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ZyFIND Manual

1. Print Job Configuration Ea Printer Canon MP970 series Printer redirected 2 Setup Copies Number of copies 1 I Collate Job settings Indude banner page Setup Indude table of contents v Indude result list Setup Print as shown in result list Print standard document properties Print long descriptions Number all pages will only be printed on images and field pages Separate print jobs Security Information Bates Stamping Document settings Fields and Margins lt no style selected gt Define v Print document images original format Indude OCR text no hits Print images as Tiff Group 3 Print Range All Pages Range e g 1 3 5 Print hits Indude attachments Print page numbers Print stamps Print redactions Print raw text Exemptions Off Override redaction transparency Ca co 2 To add security information to your printed document s select the Security Information button Security Information x Add message to result list Security field on all pages Font size points Electronic Document Margins Define oc cane 3 To add a message to the printed result list select the checkbox Add message to result list Define the message you want to add For example confidential 4 To add a security field on all printed pages select the checkbox Security field on all pages Only
2. 6 You can replace the entire File name string by selecting a field and clicking the Replace button 120 ZyFIND Manual 7 Click OK 8 If only scanned documents should be named based on field information select the checkbox Generate filename only for scanned documents 9 For more information about the other settings see Working with documents gt Share gt Export document s page 110 Result You have defined how new filenames are created for exported documents from field information 121 ZyFIND Manual ZyRESULT ZyVIEW Export Overwrite Duplicates Conditions You do or do not want to overwrite files which are using the same file name in different folders Instructions 1 In ZyRESULT ZyVIEW go to File gt Export The Export Settings dialog appears 2 Inthe box Export Options de select the checkbox Overwrite duplicates By default the checkbox is selected Export options V Generate file name from fields _ Generate file name only for scanned documents Export format Comma Delimited v Settings Maximum files in directory None Overwrite duplicates _ Generate hash code on output Bates Settings Bum Fields 3 For more information about the other settings see Standard User Manual gt Working with documents gt Share gt Export document s page 110 Result You have defined whether you do or do not want to overwrite duplicates in different folders 122
3. 44 ZyFIND Manual Contents Create Table of Contents Use Contents to structure your documents Drag and drop documents from the Result list to your automatically generated or personal Table of Contents Double click a reference to a document to open it Conditions ZyFIND is open Instructions fi 1 Click the Contents icon Contents 2 Right click the mouse on your Index then select Insert folder J Contents ab intern stianal Insert folder Print Documents in Folder Export Documents in Folder 3 Type a suitable name for the folder and press enter Add more folders as required 4 Drag and drop documents to the folders from the Result list of course first search the index A personal table of contents is not index specific and can contain references to documents from different indexes It is possible to drag and drop references from the index related table of contents to a personal table of contents and vice versa It is not possible to drag and drop a reference from a personal table of contents to an index table of contents of another index This also allows copying between different table of contents References in the personal table of contents to indexes that are not selected are inactive denoted by their gray color The reference may be activated by selecting the index associated with that reference 5 Select Refresh to update the contents of the folder Use the Move up and Move down bu
4. Processing document is being analyzed and the fields populated with analysis data and or the document is being translated Completed the process is finished Failed the process has failed Possible reasons are that the Analytics Server is not correctly configured or there is a network failure 5 The History shows the processes completed on the document 6 Click Close to close the Analysis dialog The Close button does not stop the analysis process You have to use the Cancel Process button in Analytics Server to stop a process 7 When the analysis has finished build the index using ZyINDEX 8 Extracted information stored in fields is visible in the fields area of the ZyFind window 9 If text was translated in ZyView click the Display Translation button to toggle between the translation and the original Result The document was analyzed and its fields were populated with analysis information Translations were stored in a linked document 62 ZyFIND Manual Customize describes various options for using the results list and working with documents e Sort the result list see ZyRESULT Sort the result list page 64 e Editing Field values page 69 e Delete a page see ZyVIEW Delete a page page 72 e Merge documents see ZyRESULT Merge documents page 66 e Delete documents see ZyRESULT Delete documents page 68 e Delete references to documents see ZyRESULT Delete references to d
5. to make sure all occurrences of your search query are found 9 To add only the Latin Diacritic or Arabic Cyrillic search query choose the radio button Latin Diacritic or the radio button Arabic Cyrillic To add both the Latin Diacritic and Arabic Cyrillic search query choose the radio button Latin Diacritic and Arabic Cyrillic 10 Add the search query by clicking Insert 11 Click Search The search results will be shown in ZyResult Re use search queries Select the History tab to re use old search queries Select a query and click Insert Search Assistant You can use the Transliteration Assistant or Search Assistant also in your WebClient 1 Go to C Inetpub wwwroot lt indexname gt styles 2 If you are using the default templates open user css in Notepad 3 Change the following line search_assistant display none only for specialized applications to search_assistant display none only for specialized applications 5 ZyFIND Manual 4 Save and close the file 5 Open your WebClient Vi 7 4 6 Click Search Assistant EE Below you see an example of a search query where the Latin and Cyrillic versions are combined with boolean OR The Latin left query part is expanded so that D variations are also searched for automatically pravda PRAVDA OR NPABJIA G Latin Diacritic pad Numeric pad AND OR NOT 2 0F A B
6. to view and de select the included indexes e Indexes that are created using a scenario in ZyINDEX are all stored in the same tab that has the name of the used scenario 14 ZyFIND Manual Full text searching J Jc Conditions ZyFIND is open Instructions 1 Enter a word query in the Query text box Ea indexC ZyFIND ES File View Options Tools Help Ga e o N od Query Fuzzy z 0 Search 7 _ Progressive y and or w 5 not more Cear Sort 2 Select the and or w 5 not or more button to create a more complex search query and or not see Boolean operators AND OR NOT w 5 w 25 p 5 to see Positional operators Context related 2of see Quorum operator fdate The file modification date of a file can be searched with the fdate operator fname The file name of a document can be searched with the fname operator For more information see Search techniques page 29 3 Specify the Fuzzy degree the degree of closeness to your query For TBIE indexes use Fuzzy Search in your search query with a tilde For each word in your search query you can assign a different fuzzy degree For example car 1 transportation 3 For more information see Fuzzy searches 4 If you executed a search already and want to search in the last results select Progressive 5 Click Search Result The search results are listed in ZyResult 15 ZyFIND Manual N
7. Type from the dropdown list For more information about the different types see Field types 8 Select the Storage amp Index tab New Field Definition Ea Name Storage amp Index Client ODBC Lookup Storage Store field in XML Wrapper bd Index options V Full text searchable V Duplicated cached Additional store options Obtain as document property from electronic file _ Add new documents to TOC folder specified in field value OK Cancel 9 If you work with an index with XML Wrapper make sure Store field in XML Wrapper is selected 10 Click OK For more information about Field definitions see Add fields 11 Click OK You can see the added field in ZyFIND 12 Search for the document you want to add fields to 13 Open it in ZyVIEW 14 Double click the Field select it and enter a value Result You have added a field definition and field value to a document After the index is updated see Build the index you can search on the added field Also see Editing Field values page 69 55 ZyFIND Manual Fields Define Start and End Point Comment String Conditions You want adjust the string to be used in the short or long description by defining the start and end character of the comment string This way the GUID starting point of the comment string when using the XML Wrapper for your key fields and used for fast access to the fields can be skipped which will make the
8. analysis from ZyView e In ZyINDEX you must enter the Analytics Server location see ZyINDEX gt ZyINDEX Options gt Global Settings gt System Settings e The Index must be connected to a database see ZyINDEX gt Advanced Indexing gt Linking to ZyLAB Analytics Server with specific fields modules e The Analytics Server job profile must be set up and the fields mapped to the index see ZyLAB Analytics Server gt About Analytics Server gt Job Definition and Field Mapper e The Analytics Server Job must be active and the job process started see ZyLAB Analytics Server gt Processing in Detail gt Select Monitor Process Jobs Instructions 1 Search for a document in ZyFIND and open it in ZyView 2 In ZyView click the Show Analysis Dialog button 5 This button is only active when all settings are correct The Analysis dialog box opens Analysis Profile Status SCHEDULED History 3 Select the required Profile from the drop down list The profiles listed are the currently active jobs in Analytics Server 61 ZyFIND Manual 4 Click Schedule to schedule the document for analysis The document is added to the Analytics Provider queue for processing The speed of processing depends on the capacity of the analysis providers The Status panel shows the status of the process the status can be updated using the Update button The statuses are Scheduled document is queued for processing
