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iSynergy 3.9! - Pitney Bowes Inc.

1. a hh Synergy i33 SBS Advanced Uter Fay 730r T88 Group accounts in iSynergy lessen the tak fond of the system administrator The administrator cancel permissions within Group accounts and subsequent grant membership of User accounts 1o varous Groups Group Account examples include Groups based on department membership Sales HR Customer Service Groups based on job scope and responsibilty scanner operators data entry personnel Basic Users group wih limited permissions System Administrators group with ul permissions Note The rights and permissions granted to User accounts based on multiple memberships are cumulative Creating a New Group To ada Group to the Synergy system follow the below steps 1 On the Synergy Menu bar navigate to Admin Group Configuration Synergy i33 SBS Advanced Uter Page BUG 186 Note The Group Configuration dialog window displays 2 Select Add Group Note new text box displays under the existing Synergy Groups 3 Enter the New Group Name 4 Select Add Group 22 4 E E met Modify Group Permissions To add or modify permissions Group account flow these steps 1 On the iSyneray Menu bar select Admins Group Configuration 2 Select he Group Access Key Synergy 93 SBS Advanced User Maral Pags BT or
2. 2100 INVALID_CREDENTIALS The user not be authenticated wi he given credenti m IwsurricENr PERWSSIONS The user does not have access toa document or process 2102 Account pisasLeo he users account has been or set inactive m Account users account has been closed permanent m PAsswoRD EXPIRED The user s account has an expired password m MISSING CREDENTIALS A SOAP request was received without user credentials such as UsemameToken m USER m DOES NOT MEET REQUIREME The password does not match the NTS regular expression defined for PASSWORD ID DOES NOT MEET REQUI The password does not match the REMENTS regular expression defined for vacation som uni The URL does nat contain the necessary Synergy 383 SES Advanced User Manual Page 17307188 m APPLICATION NOT FOUND The application specitad by a database aas and application does not exist inthe database m DOCUMENT_NOT_FOUND The document by a database application id and document id does not exist in the 953 use FUND The given usar id could not be found inthe database anos APPLICATION NOT IMPLEMENTED Documents can oniy be served warin implemented applications aos DOCUMENT SERVER DOWN The document sever is not accepting requests amo APPLICATION NOT LICENSED The requested document b
3. Synergy 393 SBS Advanced User Ma Fage T48 o T8 sso tete here make lot sese ten vv we an iens each rim many on tere was woua and between ior me ony some way you another bon om re sw mm your wy ee row more omer ouch is ver ty oot it mos four were as came fhas in much fout than trough what a ean ras mo rust over mat to Last Search Dono ne aae ar I Query Manager Query Manager is a feature of the Search page and provides quick and convenient access to commonly used search queries When a User is granted account permission for Query Manager feature is avaiable onthe Search page underneath the active Applicaoris Index holds Query Manager is Applicaton specific and User Account speci Each User Account stores Saved queries lor Ine specific Appseaton in which they were created Query Manager ie a hat stores commonly used search queres to heip Ihe user Load ihe Application to search Populate the desired ids for the search Erter a descriptive phrase in the Save Query As field to easy identified saved queries Save a Query To save a query follow these steps Synergy 33 SBS Advanced User Page T47 or T88 ions Index 1 Enter search value s in th
4. now has the abit to add indexes Synergy 303 SBS Advanced User 307185 without defining the user permission frst Administrators can delegate application administration to diferent users apply permissions on per application basis to nance acess sooty and aply permissions mip appicatons Smmutaneousiy Named Database Independence Synergy provides the abilly to configure ard instali the repository as a named database as indicated by the System Administrator Tris exibilly allows tor the deployment of separate Synergy installations to the same database instance iDatix Technology Development Methodology The iDatix sofware design methodology rests upon the concept of producing intuitive software product to enable business users fo automate feir own environment Ire important 1o Understand that each user working in business today has the knowiedge to make their business processes easier and more effective iDati produces the tools to alow the vision of an employee or an organization to be implemented and deployed quickly without extensive IT dependence Leveraging the understanding and ideas of every employee and using an efectve business automation solani the key enhancing productivity and win the business Change must be embraced Our solutions must provide a simple way for the end user to modiy and enhance the solution to meet the changing needs of the business Key to
5. Web Server Database and Image Store Synergy i33 SBS Advanced Uter Maral Fage 1780r T8 tabase Workflow Below sample workflow of a created Application in Synergy Synergy 383 SS Advanced User Appendix 5 iSynergy eSpeed Database Overview speed is the iSynergy Database The Applications created within iSynergy automaticaly output corresponding _ obi x tables with related subtolders tthe Synergy repository folder The number of Appicatons created in Synergy correlates direct with the number of obj fables and Products used in conjunction with Synergy include SeanSpeed Sean xtactor Incoming share Quckindexer Seandox Dox The tables iniSynergy and the information contained within each are as follows _obj_1 By defaut this table is reserved tor the General Capture Application cobi 240 obi x Appscation related tables with x representing the last tabe created Annotations Records annotations and the objects to which they apply Application The Applications created iniSynergy and their related obj Batches Batch information for documents submited ScanSpeed ScanDox or Dox Config Stores Synergy path
6. Wesen 2 gt Synergy i33 SBS Advanced User Maral Fage 1200r T88 ES 37 s2 mu 32 Annotations Seven buttons in the top toolbar allow you to create and manage these annotations They include Insert Insert Redaction Insert Highlight Insert Rubber Stamp Hide Annotations Pan 2 Select Annotation To insert note annotation fallow these steps ne 303 SBS Advanced User Page 12T or T88 Select Note Annotation Draw a box of any size and drop it anywhere on the image 9 Typo a notation message in the yellow text box secs B 4z225o praa TIME OFF REQUEST 4 522 To edit a note annotation flow these stops 10 Right ick on the Annotation 11 Select the Annotation option TIME OFF REQUES Note In the child menu options exist for making changes to the font foreground and background color as wall as moving the annotation tront or back From the parant drop down menu the user may also cut copy and clear the Annotation It you select Text or Background Color the submenu the palette displays Synergy i33 SBS Advanced User Annotation Properties iSynergy annotations have extended properties that are modified by right cicking on the selected and choosing appropriate property
7. Being used in the export funtion to write the image Fes and data for the selected export Being used in the import tunction to read the impor and insert the records into the database and the images into the repository Being used to maintain the directory structure in the repository with regard to the application subfolders Troubleshooting iSynergy Service 2 ERROR iSynergy server not responding to print requests Typically this problem is encountered when a User attempts to print a Document with the iSynergy service is not running To troubleshoot this error message follow these steps 1 Navigate to the Windows Start Menu 2 Right click My Computer 3 Select Manage Note The Computer Management dialog displays 4 Expand Services and Applications 5 Select Services 6 Inthe right pane right click iSynergy Services 7 Select Start 8 Log back into iSynergy and very that Documents wil now print Synergy 333 SBS Advanced User Manual Page 17T or 185 Error Codes Synergy 93 SBS Advanced User Maral Page 1720188 2005 DB INSUFFICIENT PERMISSIONS The account accessing the database lacks permission te the curent operation 2006 CONFIGURATION ERROR The database configuraton is incorect Code Error 3100 3200 Block Security errara authentication and suthorizat Description
8. to define single application permissions or muti application level Permissions a ra ewan m mm DA X9 Applicaton level security is achieved by granting or restricting Application permissions Application level permissions can be assigned ta both User and Group accounts Ifthe account has permission o search an Application the Application is available rom the Application Selector drop down menu in the Search Page If ihe Application has been restricted ha User Group wil etos aware thatthe Appicaton even exists as wil not be vil inthe Application Selector drop down me Application Names Provides a completo isting o all appications which have been added to Doc Level Permission Provides the abi to define document level securi Note Document Level Security is defined with the unique pplication Navigate to Admins Applications Select he appropriate application and choose enabled document level Synergy 383 S85 Advanced User Maral Page 97 a0 166 Configuration Provides ihe abit to define the application level permissions by Cabinet System and Account Functionality Additonal you may elect 10 configure appieatians by selectng Muti App Configuration Cabinet Management Permissions iSynergy provides complete application security that can be defined at the cabinet system and account functonalty level Cabinet Management permissions are the perm
9. IDATIX iSynergy Small Business Imaging and Workflow Solution Advanced User Manual Version 3 9 3 Copyright 2000 2010 iDati Corporation Al rights reserved reserved No parl ihe cotes of ha pubicaton may be reproduced system or ansted ini an language om thou on consent hom Dat This sotware product the and eda copyrighted and contains proprietary tomato ie subject change witeu note Te sofware may bo used ar coped i accordance wn the terms ot me cerae agreement nd synergy are registered vadematks ot Dati Corporatan Al oer vader are acknowledged propery respecee ners ynergy 383 SES Advanced User Manual Page Tor IBS Table of Contents Table of Contents 2 Welcome to iSyrergy 91 5 Whats in 3 9 5 Cent Suppor Services Contact Information 7 Whats Content and Content Management D Foundational Terminology E iSynergy Basic Structure Content and Information 13 Synergy Instahaton Requirements Supported Server Platforms Hardware SQL Server Configuration Web Server Configuration E Customize Synergy Option 19 Synergy Login 21 Understanding iSyneroy 2 Application Pane E Document Viewer Pane m Application Management m Index Fields User Assigned Index Fields m System Assigned Index Fields m Display Fels Index Types E User Defined Lit
10. Page SEGUE Highlights The insert Highight function enables Users to emphasize important infomation in a Document by rag selectng an area fo appear in a highlighted box insert highlighted region follow these steps 1 Select insert Highlight 2 Lett cick the mouse and drag a box over the area you wish to have highlighted 3 The color of the Highlight can be modified by following the same procedure applied to editing an Annotation Rubber Stamp The Rubber Stamp function gives granted Users ihe abit to indicate approval denial or other endorsements a Document by sing digital rubbar stamp impression The use and moditcation of rubber stamps is permission based To insert a rubber stamp follow these steps 1 Select Rubber Stamp eres Note By detaut there are three stamps to choose ftom Denied Received or Approved 2 Select a Rubber Stamp trom the Est and drop it on the Document 59 50m FS Denes te Retenes ct TIME OFF REQUES ed Noto Right click on the rubber stamp cut copy or delete i Synergy i83 SBS Advanced Uter Maral Page SG BR ide Annotations The Hide Annotations funtion allows users to view an annotated Document without the annotations displayed Selecting Ihe Hide Annotations tool masks but does not remove the annotations rom fne Document hide annotations follow this
11. number Synergy examines the database for Documents with matching Index values and retums the results By defaut the Search page leads following successtul log in Note Menus and fields displayed on the Search page may vary per user depending on permissions granted each user by the administrator Synergy 303 SBS Advanced User 13207188 Simpiciy and efficiency aro two goals of the Synergy search functionally There ara five main pes of searches performed in Synergy Unspecifi Search No Index values are used This search is performed within speci Application Synergy i33 SBS Advanced Uter Fage 1330188 Specific Search One index value is used This search is performed within specific Applicaton Complex Specific Search Two or more Index values are used This search is performed wiin a specifie Application Global Search A search across al enabed Applications for a given index value regardless of Index Name or This search is capabie of incorporating multiple Applications Synergy SBS Advanced User Maral Search man Seach Note Global Searching is often dependent upon a Users permission and the Application permission For more information regarding permissions please review the Permissions ction of his manual Cross Query Search search across all enabl
12. ScanDox Contains the number of minutes after which he system automatically logs outa user after tus period of inactivity Contains the Internet address of the desired corporation This address willbe displayed as an actve hyperink inthe upper ight porton of the Synergy browser Dispisys the name of the corporation Displays the location where the XML is stored Displays the location where the Document server is installed Displays the directory location in which the license servers are installed Refects the value selected regarding the encryption of passwords A value of Tus means passwords are encrypted a value of False indicates the passwords are not encrypted Contains the directory in which the DotNet Framework sts the hours in which the FulText Service operates The frst number shown indeales the star ime Ine second number shown indicates end Contains the directory in which the data services are installed Contains the directory in which any applicable designer services instale Contains the name of any selected worktow automation applications Contains the name of designated reporting application Contains the directory in which the Synergy appicatin is located Dispisys the directory path in which the ScanDox application is stored Synergy 33 SBS Advanced User Single Sign On Represents the value indicating the status of single sign on A value ot ruo in
13. You enhance information access process Tracking process exit compliance qualty and overall throughput This is because documents and content are routed trough tne process slectranealy without he need or handing and moving physical fles making copies or being limited to inier process The Application structure in Synergy is configurable to comply with al the organizational needs of the enterprise which makes managing Applicatens in Synergy straightiorward and simple To realize the ful potential of 1Synergy s storage and retrieval caretul thought and planning must given to Ine development of your Applications Note Please review iDatix sample Best Practices Application Configuration worksheet in Appendix A andor the Configuration Guide for further detail In folowing sections we wal examine the diferent elements of an Synergy Application structure deta and descrb how to construct an effective application Synergy 383 SBS Advanced User Maral 757188 Index Fields An Application foundational element is the Index el which is used to assign harscerstcs orindex values fo a Document stored in the Synergy Repository la Samm ar EEE Note An index value is a data value in the Synergy repository that helps to identity Document within Synergy Additionally index are entry io assign values for indexes and must comply wth database standards holo insure standard
14. can browse the Intenet you can work in the Synergy interlace The Synergy User interface has two Primary viewing panes the Application Pane and the Document Viewer Pane Synergy 303 SBS Advanced User Page 2307188 By defaut the Application Pane loads the Search page following a succesful login The Applicaton Pane varies in content and funcionalty depending currant task the User is periorming as wal as permissions granted to that User Fr example certain Users with granted permissions are able to access the Jancis available the Admin Indexing pages For a complete understanding of Synergy Permissions please review the Permissions section of this manual Pages displayed within the Application Pane dependent on functionality and permissions include Search page 2 page Indexing page Routing page Admin page Tools page Examples of functions performed within the Application Pane and is associated pages include Query for Documents Build and maintain electronic tiing Applications through user and group permissions o Sot permissions controling access to data Index Documents Rode Documents individual or multiple exported Documents Email individual or muliple exported Documents The Application pane provides the ability to view with the documents are our Selection Columns Select AIl Documents View Fie Colum
15. of Document s from within the Synergy application To print a Document follow these steps 1 Select Print Note The Print dialog window dispiays 2 Selecting the desired printer and othar print options oio EEE EE pg p Fran jeu Le 21 iim Ly gll or teer Emai The Email funcon allows Users to send an electronic version of Document rom within the Synergy application to recipient via emai To emaila Document follow these steps 1 Select Email Synergy 383 SBS Advanced User Maral Page 360r T88 Note This Email dialog splays 2 Select the desired Page Range and inclusion options in the Ema pop up box Click OK 4 Enter the recipient email address in the To field The Subject ine may be changed and addtional tex entered in the message are 5 Click Send when the message is complete This wil email the Documents Settings The Setings funcion allows Users to choose printing and emailing options for Documents within Synergy To view and settings falow these steps 1 Select Settings Bynergy 383 SES Advanced User Manual 55 Note The Settings dialog window displays 2 Select the desired options rom the General Printing and Emailing tabs Click OK Bottom Toolbar This bottom toolbar contains the thumbeaiibook view and he page scroll and displays each time he Document Pane Fest Page Navi
16. or page deletion the auto check in tor annotations wil no apply Exclude from Global Searching Global Searching provides the abiy to search across all applications based on any index value When an application is created administrators can Bghly control the abit to globally search for an index value Global Searching also provides the ably to search tor any document regardless of the status and display on the Search page Global searches are performed across All enabled Applications for wich te User has access permissions Index values matching te search are returned regardless of the index type and the index name associated wih the index value folowing a giobal search Synergy 383 SBS Advanced User DLE Add Indexes to an Application Once an has been created you are ready to add indexes For addtional reference materia regarding Application Setup please review Appendix 1 1 On ihe Synergy Menu bar navigate to Admin Applications Note The Application Configuration dialog window displays 2 Locale the created Application Select Add Index 8 appropriate select Required Sticky andor Tepiwi Proven tno ayo rae ausar to entar a v tor an nde balore pu El Breer as Ax thea HH i xr Proin te sity to kaop a deta vale dais in tho nde ater document ie submited t iSynergy E iau RPM METTI 1
