changes select the Refresh tool Create Internal User or Group To create a FileDirector user account or group right click on Users and Groups and select New Users and Groups General Tab Within this tab you can create the user account or group Name The drop down box shows you the virtual domains setup in the Configuration Utility and from within Enterprise Manager The user name must then be entered Full name The full display name of the user must be typed in Description A descriptive text can be typed in Users and Groups Page 35 FileDirector Enterprise Manager Email address An Email address can be stored for messages coming from Process Management If accounts are imported from ADS email addresses are added automatically If installation is on a local system or not using ADS the email address can be added in FileDirector Enterprise Manager in the properties of the respective account To import a later configured email address from ADS you can import the appropriate users groups again Group This option is used to create a group instead of a user A group name and a full name must be provided to create a group successfully The name you entered in the Name field is the name of the group When Group is selected all further options on the General and Details tabs are disabled E mail An email address can be entered here Account is disabled If this checkbox is
208. s option is not checked the user cannot change the layout If it is checked the settings menu can be accessed directly in the Windows Client by double clicking the right mouse button Allow quick changes on client The quick layout change displays the arrows between the on and off icons for the users of this layout This makes adjustments easier Client Configuration Page 65 FileDirector Enterprise Manager Enable Disable commands This option allows switching off commands for a client from the menu bar and the control box With this method commands can be restricted although the client is allowed to perform changes Customised configurations To setup client specific configurations click to customise Under tab toolbars complete toolbars can be switched on and off Under tab commands single commands can be added to the toolbars by drag and drop of the relevant icons to the toolbars Select the icon to be added to a toolbar drag it with left mouse button pressed to the toolbar of the client configuration window Delete command from a menu If a command should be deleted from a menu open the customization window and drag the icon from the toolbar to an empty area on screen Options Tab Options of the customization settings offers the possibility to change the appearance and function of the menus It can be set if the menus are displayed immediately or if they should appear after a short delay If the menus should be d
209. s or coloured paper Please note that a wrong setting can worsen the result Zone content The content of a zone for index recognition must be specified A zone can only have one type of content but the content can be assigned to several index fields OCR Forms Recognition Page 170 FileDirector Enterprise Manager Content type The type of data a zone contains must be specified The following options are available Automatic This setting tries to recognise the content type automatically apart from barcode and OMR If the characters cannot be recognised one of the special settings should be tried Omnifont This setting is suited for printed text from laser printers or ink jet printers Pages created on typewriters are also recognised if quality is good 9 pin dot matrix 24 pin dot matrix Use this setting if the scanned documents were originally printed on dot matrix printers Be aware that dot matrix printers use ink ribbons which deteriorate when getting older so quality decreases and OCR recognition might not work any longer Asian vertical Dot digits The characters are composed of single dots Dash digits The characters are composed of single bars OCR A A special font designed for OCR recognition The characters of this font are designed to be maximum different from each other concerning form and contrast in order to ease OCR recognition This font is used on cheques OCR B
210. safe recognition is made in the following situations if check digit is used in the barcode settings in the barcode type 2 of 5 interleaved Here the line size is checked and sometimes it s possible that an unsafe recognised value returns which is 50 In this case the threshold 57 configured the unsafe recognised barcodes are filtered Floating barcode The zone for a position independent barcode can be placed anywhere on the page In general the following rule holds Index 1 zone 1 contains the first barcode to be found index 2 zone 2 contains the second barcode if index fields have to be assigned If the second barcode has to be placed into the first index a dummy must be created for the first barcode Floating Barcode as identifier A floating barcode can only recognise the first barcode as identifier The second barcode cannot be an identifier Therefore the series of barcodes on a page must be considered when using identifiers A barcode is always recognised from top left to bottom right A barcode must not be placed too skewed on the page when using labels Barcodes must be of sufficient size and quality Assign index fields When assigning zones to an index field make sure that the index field length is specified long enough to accept the characters read Prefix and postfix characters in addition to the maximum number of characters possible during recognition must be taken into account Be aware that a scanned docu
211. scription is entered in the scheduler configuration window which is later displayed in the list of schedulers Enable the scheduler for starting Configure a time interval and a start date time for the scheduler to be active Each day of the week can be selected individually for scheduler activity See the General Settings for Schedulers for the basic configuration Note If files should be imported which are already present in the directory they are only imported after this event occurred that means if a new file is copied to the directory In this case the scheduler can also be started manually in FileDirector Enterprise Manager Cabinet document type Choose the cabinet and the document type to where the documents will be saved When you choose the cabinet the document types of this cabinet will be selectable as target for the file import Import directory In the tab File import a dialog will be opened where you can configure the import directory The user fd server must have appropriate rights to access this folder as the server retrieves the data with this user Note Please note that no other program e g a virus scanner should be allowed to have access during an import process If so errors may occur during import due to blocked files Also the temporary folder Windows temp FileDirector Server Import should not be accessed by other programs Use OCR and form recognition If OCR forms are defined for the data to be i