9. and click Search Select a document and double click to view Go to Stamps gt Stamp Tool gt Stamp or select the Stamp tool icon 1 The Stamp Properties dialog appears You can select a stamp from the library or create a new one Create Image is in development If you want to create a text stamp click Create Text The Define Text Stamp dialog appears Define a Title for the stamp Define the Text If you want to include the date use ZD to list the date in the format of the regional settings of the OS If you want to include the time use ZT to list the time in the format of the regional settings of the OS If you want to select another font click Select font Define the font type style size effects color script and click OK For a solid background select the checkbox Solid Select a background color via the dropdown box Click OK The stamp will be added to the library To edit or delete a stamp select Edit or Delete To use a stamp select it and click OK Choose a location to place the stamp and click your left mouse button The chosen stamp will be available visible through the arrow with stamp image and can be used repeatedly until you turn the stamp tool off via Stamp gt Stamp Tool gt Off 10 Once the stamp tool has been turned off you can rotate stamps Select a stamp and go to Stamp gt Rotate Left or Rotate Right Or select one of the icons Rotate stamp left or Ro
10. and select Insert Folder Define a name for the folder Right click on the new folder and select the option Edit Search Folder Query Follow the steps explained above to create a search query Click OK Select the folder to execute the search query for all opened indexes 52 ZyFIND Manual Narrow Search If you want to limit your search to one folder including subfolders right click on a folder and select Narrow Search Choose from narrowing your search to the selected folder or include the subfolders too e All folders that are searched have the following icon al e All excluded folders have the following icon al 53 ZyFIND Manual Fields Label Documents Conditions ZyFIND is open Use Fields to label your documents Instructions 1 Select an index For more information see Select index es page 9 J J Click the Fields icon Fields Click the right mouse button Select Edit Definitions Click Add definition The New Field Definition window appears vu PF Ww MN New Field Definition Name Storage amp Index Client ODBC Lookup Field name amp id Name Id delimiter Field type Type Plain text field Y Type specific options Default value Fixed value Value file name Browse OK Cancel 6 Fill out the Name of the field definition For example author name or contract number A field name may not contain spaces 54 ZyFIND Manual 7 Select a
11. appears in the redaction box itself and in the Exemption codes text box on the Edit Redaction dialog Fields tab 114 ZyFIND Manual Off The exemption code is not shown on the document It only appears in the Exemption codes text box on the Edit Redaction dialog Fields tab 16 Select an Export Selection Select Fields and Files Fields only or Files only Ifyou want to include attachments select that option Ifyou want to export the location in Table of Contents select that option Optionally select Create taxonomy file for Table of Contents Ifyou want to export Hyperlinks select that option 17 If you selected Fields and Files or Fields only as the Export Selection select the Fields tab To manually select fields deselect the Select all fields checkbox 115 ZyFIND Manual 18 Select the fields you want to export and include them using the arrows 19 Click OK Result You have exported document s 116 ZyFIND Manual ZyFIND Export TOC and documents Conditions You want to export the Table of Contents including documents hyperlinks and the location in the TOC to for example another index Instructions 1 Goto ZyFIND gt Contents 2 Select the TOC folder you want to export 3 Click your right mouse button and select Export document in folder The Export documents in Folder dialog appears Export Documents in Folder EA Export Folder Options Only Current Folde
12. cases you ll want to organize on the fly Therefore ZyLAB offers different techniques to label structure and organize your data at different times You can manually change or add additional indexes key fields to the document or add a hierarchical structure to your documents With this flexibility you are better able to find a particular document the next time you open your ZyLAB archive All of your colleagues will also be able to use the structure you added to the documents Analyze Using ZyView in combination with ZyLAB Analytics Server lets you run on the fly analysis of the found document including data extraction and translation depends on the Job Definition and Job Profile setup in Analytics Server Distribute After you find the document you are looking for you can view it or send it by email print the document or export the document to another archive or even another application ZyFIND Manual ZyFIND Options Go to ZyFIND gt Options gt Global Settings to define some basic settings Global Text Editor browse to select the text editor Enable Statistics Logging will only take effect after restart Functional Security enabled change from ZyINDEX Security Cascade Windows Always view PDF files with Adobe Directories Index list directory browse to select the correct directory Index root directory browse to select the correct directory Users directory browse to select the correct directory Sea
13. description much clearer ZyFIND is open Instructions 1 Click the Fields icon Fields 2 Click the right mouse button Edit Definitions Refresh Advanced Search Options Insert 3 Select Edit Definitions The Field Definitions dialog appears 4 Select Advanced Settings The Advanced Field View Settings dialog appears 5 Select the Short or the Long description 6 Select the Edit description button The Short or Long Description Editor dialog appears 7 Adjust docprop Comment or docprop Comment 50 to for example docprop Comment 10 50 Now instead of the whole comment string or the first 50 characters of the string the characters 10 to 50 will be used 8 Click OK twice Result You have defined the start and end character of the comment string to be used in your short or long description 56 ZyFIND Manual ZyRESULT Link between documents Conditions You have executed a search ZyResult is open with a result list You want to create a link between two documents Check if Hyperlinks is enabled for this index ZyINDEX gt Build gt Index Settings gt Settings Instructions 1 Select the document you want to link to 2 Click the right mouse button 3 Select Copy as hyperlink Volume name Filename Se e Number of hits Open F Print Selected Documents Non se ena wN Launch Copy as tab delimited text Copy as hyperlink Open Document Basket Add to Documen
14. it If added to a query you can replace the automatically inserted search operator or with your own 3 Select a previous query and click Delete to remove it Result You viewed reused and or deleted previous searches 21 ZyFIND Manual Vocabulary Find related documents View all searchable words and find all related documents Conditions ZyFIND is open Instructions 1 Click the Vocabulary icon Yocabulary A jist with all searchable words appears 2 Scroll through the list view the number of occurrences for each 3 Double click a word to insert it in the Search dialog If added to a query you can replace the automatically inserted search operator or with your own 4 Click Search Result You viewed all searchable words and searched on one to find all related documents 22 ZyFIND Manual Thesaurus Include synonyms Broaden the scope of your search statement and include synonyms Conditions ZyFIND is open Instructions 1 Type a search statement 2 Click on a word in your search statement f 3 Click the Thesaurus icon to look for synonyms Thesaurus 4 View the available synonyms and the number of occurrences for each 5 Double click synonyms to add them to your search statement You can replace the automatically inserted search operator or with your own Result You added synonyms to your search statement Note Customize the standard thesaurus with Edit Add synony
15. not want to overwrite files which are using the same file name in different folders deselect the checkbox Overwrite duplicates By default the checkbox is selected If you want to be able to prove the authenticity of exported fields file s select Generate hash code on output The file s and or fields file s are exported with the accompanying hash code For more information see ZyResult ZyView Export Settings Generate hash code on output page 119 To include bates stamps in the exported document s select the Bates Settings button The Bates Settings dialog appears 112 12 Bates Settings Bates Prefix Bates Number File Field Definition lt none gt ZYSCAN stage ZyEXPORT v Burn into page Margins x mm Y mm Machine name NLIDT4LMSx4 Select the checkbox Add Bates stamp ZyFIND Manual Browse b 4 Cancel Define a Bates Prefix This can be any text A sequential Bates number is added to the prefix Give a name to the Bates Number File or browse to the location of the file you want to use If you want the Bates number to appear in a field select a field definition from the drop down list This option is not always available Select the ZySCAN stage you want the Bates stamping to occur This option is not always available If you want the Bates numbers to be permanently added to the pages check the Burn into page checkbox Th