17. Document to display Rotates the Document selection in 90 degree increments Rotates the Document selection right in 90 degree increments Synergy 383 SBS Advanced User Page STB Fn a Fulton Annotations Select Annotation E Insert Annotation Insert Redaction Insert Highight Insert Rubber Siamp Insert Line Pointer Used to search for specific text within a Document Dispisys the content of words found in the OCR process Used to hide annotations on the Document Used to select annotations or redactions Used to insert an annotation Used to conceal sensitive information This can be done wih any color with back being the default Used to highight information the Document Used to Insert a Rubber Stamp Defaut options are Denied Received Approved Draw ines Create a ine with an arrow Synergy 383 SBS Advanced User Maral Page Tor T88 Foreground Color Drop down menu Draw ines freehand Create Create a text box Change the background calor of the annotation box Select to see items on the ist Change the thickness of he ines Redactions provide the abit o conceal sensitive information on a Document To insert a redaction flow these steps 1 Clekthe Redaction icon 2 Drag select over the information you wish to conceal 3 Release the mouse Synergy 333 SBS Advanced User
18. Pane loads prior to a search it contains no Document and empty To display a Document in the Document Pane Tallow these stops 1 Select an Application 2 Select Search This submits an unspecific search that wil reum all in the selected Application to the Results page The Resuls page contain a Reeul table that te the Indexed Documents By defaut the Document Pane displays the fist Document sed in tna Results abe Scanning Synergy i83 SS Advanced User Fas 1057188 Scanning is tha process of converting paper Documents into electronic formatted Documents When converted an eiscronic Document becomes an image fie wih the extension TIFF Tagged Image Fie Format This process of convening paper Documents to digtal Documents Iypeally uses righ performance production nant scanners thal can process 15 200 pages minute Synergy can role stare and manage converted TIFF Documents Print The Print option prints a selected Documents shown on the Results page Documents selected o print are sont printers defined on the Synergy web server Toggle Full Screen This option toggles the Results page to full sereen allowing tables with large amounts of data to be viewed more asiy on this option when the arrow points to the laf retums the view of the page to standard size T toons suere trem Cone MEE ann Note For a complet
19. Revision Tracking and Aut Trai When an application uses fis functonally a comments dialog displays upon hsckng in a document int the Synergy Repository Synergy i83 SS Advanced Uter Maral Page TIGE Typa comment regarding the anges mage tote Document a active Force Comments on Checkin follow these steps 1 On the Synergy Menu bar select Admin Applications 2 Navi o and select the Appicaton you want to edit 3 Select Force Comments on check in checkbox 4 Select Update Enable Auto Check in for Annotations Enable Auto Check in tor Anntatons is an Application security setting that eliminates he need to check in a document when a user changes annotations on document and there are no Physical changes to the mage Synergy 303 SBS Advanced User Page 7207188 t Nate This is an application setting and wil only be av abled abe i Revision Control is When Enable Auto Check in tor annotations is selected the document is automatically checked in upon tha user leaving the image in the Viewer the user is not prompted to check in the document noris the user forced to make comments on a check in Note This feature only apples to case were a user adds deletes or modiies annotations and no other changes to document are made Ifa User checks out a document and also performs any other changes ta the document such as a page rotation
20. Windows Internet Explorer dialog window displays confirming you want to delete selected index pe Select OK n E Nate Select Cancel to clase the Windows intret Explorer dialog window and keep the index 4 The index ype removed trom the Index Type dialog User Defined Lists UDL iSynergy ios both Index Fields and UDLs The UDL is deplayed in drop down menu that is cre Synergy 303 SBS Advanced Uter Page 7188 LUDL s accept index values in the form list Each ist as defined by the user contains common that can be used across multiple applications or is specific to a Singular application UDLs provide the ability to improve Document search accuracy while simultaneously minimizing data entry errors For example you may have a status type UDL which contains generic document types for process The HA Application might have a Pending In Process Completa and Cancelled UDL To simply the workplace it you can reuse aforementioned status in ihe Invoices Application you might have an application you are in effect utiizing one UDL that wil ther dave ad hoc workflow aby wahin isynergy Poo UDLs are defined and available for viewing by navigating to the iSynergy Menu Bar and selecting Admin User Defined List Note A UDL is automaticaly included in the default of Index types and is assigned a data of Select UDL columns c
21. how many Documents are waiting for to be routed trom the General Capture Appication displays which Document is currently loaded in the Document Pane The Queue indicator contains VCR contro Synergy 383 SBS Advanced User Maral Application Selector Route an active Document in the Document Pane to destination Applicaton by selecting the rom the Application Selector Clicking a particular Applicaton button sende the active Document to that Appicaton The next Document nine queue then loads in he Document Pane andis ready tobe route Assign to User Group Route a Document to User or a Group InBox by selecting the appropiate option rom the Assign 10 User Group drop down Routing a Document to a specie User allows oniy that User 1o receive the Document in sr Inbox Routing a Document to Group allows any member of thal Group to and process the Document Synergy i33 SBS Advanced User Maral Fage 1077188 The InBox Page Each account in Synergy has the capabilty of receiving routed Documents to s Inbox This capably apples to both user accounts and group accounts E The Tite splays rom which Application the sent Document s originated Synergy i33 SBS Advanced Uter account InBox contains Documents that originated fom more than one Application each Application contains Documents disp
22. product is finished production personnal Send the product to Shipping scan the Work Order sheets into Synergy and change the Status tar the unt frm Production to Shipping 4 Shipping Shipping statt query Synergy for Documents with a Shipping status They verity uns received from producton against the et of curent orders in Synergy and complete the tasks associated vith delivery of ho product to the customer Change the status of ihe order from Shipping to Invoice after the shipping of ne orders 5 Invoice Accounting staf search Synergy tor orders with an Accounting status Invoice processing begins and all current orders have had an invoice sento the customer accounting stat changes the status lom Accounting to Review Review Review the order I everything is correct change the status rom Review to Closed 7 Closed Close the order and it becomes inactive iSynergy assigns each step in the highighted status name and creates a UDL called Status The status names placed in the correct order and implemented as UDL in an Appicaton are caled WorkFlow Tis Aopicaton stores allo the Documentation associated with ihe order process Note For more sample workloms please refer to the Progression Advanced User Manual The Results Page Following a successu quay tho Results pape displays search results in Note Results dialog functionality much Ike the Search dialog may vary per user depending on rig
23. represents subfolder D1 and object 013 revision 1 Tho status of the document is stored in obj x tables as well Document status reflects the current status of document Document status s lul when aitempting determine it a document is searchable status E obj x tables also store Synergy 333 SBS Advanced User Manual Page 1780188 The creator of each document with create date The last modification date and who modified the doc How many pages in the doc and fit was batched The associated batch number where applicable Any Indexes created for a specific Application wil be stored in these tables Additionally the Application table holds he information pertaining to the x tables For example an Application called Human Resources may have an AnplicationiD of 3 Inthe Applications table This notifies you thal the table holds the pointers the documents for Human Resources Typically tha oder in which Applications were created corresponds to ihe obj number of table obj 1 is reserved for the General Capture and fader Smee a SADT 1 ll Application Table The Application table relates toa cb x tables as well as the poinerosourcs of the document scanned into iSynergy and the repository and incoming folders The repository holds the Applicaton elders Win each Application folder the
24. rome ee jd i AS Note Ifa UDL is made sticky the value last paced in the UDL wil remain for the next document to be indexed Provides the abiity or an index to bo modified for multiple documents 383 SBS Advanced User Fay 750r T8 FL 7 Select Add LI Em n n n eius Note The newly created index appears in the Applicaton table pane Within this table Jot can ed or deleta Index values associated withthe Editing Application Indexes To edit an Application index these steps 1 On the Synergy Menu bar navig 10 Admin Applications Note The Application Configuration dialog window displays 2 Select the appropriate Application Select De implement E p i T Ea m2 Synergy 183 SBS Advanced User Maral Page 7500166 4 Navigate to the Index Feld you want to edit and select Edit 5 Make the appropriate changes Page 770r 188 Tyne 39 3 SBS Advanced User Marua 33 3 SES Advanced User Manual Page T8 188 Group and User Permissions Account management techniques allow an Admiristratorto control ina Jevels of document access and permissions granted ta individual Users and Groups cf users working within Synergy Assigning individual accounts m
25. standard metrics from business processes implemented in Synergy Reporting summarizes the data na meaning and concise manner These monitoring fealres allow managers to examine tends in productivity By analyzing producti rends managers can make better scheduling and assignment decisions Systematic process improvement requires knowledge of curent business process statistics Synergy collects process performance data inconspicuously and reports the on command The iSynergy database records al significant events associated wih every object archived in he Repository including status changes personnel aesqnments reproduction events printing faxing and email and annotation events Note These events are tie stamped and user stamped System Administrators may enel rom the tables that contain pertaining fo events and errors The Raport page in Synergy is a sel of predefined raport templates To access the Reporting functionality navigate o Admin Reporting Search Note Each template has specific elements that define tha content of the report generated iSynergy Reporting Functionaliy inches the following report ypes Suus Summary Batch Report 2 Document Count Synergy i33 SS Advanced Uter Page Count For any raport you want to generale complete the folowing stops 1 Select he appropriate Report type 3 Select Generate ave Soran
26. step 1 Select Hide Annotations 2 Once the Hide Annotations icon is selected annotations do not display the Document Pan slowing you to navigate within a The Pan function works in conjunction with tha zoom feature Document once t has been magnified To pan a Document follow these steps 3 Right click anywhere on the tobar to activate the drop down menu listing tooibar options 2 Glick the Zoom option to magnify the Document The zoom tool may also be selected to accomplish this goal 3 the Pan option 4 hol the mouse button to grab and move the page Save a Copy The Save a Copy tac allows Users to save an electronic copy of Document ram within Synergy toa user specified location on a workstation or network To save a copy of Document follow these steps Synergy i33 SBS Advanced User Maral 1 Select Save a Copy Note This wil activate the Save Options dialog window 2 Select the desired Page Range and saving inclusion options and page format settings in the Save Options dalog window 3 Click OK 4 Browse to the desired location to save the fle ype a name for the fle in the File Name and inen cick Save 5 A copy of he Document is saved to the spaced directory 383 SES Advanced User Manual Page 3501188 Print The Print function allows Users to print a hard
27. the work move o the next task in the process There is no process enforcement There are also no business rulas Ad Hoc does noi provide funcional 7 If would imply asking and processing a question and that is a business ruie Such as the amount is greater than 1000 then send or approval Ad Hoc s driven by user knowiedge and action and doas not process or enforce rules Synergy 333 SBS Advanced User Page 630r 188 Basic Ad Hoc worktow is included with tho base iSynergy product suite Progression can enforce business nules and processes and gives the user he aly to use a graphical ool to design a business process application without fne need for programming Note For further example and documentation workflow status please review the Progression Advanced User Manual Below i a quick reference for creating an application Note For the complete application checklist please review Appendix 1 When creating an Appscation itis highly recommended that you fallow these steps 1 Greate new Index types i required Note iDatix best practice for index values are more than five however this wil vary lightly up or down based on the needs of he and user and the partculr process Create Create the Application Add Indexes to Application Select Implement Create a new Application To create a now Application in Synergy follow he below stops Note The folowing instructions assum
28. to execute the nex stage of the process The result increased productviy increased contro of the process and dta and elimination of the inefficiencies sociated wth manual handing of Documents Workflow Design Iti posse to define processes within the 1Synergy envionment Yeu can define assignments and statuses than can be used to business processes and rack process malis to generate reports productivity wok status and states of your business operation The most important step in iSynergy workfew implementation is a thoughtful analysis of current office procedures A detailed outing of each step and associated tasks in the targeted busines process is the basis of a sound workflow design in Synergy Careful analysis can expos inefficiencies and guide you creating more productve processes and methodologies These outined steps enable you to combine tasks 1n logical see or stages that rect he fou of Documents throughout the organization When setting up your Applications tis important to consider how Documents flow through your process and define the necessary user elements to gain fe greatest power and benefits ram yur Synergy implementation Use a combination of two diferent kinds of elements to implement Workflow in Synergy Status Changes 2 Personnel Assignments Both of these features are incorporated into the design of your AppScation in the form of User Defined Lists UDLS Note F
29. your Internet Explorer browser and enter the appropriate Web address tor the iSyrergy system in the address Note After an instal Internet Explorer should automaticaly launch the log in dialog however f this does not happen contact your System Administrator i you are sure what fo enter in the address field itis important to note iDate does not support Mozila Firefox internet browsers neret Explorer 2 Click Go or press Enter Athe Login sereen type in your Login ID and Password 4 Select Login Note Ifthe login is unsuccessful Synergy displays an eror message and the cursor returns to the Login ID fed Retry the login and make sure to check your keyboard s capital lock Key indicator Remember Passwords case sensitive 5 A succosstul Login depisys the default view of the Search page Note The Document Pane 50091 empty and remains as such unt a completion of a search Synergy 383 SBS Advanced User Maral Page 2T or T88 amp To log out of the iBynergy program simply solet Logout on the Search pape TDISYNERGY Search poc Note By design Synergy automaticaly logs out a user when the program has been Inactive for 30 minutes f you want to change the default System Options navigate fo AirinsSystem Optans gt Login Tineout gt Eal Upon re acivaton ISynergy returns the user taie Login dialog box Ta continue working wih the program fe user m
30. 2 Select the User Group Name on the account name and the Document to roue itto the account inBox Synergy 383 SBS Advanced User Maral Page TIUGFTBE reer et a Route from an Inbox to an Application To route a Document an inbox to an Appicaton flow hese steps 1 From the Synergy Menu select Routing and cick Inbox InBox InBox Note The Synergy Inbox routing page displays 3 Select ihe appropriate Application bution 4 Select OK Synergy i83 SBS Advanced User Page TIT or 186 Route from Inbox to Inbox Routing from one Inbox to another Inbox is very similar to routing rom an Inbox to an Applcaton When the Index routing page is loaded choose am account name rather using the Application option To route a Document trom an inbox to a diferent Inbox tolow these steps 1 From the iSysergy menu select Routing and Inbox 4 Select OK Synergy 383 SBS Advanced User Maral Fage T1208 Route from Application to Application Ithe document was misclassi ed or to route Document an Application t another Applicaton follow these steps 1 Locate the indexed Document you wish to route right cick the fis icon 2 Select Edt Indexes emea 4 Click the appropriate Applicaton selector button or he Document to be routed you may choose to feu to an io Synergy i33 SBS Advanced U
31. 715 55577 Applicaton Access What Fie Cabinets can be acc 2 3 a E Document Level Security What UDL in a Cabinet can be Accesses 2 3 a E Synergy 383 SES Advanced User Manual Page TES or T88 Appendix 2 iSynergy Status Hard Coded Object Status Codes lt Searchable Documents Appear in the result set for a searchin the system P Manual Indexing Appear in the Manual Indexing screen for user intervention Routed to Inbox Documents routed an individuals or groups inbox 2 X Deleted Documents that have been soft Corrupt Documents that have been determined to be corrupt or of incorrect resolution Ye Source Copy Large mult page TIFF fle that have been separated into smaller sections are retained Synergy i33 SBS Advanced User Page 1700186 Appendix 3 iSynergy Service iSynergy Service is Windows service installed on the Synergy web server and is responsible ter Monitoring the incoming folders for alliSynergy applications When the folders are Cropped in Synergy Service enters a record in ha appropriate database for hat file Moving the to the proper repository and renaming the with the correct fle name Monitoring printing activity in the Synergy system and writing a record to the event log each time a ti image is printed rom the system
32. Ect index Colum Synergy 303 SBS Advanced Uter Maral Page HGB Select Use this column to select cr more Documents for further processing Documents such as exporting emaiing and printing To select Documents individually Column mark the appropriate checkboxes To select al the Documents deplayed on ha currant page mark the checkbox on Ihe far eft of blue header row Note Marking the Select results checkbox at the bottom of ihe Table wil select Documents on al pages of he resulte File Column Selecing Fie icon rom tha View File Column loads the frst page of the Document into the Document Pane as wel highlights the row of the selected Document in bue Sees STR mS Note It you are viewing the Results table in full screen mode the Synergy 333 SES Advanced User Maral Page 250r 186 selected Document in a naw modal dialog window Edit index Clcking the Edit icon of the appropriate Document displays the Edit Index oum c ge were 1 1 meme meme pue Fm 1 arses Fa 5 81 ime a iw 3 i i 1 Note From the Edi Index page a User can update Index values perform a soft delete or route he Document Add Notes Selecing ihe Add Notes icon c he appropriate Document loads Notes Column Page ol the selected Document m E Note Mult