212. se eee Menace eee Een E ERE E E dE VR ERR 68 E TAT T ee EE EEEE RR 68 PDF DOWMOS O EE 68 alti LEE 68 ldiexesri 69 lap E 69 REVISIONS ireen E 69 eau L 70 ett E E 70 COMM BUATION DEE 70 Configuration of a Codeless Connector link ccccccecssececeessececeeseeeeceesaeeecsesaeeeceesaeeecsesaeeeeeeaas 71 Use Codeless CorifieCtOFr cernes d een AEN s ct epe e ce nare et ne sans devas sed epar E e au sat ne dang dune acd deed 72 SE CONT coz C AQ 72 Cabinets rr fO ead PECES 73 Create Cabine E ET N E aai aAA a E a EEE 73 General properties sue etaed oat gait eaaa puedo ques tede guod edere ge gus eaS 73 Setup of displayed log nrnna nRa easi eaae sia depu rs Da eee a iodecas anaes 73 Cabinet Level Security P 74 General rules for granting access rights 74 Add Users GroUups iiie icec tarte nee t degu rk rex ai aie deb ee o RR ea ero e oes ati evansdsdnesinssod vguiaideesbs 75 E Mer de 77 Addi xot eterne emet EA M 77 Scan Edit Search 78 Grillo E EE 78 Transferring document responsibility eiie nnne nennen nennen 79 Replicate documents when checking in 79 Documents for replication schedule eese eene 79 Mark all documents for replication ssseeeseeseses
213. selected the access for this user is denied Account expires on An expiring date could be defined The account is then disabled automatically This is recommended if a user only needs access for a specific period User must change Password at next logon It can be defined that the password set by the administrator during the installation must be changed at next logon Password A password for the user must be set in this field When the checkbox above is selected this password must be changed at next logon The password has to be at least five characters long Repeat Password Repeat the password entered above for confirmation Users amp Groups Details Tab Additional information about the user can be entered on the Details tab such as Company Title Position address and telephone Users and Groups Page 36 FileDirector Enterprise Manager Managing Users Any user account whether it is a Windows or internal FileDirector account can be further configured User accounts can be allocated to groups and absence settings applied whereas groups can have members added to them and have user licences allocated to them Although Windows user accounts and groups can be added or removed from internal FileDirector groups they cannot be added to Windows groups Internal FileDirector accounts or groups cannot be added to Windows groups A user account cannot be a member of more than one of the FileDirector licence groups
214. selecting the Members tab the list of members of the group will be displayed To add users and or groups to the group press the Add button and then select the users and groups from the list displayed Once you have completed the selection press the OK button to save the additions To remove members from the group highlight the user or group and then press the Remove button As mentioned previously a group can be a member of another group A group s membership of other groups can be managed from the Member of tab As an example the acme accounts group which has three members is a member of the acme fd user group Therefore all three members of the acme accounts group are members of the acme fd user group Users per Group From the Users per group tab you can manage how many FileDirector licences are available to a group of users As mentioned previously the acme accounts group has three members this group has been allocated two concurrent user licences which means that any two of the three members of the acme accounts group can be logged into FileDirector at any one time Delete accounts To delete a user account select and then right click on the accounts to be deleted then select Delete For Windows user accounts the user account rights in cabinets are not deleted They reappear if the relevant user is imported again If rights of an account should be deleted completely in FileDirector the user should be deleted in Wind
215. sess enne nennen nen nn snas essent nnn nant 99 DOGUMENE type TE 100 DOCUMENT Type Fields rere ere YR er eo bag SEE rsen Eia EU eEEegee HER 100 Extended setting on Document Tvpe 101 Security for all Cabinet Document Tvpes nennen ennemis enne nnn nnns nn nnn 101 Document type level Security cccssccecccecessessesecececeseesesaeaecececsseeseaaeseceeecusseseaaeseeeessessesaaeeeeess 102 Specify rights on a document eye 102 Table of Contents Page 9 FileDirector Enterprise Manager Rights on document types eecht Eege Lie nenia abso ge star rese saa bp eee Mas ee aa dee Maece caustics 102 Document TYPE AAACN 104 Configure VIEWS Bc TT aan 104 Search uhcaeeee 104 Edit Scan Tab Settlngs rentis eren ees recede a drea d EET ERU ERR NN IUE ode TF BEER UNE 105 Keyword LISISu seinen bind ibo accedi once 1 OG eau OPQ 106 Create new keyword HE 106 ELE DR TEE 106 Create new E ee EE 106 Keyword NaMe EE 106 S a el 106 Import keywords from file ree e te ee eere NER Ne ANEA 107 Structure OF text PIS 107 Field Separator number of header lines to be skipped eene 107 Connect keywordlistito a field o eter ree ee ree e dee 108 Allowimanually typed input ert t te t to ee eee ES ven Gece esee deeg 108 Allow multiple selection me tu einen nt ete