16. search settings in a dynamic table of contents TOC There are two types e Index specific search folders which only find documents in the related index e Global search folders which find documents in all the indexes in the Web Client A global search folder can only be created and added using ZyFIND and not the ZyLAB Web Client Search Folders created in ZyFIND can be used and edited in the ZyLAB Web Client Conditions ZyFIND is open and at least one index is selected You want to create a dynamic Table of Contents in which files are automatically placed in a results list created using pre set queries Ur 1 Click the Search Folders icon Search Folders Instructions 50 ZyFIND Manual 2 Right click on the index folder located beneath the SearchFolders folder 3 Select the option Edit Search Folder Query Query Editor Full text Query Search options Fuzzy 0 v Search method Standard v _ Progressive Sort options Sort by Default v Sort order Ascending v Fields Field Value A C Last_Name _ Date start end Vv lt gt Combine selected fields with And v Combine fields and full text query with And v Cancel 4 Define a full text query 5 Select a fuzzy degree the degree of closeness to your query from the dropdown listbox Fuzzy degree 2 is recommended for normal text searches This provides for mistakes such as broken and join
17. table of contents is on Restart before making changes ZyFIND Manual ZyFIND Tools Document Basket Conditions You have searched one or more indexes in ZyFIND You want to collect your documents in a Document Basket Instructions 1 Select a document from the available search results 2 Click the Add to Basket button a or click the right mouse button and select Add to Document Basket 3 The documents you added to the Document Basket are shown in a separate window once you click the Open Document Basket button x All functionalities available in ZyResult can also be used here Result You have collected documents from several result pages in a Document Basket ZyFIND Manual Transliteration A The Transliteration Assistant enables you to search translated and or original documents for transliterated parts letters words represented in the corresponding characters of another alphabet The Transliteration Assistant is used primarily to search for names of individuals and locations For example Pravda Search for transliterated text Open ZyFIND Go to File gt Select Index es Select an index with translated documents Click OK 1 2 3 4 5 Goto Tools gt Transliteration Assistant 6 If you want to change the Language click the Select Language button 7 Select latin2arabic xml or latincyrillic2 xml and click Open 8 Enter a search query using your keyboard or mouse Add an
18. topics describe the viewing functions e View the result list statistics see ZyRESULT List View page 35 e ZyResult Keyword in context KWIC view see ZyRESULT KWIC View page 36 e Viewing a Pdf document with Adobe Reader see ZyRESULT PDF View page 37 e Navigation Buttons see ZyVIEW Navigation Buttons page 38 e Viewer Buttons see ZyVIEW Viewer Buttons page 39 e Image Buttons see ZyVIEW Image Buttons page 40 e Launch Buttons see ZyVIEW Launch Buttons page 42 33 ZyFIND Manual ZyFIND View Go to ZyFIND gt View to define some basic settings View Log File to open an error logging file if it exists Always on top to place ZyFIND always on top of your other programs If you use ZyFIND in a small window this can be very convenient indexC ZyFIND ES File View Options Tools Help Ga oN d Query Fuzzy a d _ Progressive y and or w 5 not more Clear a Search tools when this option is not available go to Options gt Global Settings gt Search Preferences tab and select the option Allow search tools to be set when selected you can de select search tools via View gt Search tools the selected search tools are loaded at startup Show toolbars to show or hide the toolbars 34 ZyFIND Manual ZyRESULT List View The result list functions like lists in other windows applications for example the list of e mail items in your Outlook inbox f
19. utc CA dinsdag 11 juli Stap inde F CA vrijdag 25 april v gt DOCS 21 HITS 0 Result You have sorted the result list Note By default the list is sorted based on hit density The most relevant document i e with the highest hit density it ranked first Numbers are sorted as follows OO2string O2string 2string 3string 20string 64 ZyFIND Manual st2ring st3ring st20ring string2 string3 string20 The Guid field follows traditional sort ordering This ordering is equivalent to hexadecimal numeric ordering 65 ZyFIND Manual ZyRESULT Merge documents Conditions ZyRESULT is open Instructions 1 Select two or more documents from the result list 2 Click the right mouse button 3 Select Merge 4 Select a document and use the Move up and Move down buttons to change the order of the documents Merge Documents N Hi V Filename L Path 11 0 0 00 Handledning Offentligt eller hemligt pdf C USERS KRISTEL DOCUMENTS __ GENERAL TEST 12 0 0 00 Handledning f r skatterevision pdf C USERS KRISTEL DOCUMENTS __ GENERAL TEST Cancel Move up lt Move down 5 Click Merge Result The documents are merged Only the Field values of the first document are maintained Rebuild the index to reflect the changes using add update and optimize Note Only documents created with ZySCAN can be merged 66 ZyFIND Manual ZyRESULT Delete references to documents Conditions
20. 1 ZyFIND Manual ZyVIEW Delete a page Conditions ZyVIEW is open Instructions 1 Click the right mouse button 2 Select Delete page Result You have deleted a page Note e Ifyou want to delete pages make sure the option Allow deleting of document is selected via ZyVIEW gt View gt Options e Only pages from txt and tiff files can be deleted 72 ZyFIND Manual ZyVIEW Split a document Conditions ZyVIEW is open Instructions 1 Goto menu Edit gt Split or click on the right mouse button 2 Select Split gt Before this page After this page or Delete this page Result You have split a document 73 ZyFIND Manual ZyVIEW Reuse an image Conditions ZyVIEW is open You are viewing an image Instructions Click the Select button Select a part of the image Click the right mouse button Go to Copy gt Selection or Page Open the Windows application you want to use the image in o U Pe Ww NP Paste Result You have reused an image in another Windows application 74 ZyFIND Manual ZyVIEW Redaction Redaction is the careful editing of a document to remove confidential information Sensitive government documents confidential legal documents insurance contracts and other sensitive documents are often redacted before being made available to the public ZyFIND Redaction makes it easy for you to mark sections of a document You can then redact the document s
21. Result You have selected one or more indexes Now you can enter your search statement Note Selected indexes that contain an Annotations or Audit trail module will show one or two more icons One of the icons is the TOC view the other contains the search options for that particular module ZyFIND Manual Add an index to the list Conditions The Select Index dialog is open You can access this dialog via ZyFIND File gt Select index es or via ZyINDEX File gt Open Instructions 1 Click the Add Index button 2 2 Browse for the index you want to add Click Add Or Use the lower part of the dialog to search for the exact location of an index a Browse to select a drive or disk b If desired select Include subfolders c Click Search d Select an index from the list e Click Add selected Result You have added an index to the list 10 ZyFIND Manual Remove an index from the list Conditions The Select Index dialog is open You can access this dialog via ZyFIND File gt Select index es or via ZyINDEX File gt Open Instructions Click the x icon of the index you want to remove Result The index is removed from the list Only the link is removed the index still exists If required it can be added to the index list again 11 ZyFIND Manual View not available indexes Conditions The Select Index dialog is open You can access this dialog via ZyFIND File gt Select index es
22. ZyFIND Manual ZyFIND Manual Contact Us For full contact details visit the ZyLAB website http www zylab com For support visit our ZyLAB support website http support zylab com Contents ADOUt ZVEINDivceiccicess aces ached adel Mediu E T theta ieee 1 ZVFIND Opto aiir iiine anai at e e a E a E S AA 2 ZVEIND TOOLS cssicdecasesviteceidtsceecateeceesdvieaGadvvenesivaieces ETORT E E A 4 DOCUMENT Basketen a A EEA AE Ei 4 Transliteration Assistant uo cece ccccccccccceeseecececeeesseseeeeeseeeeeeueuaueeueceeeseeeseeuueueuseees 5 Multi index Batch Search u c cccccccccccccccceceescccccecceceseseeeseeeeessesueeeeseeeeeueseuaueeseeees 7 Search TOM information a EEA AE S 8 Aa E E E E E T A EAT 9 F ll t xt searchiNg senarra ai i a A Aa aa GAEE 15 ee Ro neo KEE EE E E T E T 17 S areh Techniques iziscceccivasisieccdees de cecesveccace aeaee E EEEE 29 Command lihe siniseen a a a a aaa ataa 30 Search Performance o c ccccccccccccccccsceseeesesccecceesceeeeeuucceeseceseeueeuueeeeesesseeueuceseeeaeeas 31 Work with documents eessssssesessssrsrsssssesrsrrrrrsnressstrtrrrnssusstrttrinnusrntrtnnennnsrenerenenne 32 MEW eero E E E E E E tebe 33 Organize ee a E ra E itch E E as ae bi kes 44 Refine Your Results c ccc ccccccceesceccccsccsceseeesecceeeusesuseeeeseceeseseusueeueeeeeueusueaueueess 59 Field Definition Option Use for visualization cccecccsseceessececeenteeeeeesaeeeeeeaas 60 BAY Z6 saee E casncic E agnaatsaeeadade
23. ZyRESULT is open Instructions 1 Select one or more references documents from the result list 2 Click the Delete Reference s button Result You have deleted references to documents The documents are still present in the index Note You can also delete references in ZyVIEW 67 ZyFIND Manual ZyRESULT Delete documents Conditions ZyRESULT is open Instructions 1 Select one or more references documents from the result list 2 Click the Delete Document s button L amp Result You have deleted documents from the file system The next time the index is built with update and optimize it will no longer appear in the index Note e To prevent mistakes you can disable the function Allow deleting of document in menu View gt Options e You can also delete a document contents in ZyVIEW Click the Delete Contents button First make sure Allow deleting of document is selected menu View gt Options 68 ZyFIND Manual ZyRESULT ZyVIEW Edit Field values Conditions ZyRESULT or ZyVIEW is open In ZyVIEW the Display as images view is active Instructions Change the field values of a set of documents 1 In ZyRESULT select two or more documents with Ctrl or Shift 2 Click the right mouse button 3 Select Fields The Document Properties dialog appears 4 Double click a Value and change it 5 Select the Field 6 From the dropdown list at the right choose from Append if y