33. SBS Advanced User Maral Pags TBE System Level Permissions iSynergy provides ho to define system level role assignments to grant access to global asks and permissions that apply to he Synergy system as whole Esch user andor group who requires access to Synergy should have system level roie assignment System Level Permissions thought of as the entire flung physical cabinet permissions provide access to open specific cabinets and fes within Synergy To define a user or groups System Level Permissions follow the blow procedure 1 From the Synergy Menu bar navigate to Admin gt User Configuration tee te Noe The User Configuration dialog displays 2 Select Add User 3 Define the new User Details Synergy 303 SBS Advanced User Page oT or T88 H E 4 Select Update Note The user retums to the User Configuration sereen 5 Navigate to and select the appropriate users Access Key Note The User Permissions dialog displays for he selected user When a users initialy created System Level Permissions aro selected only he currently created Synergy Applications are displayed at the Application Level 6 Navigate to System Level Permissions Note Each System Level Permission has been defined in the below tabie Synergy 383 SS Advanced User Page 920r 188 Element Application Add Prov
34. Sene aes 4 The selected report tor the selected application displays Synergy i33 SBS Advanced Uter Maral Status Summary The Staus Summary Report displays summary ofthe document status within spacio Application iSynergy To display a Status Summary Report flow these steps 1 Navigate to iSynergy Menu Admin Reporting 2 Select the Status Summary Report 3 Select the appropriate Application 4 Select Generate 5 The Status Report Summary displays Status Summary m a INR CON i i dapat elt ne Batch Report The Batch Report Documents the number af batch scan jobs that ara sent to Synergy by ScanSpesd the Document scanning application To create Batch Report follow these staps 1 Navigate to Synergy Menu Admin Reporling 2 Select the Batch Report 3 Select the appropriate Application Note You may select addtional criteria for the report such as User or Date Range Synergy i83 SBS Advanced Uter Fuge xe 17 enne 4 Select Generate E s The Batch Report displays Synergy i33 SBS Advanced User Fage 158 018 Document Count To create a Document Count Report flow these steps 1 Navigate to iSyrergy Menu Admin Reporting 2 Select Document Count Report 4 Select ih
35. Synergy 93 SBS Advanced User Page STG 186 i z i i prm i F enone Raven corto JE ires 0 i reise i eroi Nate This is an application setting and wil only be av fabled abe i Revision Control is LP eres nesin oma 90 17 Retain Aue Tat ing both Enable Revision Gatland Enable Revision Tracking and Aucit Trai appicaton setings providos he abaty to vac al document changes as separato revisions The funct naity alow user tol back 1o previous versions cf documant view the orginal document and recover tne original document by promoting it back to the curent or most recent Version of tne document Note in to these application setings he user must also have defined Account Functonaliy Management permissions lease review the permission section of this manual for aditionalnormatn enable Revision Tracking and Aud Trail follow the below steps 1 On the iSynergy Menu bar select Admin Applications Note If you have created the application simply select and modiy 1 If you have not created the application select Add Application 2 Ensure that Enable Revision Control is selected 3 Select Enable Revision Tracking and Audit Trail Synergy 383 SBS Advanced User Maral Page 68 or T88 we FE A 4 Continue creating or modiying the appcation 5 When you are f
36. T88 Note The Application Permission dialog window displays 3 Select individual checkboxes to grant specie permissions Note I you want to give all permissions choose Select All Permissions and cick Update 4 Navigate to Application Permissions 5 Select appropriate Application s ihe User Group need permission to access Sj E 3 a MES a r a 3 js E 5 E a z 6 Select Update Synergy 93 SBS Advanced Uter Maral Page 820r T88 Creating a New User Account To ada new Synergy User follow these staps 1 On ihe Synergy Menu bar select Admin User Configuration JSVNERGY Search Note The User Configuration dialog displays 2 Click Add User Synergy 383 SBS Advanced User Pags 830r T88 Note This User Detais dialog displays 4 Tab othe Full Name text field and enter the Users tull name 5 Tab to the Email Address text field and enter the Email Address Synergy 383 SBS Advanced User Maral Note This cost feld is an optional feld however if you are using the Datis Business Automation Product Progression this cost feld wil be helpful for production reports and tracking the amount of ours an employee spends on a specific task 7 Tato the Password text feki define the User password 8 Tab othe Passw
37. a string of words that is too ong for the barcode be handled by creating an abbreviated valve for the sing For instance ApplcatonToRouteDocumentsToHumanFasources ATRDTHR Xractor would read and translate to the sting in the table UserDetinedLists The grouplD is used identity documents in the same UDL Each UDL is given a istiD but can ave many documents that are related in there thus identifed by group defines he name of the tem within the group UserGroups When permissions are set up on a group level the users are sorted into groups and the related group lento s stored here UserPermissions This table stores all permissions for all users when User Level permissions are used Each permission for each user is stored an individual record PermissionlD relates to Ihe Permissions table Users This table stores all user information including userD and Password information Also stored here is into relating user as an ip viewer When a users added to Synergy relevant information is stored in the user able When permissions are applied to that user he userlD rom the user atio is entered into the userpermissions table wih each associated permission H the user s then added a group an entry is made into the usertogroup table and s associated by userlD through tris table ha group permissions table that stores permissions by groupid UserToGroup This
38. a understanding of iSynergy s search capables please refer to the Searching fr Documents section ofthis manual Synergy i33 SBS Advanced Uter Page aT or T88 Application Management An Application in Synergy is the virtual equivalent of a traditional physical fing cabinet or Shelving system These fing cabinets are analogous lo the fling cabinets within the major divisions in your company Whether you store your documents na fing cabinet or electronically in Synergy he indexing and search retrieval are conceptually the samo For example Accounting Operations Insurance and Human Resources al have fing cabinet where they keep documents important to their department People in the Insurance department do not hir documents in Ihe same cabinet as Human Resource department An Synergy application can bo used as simple archive fr documents post processing and is oten th staring pont tor applicato implementations Starting with a acie conversion project is a good way to develop experience and a comfort level with the new soliton but does Instead of the back end leverages he benefits of document management and provides the for tue process automation By capturing documents and content at the tront of a business process at the time of receipt you eliminate many laborintensiva actviies and instant eliminate risk such as lost documents ou paror the tasks that make up your work process
39. abinets for the hro departments s generally advantageous for the efficient storage and retrieval of information for each department tis also sometimes necessary fo store particular Documents ina separate cabinet for the or sensi of he contained Information Within Synergy creating separate Applications for diferent departments also proves useful for similar reasons BIT A BIT is a binary digi taking a value of either 0 or 1 Byte in a byte the information storage measurement is a unit usually considered to contain eight bits Database A database is a collection of information organized in such a way that a computer program can quickly selected desired pieces of data Note For the purpose of this document you can think of a database as an electronic fing system Synergy 133 SBS Advanced User Maral Fage Wo TS Document Document is any electronic In addon to text Documents ofen contain graphics charts and ather information elements For example a Document can be a Word document PDF fe Excel spreadsheet any auto fle ora TIFF image Document Type Within iSynergy a Document Type ier contained within an Applicaton jes the type of document For example when looking in an Employee folder what documents types would you expect to ses Documents common employees folders might include Job Description Time Sheet Contact information Reviews These commonly encounte
40. able ProductSettings This table stores the Installed iSynergy products with a corresponding ID number Queries This table stores querias created by the user in the Search Pago of iSynergy The table assigns and stores a query ID to created queries and also stores the user name of ihe user defining the query The actual search erteria of Ine query is stored in the column querystring The column application holds information for the Application within which the query was created Reports Standard reports for iSynergy are stored in this tab RoutingEvents This table stores the routing history of documents within Synergy This history information includes ine original Application and cbjecUD as well the Application receiving the document and he new objectlD in that Application Date routed is also stored in the table RubberStamps Standard and custom rubber stamps aro stored in this table A stamps formating settings are stored in the RubberStamps Tabie as well Translations This table stores the translations used for Xractor TranslationlD stores each translation uniquely in tho table the translation ype relates it to the iransiaton Types table Original value would be literal original word or words and ne translated value would essential bathe abbreviated value to be uted in Synergy Synergy 133 SBS Advanced User Maral Page T84 0r T88 For example creating a bar code with
41. an mest ihe demands ofthe users wah the most complex data issues and highest document volumes With intuitive user users find any document uic and sasiy Our users have enjoyed dramatic ROI rom labor reduction and producti improvement almost immediate afr implementation iSynergy captures documents rom virtual any source automaticaly indexes them using nion technology andlor data from thc applications All modules of Synergy are od ensuring compalibit and success in storage and reireval functions combined with and integration key line of business applcatons This complete integration mares iSynergy easy to use and maintain and provides the ability to expand Synergy into other departments and business units The Synergy Solution is completely scalable to meet the requirements of botn small and large organizations The iSyrergy site of products is comprised of variety of modules each with a speci function and purpose to create automated paperless enterprise Because all modules have beer developed by Dio they are seamlessly integrated with each other These Synergy module Provide tno ably for creation of a very speci and customized solution to business hed requirement or process The overall funcional of Synergy be ilustrated bythe x i 25 Application Pane iSynergy is browser based making use of familiar and intuitive browser controls
42. arch the User attaches a minus sign before a word to exclude any Documents that contain that word For example searching for the term Repties zards wouid yield al Documents that contain replies but excludes Documents that contain izard Wildcard Search A wildcard search consists ot a word with a character attached that acts Ike a wildcard Ifthe User enters a word with an asterisk attached then the server wil retum Documents that contain dist word or other words that contain that word For example searching for He retums Documents that contain the occurrence of He Holl Help ele Combination Search combination search consists of a query with wo or more search predicates For example an AND OR and wildcard search can be combined in one query For example the query sting white orchid OR Tam is a perfectly acceptable quan Microsoft SQL Search ignores certain words Words ignored by SQL search are isted in he Table below Punctuation marks such as colons and semicolons ignored 2 Single letters a b c and digits 0 1 2 3 as wal as symbols 8 7 are also ignored Commas are not alowed and you may not search for quotation marks Single quotes are recognized and treated as a character within word about be is my me me too which ater because oue nave u never same meir under wrie an been rer ime row see up who
43. are met Index values are assigned specie ailes known as Index iSynergy raies on indexes to fe Documents correct These indexes correlate to labels on fle folder When fist creating an iSynergy application he indexes you choose should be ho same as ihe fing procedure in fo office Note iDatx Client Support Services recommends the folowing coro index values for Synergy Appicatin 10 Number Name ate Document Typo Status Each of these gener indexes can be translated to an industry department or application specife dem Note Iis important when communicating with the potential users of the new Synergy Application to use the specifi term and not the generi term This provides the user with ina context necessary fr them to dently the application and fo gain a quick understanding of how i apples to their oun personal job function User Assigned Index Fields The System Administrator defines Usor Assignad Index Fields for each Application These Index fields vary with each unique Synergy Application Synergy 383 SBS Advanced User Maral Page BE seen he Orde pem Le Les i Note For example the Checks Application may have a unique Index such as Purchase Order while Human Resources may have a unique Index fold for Social Securty Number User Assigned Index Fielde are used prmaniy fo search retrieve Documen
44. ate levels of access o pricing information and denied any access to confidential information Synergy makes it easy to selectively control access rights to information foreach individual User Dat engineered iSynergy on popular development platforms Allo our software products fo RAD rapid application development ODBC open dala base connectivity and other Indust wide sofware development standards iDatix has ensured that Synergy smoothly ntogratos with enterprise networks In addon in house customization is possibi for all organizations What s new in 3 9 iSynergy 3 9 furthers tho Dati mission to Simply the Workplace tor your growing business In this release Dat has added customer requested feature enhancements make Synergy simple to use as as enabling fne user 1o boost organization affcency and work throughout Tho highights of this release include Revision Control Synergy provides support tor collaborative document development and process document modiicaons The Revision Conto feature is a seamless extension to the Synergy User Interlace that completly integrates the fl onctonaity of the MS Offce sute In 2 9 Synergy supports document versioning and maintains a complete history and audit tal for all document changes Application Level Permissions Application Level Permissions now provide the abit control user and group permissions on per appleaton bass The Synergy user who creates an
45. aways be the case when performing a Cross Query search Wildcard Searches A wildcard search extends search capability in Synergy by allowing searches to be performed using incomplete search stings In a widcard search the asterisk characteris used replace the unknown porton search sting entered in an Index eld The table below outings the possible uses of the wildcard asterisk Element Description Returns any character sting beginning with the letter E Returns any character sting ending with the letter a Returns any character sting containing the letter a Returns any character sting beginning with the number 9 Returns any character sting ending with the number 9 Returns any character sting containing the number 9 Synergy i33 SS Advanced User Page T44 0r T88 Note Widcard searches are useful when you only know a portion of the information you nant to search Perhaps you remember oniy the frst three diis of a check number you to find so you coud enter the st three diis followed by a widcard 1237 10 105 are not used wih Global searches For Global searches simply enter the Search siring ja is used for a Global search it will retum Documents with Index values such as Take Edwards and James Thomas because they both begin wih ja In Application Wildcard Search To execute a wildcard search from within an Application these steps 1 Choose the Application a
46. ble lt Repository iSynergy can store and manage any Document type for your organization Adsiionaly the Synergy Repository centralized cation in the organization s network that stores al information within he Synergy system The Synergy Repository alins forthe structured storage access management exchange and protection of enterprise information iSynergy is designed to categorize and archive al forms of Intellectual property including multimedia presentatons PowerPoint presentations spreadsheets marketing erature word processor Documents Adobe PDF fles and sound fles such as mp3 and wav Synergy can stre and manage any Document fle type you can store on your desktop workstation iSynergy Basic Structure There are two basis components to the Synergy structure they are a repository and a database The repository is where tne documents are stored and is connected the database by the pointer o source eld within tha object table The documents maintain the orginal extensions vin tn repository meaning the document was doc pdt elc t would e be in that le extension The pointer to source in the repository is the stored directory location for the content ditis stored by a named UNC path There can be mulipi repositories as the original pointer do source entry point never changes Synergy 333 SBS Advanced User Page TT or T88 gay Se sorer Base Stud px um em i sp
47. c ts there an extemal DB of these values that can be inked to tach a isting of all User Defined Lists UDL Types Synergy 233 SBS Advanced User Page 18701185 Application Linking List Other Applications that may have relevant information that wil need to be crossed referenced to tems stored in this Application For example the relationship between PO s Invoices and Checks Other Related Appicatons List the common index fields between related Applications Other Related Indexes What wil be the formal names of the indexes Formal Index Names WorkFlow List Fede to be used to drive Ad Hoc Workflow Status Assigned Use management reports for production metrics Process 1D and Draw diagram of Workfow Process Synergy 503 SBS Advanced User T68 or T88 Security Access and Permissions Users First Name Users Last Name UserID User Password Permissions E aT ul 7073 IF esum te IF den r all ETE IF m s 77 IF jeune 17 r IF peat perte ene sean rae opps emen F Toren css 7 rpm METTI 1
48. ced User Page oT T88 6 The selected user is removed from the Group Note To very a Users removal from Group load the User Configuration page to anf the User is longer included within the Group by viewing ine Member of Groups column Delete a User Account To delete a User account ollow these steps 1 On the iSynergy Menu bar navigate to Admin gt User Configuration 2 Locate the user you want to Delete 3 Select the desired Username 1 Nate The User Details dialog displays 3 Select Delete Synergy 303 SBS Advanced User Maral Page 6961166 mem Bern eise Note A Windows Intenet Explorer dialog window displays with the selected user name 4 Select OK Permission Management Permissions granted to individual users or groups can be limited in nature or broad in scope depending on the various toes and the granted rights of the User Group For example may prove prudent to imi permissions granted to data entry personne They may need access to only one Applicaton for data entry purposes Executive Management may granted permissions pertaining la assignment of Group memberships such as adiing Applications and creating new UDLs iSynergy permissions are defined intially at the System Level followed immediately by the level Synergy 303