216. settings Properties The section Keyword list in the bottom part of the settings window can be configured Connect this field to one of the keyword lists created Note When linked keyword lists are used only the subordinated list is connected to the field Fields containing subordinated lists must be specified as Keyword in Contains but the connection to a list is done via the linked fields in the relevant keyword lists Allow manually typed input If this option is set additional entries can be typed in manually This manually typed information is only held in the local cache of the user Allow multiple selection If this option is set the user can link a document with several keywords simultaneously The keywords are selected by a mouse click directly from the keyword drop down list They are stored in the relevant index fields separate by semi colons Link keyword lists The content of an index field should be limited to certain entries depending on the contents of another index field An example explains the use of this facility which is useful for a lot of applications The depth of linked lists can be larger than explained in this example Example Index field Country should contain a selection of countries stored in a keyword list If a country is selected in this field a second index field City should only contain the cities of the country selected previously The subordinated list in this case is a list of countrie
217. st be full If this option is set all characters of the specified length must be entered If the index entered does not meet the specified requirements an error message appears in Upload status Checksum algorithms Checksums with different algorithms can be specified for different requirements The following types are implemented Checksum ISBN Mod2 Mod10 Mod11 Mod11 1 Mod11 2 11 Check If a number is entered into this field the content is checked using the relevant algorithm and either accepts or refuses the index Duplicate index action This function checks whether the same index information had already been entered One of the following actions can be taken Reject If a document should be checked in with index information which is already stored for another document the server will refuse to check in the new document Only after the index is changed and does not already exist in the cabinet it can be checked in Fields Page 90 FileDirector Enterprise Manager Append Append after confirmation Using one of these settings a new document an index that already exists in the cabinet database can be appended to this document This can be done either automatically or with user confirmation Append or new document If a document should be checked in with index information which is already stored for another document the user is asked whether the document is to be appended or a new document should be creat
218. stored in the IIS settings default FileDirector If the installation was performed using the installation site of FileDirector the correct address must have been stored The connection settings are read from file App xml This file is written with correct settings if Branding has been performed see the FileDirector Installation Manual Starting Enterprise Manager Page 20 FileDirector Enterprise Manager Using the button Test Connection the connection to the FileDirector server can be tested with the account used This account must be known to the FileDirector user the relevant account must be member of one of the FileDirector groups Notes If a connection via https is used an official Certification for the SSL server is required Automatic Login using Windows Account FileDirector server utilises windows account rights and user structures If the actual windows account is used the user must not login to FileDirector as the windows account information is used for authentication Each user working with FileDirector will have a local cache directory created on the relevant computer Due to this fact data from the cache cannot be displayed by other user If Standard authentication is used entry not checked the same local cache is used for all users connected to this PC A login window appears when starting the application and the local cache of the relevant user logged into windows is used For of security reasons wind
219. t FD Admins ScanN c ScanC gt UserN gt UserC gt X Scan Named ScanN gt X Scan Concurrent ScanC gt X User Named UserN gt X User Concurrent UserC gt X f a user who is a member of the group FD admins is allocated a named licence the user must be a member of that specific group Example If a user logs on from the group fd admins while not at a scan station without being a member of a named group first a scan concurrent licence is used If all those licences are in use the next free user concurrent licence is used If the user is member of a named group first a licence of this group is used If there is not any licence of that named group available a free concurrent licence is allocated Notes The administrator can view the logged in users and the licences used under Active Users User access to the Windows Client with the scanstation switch FD Admins ScanN gt ScanC gt X Scan Named ScanN c ScanC gt X Scan Concurrent ScanC gt X User Named ScanC oOx User Concurrent ScanC oOx Users and Groups Page 40 FileDirector Enterprise Manager Scanstation Parameter Members of the groups fd user named and fd user are able to use the Windows Client to search and edit documents scanning is not possible If these users need to be able to log on to a scan station for scanning they can get a user licence in exceptional cases The Windows Client must be installed on the scanner workstation an
220. t but not on another document This can either be a graphic element or a text identifier Graphic element If a graphic identifier is selected the recognition rate is between 096 and 10096 denoting the similarity of this zone with the stored sample Identical graphic elements would result in a rate of 10096 A graphic element can be for example a logo which must be different for the different documents to be recognised If an identifier is located on several documents and it cannot uniquely be assigned to a form it is stored in the fall back document type Note When using many different forms it is recommended to use graphical identification because it is faster than text identification For text identifiers each time the OCR recognition engine must be started Make sure that the graphical identifiers on the different forms are not similar to each other For recognition the similarity must only exceed a defined threshold Text element A text identifier can be a unique text which identifies the document for example the word INVOICE on an invoice If this text is recognised at the defined zone position the document is recognised and classified The identifier text can be entered into the form setup automatically by double clicking on the zone The OCR engine starts and writes the read text into the identifier field When recognition is tested using l dentification results the text is either recognised completely 100 or the result