24. and opened a TIFF document via ZyRESULT ZyVIEW is open Note When you create a new redaction the redaction wizard appears to guide you through the steps If you want to edit an existing redaction double click on the redaction to open the Edit Redaction dialog Instructions 1 Click and drag with your mouse to define a section of the document you want to redact Go to Redaction gt Create or click with your right mouse button and select Redaction gt Create or Select the Quick redacticon and click and drag with you mouse to define a section of the document you want to redact The Redaction Wizard Display dialog appears Display Redaction Product text Appearance PENCEN A E Strike through Font ane Color a Transparency 0 2 Define the text that must replace the selected section 3 Select a font and a background color 4 Define the Strike through 78 ZyFIND Manual 5 Define the percentage of Transparency The default value is 0 solid opaque 100 transparency means the redaction is invisible 6 Click Next to display the Fields tab The Redaction Wizard Fields dialog appears Description Here you can add information about the redaction Exemption code s 7 Enter a description for the redaction for example what you replaced and why 79 ZyFIND Manual 8 Click Next to display the properties dialog showing the Author Source and Crea
25. box itself and in the Exemption codes text box on the Edit Redaction dialog Fields tab Off The exemption code is not shown on the document It only appears in the Exemption codes text box on the Edit Redaction dialog Fields tab 5 Forall other options see ZyFIND Manual gt Working with documents gt Share gt Export document s page 110 6 Click OK Result You have exported a redacted document A tiff and xml file is exported The tiff file contains the redaction zone on it Redacted documents can only be exported as multipage tiff images The corresponding xml file contains a link to the tiff file without any ocr text or file information data size etcetera You can import the exported documents using the ZyLAB Data XML import filter to re OCR them without the redacted zone on it Just point to the correct import directory that contains the tiff images and related xml files ZySCAN gt ZyIMPORT Source Properties or via Template Wizard gt ZyIMPORT 84 ZyFIND Manual Search Redactions Conditions The redactions and descriptions of the redactions are saved in the Redaction field They can be searched via ZyFIND gt Fields Instructions 1 Define in the field Redaction the term you want to search on 2 Click Search Result You have searched all redactions and descriptions of the redactions 85 ZyFIND Manual Security Redaction Functional Security Redaction ZyLAB Functional Security can be
26. button and select Edit Definitions Use the Id delimiter of a field to define a search query Query syntax lt delimiter gt to lt delimiter gt Field definitions Name Type Fixed value Required Start delimiter End delimiter Add to Add c Last_Name Plain text field No lt Last_Name gt lt Last_Name gt Yes Date Date field No lt Date gt lt Date gt Yes cata For example name to name john will return all documents with the value john in the name field name to name will return all documents with values in the name field name to name will return all documents with empty values in the name field 5 Click Search Result A list of results appears in ZyResult Note e Use Refresh to remove all field values e Use Advanced Search Options to define the and or operators Advanced Field Use Ea Combine selected fields by me And Cancel OOr Combine fields with full text query by And Oor And Not 26 ZyFIND Manual e Change the look of Fields by choosing a different template a Click the right mouse button b Select Edit Definitions The Field Definitions dialog appears c Select Advanced settings The Advanced Field View Settings dialog appears d Choose a different template for View edit values and Query values Use the VerticalPluginsTab template to group and store the field definitions underneath one tab Select Show undefined fields to show all fields including the
27. c D E F 1 2 3 4 6 ps ws FNAME TO G H I u K L M N o P a 6 7 8 9 eile z R S I Tlu vw x ly z Z 71 El Search for C and Cyrillic pad Special pad Latin amp Cyrillic E Search for D and A B T B E X 3 n Single character wildcard O Latin only Ei Search for E and J K n b M H H O n P Multiple character wildcard O Cyrillic only C Search for S and ciT Yy o X y 4 Jy w Spacebar C Search for Z and Z Clea Search ZyFIND Manual The ZyLAB Multi index Batch Search module allows you to search in more than 100 plain indexes or 50 indexes using XML wrapper module sequentially in one batch This Search module is accessed from the ZyFIND window During the actual search a progress dialog keeps you informed about which index is currently being queried and the number of documents found so far You can cancel the query at any time and only the results found up to that point will be shown When the search is complete or cancelled a query result list is shown containing the file or files in which the hits for the word phrase or string appear Double click a file to open it in ZyVIEW In ZyVIEW use the navigation tools in the Navigate toolbar to view the hits Conditions Indexes are available Instructions 1 Open ZyFIND 2 Inthe ZyFIND menu bar click T
28. d messages select Include attachments This option is not available via File View ZyVIEW If the attachment is an image the image is not resized to fit on the page but the image will be printed on several pages Printing of all nested messages within an e mail Select the options as required Print page numbers Print stamps Print redactions Also select the Exemptions see Notes and select define Override redaction transparency Print raw text 9 Click OK Result The selected document is printed 101 ZyFIND Manual Note e Ifyou print a document in ZyVIEW you cannot include the Table of Contents and the result list e Ifyou print document s in ZyFIND Contents you cannot print hits e Ifyou want to hide attachments in the result list use the following registry entry Windows Registry Editor Version 5 00 HKEY_CURRENT_USER Software ZyLAB ZyResult Preferences HideEmailAttachments 1 Only actual e mails will be displayed also when hits are found in the attachments e Ifyou want to print classification text on the document use the following registry entry Windows Registry Editor Version 5 00 HKEY_LOCAL_MACHINE SOFTWARE ZyLAB ZyRESULT Preferences DocumentPrintSecurityField Classification The value Classification can be changed but must be the same as the field name created in the index with which it is linked is the field name in which the classification level will be specified Th
29. dialog appears Click Setup to select another printer and specify the Paper and Orientation Click OK You are back in the Print Job Configuration dialog Print Job Configuration Printer Canon MP970 series Printer redirected 2 Setup Copies Number of copies 1 I Collate Job settings _ Indude banner page Setup Indude table of contents v Indude result list Setup Print as shown in result list Print standard document properties Do O Print long descriptions Number all pages will only be printed on images and field pages Separate print jobs Security Information Bates Stamping cument settings Fields and Margins lt no style selected gt Define v Print document images original format Indude OCR text no hits Print images as Tiff Group 3 Print Range All O Pages Range e g 1 3 5 Print hits Indude attachments Print page numbers Print stamps Print redactions Print raw text Exemptions Off Override redaction transparency Ca Coe 4 Select the number of copies you want to print and if you want to collate the copies 97 ZyFIND Manual The controls are only enabled if the printer supports them Printers that print to a file such as Microsoft Office Document Writer and the ZyLAB TIFF Printer do not support multiple copies 5 Select which information you want to print before printing the actual document
30. e Table of Contents you want to print 2 Click the right mouse button 3 Select Print Documents in Folder The Print Documents in Folder dialog appears Print Documents in Folder Ea Print Folder Options uatiet cee Lox Include Subfolders Cancel 4 Select Only Current Folder or Include Subfolders 5 Click OK Result The documents listed in the Table of Contents are printed 93 ZyFIND Manual Print Document s in the T View Lay Out Conditions You want to print document s in the lay out of the T View Display as Text Displays the text file containing the OCR text and image links of an image document exported by ZySCAN or any other filter indexed as type ASCII Instructions 1 Open ZyFIND 2 Search document s 3 Right click on the document s Or in ZyRESULT ZyVIEW select the Print icon or go to File gt Print Selected Documents 4 Select Print Selected Documents The Print Job Configuration dialog appears 5 Select in the Document Settings box the option Print raw text 6 Click OK Result You have printed document s in the T View lay out 94 ZyFIND Manual ZyRESULT Print result list Conditions You have executed a search ZyRESULT with the result list is open Instructions Av PF wry PF Go to File gt Print Result List Click Setup Select a printer from the Name dropdown listbox To view define the properties of the selected printer click Proper