49. ction device In certra zed scan operations large volumes o papar are puto the System by dedicated workers In operations smaller volumes of documents are Captured with lower volume scanners or mulifunetion devices closer ta heir point of creation Document Imaging Sofware captures the image ofthe paper document Increasingly electronic document images have the same legal status paper document Indexing An essential part of the captura process creates metadata rom scanned documents CustomerID number forexampie so tha document can be found Indexing can be based on Keywords or fulton Repositories Structured and unstructured the core of many ECM systems This is where the ata resides and where much of a company s investment in ECM resides A repository can be a Sophisticated system that costs hundreds of thousands of dotar or as simple as a fle folder Synergy SBS Advanced User Page Bo TE system in a smaller company The key is to have information that can be found once inthe system Content Lite Cycle The various phases that content moves through such as authoring review management delivery and arching is placed Storage Content needs to ive somewhere Storage technology optical disks magnetic tape micrafim RAID paper provide options for storing content online for rapid access or near or ofl ie for content tnat is needed ohen Rules of thumb ford storage There ar
50. ctivity while Smutaneousiy reducing the cost of running a business Using a standard browser interface Employees customers and vendors easily access information they need iSynergy is buit on an open platform that alows for the expansion of ts base capabilities It easily connects to host and legacy systems expanding the functonaity and leveraging he value of companys curent hardware and software investments Moreover Synergy maintains central enterprise wide repository for the storage of at Documeris unstructured information and thal comprise a company s intellectual property iSynergy empowers company with ihe means to create new information management sluione automate many business operations This empowerment is possil without the need to understand programming or scripting iSynergy users may employ search functionality to retrieve documents which they have permission to access Once a User reeves a document Inay can view manage share and Taproduce the information Some of hese unctons are dependent on permissions granted by the System Adminstrator Searches can be very broad or more specific in nature depending on the desired result set of the search performed iSynergy can be finely tuned to grant highly granular access rights to individual Synergy users For example customer service representative may be granted ur mied access to Applications hat contain public information moder
51. d to provide aditional Information for the Rubber Stamp display option Select Create Synergy 383 SS Advanced User Marua 9 The now rubber stamp displays in the Rubber Stamp Configuration dialog j To edit Rubber Stamp follow these steps 10 On the Synergy Menu bar navigate to Admin Rubber Stamps 11 Select he appropriate Rubber Stamp Name Hyperlink Note The Edit Rubber Stamp dialog appears 32 Make the appropriate changes e t vota Pape arg die roo ee wane Sono ne heot a ug Note The Rubber Stamps Legend provides the abi to add addtional infomation tothe Rubber Stamp display options Synergy 333 SBS Advanced User Fage T27 r T88 19 Select Update ware Denied lt ane gt w 0 2 8 kd ar ea ee Data Transfer The Export option the availabe export configurations for the Documents eeleced the search results Documents can be exported iSynergy to remote locations via FTP Fle Transfer Protocol across t Internet For security purposes oniy Users with granted permissions can export Documents from synergy Note For more information regarding user permissions please review he Permissions section ofthis manual Once documents have been received tha imported Documents can easily be Viewed and Searched assuming Index values were included n the export wih
52. dicates Single Sign On s activated value of False indicates Single Sign Onis Progression the Cent ClickOnce deployment location within Synergy Enabled Progression Displays the directory path in which the Progression application is stored Studio Progression Displays the directory path in which the Progression application is stored Notifier Smtp Server Dispiays the email server for Synergy Synergy 383 SBS Advanced User Maral Fage T65 or T8 Appendix 1 Creating an Application Checklist Application Application Name Virtual Fie Cabinet Application Descriptor Indexes Indexes to be used as Search Criteria e g SSNs Name Doc Type Date Status etc List the Index Display Order What wil be the most common Search parameter Keep as Short as Possible for Data Entry Req When manualy indexing index value must be supplied Sticky When manually indexing value remains after tem is submited ME Muli EGt can change this value several tems at once used fr workflow JB Index will be puted from an extemal Database Synergy 33 SBS Advanced User Ma 168 or 185 15 there an External Database to enhance the Data Entry Operation List Databases and their ODBC Names Tables and Fields User Defined Lists List the User Defined Lists UDL s o be used Index Values Doc Types Statuses et
53. e A database is a structured collection of tales that is organized so thats data contents can be easily accessed managed and updated The database tabes contain rows and columns that Store no data by an index value or metadata Each table column is an index value while each Tour within that column is fna data for a specific document A row in he labe is represented by a sequential tom number Synergy i83 SS Advanced User Page 757188 Content and Information Flow Content ives and exists everywhere either in physical or electronic format Content that needs to captured and can be done via numerous devices tax scanning drag and drap from the desktop intercepted rom a print steam or electronic capture mechanism The data ie captured by key data elements called index values or metadata The index values along wi Ihe metadata reside in ho database The document resides in the repository They inked by pointer to Source fe mat mers Synergy 383 SBS Advanced Uter Page 1307188 iSynergy Installation Requirements Supported Server Platforms Windows 2003 Ser Microsoft SQL Server 2005 seo Note lis highly recommended that the server be updated with al the current Microsoft service packs patches and hot fixes for Server and SQL Server prior 1o instaling the iSynerqy Database For more please refer 1o te msdn microsoft com
54. e Each document that is submited to Synergy receives a unique batch ID The abject ID in the repository denotes the object where as the batch ID denotes the Documents that are Submited Object Status Provides the abaity to choose a search the status of an object within Synergy drop down foe Se ime te io WEN ODD P Dats bxnange Hard Coded Object Status Codes E Searchabi Documents Display in the result set for a search nthe system P Manual indexing Display in the Manual Indexing screen for user intervention o inbox Documents routed to an individuals or groups inbox X Deleted Documents that have been soft deleted C Corrupt Documents that have been determined to be corupt or of incorrect resolution Y Source Copy Large muti page TIFF fles that have boen separated into smaller eeckons are retained CheckedOutby Provdes the ably to search fora document by choosing a user irom the User op down menu Synergy 383 SBS Advanced User Maral Page PG BE Toca Fue pe WEGE WESS Note The Checked Out by User feid is only displayed iat the application level Revision contro stings are selected Records Per Page Provides ino abl to define the number of displayed records per page Records Par Page pe Index Field Formats Index Fields allow you to enter values for a sea
55. e appropriate Application Synergy i33 SBS Advanced Uter Maral 18707188 5 you any additional reporting criteria select the appropriate drop down menu For example you might want to change the date range Select Generate Synergy i33 SBS Advanced User Fage 7 The Document Count Report displays Page Count The Page Count Report documents the number TIFF image pages introduced into created by Task Srey To crete Page Count Report follow these steps 1 On the Synergy Menu bar select Admin Reporting 2 Select the Page Count option for the Report field 4 Select the appropriate Application Synergy i33 SBS Advanced User S 1 you any addtional reporting criteria select the appropriate drop down Ege su For example you might want to change the date range 5 Glick Generate 7 The Page Count Report displays Synergy 383 SES Advanced User Manual System Maintenance Page Count The section entails general Synergy housekeeping functions performed in the Security Manager and System Confguraton pages Security Manager 1 On the Synergy Menu bar navigate to and select Admin Security Manager ES Note The Security Manager dialog displays ynemgy 383 SES Advanced User Manual Element Description Synergy Dis
56. e approximately 2 500 pages per drawer in a standard 4 drawer There are approximately 2 000 pages per nea foot of documents A standard 8 x 11 paper when stored as Group 4 is approximately 50k A standard check image is about 15k Content integration Enables disparate content sources to look and act as a single repository Migration As storage media ages content must be moved to new media for continued accessi ling cabinet Backup and Recovery Backing up content in various formats andlor locatons heips o ensure business viabiity in the face of a disaster Long Term Archival Content that must be preserved over decades must be saved to media such as paper and im based imaging with longevity match Foundational Terminology The purpose of this section is to provide foundatonal terminology and reference material for pectic concepts contained with this User Manual Application In Synergy an Application is the digital equivalent to a fing cabine For example on a basi level the Applications created and used within iSyneay to store documents are simlar to traditional fing cabinets Examples of fing cabinets and therefore Applications that are common to many businesses include Account Operations Insurance and Human Resources Typical employees responsible for Insurance documentation store the Documents in a filing cabinet separate from employees responsible for tracking Operations Having separate fling c
57. e desired Appi 2 Enter the name of ihe query in the Save Query As fold in Query manager 3 Clekthe Save Query button Execute a Saved Query To execute saved query flow this step 1 Click on the desired query rom the Query Name column in Query Manager Save Query As a Dee SN NN gt arrloyse vacation Modify an existing Query To edt a query follow these steps 1 Inthe Search Pane navigate to the Query Name 2 Select the Pencil Synergy 303 SBS Advanced User Maral 3 Make the appropriate changes to your index fes 4 Select Query Delete a Saved Query To delete saved query rom the Query Manager follow these steps 1 Inthe Search Pane navigate to the Query 2 Selec the Red X Synergy 303 SBS Advanced User Maral Page T48 or T88 Workflow Workflow is a defined serias of tasks required to produce a desired outcome Worklow applies many of he concepts of factory automation and industrial engineering 1o the process of work management in an offce environment each stage in workin an or group is responsible fora task or eet of taske salus change occurs once ha tasks are Complete Individuais responsible for ho nex task receive notification of status change They receive the data they need
58. e that Index Type s and UDL s have been successful created If not instructions on creating Index Types and UDLs are discussed Previously nhs Manual 1 On the Synergy Menu bar navigate to Admin Applications Note The Applicaton dialog window displays 2 Select Ada New Application Synergy i33 SES Advanced User Note The Add Application dialog window displays Enter the Application name Note I applicable tab to the Description Pane and define a description for the named Application Additionally i you want the Application to have Document level security ndior be excluded rom Global searching select the appropriate checkbox Finally by defaut newly created Applications ara assigned the P status For more formation regarding Synergy status please review Appendix 2 Synergy Statuses 4 Select Create Note I an Application is implemented the Implemented column on the Applicaton Configuration is ted as True I he Application de implemented the colum value is as False 5 You have now created an Applicaton and you can begin adding indexes Deleting an Application To delete an application folow the below procedure Note When you delete an entire Application the associated work tems and documents are aiso deleted 1 Navigate to Admins Application i33 SES Advanced Uter Page 65 or T88 2 Select the Appl
59. e words white and orchid in Their content A Document containing only ine word white or only the word orchid would be excluded from the Search results OR Search An search is much dierent than an search The User must manually enter an OR case sensitive clause between each word in this type of search string for t to succeed Without iha statemenis between words in o string the string wil be interpreted by default as having AND clauses between consecutive words in search sting is placed between search terms Documents wih occurances of word within ihe search string wil returned Synergy 383 SBS Advanced User For example searching for white OF orchid retums Documents that contain either the word wite or orchid Quoted Search Quoted search allows the user to search for a specific phrase This is front rom an AND Search in that he order of Ihe words in he search phrase are maintained A Quoted search is performed by enclosing a worded phrase in double quates When a User searches fora quoted phrase the server retums Documents thal contain exact matches of he worded phrase For example searching for ihe cat jumped over fov retums Documents that contain siring the cat jumped ovar ihe fo Documents containing al the words Contained in the phrase but not in the onder quoted wil pot be included in Ihe search NOT Search Ina NOT se
60. earch checked out documents by other Search page Note When this permission is selected all users are displayed in the down plus an All option Provides ihe abt to search for a checked out document across all applications Nate On the Search page for the Application drop down when enabled thoro vil ba an AV option Selecting tis option wil display a search screen to allow the user to ind a document check ou across all applications Provides the ably to View the Progression work tems Provides the ability to access the Progression cick once deployment option rom he Tools Menu Provides the ably to reassign a Progression task that has been assigned to the logged in users account Provides the ably to reassign any Progression task which is assigned to any user or group Provides the ably to change priorities on documents 7 Define the appropriate user System Level Permissions Select Update Application Permissions Once System Level Permissions are defined you may define the Application Permissions Application level permissions provide the abit to control the user parmissions on a per pplication basis as well as nance security access tothe application Alter you ha defined the user or group system level and application permission selecting update enables tno application configurato dialog ye 303 SBS Advanced User Maral Page 960r T86 i iSynergy 3 9 provides he
61. ed Applications for a given index value but limited to inge Index Name Tris search s capable of incorporating Applications Noto Cross Query Searching is often dependent upon a Users permissions and the Appicaton permission For mare regarding permissions please review he Unspeciic Specific and Complex Specii searches are aways poriormod within an chosen Aoplicaton Wikcards can bo used to expand Ine search parameters of Specie and Complex Specific searches when ho absolute vale of an Index is uncorai Global searches and Cross Query searches apply across all enabled Applications in Synergy for which user is granted Application permissions Global and Cross Query searches share some mares and have some important ferences Bath types search across al enabled Applications for which a User s granted Application permissions However a Cross Query Synergy i33 SBS Advanced User Fage 13507188 search is limited torturing search results that share the same Index Name while a Global Search wil retum matching Index values among all enabled and permisstle Applications regardless of the Index Name For example to separate Index Names displayed as Index Value colum headers the Results table may exst thal share a common Index Name called Mortgage Salus and another called Hire Staus may share a common Index value Ave A Global search performed tor Aeve wil re
62. ed a unique record ih the where clause 3 Update lt table gt 10 Set column name gt correct data 11 Where column name gt current valve and column name For example 1 Update obj 2 2 Set IDX SSN 111 223338 3 Where objectid and IDX Name John iew Data Events Tho below select statement is locking for all status changes in the object 2 tabe that were status pror being changed Note You can change the oldvalue parameter objtable parameter and eventdesc as needed to create the correct searen rena Synergy 93 SBS Advanced User Fage 17507188 select rom eventog where oldvalue P ancl objtable _ob _2 and eventdese status View current Group User Level Permissions The below statement is for Users select permissions permissionname users username trom users permissions userperissions where userpermissions permissiorid permissions permission and users useric userpemissions user The below statement is or Groups and Users select distinct users usemame permissions parmissionname applications name usergroups groupname trom applications users permissions userpermissions usertogroup Grouppermissions usergroups where applications appicatonid grouppermissions applicatiorid ard userpemissons pormissionid pemissions pomissiond and users userid userpemissons userid and userogroup usergroupid usergroups usergroup
63. elect AdminsUser Configuration gene e 2 select the desired Users Access Key Seine the Access Key I 3 Navigate to Application Permissions 4 Select the Application wth Document Level Security Synergy SS Advanced User Maral Page 700r 166 5 Select he UDL values you wish to make available to the User or the Group Note To select multiple Indexes hold ihe Ciri key and select the appropriate indexes with your mouse Addtonaly i a specie user should have permission fa access and modify the Index cick Select A 5 Select Update Force Comments on Check in An application can be configured to provide a simple check inout capability which wil force users fo check out a document for edhing and prevents mora than user rom making changes document at he same tme Ld Using this aplication seting the documents that are checked back in to the application wal varie the original version of the document Regardless of how the user chooses to check out the document ether by downloading or eding in place when the user is ready to check the document back into tha Synergy Repository Checkin Document dialog displays and provides the abit to enter tex When the user has finished typing a comment select OK and the comments are available to any user who has access lo that speci application Force comments check in works with Enable Revision Control and Enable
64. elongs to application that is unlicensed an LICENSING NOT INITIALIZED The licensing manager as not been initiated ama INVALID LICENSE The icense fle is corupt Code Error Description 20001 wvauID DATA Data Object Modal Data Object Modal anos invat DATABASE Data Object Modal exceprion_execuTING sot Data Object Modal m Inactive TASK 144 Object Modal inactive process Object Model Synergy 93 SBS Advanced User Maral Fage 1740r T88 ames JuNAUTHORIZED SUBSCRIBER Object m PRECEDING TASK Object anoo vann Doc TYPE Image document centric errors an vad document ype was accessed liven the currant context m ocr FAILURE unable to OCR document Basic SQL Statements The below examples have been provided to help you create a basic SOL statement for use in isynery View Specific Records in Tables Select lt table gt where lt column name sing Select obj 2where IDX SSN 711 22 3323 Select from lt table gt where column name gt tke parat stringit For example Select fom oj 2 where SSN ka 6111 22 94 Update Specific Records in Tables When using this SOL Statement do forget the specifi where clause the record you are updating or you might update Ine entire tabi in error Ensure you have isolat