221. t longer than the characters of a field At the beginning the filter value is automatically set to the account name The user will only see their own data Hide When Hide is checked the relevant index field is not displayed in the control panel and in the hitlist when using the relevant account Hide index fields without filter value If Hide is selected for an account without specifying a filter value this account is able to retrieve all documents but the specific index field is hidden in the Windows Client for this account Fields Page 95 FileDirector Enterprise Manager Default If Default is checked when a document is checked in the index field is automatically filled with this value Example Entry in the filter field Account Compare Filter value Hide Default spielberg administrator 111 xi xj spielberg agents gt 111 x o The user spielberg administrator will see all data which contains the string 111 in the filter field If this user creates and checks in a document the value 111 is automatically set in the index field This also applies if the field is not hidden The user spielberg administrator cannot see the field in the Windows Client In the background the index field is always filled with 111 If this user searches for a document they can only find the documents with this string in the index field The users of the group agents can see all documents with
222. te eee ine vers Eee e dee 108 Link keyword liSts ovde te eere tese eee eret esed ee voe PUR DOR a eve Sege 108 Cr ate and link lists croi Pd eei sd Ge E CREER iain 108 Connect linked lists to flelds eroe c t dee e san dte to beet E TEREE RS 109 Duplicate keyword list 5 coti eto enger deeet cd eem ut deae e european dee Raro A 109 Dynamic keyword lists using ODC 109 Prepare ODBC link for keyword list eseeseeseseseeeseeee nennen nnne nnne nnn nnns 109 Assign ODBC link to a keyword list esee nennen nennen nnn nnn 110 Merging of fixed and dynamic entries esie eene nnne nnn nnns 110 Dynamic keyword lists ODBC and normal ODBC Inks 110 Filing System Designer 111 I HEUTE 111 Preparatiofis cd deeg eebe ee EE dee ERR NiE 111 Siedler 111 Document LY e E 111 Show new entry NODES osese reeiecennet nienean eas annae seei aieeaii ke ae caaaeaee cieee 111 LOG Geass EE 111 SAV PE A ET E EN E E EA Ee 111 SAV E E EE T A T A E EEA E uspeaesesaitie 112 Expanda e a E e iens iei 112 e UE E cse A EEE ee 112 Create filing System EE 112 Filing System Security scrisoare aa ee ea EEEE ENEA EEEa tiia nass E EETA 112 SECUN oree EE EE ee 113 notus ee E 114 Filing system in the Windows Cent 114 Storag POS mee 115 OVerVIe Wrote PECUDIBUS EE EIE 115 TE Le LEE 115
223. te is specified the better the image quality the bigger the file size will be Note The settings for the scan profile are stored on the server Temporary adjustment is possible in the Windows Client Page Page size The page size can be predefined depending on the size of the scanner Automatic page suppression Using automatic page suppression the percentage of black pixels on a page is calculated If the actual value is below the specified threshold the page is classified as empty and not stored With this variable option it is possible to leave out pages which only contain a defined logo empty letter The actual value is displayed in test scan mode File separation The scanned images can be separated into documents using the settings specified in File separation Using none each page is stored as a single document Multipage TIFF files being imported are also stored as single pages Using fixed page count a new document is created after the specified number of pages Multipage TIFF separation results in single pages being grouped TIFF files already stored are imported as separate documents Deskew This option corrects the orientation of scanned pages Using this option improves OCR recognition The deskewing is derived from the black border which is created when a page is skewed Scan Profiles Page 151 FileDirector Enterprise Manager Save as PDF A The scan driver included in the Directory scanner is able
224. the database server The system is divided into several applications in order to separate configuration tasks from common user tasks Enterprise Manager configures and maintains the system Creating editing and the retrieval and distribution of documents are performed using the Windows Client These applications are totally network compatible and can be used in Intranet LAN and Internet WAN All data transmitted through the network between components of FileDirector are secured with 128 bit encryption Security and stability of the system is additionally increased by a separation into client application server and data storage Access to the database and stored documents is only possible via the FileDirector Server no client application has any direct access to information held in databases and documents Embedded into Microsoft NET technology FileDirector is part of a new generation of software systems prepared for future requirements FileDirector Cabinets FileDirector stores documents in Cabinets These virtual cabinets are able to store any document format There are no limitations set by FileDirector on the size or number of documents stored Normally a company would set up one cabinet to store their documents These documents are held in different document types It is possible to search for documents in a cabinet over all document types stored Welcome to FileDirector Page 16 FileDirector Enterprise Manager Docu
225. ther than by publishing such revisions on the Spielberg web site http www spielberg de or http www filedirector com Any updates fixes or support will be made available on the said web site solely at the discretion of Spielberg who is under no obligation whatsoever so to do LIMITED WARRANTY AND DISCLAIMER OF INDEMNITY Limited Warranty The Software and documentation is provided as is without warranty of any kind either express or implied including but not limited to implied warranties of merchantability and fitness for a particular purpose The entire risk as to quality and performance of the Software and documentations is with you Should the Software prove defective you and not Spielberg Spielberg s affiliates their distributors or dealers assume the entire cost of all necessary servicing repair or correction Some states or jurisdictions no not allow the exclusion of implied warranties so the above exclusion may not apply to you This warranty gives you specific legal rights and you may also have other rights which vary according to state or jurisdiction Spielberg Spielberg s affiliates their distributors and dealers do not warrant that the functions contained in the Software will meet your requirements or that the operation of the Software will meet your requirements or that the operation of the Software will be uninterrupted or error free However Spielberg or Spielberg s affiliates warrants a compact disc or diskette on whic