31. e X and Y measurements are the distances from the bottom left corner of the page Or select the location where the bates stamp should be placed Click OK To include fields in the exported document s select the Burn Fields button The Burn Fields options dialog appears 113 ZyFIND Manual Burn Fields options Burn fields into pages Categories X Margin mm Y Margin mm Document Properties y 0 s 0 a Font Fields Current date and time Document Document File name Properties Hit Properties Volume Hit density density name Index Long Description Number of hits Path Short Description eke ee Make sure the Burn fields into pages checkbox is selected if you want to stamp the value of a selected key field on the images of the exported document Select a category index key fields or document properties Define the X and Y margin to determine the exact location or select a location and double click on the field you want to place there To select a font select the Font button Click OK 13 Select the Image format and Page range 14 To export redactions select the Redact output checkbox 15 From the dropdown listbox Exemptions select the position of the exemption code Left aligned The exemption code appears in the left margin adjacent to the redaction and in the Exemption codes text box on the Edit Redaction dialog Fields tab Track redaction The exemption code
32. e button and select Insert All values are inserted in the full text query box Edit the search query and execute the search Fuzz Oo G Query I Acme Manufacturing Company Admin Contents Field Search Folders fo Email header Email properties File System Properties Fields can be inserted if Show as search field Client tab is checked Field storage type is either Document Document Catalog or Xml Wrapper Storage amp Index tab Document Catalog and XML Wrapper fields will only be inserted if TBIE Duplicated cached or Full text searchable is checked HAPI Full text searchable is checked J From V SendTo jV SendDate ReceiveDate History Culling CreationDate Culling Email uN le Conversion Z Subject Legal Statement ee Edit Definitions p Review Refresh Thesaurus Advanced Search ptions Insert 25 ZyFIND Manual You can check this via Edit Definitions Search XML Wrapper fields If you want to search on fields to get a result list with all populated or empty field values of a specific field make sure you search an XML Wrapper index with XML Wrapper fields and the option Full text searchable selected in the Storage amp Index tab of the New Field Definition dialog Select the Fields icon click the right mouse
33. echniques are described for ZyFIND but most are also applicable to ZySEARCH and or the Web Portal The Web Portal has its own help Full descriptions are in the following sections e Select index es page 9 e Full text searching page 15 e Search tools page 17 e Search techniques page 29 e Command line page 30 e Multi index Batch Search page 7 ZyFIND Manual Select index es Conditions ZyFIND is open Instructions 1 Go to File gt Select Index es The Select Index dialog appears Select Index File Categories el a Long Name Name Location A EPRS x indexA indexA C ZyLAB Data Indexe X indexB indexB C ZyLAB Data Indexe Categories X indexc indexc C ZyLAB Data Indexe v lt gt Number of indexes selected 0 OK Cancel 2 Select Standard or a group of indexes Annotations Audit Trail Categories or scenarios You can Add an index to the list page 10 Remove an index from the list page 11 View not available indexes page 12 and Create and edit categories page 13 Scenarios When an index is created based on a scenario see Create an index template and Create an index based on a template in the ZyINDEX Manual an extra group with the name of that scenario will appear in the Select Index dialog Every index that is created based on that scenario will be stored in a group with the name of that scenario 3 Select one or more indexes 4 Click OK
34. ect Contents Options 4 Select Field view settings The Edit view dialog appears 46 Edit view Category Selected view Fields v gt gt gt lt lt lt Click New Enter a new view name Click OK Select a category O Oo N O n 10 Click OK three times ZyFIND Manual bd New Delete Move up Move down Select and order the items with the arrows and the Move up and down buttons 11 Click the right mouse button in the right pane and select the view with Select View Path Creation Date Size E ak ana ae Bo January 19 e Delete entries brch 06 20 20 ts R bly 11 200 82 ar Cutentries e 08 20 24 c Copy entries ebruary 0 19 ac ebruaryO 19 e Copy as tab delimited text 10 2005 24 e 10 2005 _ 24 do Print Selected Documents i January 19 Export Selected Documents Legal Produce Selected Documents Select View gt y lt default view gt Filename Only 1 e When a CD is published of an index the table of contents is published as well e Maintain the Table of Contents by selecting it in the left pane and clicking the right mouse button Select Database gt Pack or Reindex to optimize the internal record structure removing deleted records etc 47 ZyFIND Manual Contents Comment Languac sm dministration SystemSupport Z cad E ae Pe are From door to door and NOT bus
35. ect the Define button The Define Page Style dialog appears To copy a style select it and click the Copy button Define a new name and click OK To delete a style select it and click the Delete button In the General tab you can define whether you want No extra fields on separate front page or All fields on separate front page And if you want to 100 ZyFIND Manual Include Annotations Print pages relevant to Annotations In the Fields tab select a position left center or right in the header or footer or on the front page and double click on a field In the Margins tab define the Field information margins In inches the margins for Top Left Right and Bottom can be set Image layout Choose from Fit image between margins Fit image on total page and Position and Scale Print options Define Orientation Center image Font and de select Enable word wrap in field texts Print document images original format and optionally select or define Include OCR text no hits Print images as Tiff Group 3 Print Range Print hits Hits are printed in white with a black background from the result list ZyYRESULT and from the File View ZyVIEW using the File gt Print menu Using the Context Menu on the document right mouse click in the File View no attachments are printed and hits are displayed in yellow Include attachments If you want to print hits in attachments and or all neste
36. ed characters Set Fuzzy degree 3 or 4 if you search for long words 51 ZyFIND Manual 6 Select a search method from the dropdown listbox Standard ZyFIND will look for search operators wildcards brackets etc in your query All Words automatically AND operators are inserted between the words Any Word automatically OR operators are inserted between the words Exact Phrase automatically all words are quoted 7 Define the sort options 8 Select and define the values of the fields you want to search on 9 Combine the selected fields with AND or OR 10 Combine the fields and full text query with AND OR or AND NOT 11 Click OK If a search query is defined for a folder the following icon appears F 12 You can create more folders and add search queries to them 13 Search queries can be viewed edited deleted or copied by right clicking on the folder and choosing View Search Folder Query Edit Search Folder Query Delete Search Folder Query Copy Current Query to Search Folder Result You have defined the queries based on which the Search Folders Table of Contents will be filled dynamically Global Search Folders You can also add Global Search Folders to create a dynamic TOC for all open indexes in ZyFIND 0 0 No op U Re ew ONS 10 Right click on the SearchFolders folder Select Create Global Search Folders Define a name and location Click Save Right click on the new Global Search Folder
37. efine the Field information margins In inches the margins for Top Left Right and Bottom can be set Image layout Choose from Fit image between margins Fit image on total page and Position and Scale Print options Define Orientation Center image Font and de select Enable word wrap in field texts 11 For more information about the other settings see Standard User Manual gt Working with documents gt Share gt Print gt Print document s page 97 Result You have defined a printing style for fields and margins 107 ZyFIND Manual ZYRESULT ZyVIEW Mail document Conditions ZyRESULT or ZyVIEW is open Instructions 1 In ZyRESULT select one or more documents Click the right mouse button and select Send Selected Documents Or In ZyVIEW go to File gt Send 2 Specify how you want to send the document s Send EJ Send as Multi page tiff and other formats tif Text and Multi page text tiff and other formats bt 3 Click Send A mail message with the attached document s appears 4 Specify to whom you want to send the document s Click Send Result You have mailed the document s 108 ZyFIND Manual ZyRESULT Share a result list Conditions ZyRESULT is open Instructions 1 Delete Reference s from the list that are not relevant or that were already communicated in other collections 2 Store the Result list as a zyr file e
38. elete roider ae Print Dot ments in Folde z Paragraph Font The Font of the u Export Documents in Folder Legal Produce Documents in Folder GE Manual O D Full contact det e3ly 2 D2 E ssiy D2 E sei xTpl AGE Modules O O O O O Informat AGE ModulesO O O Information in O AGE 5 0 00O Information Acces Search folders gt Copy Folder Cut Folder Paste Folder Paste Entries Refresh Update Items Generate From Index Definition Select Update items to update all document fields to show the latest changes 48 ZyFIND Manual Contents Sort Table of Contents Conditions You can sort the Table of Contents in ZyFIND based on field values ZyFIND is open Instructions i 1 Click the Contents icon Contents ib international Contents J aad Comment Filename Path Be J international Testdocument 1 Testdocument 1 doc Y TESTING iJ test 3 Testdocument 2 Testdocument 2 doc V TESTING Search Folders Testdocument 3 Testdocument 3 doc TESTING 2 Sort on column by clicking on the column header You cannot use the options Cut entries Paste entries Move up and Move down when sorting the Table of Contents Result You have sorted the Table of Contents 49 ZyFIND Manual Search Folders Pre set Search Queries Search Folders are pre set search queries that automatically group the documents found by the