65. embershipls to group account s is an effective way to ease account administration overhead Each user assigned to group account inherits the permissions ranted to he group For example a user assigned group permissions can have additonal permissions assigned indvidualy to hs user account When working with a dynamic information database itis necessary to institute security measures of varying levels among Users within ina system lo ensure ts integrity Wiin Synergy i i possible to deny a User or Group access to or to mt funcbonalty while within an Application Various Users may be granted access Appscabons perinent o their duties ila being refused access Applications outside the scope of hair dues Additional is possible o grant a User or Group access toan Application while limiting access to particular Document types or Document statuses wan the Application By combining Application level and Document eve security approaches highly granular mode of access control in Synergy is posse to create a User Account Management At the most basic level User accounts grant an indvidual authentication and entry privieges into Synergy Permissions assigned taa User account determine the access and functonaty an individua when logged into iSyrergy The basic configuration atributos of a User account incu Username Fun Name Email Address Cost Account password
66. ergy 93 SBS Advanced User Maral Page AUGE TBE maw TF 51858175 87 MISES Global Search Global searches are performed across all enabled Appkcatons for which the User has access permissions Index values matching the search criteria wil be retumed regardless of o Index Type and Index name associated wah the Index value following a Global search The Global Search Tool is located at the top of the Search page and rests just below the Links Bar To execute a Global Search follow these steps 1 Enter an Index value in the Global Search input 2 Select Global Synergy 383 SBS Advanced User Maral Page TaT or T88 3 Matching values are retumed foreach Application enabled with Global Search functionality thatthe User has been granted access permissions Global searches can also be performed wih less specific search criteria No wildcard symbols are necessary oris approach Making use of a less specific search term broadens a Global search and may prove useful when you are nol certain of exact Index valua but ara aware ol to beginning sting of letters or numbers associated withthe Index value Synergy 303 SBS Advanced User Maral Cross Query Search You may recall hat each Index value displayed n a Results table is ahyperink Clicking an Index value in the Results tabe begins a Cross Query search tor that Index value Clicking Index value contained n a Re
67. es sqserver bed 1254 Hardware The following table ists the minimum recommended hardware requirements tor any server running an Synergy server component Minimum Recommended SQL Server Configuration The SQL Server manages the information repository tor Synergy and where all of the references and statuses exist for tracking the information contained within syste This makes Synergy very expandable and customizable tor the Gen The Database is an open architecture to allow third parties and cients to add further enhancements and interlace with other systems Instataton of the iSynergy database on the SOL Server has six main requirements Windows 2003 Server Krawiedge of ihe SOL Server SA account password The iSyrergy setup program needs administrator privleges to instal the iSyneray database SQL 2005 instalation of the SOL Server 2005 software has been installed in the environment Nel Framework Service Pack 2 Knowledge of the desired installation location of the Synergy Database This decision is based upon network architecture data redundancy policy and disaster recovery poly Synergy SBS Advanced User Maral 05 Web Server Configuration Windows Server 2003 should have all of the IS 6 0 components required tor instalation of ihe Synergy Web services installed by default IIS 6 0 Installation on Web Server To confirm that IS 6 0 is installed
68. fsqueuo table in preparation forthe service to run and proces the documents Once the FTS service runs the records that store the processing dala are moved to the table This table also stores the information f an eror has occured specifie document This provides ihe DBA win formation to research why any document may fai For example ia document is queued up to run through FTS service but prior to the Service running a user deletes the document FTS wil produce an err The service may hang for a long period because in layman s terms is looking far satus documents o process and tis looking forthe deleted document with an status when in fact deleted document now is in X status I is usually best to double check the fsqueue Synergy 333 SBS Advanced User Manual able when users are soft deleting documents trom an Application that runs through full Tho actual FTS binary information is stored in the ftsdata abi This table stores the information corresponding SOL catalog Regardless which Synergy Suite product was involved all changes to data aro recorded in the Espeed evantiog table Along with is table there is a ProcessAging view that captures the data from eventlog by object and calculates the number of days the object was in a particular state for each evenidesc For example a document has status of P for a period of ime and the status then changes to E the process aging v
69. gatos to the frst page Previous Page Navigates to the previous page Ned Page Navigates to the next page ynergy 383 SES Advanced User Manual Page 801188 Last Page Navigatos to the last page Page Counter Identifies the current page in the Document Tae Jta page number is entered in his region the viewer wil go to the page umber entered One Page View Sets the viewer to a single page view i Thumbnail View Sets the viewer to a thumbnail view Thumbnail and Spits the viewer into a thumbnail preview pane and single page view Page View pane Book View Allows tor two pages be displayed on the screen either horizontally or Vericaly m Top and Bottom Displays the upper and lower portions of the Document View Scri Bar lows scaling through all pages of the Document FullText Buttons The FullText butions aro located within the Top Toolbar of the Document Pane These butions display folowing intiabon ofa FullText search otherwise they are absent the lop toolbar Find Used to search for speci text within a Document Eyre 303 SBS Advanced User Maral a Futon Displays the content of words faund in he OCR process Removes highighing rom words identifed in the search a Previous Navigatas to the previous highlighted word Highighted Word Next Highighted Advances to the next highlighted word Ware The fist time the Document
70. he ImportMapper service needs to be run each an import of images trom another system needs to be performed IndexesTables This table stores the Indexes the Appicabon s in which hey are used Indesname and type and any valiaton that ext The Indexes table reveals the Index a required feld tis defaut value whether be edited and if sorting and grouping are associated with the Index 110 want iSynergy to changes for a specife Index set he column logchangos to true this isthe default etin Synergy 133 SBS Advanced User Maral 183 0 T86 IndexMapping Table When an Application is inked to the Indextlapping table then the drop down control is active in Quickinsexer and Scan The oniy other table hat IndexMapping interacts wih is the Applications table IndexType Table When a UDL is created ts entry is stored the Indextpes table The data type for a UDL is selec indicating there is ist rom which lo select this value The actual values the list are stored in the UserDefineLiss table The values are grouped together by an intemaly used that groups these tems for display in the UDL drop down ist within Synergy Permissions This table stores all permissions assigned on the user and group configuration pages in Synergy Each permission is assigned a corresponding ID number that relates to the group permissions able and the user permissions t
71. hese images and inen archives them Scan An aplication more rudimentary than SeanSpeed that works in cojuncton witha canning device to conver paper Documentation fo an electronic mage format called TIFF Tagged Image Fite Forma Synergy receives these Images and then archives om Quickindoxer An application that takes new and old electroni fes archives and puts them into Synergy ScanDox ScanDox replaces or incorporates all elements of ScanSpeed Sean and Synergy Services service that moves electronic les fram a designated destination directory to a directory thal Synergy can acce Note For further information see the eSpeed Services section found at the endi this Document Three possible destinations exist for Documents exting tne General Capture Application A dierent Synergy Application h InBox of an Synergy Usar Synergy i33 SBS Advanced Uter Fuge T05 or 186 Pre Sort General Capture Pre Sort General Capture allows Documents stored in General Capture to be sorted and routed various lor ndering Documents chosen fromthe Queue Indicator are shown in the Document Document Pane 8 nol shown in the sereen shot below The following elements of Pre Sort General Capture are described below o Queue indicator Application Option 2 Inbox Selector Inbox Activation Cancel Option Queue Indicator Queue indicator shows
72. hts and permissions granted to each User by the Administrator Functionality of ihe Results page dependent on permissions includes Application Selector Page indicator Resuts Table History Synergy 383 SBS Advanced User 15T or T86 Mul Edi Region Epor Email Print Toggle Ful Screen Last Search Recon Indicator Application Selector The Application Selector enables the user to dierent Applicaton rom the one currently Page Indicator Some searches may retum large result sets hat require several pages to list all results The page indicator shows the number of pages associated wih a set and allows for quick navggaton rough multiple pages of resus Results Pane The Results pane is a very commonly used component of the iSynergy system Each row in the Resuhs table contains Index value information corresponding ta Document In ad tion to viewing the resus of a query User may the sults table to perform the folowing tasks Synergy 303 SBS Advanced Uter Page T5208 lt Selatan image of a Document to Esta Documents Index values Sort search sults by Index values via column header inks tat a Cross Query Search Selec Documents tor reproduction via email printing and export Add a note to a document iSynergy Reporting Functionality Reporting is useful feature in Synergy that gathers
73. ication you want to delete Note The Edit Application dialog displays 3 Select Demplement 4 Select Delete Enabling Revision Control Revision Control provides the capably to retain history of older versions of documents The revision control feature can be configured for specific application cabinets and at several degrees of retention Bynergy 38 3 SES Advanced User Maruar Page 5801188 EE ever Felon Tat Revision control provides the ability to manage multiple revisions f document Synergy otters this robust functionality so that you may simply your workplace through a one stop shopping and management tor your documents Enabling Revision Control provides the abit to manage mulie versions of document contained within an Application Note Revision Cantal functionality has additional features hat can be used to control the document management process Please the below sections for Information 3 On the Synergy Menu bar select Admin Applications Note N you have created the application simply select and modiy 1 Ifyou have net created the application select Add Applicaton 2 Select Enable Revision Control 3 Continue creating or modiy the Application 4 Select Update 5 When you are fished select Implement Enabling Revision Tracking and Audit Trail The Revision Tracking and Audit Trail option provides the aby to track the document versions
74. ides the ably to add an Synergy Application Note This permission enables the Applications Admin Menu der as wal as enable Add New Application button te Application Configuration dialog Application Delete Provides the abiliy to delete an Synergy Application Note This permission enables the Application Admin menu as Weli as enabies the Delte button onthe Edit Application dialog User Add Provides the aby to create new iSynergy user account Note This permission works in conjunction with the User Update permission You must have both permissions selected in orter fo create a new user User Update Provides the to update a user account as well as update all System Level Permissions another user Note In order to add a user to iSynergy you must have both the User Add and User Update permission Addiionaly in order to delete a user trom Synergy at the System Level you must have oth the User Update and User Delete permission selected User Delete Provides ihe aby to delete an existing user account Note This permission words in conjunction with the User Update permission You must have Both permissions selected in orlar fo delete a user Index Type Add Provides the abity to add an index type Note This permission works in conjunction with the Index Type Update permission You must have both permissions selected in arder to add and update an index Index Type Update Provides the abiiy to upda
75. iew wil store the number of days the document was In P status prior to changing to E status FTSData This is the Ful Text Service data table This table stores the binary data for each document that has been processed by the Ful Text Service FTSData stores an sd objectid and Applications Thi table also storas the raw data and date and me tul text senice ran ETS History Table Yan error occurs during the FTS Service itis stored in ths table The history of documents hat have been processed by the Full Service also contained inthis table FTSQueu Table Documents wating for Ful Text Service are stored in this table GroupPermissions When a group is created the groupid and name is stored in the usergroups table When you associate permissions 1o that group e information is stored in ne grouppermissions table and each permission is puted rom the permissions tale by a permiesionslD There s also view in Espeed called GroupPermissionsbyUser view see an overview of permissions at Ihe group devel This product imports a CSV rom another system The CSV contains path to the images as wel as the indexing on the images When Imporifapper is opened and CSV impor fle is assigned the mapping felda need fo be fled ta allow the service to automatically populate the elds Once you save and close ImportMapper the data is entered into the Espead database according to the mapped fields T
76. indexing an Baresea En ei psi rd Index Fields Index elds aro regions that accept entry of Index values that correspond to the active Document Index felds may be text drop down or range elds Notte symbols exist next o some Index Trese symbols indicate atributes an Index Feld can possess red asterisk next o an Index value indicates that value is required tor submission lo Synergy Submit To submit an Indexed Document to Synergy cick Submit Synergy i83 SBS Advanced User Fage T15 0718 m ST 0888 Nc Nate Ater a Document has been submited the Indexing Page automaticaly launches ihe next Document rom the indexing queue othe viewer to continue indexing Delete Use Delete to remove a Document rom the Indexing queue mec 1 me pF ann Eram 188 E zl pope m EE Documents deleted irom the Indexing queue receive delete Users must have permissions o a soft delete To a hard or permanent delete of a Document rom Synergy requires grated permissions Note Wher a Document has been deleted the Indexing page the next document Jods in the Indexing queue for processing Route Synergy i83 SBS Advanced Uter Fage T16 or T8 Occasionally mislassifcation of a Document occurs scanning or it may be sent to the wrong Inbox du
77. iple notes entered on the Notes page appear sequential wih a stamp that indicates the date time and user ihat entered each note Index Value Columns Synergy 383 SBS Advanced User Maral Page 280r T88 The index Value columns display the Index values for Documents returned lom a search query The Column Header represents the Index Name which are hyperlinks C cking an Index value in tha Results table begins Cross Query search forthe selected value Sort Order defaut the sort order for the frst three Index Value columns eft ta right is ascending Values inthe frst index Value Column receive primary sort preference while values contained in the Second and third Index Value Columns are sorted sequently Tris sequential sort order rosulis n tha alphabetical grouping of similar Names followed by subsequent soring of Doc Type lowed by soring of Statue Modifying Sort Order Index value column headers Index Names serve hyperinks for sort order functionality on Index once wil sort the contained values n an ascending order Double an index Name sort column values i a descending order Checking ihe Index Name ir tmo removes sort order or he Index Value column is ono of ne frst ioo columns in the atio na defaut sort order o 1e column is restored The columnis selected tor sorting as well as each on Results table sort order are displayed at the top of Sequentia
78. ished select Update Select Implement Enabled Document Level Security Document level security enables a System Administrator to grant access o an iSynergy Application whie infin the access rts lo particular Documents contained tat Applicaton muc ke u auae a M easter IEEE For example perhaps in the HR application you want to give manager the abilty to securely any document in Ihe application bu you want the department to have access to the Pending New Hires and Submitted lo Accounting Stas Vales When you are adding indexes to applications with document level secu the security seting for tha new indexes for aach User and Group must be seco Note The Application does not need to be De implemented to enable Document level security activate Document level security within an Application flow these stops 1 On the Synergy Menu bar select Admin gt Applications 2 Navigate to and select the Application you want to edit Synergy 303 SBS Advanced User Maral Page 87188 Select Enabled Document Level Security checkbox 4 Select Update User Account Document Level Security The follwing steps configure Document Level Security for a specific user account Note The Document Level Securiy procedure is the same fr Groups as wel withthe exception of Step 1 You wi navigate to Admin Group Configuration 1 On the iSynergy Menu bar s
79. issions Tor the overall application In ther words you can think f ne cabinet as Ine drawer you wouid pull out fing cabinet Cabinet management is the organizaban of how you are going to fle documents in tat specie drawer When a new Applicaton is implemented in Synergy the default access is restricted The system must explicit enable access to he new Application by updating account Permissions Selecting the appropriate Application configuration icon splays the appcation love permission forthe chosen These sppseaton level permissions are determined at ine allowing leves Cabinet Management Account Functionality Management Synergy 93 SBS Advanced User Page 08 or T8 Element Application Update Provides the aby to update any Application Index ada Provides the abit to add new Indexis to an Application Index Update Provides the abt to update specifi Index type Index Delete Provides the ability to mark for deletion ne purge any index Application Provides the to manage an Management Note This permission provides the to the Account Functionality Management permissions Account Functionality Management Permissions Account Functionally Management Permissions provide the abit to work within the Application These permissions are speci for user interaction wit he documents stored in each unique iSynorgy Apptcaton S
80. l sort orders provide a cascading fiter effect in the presentation of the table data Row Color Indication There are three row colors to provide Simple to Discover Results T me mr rere 7 usus UNES Element Description Blue A blue row indicates the active row Yellow Tho yellow rows alternate withthe gray rows to distinguish between adjacent non active rows Synergy 383 SBS Advanced User Maral Page 270r T88 Gray Tho gray rows altamato with the yetow rows to help distinguish non active rows istory Selecting History splays a Sting all of the changes made to the selected Document s SYNERGY Results Tenes Access to History functionality is permissions based by using the System Reporting System Management Mem tracked by History include The creation of the Document Subsequent modifications Index updates Status changes Synergy 383 S85 Advanced User Maral Page 2560186 Document Viewer Pane Within the Document Viewer Pane a user is able to view and manipulate documents Examples of uncon perlormed within the Document Pane ince o Zoom in and zoom out on Document images Rotate Documents Document Navigation o Locally Print indvidual or multiple pages of Documents Scan Documents to append to currant document in the Viewer Emaii particular