226. these tiff files are saved in a subfolder they are treated as a multipage document A multi tiff file is imported as multipage document in the default setting The settings in the form recognition for following and end pages are not applied to documents in subfolders e g VNP because in the normal case here is one document saved per subfolder The following and end pages configuration is only considered for the import of a multipage file Split filename This option is only available if no form recognition is activated or the option Document type limited form recognition is set because the target document type must be known Files which were named with the index data as filename the name can be split and imported as an index The precondition is to have field separators in the filename between the indexes Example In the import path are tiff files with the following names 0001 Schneider tif 0002 Schmitz tif DW As field separator the underscore is configured The number of fields counts 2 Value1 is mapped to the field which will be filled with the content 0001 e g customer number Value2 is mapped to the name If Include path in filename is activated the path will be taken into consideration during the split process Schedulers Page 51 FileDirector Enterprise Manager Set field to value Here special fields can be set to a fix value This setting is identical to the setting in the scan profile
227. tic COLD import of spool data according to the import templates configured In defined time intervals the system will process and import the data stored in the defined directories according to the COLD template settings specified for the relevant directory Index data are imported directly from the spool files The text pages are stored together with the index data in the relevant document type A description is entered in the scheduler configuration window which is later displayed in the list of schedulers For configuration of a COLD import template see Setup COLD Import template See the General Settings for Schedulers for the basic configuration XML Import Scheduler This scheduler allows the import of XML files where the index data is stored as tags A name and describing text is entered in the scheduler configuration window which is displayed in the scheduler list If the XML scheduler is activated it will start on the defined schedules See the General Settings for Schedulers for the basic configuration In the XML Import tab the import directory must be specified Account fd server must have access rights to this directory because the XML import is executed by the server This directory contains the XML file which contains the tags to be imported and configured in the bottom part of this window Example of an XML file lt xml stylesheet type text xsl href edj_display xsl gt lt xml version 1 0 encoding utf 8
228. tificate To configure a server certificate navigate to Active in the tree on the left of the Enterprise Manager window and open its Properties The server certificate is used for signed documents which are automatically checked in by a scheduler to a document type To accept only signed documents it must be configured in the properties of the document type To load a server certificate it must be available as pfx file Certificate Creation A server certificate should only be created using a trusted certificate issuing centre Once installed the certificate can be exported for use with FileDirector using Internet Explorer Export Certificate To export a certificate in Internet Explorer select Internet Options from the Tools menu On the Content tab select Certificates choose the certificate to be exported and then press the Export button The certificate should be exported as a PKCS 712 PFX file Notes Please refer to the Internet Explorer help and to the Microsoft Knowledge Base for further information Import Certificate into FileDirector In the Server Certificates window select Load new Certificate and then choose the certificate to load When prompted enter the password you chose when exporting the certificate Server Page 22 FileDirector Enterprise Manager SQL Parameters The currently configured SQL properties can be viewed by navigating to Active in the tree on the left of the Enterprise Manager
229. ting effort and a loss in quality The amount of RAM can increase extensively as well Convert to PDF A PDA A is a as an ISO norm passed standard when for using PDF for long term archiving of e documents By using this option the imported data will be converted to the PDF A format when they are checked in Errors If documents cannot be recognised during file import they are moved to a subdirectory Errors and the file name is amended with a date time stamp More information concerning errors during importing can be found in audit trail log of FileDirector Enterprise Manager or in the application log of Windows event viewer Schedulers Page 52 FileDirector Enterprise Manager Index Import Scheduler This scheduler is able to import index data to an existing document automatically For example client information from a client list comma separated text file can automatically be imported to FileDirector index if part of the client information is already indexed See the General Settings for Schedulers for the basic configuration Index Import settings In the ndex Import tab the import directory can be specified The user account account fd server must have access to this directory because schedulers are performed automatically by the server Example of an index file without control characters 201 Smith Walter 202 Kern Richard 203 Tiger Tina Select the cabinet and document type to be used for index im