39. ent s to Choose from export to another index network or local directory new or already existing zip file or export to email Browse for the exact location If you want to generate new filenames for the exported documents from a selection of fields select the checkbox Generate filename from fields 110 ZyFIND Manual Export options V Generate file name from fields _ Generate file name only for scanned documents Export format Comma Delimited v Settings Maximum files in directory None V Overwrite duplicates _ Generate hash code on output Bates Settings Bum Fields Click Edit The Filename editor appears File name editor a Available fields SIMTEA v File name Insert Index Time date Replace File name cme Select a field that you want to include in the filename and click the Insert button Repeat to insert more fields You can replace the entire Filename string by selecting a field and clicking the Replace button Click OK If only scanned documents should be named based on field information select the checkbox Generate filename only for scanned documents Select an Export format Choose from Comma Delimited Select this option to export data into comma delimited files A comma delimited file is a data file in which data items are separated by commas to facilitate the transfer of data to another program Excel Select this option to expo
40. ernational 1 Note gt e You can also locate a document in ZyVIEW Click the Locate in table of contents button You can navigate through multiple occurrences of the document with Locate Next in Table of Contents e Ifyou want to create or edit a Table of Contents see Contents Structure your documents page 45 19 ZyFIND Manual Contents Search marked folders Conditions ZyFIND is open You have entered a search query and want to restrict your search to documents in marked folders of the Table of Contents Instructions 1 Select a folder from the Table of Contents 2 Click the right mouse button 3 Go to Search folders and select one of the following options Mark selected folder for searching Mark selected folder and subfolders for searching 4 Select the Search button Result You have searched only the folders that were marked Note e To deselect all marked folders select Search folders gt Unmark all folders e Ifyou want to create or edit a Table of Contents see Contents Structure your documents page 45 20 ZyFIND Manual History Reuse or delete previous searches If you cannot remember a successful previous search look it up in History and reuse it Delete unsuccessful searches Conditions ZyFIND is open Instructions fi 1 Click the History icon History A list with previous searches max 100 appears 2 Double click a previous query to reuse
41. esult You were able to view whether or not an email contained an attachment or was an attachment itself 43 ZyFIND Manual Organize your documents by structuring them within a Table of Contents adding bookmarks notes and labeling them with fields You can use the traditional way of archiving i e by organizing document references It is easy to have document references to the same document in different folders therefore it provides a very intuitive and flexible method to organize your information from different perspectives ZyFIND offers several search tools to add structure to your documents Contents allows you to structure your documents You can use the traditional way of archiving i e by organizing document references It is no problem to have document references to the same document in different folders So it provides a very intuitive and flexible method to organize your information from different perspectives Fields that are fully searchable can be added to label your documents ZyResult allows you to view and manipulate results of a query ZyVIEW can be used to edit fields and add bookmarks to lines of text on specific pages The following topics describe the organizing of documents Contents Structure your documents page 45 Fields Label your documents page 54 Link between documents see ZyRESULT Link between documents page 57 Document Basket Collecting Documents see Document Basket page 4
42. ex and redact the documents via ZyFIND gt ZyVIEW or add the Redaction index to a Web Client and redact files via the Redactions icon 5 i 76 ZyFIND Manual TIFF Conversion for Redaction Conditions The document you want to redact is not in a TIFF format You have installed the ZyLAB Export2TIFF printer driver this appears in your printer list as ZyLAB Tiff Export printer You have defined the Tiff Conversion Settings in ZyINDEX Note Documents already in a TIFF format for example those created in ZySCAN can be directly redacted Create Redaction page 78 Instructions 1 Open the non TIFF document you want to redact in ZyVIEW 2 Click Tiff Conversion gt Create Tiff Conversion or press the Create Tiff Conversion button A TIFF image is created from your document and is displayed on the screen 3 To change back to the original document click View gt WYSIWYG To view the TIFF again click View gt Display as images You can also use the Display as Images and WYSIWYG toolbar buttons 4 To delete the TIFF image click Tiff Conversion gt Delete Tiff Conversion or press the Delete Tiff Conversion button Result ATIFF version of your document has been created and it can now be redacted The TIFF file is saved in the index s Data gt TIFF folder The TIFF file can also be viewed in the ZyLAB Web Client 77 ZyFIND Manual Create Redaction Conditions You have executed a search via ZyFIND
43. for electronic documents Select a field from the dropdown listbox Define the Font size 5 To define Electronic Document Margins select the Define button The Electronic Document Margin Settings dialog appears 104 ZyFIND Manual Define the Text based document margins Define the Graphic document margins Define the Margin text font size Click OK 6 Click OK 7 For more information about the other settings see Standard User Manual gt Working with documents gt Share gt Print gt Print document s page 97 Result You have defined Security Information 105 ZyFIND Manual Fields and Margins Conditions ZyFIND Contents or ZyRESULT or ZyVIEW is open You want to choose create edit or delete a printing style for fields and margins Instructions 1 In ZyFIND or ZyRESULT select one or more documents 2 In ZyFIND or ZyRESULT click the right mouse button and select Print Selected Documents Or ak In ZyVIEW click the Print button The Print Job Configuration dialog appears Print Job Configuration Printer Canon MP970 series Printer redirected 2 Setup Copies Number of copies 1 E Collate Job settings Indude banner page Setup Indude table of contents Indude result list Setup Print as shown in result list Print standard document properties Print long descriptions Number all pages will only be printed on images and field pages Separate pr
44. fragmenter includes an option to automatically run at scheduled times using Task Scheduler 31 ZyFIND Manual Work with documents After you have found the information you were looking for you can work with your documents View page 33 Organize page 44 Customize page 63 and Share page 91 your documents using ZyFIND ZyRESULT and ZyVIEW Enter a search statement in ZyFIND and click Search A result list appears in ZyResult Double click an item to view it in ZyVIEW 32 ZyFIND Manual View ZyVIEW allows you to view the contents as well as the fields bookmarks and or attachments of a file text image or with hit highlighting You can view files with a bookmarks pane on the left a field pane on the top and an attachments pane at the bottom All viewing options can be selected through menu options and buttons in toolbars Enable disable toolbars via View gt Toolbar ZyView C ZYLAB DATA INDEX DATA INDEXC ELECTRONIC 2015 000 File Edit Navigate Image Actions Redaction Stamps Tiff Conversion Bitm QQQQi iaeml oec s ix ix B Display as text Display as images im g a7 WYSIWYG Display media player y Display translation Field lt Field view Attachments view Toolbar b Status Bar Change textfont Maintenance Navigate Viewer Launch Options Zoom Action Tiff Conversion Analysis Redactions and Stamps sIsIsIsIsIsIsTsTs The following
45. has been changed it will become the default image 98 ZyFIND Manual Click OK to return to the Print Job Configuration dialog Number all pages will only be printed on images and field pages If you are printing multiple documents and a table of contents it is possible to number all pages consecutively and show these numbers in the table of contents Note that with this option enabled only images will be printed and the page numbering is generated by the printing module and does not necessarily correspond to the original page numbering in the documents Separate print job When printing very large amounts of data it is possible to print in a batch to keep a certain order in your documents Disable separate print jobs when you do not want to print all results as separate spool jobs but as one single spool job Security Information To add security information to your printed document s select the Security Information button The Security Information dialog appears Security Information Ea Add message to result list _ Security field on all pages Font size points Electronic Document Margins Define ce co To add a message to the printed result list select the checkbox Add message to result list Define the message you want to add For example confidential To add a security field on all printed pages select the checkbox Security field on all pages Only for electronic documents Selec
46. he ZyResult list 2 Click the Open Refine Results dialog T button to show the Refine Results dialog 3 Select a field in the Groups panel The field values Values column and the number of documents containing that field value Occurs column are shown inthe Group values panel 4 Click the Show results checkbox 5 Select a value in the Value column All documents containing this field value are listed in the Show results panel If necessary click the Filter button to filter on that field value The Group values list then shows only those documents containing that field values and displays the other field values in the same field on those documents You can filter down to a single document Click Reset to view all group values again 6 Inthe Show results panel select one result Click the Select button to locate the document in the ZyResult list Click the View button to open the document immediately in ZyView Result You have refined the results 59 ZyFIND Manual Field Definition Option Use for visualization New Field Definition Name Storage amp Index Client ODBC Lookup ZyFIND amp Web dient v Show as search field poeccesecossesesocsesesecossesseseg v Show in document viewer Show in document list Text length limit 500 Use for visualization Value separator _ Read only K ZySCAN v Show in field editor Commo