81. layed in separate Document Tabie Document Tables contain Documents for routing Each table consists of thre Element Descrip File Column Provides ino aby to active Document in the Viewer Columns Assigned Column Provides a simple discovery of the date and time the Document was routed to the inBox Route Column Provides the abit route a document to a destination application andlor Routing Documents This section covers the process of routing Documents in Synergy The folowing routing sconaros are possi Pre Sort General Capture to an Application PreSSort General Capture to an Inbox Rode Inbox to an Application Route Inbox to a diferent InBox 2 Route Application to a diferent Applicaton 2 Route Application to an Inbox Pre Sort General Capture to an Application The following shows how to route Application Document the Pre Sort General Capture Application to a Synergy i33 SBS Advanced User Maral Page T08 or T8 1 From the Synergy Menu bar select Routing and cick Pre Sort General Capture Routing Moroso intarnet Explorer dialog displays O carane wear Ex ow 3 Select OK Pre Sort General Capture to an Inbox To route a Document trom the Pre Sor General Capture Application to an InBox follow these stops 1 From the Synergy Manu bar select Routing and cick Pre Sort General Capture
82. nd the Index field you want to search 2 Enter the known characters of the Index value andincide one asterisk to replace all tne unknown character values whether unknown characters are imited o the beginning of ihe search ng he end of the search string or occur both 3 Click Search Full Text Search Ful Tex search allows fast and exile indexing for a key word based query that is stored in the iSynergy Repository feature incorporates Google ike search funcionaity for Documents that have received FullText processing FullText searches allow a User to search for specifie search stings within a Document independent of the Index values assigned to that Document Full Text searches are not case sensitive However when using search clauses to increase the uncionaity of a search to search clauses themselves cae sensitive Six search clauses can be used in conjunction with Full Text Search These include AND Search By defaut a User can enter a single word during a Full Text Search The server then retums Documents that contain occurrences of ihat speci word However when th user enters two or more words as search criteria the server retums only those Documents that include occurrences fall words contained in the search The AND clause is implied between each word in a mut word search phrase For example performing a search with the search phrase White Orchid wil retum oniy Documents contain both th
83. ned Accepted Rejected These status values can be defined as a feu UDL Within Synergy a UDL is a User Defined List Some Index values may be User Defined in that ts s not unique but rather chosen fiom a user defined Ist For example a User Defined List mis choices of an Index value during data ent Minen used properly a ist of sight or less is common UDLs great increase data entry efficiency and accuracy UDLs occur as drop down menus in the Synergy interlace Index values that are good example candidates for use a UDL include Document Status and Document Type assuming ited number of Document Types exists Very Poor example candidates for inclusion wihin an associated UDL include Date and Invoice amber due 1o the miles number of possible values Revisions A Revision is a representation of document at point in time A document can go through many revisions Synergy can rack the revisions of the documents and maintain isto of the document along with who what and why changes were mado For example when a document has been checked in or checked cut of the system each action wil create a unique document revision number This number is displayed in bot the Search resus as well as in the Object Table within he repository OCR Optical Character Recogniton is a type of computer software designed to translate images of handuriten or typed text usualy captured by a scanner into a machine edita
84. nergy workow ErrorLog Table MS SOL errors are tracked in this table EventLog Table Eventiog keeps tack of all data changing events within iSynergy The unique dante in this able is ihe combination of objectid and eventdosc columns When a user makes a change to a document the change and all related changes are automatically tracked in evento Wa user changes or enters data the oid value is stored as wall as the new dala in ho same record For example when a user sends a document to Xractor the event log tracks in a single record th status change to A The table then creates other records in the event gas the document procseds to the status Each record stores he user or the product that initiated the change of document satus Many user errors can be corrected by querying fr the correct data rom the eventog table Evert date and time are stored with Sach record inthe tabo EventType Table Inthe EventLog table every record wil have an EventType The EventType table describes events such as user login Index change et Full Text Primary uses tsqueu history sata and the cb x tables Note Prior to using iSynergy Ful Text Service you must make sure that tul text capably is enabled on the SQL sever This enables the Tul text catalogs fo be created and stored in SQL Once text has been set up to run on an Application the documents in the related ob x table aro moved to the
85. ns of each of the fields within tha FTP Configuration page folu Element Description Export Name Displays the named export le ServerName Displays the FTP location that you wil pull information fom Remote Directory Enter the directory on the remote site to which the fles are to be transla Username Displays the user name Password Provides the abili to define the user password Provides the to confirm defined users password Password Add Saves o created FTP configuration Cancel Cancels the Acton Synergy 303 SS Advanced User Fage 13007188 Setting the Export Configuration Aller you have determined the FTP information you ara ready to define the export configuration 1 Navigate to Synergy Menu and select Admin Data Transfer Note The Data Transfer Configuration dialog displays 2 Navigate to the Export pane Select Add Note The Export Configuration dialog displays Please review the below table for Element Description information Element Description Application From the drop down ist of avaliable Applications select the Appicaton that contains the data to you wish to expor Export Name Enter a name fr the export configuration Itis suggested that the name include the company Io which Ine data wil be exported or some other unique characters me Enter the directory where the files are to bo stored This folder wil be a source for the FTP
86. of your choice Promote Revision Provides the abiliy to make a revision he curent version of a Delete Revision Provides tho abiliy to delete revisions trom an application Manual indexing Provides the aby to manually index a document Note This permission provides he abit to view the Indexing Menu option on the iSynergy Tool bar well as display with applications are available nthe drop down mer Upload Fie Provides the aby to upload a white in Synergy Note This permission is located in the indexing Select Al Checkbox enables all permissions for tems under Cabinet Permissions Management System Management Account Management and Account Functionality Management User Permissions or modit User account permissions follow these steps 1 On the Synergy Menu bar navigate to Admin User Configur Note This User Configuration displays 2 Navigate to the Appropriate User 3 Click ihe desired User Access Key Im Nate The selected User Permissions dialog displays 4 Navigate to Login Expr Synergy 383 SBS Advanced User Eyre i83 SS Advanced User arua Fage T03 r188 Note I ali permissions in the aforementioned groups are to be given to the user click Select Al 7 Navigate to Application Permissions and choose the appropriate Application 01017771078 Note Iall Applications are requi
87. om drop oum menus Properties included inthe parent drop down menu include Cut Removes the selected annotation from the Document An annotation that is Cut can however be pasted another region of the current Document by subsequent using the Paste command lt Copy Copies the selected annotation for a subsequent Past Paste Places most rec ny copied or cut annotation on the Documer Clear Removes ho selected annotation from the Document This removal is permanent and the annotation is not stored in the clipboard tor Paste Properties Selecting Properties activates a pop up menu containing the Text and Line options The Text option allows you to edit tho content of the text curant entered in note annotations but not tne font or size of tre associated text The Line opon allows you t ect the thickness of ines associated wit inserted Rectangles Elipses Arrows and of couse Lines Properties included in the child crop doum menu of ihe Annctations option include Font Foreground Color Background Color Bring to Front and Send to Back as seen in Figure 92 Font Selecting font activates a pop up menu containing options to edit various font attributes ofthe ex in annotations Foreground Color Changes the foreground color to that selected within the color palette The foreground color of note annotatons corresponds to the color of text contained within the note For shapes ines and arrows the foreg
88. on the Web Server fallow these steps 1 From the Web Server desktop select Star Administrative Tools dmm oenen RE D CES LOI LJ LE outsmart sam 3 From the Root consol dril down to Web Sites Default Web Site Synergy 93 SBS Advanced User Maral Page 150r T88 fiib am des rw 4 Ensure the folowing Servers have been installed Application Server Document Sever License Server lm mem Sir Er iD jeter i sesto IIS 6 0 Installation on Microsoft Server 2003 IHS is not installed on ihe target Web Server or IS has been removed trom the server the below steps to instal 1S 1 From the Web Server desktop click Start Control Panel 2 Select Add or Remove Programs Synergy 383 SBS Advanced User Maral Qo ine 15 3 XO 4 Select the Application Server re ETE a ee Sot esca cen c 5 Click Details and verity WWW FTP and SMTP are enabled Synergy 93 SBS Advanced User Maral Page 1707188 7 Click OK Bynergy 383 SES Advanced User Manual Page BG 186 Customize iSynergy Option Dati has provided an option to customize the ook of Synergy Upon purchasing te prod ou ot he box by deat you ar provided wih an range skin However shouid you eno customize th io of Synergy
89. ontain a Nal selection which i a system assigned Index value Iran Index fidi a required feid andi left empty by the user ihe Document wil be assigned a Index value Synergy i83 SBS Advanced Uter Maral Page 570r T88 Furthermore UDLs are statie ists that cannot be added to by the end user while indexing a document Note Index types that are contained in a UDL list from an implemented Application shoud not be deleted or changed because you could potentially disrupt workflow however you can add new UDL fel vale t an existing UDL Create a UDL To create a UDL the below steps 1 On the iSynergy Menu bar navigate to Admin gt User Defined Lists 2 Navigate to the Add List taxt field Name the UDL 4 Add List Nate Do not use special characters when creating an application in the UDL These 1S A Jose gt TL Certain special characters could unexpectedly cause an unwanted mass update in the database table due io known MS SOL Flaw called SQL injection woud ike adora Synergy 303 SBS Advanced User Page 580r 188 information please contact Dati Client Support services andlor review the following web Rp Sipporrcrosoft com hb 6447 5 The name of the UDL displays in the User Defined List dialog 77 T Tm 8 Add a List item to a UDL add one or more Est tem to UD follow these s
90. or more information regarding Workflow design please refer ta the Progression Advanced User Manual Status Changes Each status name in a UDL represents a stage in the wortlow process and that stage isan associata sot of asks represented by an index value individual or group who has completed hair assigned stage ofthe workflow process usually initiates a status change risa signal used o toll the subsequent individual or group in the next stage of workflow that they may begin their assigned set of tasks Synergy SBS Advanced User Manual Usage Scenario A manufacturing company wishes to track and manage customer orders The folowing points sho diferent departments and associated tasks that are required o fila customer order rom order placement fo receipt of payment 1 Sales Desk Tho sales desk answers the incoming customer ils a Sales Order sheet and assigns an order number to order Scan ho Sales Order sheet into the iSyrergy system and assign a status of Sales Desk the Document 2 Data Entry Data Entry personnel key in all relevant information into the ERP system for the order Aer completion of tasks status changes from Data Entry o Production 3 Production Production staff query Synergy for Documents wih a Productor status Synergy returns all orders with a satus of Production Producton staf can print Work Order sheets and begin work on current orders Once the
91. ord tex feld and Renter the Password as defined in Step 7 Note Passwords are case sensitive Passworde must be unique and cannot be ihe same asthe ucemame Synergy i33 SBS Advanced Uter Maral Fas B5 or T88 gt am Note Select cance f you do not wish to add tha User deta 10 The User Configuration dialog displays and the user has now been added to iSynerg Adding a User to a Group To add a User to Group follow these steps 1 On the Synergy Menu bar navigate to Admin Group Configuration 2 Select the Group Name Synergy i33 SBS Advanced User Maral Page S6 or T88 Note The Group Name dialog window displays 3 Select an Available User 1 i Note To make selections use the Shit or Ct keys on your keyboard as appropriate 3 Click Update Synergy i83 SBS Advanced User Maral Page 870r T88 To check the Group membership status of a User navigate to Admin User Configuration page the group membership displays in the Member of Groups column Removing a User from a Group To remove a User trom a Group follow these steps 1 On the Synergy menu bar navigate to Admin Group Configuration 2 Select the Group that contains the User you want to remove 3 Select the User you want to remove in the Group Members column 4 Select Remove Note The removed user is re added to the Available Users 5 Select Update Eyre 333 SS Advan
92. pages of Document or the entire Document lt Mako annotations on Documents The Document Pane contains the Toolbar the Document image with thumbnallbook view options and the Page Scrol The Document Pane Toolbars provide access to the tuncionaly of the Document Pane Bottom Toolbar The toobars become active once an image is loaded Note Many tools are permission specific and may not be seen by all users Top Toolbar This toolbar is located al the top of the Document Pane The following tale gives brief description for the function of each icon on the tap toolbar Synergy 303 SS Advanced Uter Page HE Zoom Out E im Fito Wah ml Poste Let amp Rotate Right Saves changes made to the Document Prints or taxes Document selections using local drivers Iniates the Scan component of Synergy per the appropriate icense you have been assigned This option is used to append the document curently in the viewer Used to email he complete Document or individual pages Used to set user preferences for Printing or Emailing as wall as the POF Viewer control stings Zoom in or out on a viewing selection iSynergy remembers the zoom power seting between Documents Best Fit expands or contracts the image in the View Frame allowing the entre imago to display Fitto With expands or contracts the image in the View Frame allowing he entire with ofthe
93. plays the instal version numberof your Synergy appieatin Application Version Synergy Displays the instal version number of the Synergy database that is Database Version configured your application Concurrent Users Displays the number of users currently logged into iSynergy Maximum Displays the number of the mest allowable users concurrat logged ino Licensed Synergy Concurrent Users System Options The System Options dalog displays the parameters by which the Synergy application is set up in relation to your database repostories servers and other Dai applications 1 On the Synergy Menu bar navigate to and select Admin System Options Synergy i33 SBS Advanced User Maral E E E Se E eS Bewara Deen Unie desee mscr terol cons a onto sarei a such wou on m NO ured cigs te nse aca ee eto ony BO rear odere ares esc Source Path das tor tom wich naming Repository Path Displays the path where the iSynoray repository resides Image Viewer Incicates the state in which the Image Viewer splays by sau 333 S85 Advanced User Fage T63 or T88 Login Timeout Corporate URL Corporate Name XML Cacho Path Document Servers License Severs Passwords Encrypted DotNet Framework URL FullText Data Services Designer Services Worktiow Services Reporting Services Application Servers
94. r as well as many others These Index Types are designed io Simply your application definito process To view and delete an iSynergy Index Types follow the below steps 1 Navigat to he Synergy Menu Bar 2 Select Adminsindex Types Note The index Type dialog window displays Select Add Type mere Note The Add index Type dialog window displays 4 Deine the Index Type Name Synergy i33 SBS Advanced User Maral Page 5207188 Element Provides the billy define an index data type where the values are mooien ether True or False n Provides the ability choose an index data type where the values are meten fined with date and lime Provides the to choose an index data type where the values are defined by a floating numeric value point Provides the ality to choose an index data type where the value isa Numeric numer integer Provides the abilty to choose an index data type where the values ean be ether characters or numeric integer 6 Tab to the Length text ed and define tha character legi Synergy 383585 Advanced User arua Page SG 186 Nate The Length text feld denotes the maximum length of characters and spaces an index Value can hoa Far example ihe Data Type s Tex the Length might be 25 7 Tab to the Mask text feid and define the mask Mad met pratat Note A Mask is a fiter that selectively includes or e
95. rch There are three types of index fied format 5 Standard Drop Down Menu UDL s Range Numbers and Dates Synergy i33 SBS Advanced Uter Page 470r T88 To use standard indes field simply type in the appropriate information Search erage ne Eat srt Se The drop down menu allows you to choose a singe index value Simply select the drop down arrow and choose an index value fom Ist Adsionaly to select more than one value from a drop down ie 1 Select he Plus leon po Note A pane for the selected index type displays the available index values 2 On your keyboard sect the Ctrl key and choose the appropriate Multiple Indexes Synergy 383 SBS Advanced User Fas 87188 T 7789 58 i Select Continue pocorn nanan ag qf The ange fid format applies to query stings composed of numbers or dates To use a range feid enfer two numbers that represent a range of numbers or dates within which you wish lo each Note Unless otherwise indicated by your System Administrator the Date Range must be the folowing format Note You are required to specify ful ange wth a range query However to search on a speci number or date only a ld and leave second ld empty Display Fields The Display Fields functionality allows user to modity the di
96. re can be numerous subfolders Each subflder wil hold a maximum numberof pre determined documents When the feider imitis Toachod a new subfolder is created and assigned a numeric value that i one greater than the previous folder The Application table sores the number af subfolders within tha Application folder as wall as the maximum number of documents each can hold Folders are stored n the column currenttoidercount The numberof documents within that fader stored in Gureniabjactcount The subfolder number can be Increased manualy as needed an error shoud arise Synergy 383 SBS Advanced User Maral iji i 1 1 Annotation Tabl This table stores all annotations added to documents along with the objectiD of tho document the ony ofthe user who added the annotation and ne date and me t was added ELLE Batches Table When documents are scanned in batches the batch information is stored in this table This Information includes date frst name baich and th last fle name of batch ynergy 383 SES Advanced User Manual Tags 1810r TEE Config Table The Config taba stores the same information located in the admin menu gt system options including at paths and configuration informaton as wed as he Synergy verson number DocumentStatus Table This table contains the standard Synergy statuses as wel as custom statuses used to create the iSy