230. ting in Audit trail in order to be able to record process management activities and make them visible in Enterprise Manager In the Windows Client Extras gt Process Status the active processes are displayed here Select document in the Windows Client and call Info in context menu with right mouse button All actions are listed which have been taken on the relevant document Distribute Load to several servers Process load can be distributed to several FileDirector servers If several servers are installed with a single license each one server could for example carry an OCR license and a second server could be equipped with a process management license Process management could be shifted to that server only which carries the appropriate license For the license models Web Farm and Web Garden please read explanations in the Installation Guide Process Management Page 146 FileDirector Enterprise Manager Overlays Overview FileDirector offers an option of overlays These overlays can be used to offer HTML templates in the Windows Client New overlays Selecting New in the context menu of the right mouse button of the node Overlay a setup window for the overlay settings appears Filling fields in HTML templates By making adjustments in an HTML file it is possible that entered values are filled in the HTML template and also stored automatically to FileDirector fields J Us lt script gt lt head gt
231. tion The form recognition can be controlled better and the performance becomes higher Form Recognition Summary e Check that your license allows creation of OCR forms e Create all document types that should later be target document types for OCR recognition and to which documents should be stored by form recognition e Create a Fall back document type for documents not recognised e Create a form in Enterprise Manager assign fall back document type e Select the target document type for which the form was created e f the system should automatically recognise different forms create a unique identifier for this document e Assign the index fields to the reading zones specified e Test recognition check recognition rate and classification of the documents After this the configuration of a form is finished Manual scanning in the Windows Client The recognition for manual scanning must be switched on in the relevant scan profile because recognition for manual scanning is performed there See Use OCR and form recognition OCR Forms Recognition Page 181 FileDirector Enterprise Manager Automatic form recognition If the recognition should automatically be performed on the server by an import scheduler the OCR recognition must be switched on in the import scheduler See File Import Scheduler OCR Forms Recognition Page 182 FileDirector Enterprise Manager COLD Import Overvi
232. tlook in em format For displaying eml files Outlook Express can be used Stop mail storing from SMTP service Stop FileDirector MailStore Service under Start gt Settings gt Control Panel gt Administrative tools Services in order to interrupt saving of mails to the specified path MailStore scheduler Enterprise Manager To import eml files from MailStore path a scheduler must be configured in Enterprise Manager Select MailStore scheduler in node schedulers of system configuration Note A licence option must be present in FileDirector when MailStore scheduler is used With this scheduler xml files and eml files can be imported and the info data can be stored in the relevant index fields A descriptive text can be entered to describe the scheduler This text appears in the list of started schedulers When the scheduler is enabled MailStore starts importing data according to the specified intervals See the General Settings for Schedulers for the basic configuration Schedulers Page 60 FileDirector Enterprise Manager MailStore settings The scheduler automatically assigns the contents of fields extended E Mail from E Mail To E mail subject etc to the corresponding fields of e mails The BCC field is not available in MailStore 2007 2010 Example Subject line for the identification of an email Code 123456 Import directory Input the folder in which the mails are saved with the MailStore to
233. tly used in conjunction with VNP used to archive and index output data OCR Forms Recognition Page 160 FileDirector Enterprise Manager Functionality of OCR Forms Recognition If forms recognition is used the imported or scanned documents must have a unique structure Index data to be recognised and imported must always be located on the same position of a page Reading zones for OCR recognition can be specified Different documents are identified by a graphic for example logo or a unique text or a combination of both These identifiers must be the same and present on each page to be recognised and read If a document is identified the zones are read the index is created and the document is stored in the relevant document type If the document could not be recognised it is stored to a predefined document type fall back Documents in this document type can be manually be indexed General OCR Properties Right click on OCR in the cabinet tree in Enterprise Manager and select Properties Here you can configure up the general OCR settings which must be set before specific properties for a form can be scanned An OCR form can only be created if a Fallback Document type has been created and assigned This can be done during creation of the first OCR form or later in the properties of the OCR node in the section OCR parameters All non recognised documents will be put into this document type and be indexed later and put i
234. to save TIFF JPEG and PDF A1b in version 1 5 1 or later The viewer can load these PDF documents directly and display them without Stellent Viewer PDF documents that are not saved via the scanner driver in FileDirector and PDF A checkbox are displayed further on with the Stellent Viewer Filter If pages with coloured background are scanned the background might not be perfectly white and contain some black pixels In order to avoid this the background colour can be filtered Select the colour to be treated as Blind colour in tab Filter Info In the Info tab all scanner information is displayed Using a SCSI scanner the scanner name version number SCSI ID and used host adapter Test Scan The settings can be checked by inserting a page into the scanner and clicking Test scan The scanned page is displayed in the left part of the scanner configuration window Use the Zoom buttons to display the page according to your needs By dragging the mouse a defined part can be zoomed and viewed When using double sided scanning you can switch between front and back page with the respective setting Adjust the scan result by changing parameters according to your needs and click OK The parameters can be reset to manufacturer default settings by clicking Standard Directory Scan With a directory scan pages already scanned or other formats can be imported After scanning they appear on the local list of the relevant Windows Client a