47. iew gt Options to define the KWIC view settings e Define the maximum number of contexts and the number of words max 50 around the keyword e Select the Display mode Compact or Separated Compact displays all contexts one after the other Separated displays all contexts on a separate line 36 ZyFIND Manual ZyRESULT PDF View If documents were indexed with Adobe Reader they will not be displayed with ZyVIEW but instead Adobe Reader will be launched for document viewing A special module has been developed that provides hit highlighting hit navigation and bookmark support from within Adobe Reader or Adobe Acrobat Conditions A PDF document created with Adobe Acrobat has been indexed Adobe Reader is installed on your computer ZyRESULT is open Instructions 1 Double click the PDF document 2 The document will be automatically opened in Adobe Acrobat 3 Use the Hit buttons to jump from hit to hit Result You have viewed a PDF document with Adobe Reader 37 ZyFIND Manual ZyVIEW Navigation Buttons 4 4 OO a Previous document page hit and Next doc psge hit hit psge doc hit page document 38 ZyFIND Manual ZyVIEW Viewer Buttons Display as text Display as images WYSIWYG Display media player Fieldview Attachments view Displays the text file containing the OCR text and image links of an image document exported by ZySCAN or any other filter indexed as type ASCII Displays image
48. int jobs Security Information Bates Stamping Document settings Fields and Margins lt no style selected gt Define Print document images original format Indude OCR text no hits Print images as Tiff Group 3 Print Range al O Pages Range e g 1 3 5 lt Print hits Indude attachments Print page numbers Print stamps Print redactions Print raw text Exemptions Off Override redaction transparency Ca ene 3 Select the checkbox Fields and Margins 4 Choose a Style from the dropdown listbox 106 ZyFIND Manual 5 Tocreate edit or delete a style select the Define button The Page Setup dialog appears 6 To change the chosen style select another one from the dropdown listbox 7 To copy or delete a style select the Define button The Define Page Style dialog appears To copy a style select it and click the Copy button Define a new name and click OK To delete a style select it and click the Delete button 8 Inthe General tab you can define whether you want No extra fields on separate front page or All fields on separate front page And if you want to Include Annotations Print pages relevant to Annotations 9 Inthe Fields tab select a position left center or right in the header or footer or on the front page and double click on a field 10 In the Margins tab d
49. is field name can be changed If you create an index with the field Classification then the value in that field will be printed Classification text will be printed on documents and result list Printing of classification text does not work on ZySCAN documents e From the dropdown listbox Exemptions select the position of the exemption code Left aligned The exemption code appears in the left margin adjacent to the redaction and in the Exemption codes text box on the Edit Redaction dialog Fields tab Track redaction The exemption code appears in the redaction box itself and in the Exemption codes text box on the Edit Redaction dialog Fields tab Off The exemption code is not shown on the document It only appears in the Exemption codes text box on the Edit Redaction dialog Fields tab 102 ZyFIND Manual Security Information Conditions ZyFIND Contents or ZyRESULT or ZyVIEW is open You want to add Security Information to your printed document s Instructions 1 In ZyFIND Contents or ZyRESULT select one or more documents click the right mouse button and select Print Selected Documents In ZyFIND Contents select a folder right click and select Print Documents in Folder In ZyRESULT go to File gt Print Result List In ZyVIEW click the Print button orgo to File gt Print The Print Job Configuration dialog appears 103 ZyFIND Manual
50. ither on disk or in an email attachment Store on disk 1 Goto File gt Save as 2 Select a location 3 Enter a file name 4 Click Save Store in an email attachment 1 Goto File gt Sent To gt Mail Recipient A mail message with the attached zyr file appears 2 Specify to whom you want to send the zyr file 3 Click Send Result You have shared the Result list either by saving it on a shared location or by sending it to someone 109 ZyFIND Manual ZYRESULT ZyVIEW ZyALERT Export document s Conditions ZyRESULT ZyVIEW ZyALERT is open Instructions 1 Select one or more document s 2 Goto menu File gt Export or click the right mouse button and select Export The Export Settings dialog appears The Settings tab is selected Export Settings Settings Fields Destination Export to Zp file v C out zip Browse Export options Generate file name from fields m Generate file name only for scanned documents Export fomat Comma Delimited v Settings Maximum files in directory None Overwnite duplicates Generate hash code on output Bates Settings Bum Fields ZySCAN document options Image format Page range Example 1 3 5 12 Images as Multipage Tiff v Redact output p Include attachments Bportt location in Table of Contents omy file for Table of Contents or owes Select a destination to export the docum
51. ms to a root word or delete them Only custom synonyms can be deleted Modify thesaurus Ea Rootword show Refresh Synonyms Cancel 23 ZyFIND Manual Concepts Predefined complex queries Concepts are complex search statements with a name Define often repeated searches as concepts and save them for later use For example a concept named legal could be defined as lawyer OR justice OR rechtsanwald OR advocaat OR court Conditions ZyFIND is open Instructions 1 Click the Concepts icon Concepts 2 Search for a concepts in the index related private or public folders 3 Double click to insert a concept Result You added a concept to your search statement Note e Click Add to add concepts fill out a name and definition search statement Add Concept Cancel Definition e Click Modify to change the definition of a concept 24 ZyFIND Manual Fields Meta information Search for information about your documents For example author or description Conditions ZyFIND is open Instructions Click the Fields icon Fields UU Select the field s you want to search on Type a field value select one from a list or calendar or leave it empty Pow Ue Optionally if you want to search the field contents on a number of field values and edit the search query before executing it you can use this option Define the field values you want to search on click the right mous
52. n Input required for update Group User interface control Text Control me ZyINDEX gt Build gt Define Fields gt Define gt Add definition gt Client tab The option Use for visualization enables you to refine your search results by filtering on the content of the field see Refine Your Results page 59 For the Single select list field the Multi select list field and the Logical field Use for visualization is a default option Once the Use for visualization checkbox is selected you can define the Value separator the default value is acomma The defined delimiter will be used for dynamic filtering Refine your Results including the Star Tree and Tree Map It is recommended to use punctuation characters If the value separator is empty the field value will not be split A value separator can include start or end with one or more space characters Notes e When editing fields still a comma will be used to split or combine field values e In eDiscovery the Value separator is particularly useful For example in Microsoft Outlook fields with email addresses are split with a semicolon These fields should be linked to a ZyINDEX field with a semicolon as the Value separator 60 ZyFIND Manual Analyze With the ZyLAB Analytics Server part of the Analytics Bundle installed you can run on the fly analysis of a document that is open in ZyView Conditions The following conditions are required for on the fly
53. n certain words or what is the total size of all files containing a particular subject 118 ZyFIND Manual ZyResult ZyView Export Settings Generate hash code on output Export options C Generate file name from fields E xport format Comma Delimited v Maximum files in directory Mo ZyScan document options t If you want to be able to prove the authenticity of an exported fields file go to File gt Export and select the option Generate hash code on output Fill out the other settings and click OK The file and or fields is exported with the accompanying hash code The hash code for exported files is based on a hash code calculation of the original document in the index If you are exporting several fields files a separate hash code is created for each file All hash codes are summarized in one text txt file The name of this text file consists of the hash code which is calculated based on all collected hash codes without the filepaths This hash code summary text file enables you to prove the authenticity of a set of exported files at once What is a hash code Hash codes are used to prove the authenticity of files A hash code is a string presented as 40 hex characters lt field id hashcode gt 1004046B52575F85AF065E24594271B63B0E92D2 lt field gt This hash code is calculated based on the contents of a text txt XML PDF etc or an image TIFF file The hash code is ba