97. red for the user cick Select AIL 8 Click Update EE FREES E Routing Documents The process of routing a Document alows a User to move it from its currant location to a separate destination Routing is a very usell tool atis analogous to moving a Document work area to another in a traditional office seting Synergy 383 SBS Advanced User Maral LT Er ee Ee There are multiple reasons it might be necessary to route a Document There are also many possibie variations forthe ongin and destination of a Documents path These various scenarios in this chapter The General Capture Application General Capture as name implies is a ling Application that serves as the general point of capture for Documents entering the Synergy system Because they have Indexes Documents heid in General Capture are not associated with a specific Aoplicaton Ina rational General Capture is analogous to a stack of Documents commonly at the front desk that have yet to receve thir frst look over to be directed fo thr proper departments vin Ine busing The General Capture can accept Documents from various sources including lt SeanSpeed An application that works in conjunction with a scanning device to convert paper Documentation to an electronic image format caled TIFF Tagged image File Format iSynergy receives t
98. red pes of Documents are Document Types Other examples of Document Types include Purchase Orders and Receipts found in a separate Application fling cabinet caled Accounts Receivable Nonce that diferent Applications tend house ferent Document Types Dots poc Inch is a measure of printing resolution specifically where the numberof individual dots of ink printer or toner can produce within a near one inch 2 54 cm space There is one pixel per dot Pixel A pixetis a single pointin graphic image Group 4 Group 4 is a compression method for monochrome bitmaps used by a fax machine Additionally tis also available as one of the compression options in e TIFF fle format Checkout The act of locking a document in the repository tor editing purposes Checking a document out locks it and prevents other users fram he document atthe same tme Tris prevents the los of work as one usar must wait until document is available to be checked out before they wil be alowed to edit the document For example i there are two members of an Accounting department working on the same invoice fone of he users has checked out the document fa complete some pe af work the oiher user wit unable fo checkout the same document Checkin The act of adding a new document revision to the repository Performing a check in will add the changed document to the repository and unlock it so that other users wil be able to see the change
99. ring Pre sort General Capture The Route option allows data entry personnel to Taute the Document to the proper Application em 3 Himn 4 Note When a document has been routed the previous index values are lost For more information regarding routing please review the outing section of this manual Access the Indexing Page Access and functionality of the Indexing page is determined by user permissions To access the Indexing page follow hese steps 3 From the Synergy Menu bar select Indexing 2 Glick he Appicaton selector and choose the appropriate Application Synergy 303 SBS Advanced User Maral Page 11707188 Indexing PLE Note The Application wth Documents hat require indexing loads 1 Enter the correct Index values for the Document Synergy i83 SBS Advanced User Fuge TIBGF TR bn 2 Multi Edit Function The MultkEdi funcion provides permissions granted user the bi to edi an Index value for mutiple Documents simultaneous Note To edt documents at one ime when the Application was set up and the indexes created the administrator must have selected the functionally z To the Mut Exit function 3 Select the appropriate Document checkboxes Synergy 383 SBS Advanced User Maral p acp 2 m eee
100. rn index value contained in the UDL has been used in any record in the application deleting an index in e ist ardor he complete UDL may cause database orphans Meaning if user accesses the document Synergy searches ort index value and ithe UDL no longer has the ist tem Synergy wil be confused as to what th temi and execute a system error For example ia document has an index value rom a UDL of in America and later the UDL i corected to show Made in America the document can no Janger frd the original ant and wil generate an eror The way a avoid s to have someone update all database tables reference the changed or deleted The table needs ihe same Entry as the document to prevent the error I here DBA hand to make the Changes tis advisable to no aller he existing USL ems You can add to the list but Synergy i33 SS Advanced Uter Maral Page 6T or T88 not delete or edt For addtional please contact the Dali Cent Support Services To remove an entira UDL follow these steps 1 On the iSynergy Menu bar select Admin User Defined Lists 2 Navigate to the UDL you want to delete Select Delete List Note A Windows interet Explorer dialog window displays Ensure that you read ihe error message as some applications maybe utiizing UDL you deleting 4 Select OK Creating an Application Once you have thoughtful planned the structure and func
101. round color corresponds tone color of Ihe line associated with the boundary of the shape or the ine tel Background Color Changes the background color to that selected within the color palette The background color of Notas corresponds to the color of the Note For shapes the background color corresponds to the i color of the shape Bring to Front Moves the selected annotation to the front This allows for placement ot one annotation on top of another Send to Back Moves ine selected annotation to the back This allows tor placement of one annotation behind others Creating and Modifying Rubber Stamps To creat rubber stamp follow the steps below 1 On the iSynergy Menu bar navigate to Admin Rubber Stamps Synergy 133 SBS Advanced User 12907188 BiSYNERGY Search Note The Rubber Stamp Configuration dialog displays There are three detau rubber stamps avaiable Denied Received and Approved 2 Select Add Rubber Stamp Note The Edit Rubber Stamp page displays 3 Dafne the Stamp Name H Lo a 4 Press tab and select the Color Drop Down menu ynemgy 383 SES Advanced User Manual Page or T88 7 Press tab and select the Font Size Drop Down menu ae 383 SES Advanced User Maral Nate Additional you can use the Rubber Stamp Legen
102. routed to ther another Synergy Application or another User or Group Note When a document has been sent to your inbox you wil be able to see the index fias and therefore you are unable do update them Any document that is placed in a users inbox must frat go through manual indexing before iis submited o an application Addiionaly selecting the Inbox permission provides the to access the Routing the Synergy Menu Provides the ably to generate Synergy reports Note This permission provides the abl to access Admn gt Reporing Addtionaly reporting permissions are restricted toe Applicaton Level The document level security and security permissions are nat enforced with this permission Provides the abit to remove other logged in accounts from active iSyrergy session Provides tne ably to instal the Dati capture sofware product ScanDox Note This permission provides he alto install ScanDox as a conce application Navigate to the Synergy Tool Bar and Select Tools ScanDox Provides the aby to view Progression work tems assigned by user Note This permission works in conjunction with the Prioriy Edit Permission Synergy 233 SBS Advanced User Manual Page 950r T86 Search Any User Checkout Search All Applications Checkout Work tem List Progression Studio Reassign Tasks eassign Any Task Priority Edit Provides the ability for a us users via a drop down on Y to s
103. s 000 E Create a UOL E Creating an Appicator E Enabiing Revision Control E Enabling Revision Tracking and Audit Trai e Enabled Document Level Securty eo User Account Document Level Security 70 Force Comments on Check in n Enable Auto Check in for Annotations 72 Add Indexes to an Application Group and User Permissions Synergy 333585 Advanced User Pago Zor T88 User Account Management m Creating a Now Group E Modiy Group Permissions m Creating a New User Account Delete a User Account Permission Management 9 System Level Permissions E Application Permissions E Cabinet Management Permissions Account Functionality Management Permissions 2 User Permissions 102 Routing Documents 104 The General Capture Application 105 Pre Sor Genera Capture 108 Queue Indcalor 108 Application Selector 107 Assign to User Group 107 The InBox Page 108 Routing Documents 109 Pre Sort General Capture to an Application 109 Pre Sort General Capture to an Inbox no Route from an Inbox to an Application m Route from Inbox to Inox n Route from Application to Application Indexing Documents The Indexing Page 1 Mult Function 7 Annotations 121 Annotation Properties 123 Creating and Rubber Stamps 123 Data Transter 128 Searching for Documents 132 Unspeciic Search 138 Specific Search 138 Complex Specific Search Global Search Synergy 383 SBS Advanced U
104. s and configuration details Datatype Lists the Datatypes used in Synergy Delaulindoxes Standard Synergy Indexes hese are your display fields DisplayFields User speci display on the Synergy viewer Document s The statuses that drive the Synergy system Log of Synergy errors Eventiog Historical tracking of dat EvontTypos Numeric isting of the types of events racked in EventLog Exports Historic record ot exports FIPConfig Contains FTP paths and configuration details FTPDownload onis within Synergy Incoming fip fies FTSData Full Text data and its related Application FTSHistony History of when docs were ful text and any errors atiached FISQueue List of docs waiting for tul text processing GroupPermissions Displays permissions assigned to groups Imports Files imported into iSynergy and their historic path inboxes Emais that wil be used with to Synergy 133 SBS Advanced User Page 178 0 T88 Indexes Synergy standard Indexes and user defined Indexes IndexMlapping Details of how the Indexes relate to the Applications IndexTypes All indexes wih datatype eld length formatting ete Licensekeyhistory History of licensing into including current info Licensekeys List of iconses assigned LicenseTypes Description of each license type use Notes History of notes created in iSynergy and the objec
105. s and make further changes to the document For example ia document has been checked out must be checked in The documents wil be numbered according to the revision number Additionally depending on the account functionality management permissions that are granted ha user wil have added document management capabilties Index Within iSynergy an Index is similar to a label on a traditional folder For example in the Application example Documents were stored and retrieved in folders according to Employee Name Employee is therefore an example of an Index Indexes to ident Documents The storage and retrieval of Documents within Synergy reles on Indexes much the same aditional cabinets and folders rely proper labes System Status iSynergy maintains status on all documents in the repository This status racks whether the document is searchable deleted or waling to be Indexed or scheduled to run in an extemal applcaton to perform a task Synergy 133 SBS Advanced User Maral Page 1007188 Document Status iSyrergy provides the ably for the designer 1o create statuses on documents These statuses can be used create ad hoc workflow or manage document status speci to the application being created For example the status of a Document is its progress report The Status of a Document change as it passes through a business process Example values for Status include Reviewed Sig
106. ser Page Sor T88 Cross Query Search Wigcard Searches Full Text Search 5 Query Manager Worktow 150 Design 150 The Results Page 151 iSynergy Reporting Functionality 153 Status Summary 155 Batch Report 155 Document Count 157 Page Count 159 System Maintenance 161 Security Manager 161 System Options 162 Appendix 1 Creating an Application Checkist 168 Appendix 2 iSynorgy Status 170 Hard Coded Object Status Codes 170 Appendix 3 iSynergy Service m Basic SOL Statements 175 View Specific Records in Tables 175 Update Spectc Records in Tables vs View Data Events vs View current GrouplUser Level Permissions 176 Synergy Web Server Database and Image Store 176 Appendix 5 iSynorgy eSpeed Database 178 Overview 178 X Tables and Column Rules 179 Synergy Conceptual Schema 186 Synergy 333 SBS Advanced User 707185 Welcome to iSynergy 3 9 iSyrergy is the award winning browser based content management platform designed to simply integrate business process automation human resource allocation and document management in one simpl to deploy application that empowers users to innovate how they manage and share content win the enterprise As a comprehensive information management solution that proves User tiendly solutions tor capture storage exchange revision and protection of business documents in a igital environment iSynergy dramatically enhances personnel produ
107. ser Maral Fage 1130718 itis also possible to rote from Application to Application while indexing Documents on the indexing page To route while indexing Documents click the route buton on ihe bottom right of ihe Indexing pago Indexing Documents Indexing is the act of adding Index values to Document Indexing can be a manual or automated process Documents that have received indexing are searchable within Synergy Access and functionaliy of the Indexing page is based on user permissions Note For more information regarding permission please review the Permission Management Section of this manual The Indexing Page The functional regions of the Indexing page incide Application Selector Document Navigation Index Feds lt submit o Submit to RapidDoc Delete Route etten saet meme IR PA UU ae Application Selector The Application Selector drop down list allows you to select the appropriate Applicaton Documents fr Indexing The number in parentheses nex Application ame indicates how many Documents exist in the Indexing queue or that Application Synergy i33 SBS Advanced User Maral Fage T140 T8E HISYNER Indexing cai C rui ee PREDA aol Soca eas Document Navigation The Document Navigation allows you to scroll through and view the Documents in the Indexing queue as well as locate Documents that requie immediate
108. solution alow he below tutors Note This section assumes you have installed the product 1 Launch a Windows Explorer window 2 Navigate to C Program FllesiDatixiSynergy 3 Navigate to and select the web config file Synergy i83 SBS Advanced Uter Page 180r T88 on A Lu Note Notepad opens the web config fo 4 Within the web config Notepad document search for Pages theme 5 Change the Site to the site name of the now theme 383 SES Advanced User Manual Pags 200r T88 Note An addtional theme is delivered with Synergy fo use this theme change the sto to blue When creating a new site css set you wil need o create CSS for E 8 and 7 Name the IE 7 CSS as the theme name place itin Ihe Program FiosiDaticiSynergy App Themas director To support IE create e CSS directory as name amp Be sure 10 keep the of Ces as sa ces File gt Save Note By selecting File gt Save you do not have fo manually restart IS because this save action wil automaticaly restart Ii and launch the application for you Additionally iyo are using IE 7 no aditional skin changes are required However I you are using 6 Synergy wil automaticaly append the 4 6 to ho theme name that has been detected Login Accessing iSynergy is as simple as staring your browser entering ine Synergy URL and lagging in 1 Start
109. splayed Index fields on the currently selected Applicaton Search page as wel as the Resuli page Note Display Feds settings are Application speci as wall as speci to logged To which display on both he Search page and Results page for the curent Application follow these steps Synergy 93 SBS Advanced User Page 7188 1 Select Display Fields Nate The Selected Indexes dialog displays 2 Orly Check the Index Fields you want to display 3 Select Update 4 The curent Application now displays only the Index fields selected Clear Fields This option provides a simple way to remove all search criteria previously entered by the user Synergy SBS Advanced User Maral Page 057188 yay 39 3 SBS Advanced User Maru Page ST o 188 Index Types An index type is composed of set of attributes that allows storage of values or records in a database that comply with ODBC standards Index Types are user defined and provide ine abl lo restrict ihe type of data that can be added partcular pe of eld Furthermore formating amd masking can be set when defining the index For example you can use the Zip index Type or the Zip 4 Index Type to standardize way a user inputs the zip code for the business process gm d r 1 desig iSynergy contains pre defined index types such as address ine company name frst name and social security numbe
110. splays the Tosul s in labie Note data is available the user alerted via the Application Pane Es raso EE Specific Search A Specie search refines and narrows results by retuming orly Documents whose Index values malch those submitted during the search Values can be entered into a standard tex or numerio value selected rom a UDL drop down ist or entered in a range fl To execute a Specife search inside an Appication follow these steps 1 Navigate to ISynergy Menu bar 2 Select Search 3 Choose the desired Application Synergy 303 SBS Advanced User Maral Fage 138018 ER EmpksseVacitoro 4 Enter or select a value from a standard drop down or range fed Search panes 12 wo 6 The desired Document displays in the Document Viewer Pane 383 SES Advanced User Manual Fage 117188 Complex Specific Search complex Specific search is the most specific search performed within Synergy Complex Specie search makes use of multiple Index values Remember that Synergy only returns results that match all of your Index values To execute a Complex Specific search these steps 1 Navigate to Synergy Menu bar 2 Select Search 3 Choose the desired Application 4 Enter Search Criteria Values in the Index fielas 5 Olek Search Syn
111. sults labio is the only method avatabio o perform a Cross Query search No Index ld is available on the Search or Results pages to enter search era to begin a ross Query search Cross Query performs a search across all enabled Applications hat a user has been granted access permission for matching Index values that share the same Index Name as he Index value chosen fo initiate the search Cross Query restricts search ads to those Index Names You wish to have searched As an example if two Index Names exist one called Document Status ha other called Hire Status share common UDL vale of Activa a Gross Query search of Inited from the Column win Index Name of Hire Status return matching results Applications win the Index Name Hire Status A Global search for the term Active would have matching values beth Document Situs and Hire Status To pertorm a Cross Query search ol this stop 1 Click the index value you wish to Cross Query search trom the Results table wupeae 2 The Cross Search Results display Synergy i83 SBS Advanced User Maral Page Results of a Cross Query search are ated in table s with the Application name above its respective table The Index value used forthe search displays in red m a respective Index Valve column Notice that the Index Value column header synonymous wih Index Name is the same Tor both returned results This wil
112. table stores the information as to which users are assigned to which groups Synergy 133 SBS Advanced User iSynergy Conceptual Schema secrete P m Bynergy 333 SES Advanced User Manual Page 188 or T8