235. to several users to index them A user can only index the batch provided by the server Retrieving a batch is done by using the Post indexing icon in the Edit tab in the Windows Client Through Add and Remove the post index users can be added to the list Note The post index option requires batch scan Scan Profiles Page 157 FileDirector Enterprise Manager Stamps Overview Annotations can be connected on top of a document in FileDirector A stamp is a special type of annotation Stamps can be configured individually configured User defined templates for stamps can be configured using any TIFF file as a template New stamp Selecting New in the Stamps section will open ta window for the creation of stamps Setup Stamp In the Stamps tab a name and descriptive text for a stamp are entered Open image file load template Using Open image file a template for a stamp can be loaded The stamp displayed here is the default template for stamp creation You can specify any stamp using an own TIFF file as template or by scanning an existing stamp Note If coloured areas are used in a template they are displayed in transparent mode in the stamp itself Display and Zoom Using the tools Original size Zoom and Zoom the display can be configured according to your needs Create text fields Text fields are created for the stamp Five text fields can be specified which either contain a defined fixed text or auto
236. tual cabinets are able to store any document format There are no limitations set by FileDirector on the size or number of documents stored Normally a company would set up one cabinet to store their documents These documents are held in different document types It is possible to search for documents in a cabinet over all document types stored Create Cabinet Clicking on the New button opens a dialogue window for the creation of a new Cabinet Once the Cabinet has been created all its configuration options will be available within the Enterprise Manager tree under the Cabinet name Note In exceptional cases a cabinet with a certain predefined ID is needed In order to create such a cabinet Enterprise Manager must be started with the command line parameter NewCabID 3D104E6C where 3D104E6C would be the ID used for the cabinet created next General properties In the General tab a name and description for the cabinet is entered The storage path for the cabinet database which SQL server creates is listed If the storage location for the database needs to be changed it must be done with the SQL Server database configuration tool A database with a unique database ID is created automatically and displayed for your information Setup of displayed logo A logo image is stored with the cabinet database If a new cabinet is created a logo can be selected If the displayed logo should be changed later it can be done by selecti
237. uld use filtering Fields Page 94 FileDirector Enterprise Manager Compare In the column Compare a comparing operator must be specified which compares index and filter values S If the character string specified is part of the index the document can be retrieved A user can only retrieve this document if only this character string is stored in the index field gt Greater than a specific number gt Greater or equal to a specific number lt Smaller than a specific number lt Smaller o equal to a specific number lt gt Unequal Variable With the option variable accounts can be set which are named during the working process To configure the fields must be the correct value for the variable like account name full name of the user or the email address Example The filter field contains the email addresses of the FileDirector users These email addresses must exist in the list of the users and groups The logged in user should only see the documents with its own email address In this case you can use the entry Current user E mail and let the filter value be field content Now the content of the field will be checked for the email address of the current logged in user For the other entries Account or Full name you can configure it similarly Filter value In the example above the filter was set to 23 If you set a filter make sure that the length of the text is no
238. w documents but will be unable to check them in to the server This applies only to the creation of new documents Editing documents is not affected Delete If the deletion is denied the user may not delete a record from the server Documents in the local Document folder and the Inbox may be deleted Note Server side delete does not delete from the database but is marked as deleted and will no longer be included within a search Modify If this option is denied editing of archived documents is prevented Editing of new documents on the local list and then check in is permitted Display For a filing cabinet the display is generally denied so the user cannot select the file cabinet when opened Download With Download denied the document index data can be seen as a result of a search but the document itself cannot be downloaded and viewed Note With this option the administration of the local cache and logging are important Here is the default authentication used it can lead to loss of security when users are working with various rights in the workplace See Automatic login using current Windows account Download Revisions With this option denied the user can view only the latest version of the document Change Annotations With this option denied the user cannot change any annotations on the document Filing System Designer Page 113 FileDirector Enterprise Manager Scan If this right is denied no scan
239. w stamp can be changed and edited according to the requirements of the application Stamps Page 159 FileDirector Enterprise Manager OCR Forms Recognition Overview FileDirector can fill index fields automatically with OCR forms using automatic text recognition barcode or checked boxes Graphics or text can be used as identifiers to specify a form By using different identifiers on different forms FileDirector can identify the correct form from the range of available forms for automatic index recognition and document type selection Requirements OCR text recognition in FileDirector is performed by the OCR Engine This must be installed on each computer which carries out OCR functions Component Services must also be installed The OCR engine is a licensed option and a computer which is used to configure OCR forms must have access to an OCR licence Two different types of OCR are used Manual forms recognition Forms recognition can be started manually when scanning with a scan profile In this case the OCR engine must be installed on the workstation where scanning is done The documents are scanned to the local list of the workstation and checked in after manual index control Automatic forms recognition If file import is performed forms recognition can be carried out on the server This setting must be configured in the file import scheduler The OCR engine must be installed on the server This setup is mos
240. where the index data should be imported If unique index information is already stored further index can be read from the ODBC source For example if documents are already stored with unique client number the relevant address data can be read directly from an ODBC source which contains this information Connect value with Document ID Each document gets an individual document ID This ID is saved in the database of the cabinet in the table FD Documents With this ID every document can be identified If imports are controlled from other systems it can be helpful to connect with this ID the index data for the unique indexing If the document ID s are read from the database by another system and are made available for the index import the ID can be configures as connection field in the index import scheduler Create documents with 0 pages via index import If the connection field in FileDirector is not found you can optionally configure that these documents are created with 0 pages To configure this the following entry can be set in the web config of the server add key FDServer IndexlmportCreate0PageDocs value 1 gt Deleting double documents during index import If documents are imported multiple times it can happen that you have identical documents with the same index data To delete these double entries from the data folder filedirector data the following entry can be set in the web config add key FDS
241. window opening its Properties and selecting the SQL Parameters tab The settings shown are configured using the FileDirector Configuration utility which is described in the Installation Guide Active Servers When you select Active in the tree on the left of the Enterprise Manager window the currently configured FileDirector servers are listed on the right of the window The licensing information for each active server can be viewed by selecting its Properties Each servers DMZ settings can also be defined within the properties Notes The refresh interval for the servers is 10 minutes If a server is not found after 10 minutes it will not be displayed in the Active Server list Licencee The contact information of the Licence holder is displayed in the Licensee tab Licence options The Licence options will list the licenced modules and number of users of FileDirector system Shown first is the FileDirector Serial Number Product mode FileDirector is available in Enterprise Edition and SBE Edition The Enterprise Edition is the full version and all licence options are available The Small Business Edition is for small companies who will not need all optional features The options which are not available are marked with an asterisk Activating an option that is not available in the SBE Version will require an update to the Enterprise Edition Server type The value displayed shows the installation method which can be Standalone W
242. with separately saved attachments With the Component Service a settings file app xml is saved in the program path of the Component Service The file is saved in the following path C Program Files Dieter Spielberg DMS GmbH FileDirector Component Service It contains the following entry lt EMailSplit Ask On or OT gt Comment line add key EMailSplit valuez Off gt With the option Ask the user is asked during the archiving process whether the attachments are to be saved separately in the original format The text of the email attachment is saved as a separate page in the document By using the option on the attachment is automatically separately saved and with the option off the mails are saved like in earlier versions as msg files as they are created in Outlook File name with or without extension If files are archived using Send To in Explore context menu or via drag and drop the file name is used for archiving with up to 255 characters length File creation time File modification time File last accessed time This field is configured as a date format field The relevant file properties are automatically archived For internal information the unique field ID used in the cabinet database is displayed in the bottom right part Fields Page 88 FileDirector Enterprise Manager Extended settings In the Extended settings tab field attributes are specified for each field individua
243. ws Client by clicking the button Show document WinClient Export part of the audit information In order to export parts from the audit trail select the relevant entries This can be done after having sorted the entries in a particular way After having selected the entries use Export list tool in order to export these records into a text file Active users Selecting Active users in the left part of the Enterprise Manager window will display a list of the currently active FileDirector users Session time out Licences When installing FileDirector a value for a session time out in minutes is specified in the Configuration Utility This value specifies the delay after which a licence is freed again after the application FileDirector Enterprise Manager or FileDirector Windows Client is not being used When an application is closed correctly the licence is immediately freed for another user When an application is terminated with windows task manager the license is only freed after the session timeout default 30 minutes Events Page 31 FileDirector Enterprise Manager SQL Table Active User The list of active users is stored in the table Active User in the FDConfig database In order to free connections that may have become fixed and which have not been freed automatically the entries within the table can be deleted Warning You might interrupt an existing connection Notes If a scheduled message is set i

FileDirector Enterprise Manager

Contents

Download Pdf Manuals

Related Search

Related Contents