113. tatus Annotation Edit Own Revision Control Document View Revisions Undo Any Checkout Download Document annotation you have created Provides tno ably to add edt and delete new annotations Note By defaut this permission also provides the ay to view the annotation you have created Provides the ably to hide Redactions when a user selects the Hide Annotations Icon in the Viewer The user can then see under redacton bly to View and Add now notes Note This permission is dependent on Note View bly to View pre existing notes Note This Permission is necessary to alow Adding of Notas Provides the aby to print an image This permission is not being used Provides the ably to export a Document of the Synergy Provides the aby to display searchable and unsearchabl tems that normally would not display based on search criteria Provides the billy to alow a user to change an object status Provides the delete annotations bly to create Provides the application ily to enable revision control within designated Provides the application ily to review document revisions within a designated Note This permission is dependent upon Revision Contrat being selected Provides the ably to undo any checked cut document Provides the abit to select the download option and save itto a Synergy 333 SBS Advanced User Page 10T or 188 rectory
114. te an index type Note In order to update an index pe you must have both the Index Type Add and Index Type Update in order to delete an index ype from Synergy at the System Level you must have both the Index Type Update and Index Type Delete permission selected Synergy i33 SS Advanced Uter Page 9557182 Index Type Delete User List Add User List Update User List Delete system Options Update User Group Add User Group Update User Group Delete Provides the ably to delete an index type Note This permission works in conjunction withthe Index Type Update permission You must have both permission selected order to delete an index Provides the ably to create UDL Note This permission works in conjunction with the User List Update permission You must have both permissions to add Synergy UDL Provides the ability to modit a previously created UDL Note in order to update a UDL you must both the User List Add and the User List Update permission Additionally in order fo delete a UDL in Synergy af the System Level you must have both the User List Update and User List Delete permission Provides the aby to delete a UDL Note This permission works in conjunction with the User List Update permission You must have boh permissions selected io delete an Synergy UDL Provides the abit to update the system configuration options Note To modi the Synergy S
115. ted they relate to PageRotations Stores information about the rotation of pages for documents in Synergy Permissions List of available permissions to assign within Synergy ProductSetings Installed iSynergy products lt Queries Saved user specie queries Repons RoutingEvents History of routed docs RubberStamps List of available rubber stamps in Synergy and their atirbutes Sessions Curent sessions open in Synergy Translations Translations of values as referenced by the Translation Type table TranslaionTypes List of translation types available in Xiractor and Dox UserDofindlists List of UDL with associated create and modified history UserGroups List of UserGroups in Synergy UserPermissions User based permissions UserPrelerances Specific user setings in Synergy Users List of Synergy users and their passwords UserToGroup ViewLevele Views XtactorEvents Xractor event og OBJ X Tables and Column Roles iSynergy assigns an objectid programmatically not as an identity seed in SQL As opposed to storing documents directly in the Espeed database Synergy storas documents in the Synergy epostory folder while creating a pointer pat to actual document the abject in the column named pointertosource in the obj tables of he database For example C iSynergy repositayiChecks obj 2 obj 2 D1_013R1 TIF The DISA tt
116. tent at an element level in a repository Content Management is ihe management of the content by combining rules processes andlor workflows in Such a way hats electronic storage is deemed 1o be managed rather than unmanaged Content management systems can manage entre binary fles documents components of los cr XMLISGML dai Physical Content a Electronic Content In other words content management simply stated is the process of sharing information vital to an organization in structured formal In mast organizations unstructured content enters an organizations infrastructure rom a variety of sources Regardless of how a of content centers it has a Revision control Fles can be updated to newer version or restored to a previous version Changes 1o fles can be raced o individuals for security purposes Indexing search and retrieval For data to be valuabie it must be relevant to the task at hand and accessible in fashion Documents can be parsed tor keywords headings graphics and ather elements mechanisms ior processing search requests become cital One of Ihe greatest benefits ot a strong electronic content management system is the to get out what You putin having strang indexing taxonomy and repository services locating the information in your system shouid be Scanning Paper generaly enters the organization through a scanner or sometimes a multifun
117. teps 1 On the Synergy Menu bar select Admin User Defined Lists 2 Navigate to the UDL you want to modity Note The User Defined List dialog displays 3 Navigate to the Add Item text feld enter the name of the Index value to be displayed Admin Note The defined List Value is placed in the UDL pane Synergy 383 SBS Advanced User Maral Page Note To rearrange the list items select einer Move Move Down or Sort Ascending Select Update Nate To cancel the UDL list select Cancel Additional to delete the entire UDL lst select Delete List Synergy 383 SBS Advanced User Page 60 or 166 Delete an on a UDL Dati best practice doas not recommend deleting UDL tam in an implemented Applicaton because you coul potentially disrupt a workow and cause database orphans This wit rasuk in system generated error however if you choose to delete an item UDL follow he below steps 1 On the iSynergy Menu bar navigate to Admin User Defined Lists 2 Navigate to the UDL you want to delete Note The User Defined Lists Modification dialog displays 3 Select the tem in the list you want o delet 4 Click Delete 5 You have now deleted an item in the UDL Delete an Entire User Defined List As aforementioned once you have created implemented and began using an application itis important to remember that you should no deleta UDL ist te
118. the use of CDViewer Once You have gathered Pe required information tor data anster such as a target IP address iis Very easy to implement data transfer iSynergy iDatic Gent Support Services recommends that you follow these steps in order 1 Create local Directories on the Server to store 2 Create new FTP Configurations f required 3 Create Export Configurations Create a Data Transfer Configuration Batore you can transfer Documents you must creata the appropriate Export and FTP configurations Synergy 383 SBS Advanced User To create a data transfer configuration follow these steps 1 On the Synergy Menu bar navigate to and select Admin Data Transfer Note The Data Transfer Configuration dialog displays providing the to add or edit the configuration settings or Export and FTP Additionally order in which you add a new Export or FTP configuration no but ifthe goal i to transfer Documents using FTP itis useful to setup the FTP configuration frst Setting the FTP Configuration configure an FTP configuration tallow these steps 1 Navigate to the FTP dialog pane and select Add Note The FTP Configuration dialog displays Synergy 383 SBS Advanced User Fuge 1757188 2 Define the Appropriate information forthe FTP Note Please refer to the below Element Description Table for fed explanations Select Add Descriptio
119. this understanding dividing he automated busine solution into components What is the critical area of focus Whatis the biggest area of need Whats the process today What are the process gaps and bottlenecks as they are found today What Documents are used in the process What SystemsiApolications are used in the process What is the vision of how to automate the process How can documents data and users be driven to the same point process How itis tied together How is it deployed What is the most eficient costway to make it happen How do we optimize the new How do we expand the utiization and benefit of the system Synergy 333 SBS Advanced User F ge So IBS Client Support Services Contact Information Pitney Bowes is committed to providing quality service and support for our customers I you are experiencing wit your Dati software please let us hear from you so we can help You may reach us by phone at 877 250 7039 Synergy i33 SBS Advanced User Pago To Tas What is Content and Content Management In its basic form content is any type of dial information text images graphics video sound or documents In other words content can bo anything that is Haly to be managed in an lecronie format Content Management is a system or the lo manage and track he locaton ol and relationships among fs con
120. tion of your Application itis easy to create and implement your Application in Synergy Proper analysis and planning combine to ensure effective implementation of Appicaon s that meet or exceed intended goals for use The standard Application definition requires a minimal set of defined parameters to accomplish tha dafiniion process The fundamental parameters are the index vauos that wil be used to access search secure and manage the stored documents This is also caled the meta data Synergy 183 SS Advanced User Maral Page 620r T88 iSynergy slows tor a practically unlimited number of index values per Synergy Applicaton Viral Fiing Cabinet Each index can be completely customized to meet ihe need ol the documents and processes being automated Again ina core index values are ID Number Name Date Document Type Document Status You wit find that there is a common theme when defining indexes for iSynorgy You just have to ask yourself what am looting for and how do want ta able o t I you hn about most Ting solutions they are organized by a number in numerical order or by name in alphabetical order In the real paper base environment 1 you wanted to store a document bath methods You would nave lo copy the document and store in two dierent les Synergy allows you o do his without need to make a copy and without the labor to manage two diferent fing systems You simply name both tems as index
121. transfer Note This directo reflects Fe Select the desired FTP configuration lor FTP transfor ot The FTP wil need to be configured on the FTP Configuration page and saved balore it splays in ihe drop down Est Zip Fies Select this option it you want the exported files to be compressed using Zip format I the are going to be transferred via FTP this checkbox is marked by dela Include Select this option to export information about the applicabon rom which application ihe images are exported Used when exporting infomation from Synergy 383 SBS Advanced User Information ISynorgy database to a diferent Synergy database Include column Select this option to include column headings in the export headings Include images Select this option to include copies of the image fles in the export Indexes tobe Select ihe index Information to be included in ihe export fae Exported SelectAll Selects all options and indexes listed Searching for Documents Productive search and retrieval processes are central to Synergy tunctionalty A query in iSynergy is the act of performing a search to retrieve target spect information irom the Synergy database Similar to a search performed on the internet a query within Synergy retrieves Documents according to search criteria caled Index values A search query begins with submission of an Index value such as a date or social security
122. ts rom ihaiSynergyrepostory System Assigned Index Fields By design each Synergy Applcaion has System Assigned Index folds These index lds contain valuas used by the Synergy Repository to rack events and changes in he status of abjecta stored in Synergy Note Report generation and various system administration tasks make use of hese values The following table i the System Assigned Index Field names and descriptions Synergy 303 S85 Advanced User Maral 05 Element Deseript Pages Provides the aby to search within a range by the number of pages contained in the submited document po im 1 48 Provides the abit to search by the name of the user who originally submited the Document to Synergy as a ModiedBy Provides the abt to search by the user who made the most recent a submitted Document ym TT NJ ModitiedDate Provides the abt to search within a range by the date the Document was most recent modiis eee EVP nig Provides the aby to search within a user defined range for a documents idenieation number When utilizing any of the Date apuro products a unique bach ID is created and associated with the Document t pat Synergy i33 SBS Advanced Uter Page 45 or T88 E Not
123. tur matching results rom both Mortgage Status and Hire Staus A Cross query search performed for Active within Hire Status retur matching valves hom the selected Index Name in this case Hire Status Unspecific Search An Unspectic search is performed by submiting an empty query string within a selected Application Submission of an search within Synergy retums the records inthe selected Application up to the fret 10 000 records dependent on Admin settings To execute Unspecii search within an Application fallow these steps 1 Navigate to ISynergy Menu bar 2 Select Search deem 3 4 Ensure that all are amply and that value is selected for any UDLs Synergy i33 SBS Advanced User 17 a fem 7 EO LE Employee name a e ees 1 Parot Stis e Otis tls Ew 8 5 Eo 6 Results of the search are retumed and displayed on the Document Viewer Pane Note By the frst Document sted inthe table is highlighted in dar lus with ts ist page displayed in the Document Pane Synergy i83 SBS Advanced Uter Maral Page 1370r 188 Sec ey ren eee etre 7 Following a succosshu search returning at least match the Results page di
124. ust reestablish their login by entering their login ID and password combination again Understanding iSynergy iSynergy provides a completely automated paperless business solution fr any business department or enterprise Ilis capable of staring al the deparimental level and expanding to meet the needs of a global enterprise Synergy saves milions by making dramatic impact all business processes improving productivity qually complance and security while reducing the costs of ing storage isribubon shipping and other labor associated with document processes iSynergy Server is the heart of the iSynergy suite of products Synergy Server is a Web Server that provides Ine main browser base user interface for all users who want to search tative view tax print ema or apply annotations the documents contained in the Synergy repository h also contains Ine administration componant where system administrators can add and manage users buld user and group security and create now ner applications The Synergy Server is sold as of the concurrent user censes and is included with al base user Sales Synergy Server also provides basic Ad Hoc Wert tar business process automation and reporting AI documents stored in Synergy maintain complete Audit Tai lor compliance 333 SBS Advanced User Page 220r 188 purposes Synergy complete modular approach provides a scalable solution that c
125. values in the Application definition and the document can retiaved by searching using ether value iSynergy uses a simple status value to represent where work is in the process The Status values are defined as a User Defined List UDL of possible work steps or process racking values such as Pending Waiting for Approval Approved Denied and Completo Note For more information please review the UDL section of this manual As work is captured into the iSynergy Solution the status value is set to pending to initiate the workflow process Each worker may execute search in Synergy to find work ina needs to completed in a given status and then save the query thus simplifying the search process and automating the method of getting work by the user E itin necessary to assign work to specific usar or team This can be done by creating an Assign To index value to heip drive tne ad hoc process Used with he Status index values you conta the ow of documents and content trough the defined business process to specifie User or team Thus the user of iSynergy can send work the accounting manager Tor approval After approval the accounting manager can send the work othe payment department for payment or back to the submitter Tor additonal information Ad Hoc is a user driven process and is dependent on the user s abiiy to correctly assign the index values at ine end of ho task to have
126. xcludes certain values For example when defining a database feld itis possible to assign mask that indicates what sort of Value fel should hold Values hat do conform to he mask may nat be entered 3 Tab to the Format text field and define the format Synergy 383 SBS Advanced User Fay S4 or T88 Note The format text field provides addtional control and functionally to index For example if you use the DateTime Index type you can United States style display mid yy or European style display ammi 3 Select Create d Note An Index Type has been created and wil be available for the use within Application Editing and Deleting an Index Type To edit an index pe follow the below steps 1 On the Synergy Menu bar select Admin index Types Note The index Types dialog window displays 2 Navigate to the far lett column and select Edit 30 Navigate to the Appropriate Index Value and make the appropriate changes 4 Select Update Synergy i33 SBS Advanced User Fas S5 or T88 Note Selecting Cancel wil save your changes 5 The index Type has now been modified and updated in the Repository To delete an index type follow the below steps 1 On the Synergy Menu bar select Admin Index Types Note The Index Types dialog window displays 2 Navigate to the far lat column and select Delete MM Note A
127. ynergy 303 SBS Advanced User Maral Page 05 or T88 Route Application Determines if a user may route documents o an application Route Person Determines user may route to a users inbox rom this application Indexing Edit Provides the aby to update index values Indexing Mult edit Provides no abiliy to edit multiple indexes simultaneous Emai Provides the ably to send email wih object attachments Assignment This is not an active permission Query Save Provides the abi tor the user to save a query Query Provides the abiiy tor the user to delete a saved query Document History Provides the ability for system events history to be displayed with the Report Reporting functonaly Document Hard Provides the abiy for an object to be purged rom system or irus Delete trom storage subsystem Hard delete permission enables the of iSynergy s Object Status Field othe group Document Soft Delete Provides the ably for an objecto seem to be deleted trom iSynergy but itis lagged for purge Irom System Annotation View Provides the ably to view any existing Annotations Annotation Edit Provides the aby to create edt or delete Annotations Note By defaut this permission also provides the aby to view Synergy 383 SES Advanced User Marua Fage 1000r T88 Annotation Add Hide Redaction Note Add Note View Print mage Scan image Export Show All Statuses Edit Object S
128. ystem Options navigate to Admin System Configuration System Options Provides tno abilty to create a new user group Note This permission works in conjunction with User Group update You must have both permissions selected fo add Synergy User Group Provides the ably to update a user group Note In order to update an iSynergy User Group you must have both ha User Group Add and the User Group update permission Additonal to delete User group you must have ath the User Group and User Group Delete permission selected Provides tno aby to delete a user group Synergy 333 SBS Advanced User Page S4 or T88 Pre Sort Application Pre Sort Person System Reporting Remove Session ScanDox Work tem List Note This permission works in conjunction with the User Group Update permission You must have both permissions elected to delete an Synergy User Group Provides the abilty for a user to and therefore whether or not he pre pin the menu sss to the General Capture page ort general capture option shows Determines i a user may route to an inbox trom General Capture The down allowing a user to select a users inbox to route to i nat present on the general capture page il ha user does not have the Level Permission 1o Pre Sort Applicaton Provides the abiity to access an inbox for a specified user Documents that are placed in an iSynergy users inbox are available to be

iSynergy 3.9! - Pitney Bowes Inc.

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