54. n the document Depending on the update index automatically after field edit setting in ZyFIND Options gt Global Settings gt Search preferences the index will be automatically updated after a field edit operation If this option is disabled then all documents that are modified are stored in a temporary database of the index so they may be updated all together at a later time If you want to edit or add new field definitions click the right mouse button and select Show Definitions If you want to choose between editing field values in Field View or in a separate dialog go to ZyVIEW gt View gt Options and de select Edit Fields in Main Window If this option is selected Edit Fields Edit gt Edit Fields CTRL F or double clicking will use standard Field View If not the separate Document Properties dialog will appear 70 ZyFIND Manual ZyRESULT ZyVIEW Edit a document Conditions ZyRESULT or ZyVIEW is open Instructions 1 Select a document in ZyRESULT or view one in ZyVIEW 2 Click the Launch button m 3 The document will be opened in the associated application based on the extension 4 Edit the document 5 Save it 6 Close the application Result You have edited a document Update the index to make the changes searchable Note Alternatively you can export a document from ZyVIEW and then manipulate it in another application For more information see Export document s page 110 7
55. nd related documents page 22 e Thesaurus Include synonyms page 23 e Concepts Predefined complex queries page 24 e Fields Meta information page 25 e Reference Help page 28 17 ZyFIND Manual Contents Locate documents Conditions ZyFIND is open You have done a search and the results are listed in ZyResult You would like to know whether similar or related documents are available These documents might be located in the Table of Contents However the Table of Contents is large and you are not familiar with its hierarchical structure Instructions 1 Select a document from the result list 2 Click the right mouse button 3 Select Locate in Table of Contents a x Number of hits Y Hit density Volume name Filename lt p en SS Open and Print Selected Documents of E r SubmitIT Selected cuments ooi Launch oor Copy as tab delimited text E Copy as hyperlink oor Open Document Basket oor Add to Document Basket oot oot Locate in Table of Contents oot oot Export oot Legal Production pot Send Selected Documents oor oot Delete Reference s DEL 43 elete cumentts Ctrl DEL 431 47 heii aie 471 j Lag 46 Insert annotation selected documents Ctri 4 46 workflow 45l r 451 0 0 00 0000044 0 0 00 0000044 0 0 00 0000043 18 ZyFIND Manual Result If the document is present in the Table of Contents the location will be shown international v E Contents B int
56. ned The exemption code appears in the left margin adjacent to the redaction and in the Exemption codes text box on the Edit Redaction dialog Fields tab Track redaction The exemption code appears in the redaction box itself and in the Exemption codes text box on the Edit Redaction dialog Fields tab Off The exemption code is not shown on the document It only appears in the Exemption codes text box on the Edit Redaction dialog Fields tab Result You have created a redaction All occurrences of the selected text are redacted Note e To re use a redaction select one or more redactions via Redaction gt Select and go to Redaction gt Copy Open another document or go to another page within the document select the correct section of the text and go to Redaction gt Paste 81 ZyFIND Manual Edit Delete Redaction Conditions You have created one or more redactions in ZyVIEW Instructions 1 Click ona redaction to select it To select multiple redactions go to Redaction gt Select gt All on page or All in document 2 If you want to delete the redaction s go to Redaction gt Delete Click Yes 3 Ifyou want to edit the redaction s go to Redaction gt Edit Change the text and or representation See also the Fields tab for changing meta data e Click OK If you selected multiple redaction the next redaction will appear 4 If you want to resize or move a redaction To resize a redac
57. o appear each time you make a redaction deselect the checkbox Use Wizard for new redactions 3 Define the Redactions defaults Define the text that must replace the selected section Select a font and a background color Define the Strike through Define the percentage of Transparency The default value is 0 solid opaque 100 transparency means the redaction is invisible Click the Select button to define the Exemption Codes that should be included 4 Click OK Result You have defined the Redaction Preferences 87 ZyFIND Manual ZYVIEW Strikethrough Conditions You want to generate strikethrough text in a document Instructions 1 Goto Redaction gt Quick Strikethrough or select the Quick Strikethrough button amp i 2 Click and drag with your mouse to define a section of the document you want to strikethrough The function will be active until you deactivate it by selecting t 3 Select the Strikethrough checkbox define the height and click Next until Finish Result You have generated strikethrough text in a document 88 ZyFIND Manual ZyVIEW Stamp Tool Conditions You want to add a stamp to a document You have created an index with XML Wrapper in ZyINDEX Build and added scanned documents using ZySCAN for more information on how to proceed see Review Guide Index Scan Find Instructions 1 2 3 5 Start ZyFIND and select the correct index Enter a query
58. o that the sections you specified are blacked out or replaced with something else You can either print the redacted document or use it electronically In the redacted version of the document the redacted text cannot be converted back to text or retrieved Documents produced as TIFF files in ZySCAN can be directly redacted Electronic documents built directly into an index must first be converted to the TIFF format using the TIFF Conversion feature in ZyVIEW Redaction has the following topics e Create Redaction index page 76 e TIFF Conversion for Redaction page 77 e Create Redaction page 78 e Edit Delete Redaction page 82 e Print Redacted Document page 83 e Export Redacted Document page 84 e Search Redactions page 85 e Security Redaction page 86 75 ZyFIND Manual Create Redaction index Conditions ZyINDEX is open Instructions re 6 1 Click the BUILD icon Build 2 Goto File gt New Create new index dialog Short name Long name Create index using Index wizard A Audit trail database ediscovery2_3 Email Archive Exchange Connector ox cance 3 Enter a Short name max 8 characters 4 Enter a descriptive Long name max 80 characters Use the name to describe the contents of the index 5 Select Redaction 6 Click OK Result You have created a Redaction index with XML Wrapper and Redaction field Now add ZySCAN and or electronic documents to this ind
59. ocuments page 67 e Split a document see ZyVIEW Split a document page 73 e Edit a document see ZyRESULT ZyVIEW Edit a document page 71 e Reuse an image see ZyVIEW Reuse an image page 74 63 ZyRESULT Sort the result list Conditions You have executed a search ZyResult is open with a result list Instructions Click the table headers of the columns to sort the results Columns may be switched on off via View gt Column ZyFIND Manual Query eod Fuzzy 0 Percentage 50 Progressive 0 ZyResult indexC File Edit Help EFE Toolbar Columns 2 ly v Status Bar i Kwic View Ctrl K 3 View Plugins 4 Email 5 Options 6 7 0 8 0 9 0 10 0 Number of hits Hit density Volume name Filename Links Path Time date Short description Comment Index Guid Email Content Last_Name Date More Path Cy Cx CA Cr Cri CA Gi C Cui Cx Cx Ch Time date dinsdag 17 feb dinsdag 17 feb dinsdag 17 feb dinsdag 17 feb maandag 25 s dinsdag 17 feb dinsdag 17 feb dinsdag 17 feb donderdag 30 donderdag 30 donderdag 30 Short descri 11 Purchasi 1 Swedish E md c Progi 11 Purchasi 1 Swedish E 3 Inneh ll IN Handlednin dinsdag 11 juli FordFocus CA donderdag 30 SKV 343
60. older The results are displayed in a list control which consists of the following columns e Rank e Number of hits e Hit density e Volume name e Filename e Links e Bookmark e Path e Time date e Short description e Comment e Index e Guid Globally Unique Dentifier e Email Content e Has Email Attachments The result list provides standard file information from the operating system such as document filename on which volume it is stored in which directory file date etc Search statistics and file information is standard for any document in the result list Next to this standard information ZyRESULT also displays document fields if such fields are present The presence of these fields allows you to quickly disseminate the results and determine which results may be more important than others In the footer of the ZyYRESULT window the amount of documents in the result list the total amount of hits in the documents and the sorting method are available You can save the Result list using File Save as Define a name and click Save Open it using ZyFIND gt File gt Open Result File select the correct file and click Open 35 ZyFIND Manual ZyRESULT KWIC View In KWIC keyword in context view the context of the first hit is shown The hit is highlighted KWIC view is available via ZyResult gt View gt Kwic view via an icon on the toolbar _ or with the shortcut CTRL K Go to ZyResult gt V
61. ones of which the field values are not defined e Click OK twice For more information on Field Definitions see Add fields 27 ZyFIND Manual Reference Help Click Reference Reference if you want help with defining your search statement For more information see Search techniques page 29 28 ZyFIND Manual search Techniques Use Search techniques to reduce the number of results that must be reviewed Almost any kind of search can be carried out from exploring to get a sense of the available information to very precise searches The search techniques are described in the ZyLAB Search Language Guide 29 ZyFIND Manual The Command Line feature allows you to start and run ZyFIND using the Windows Run feature Go to Start gt Run The Run dialog box appears with the Command Line text box active Type this information into the box to start ZyFIND EXE Path to the shareable files e g C Program Files ZyLAB Information Management Platform bin Executable program file e g ZyFIND EXE Command line parameters such as i ShortIndexName ShortIndexNamez2 etc Specifies the list of short index names that will be opened for searching q query e g q in fieldname value f fuzzy level minimum percentage correct the search method p progressive search v start ZyVIEW immediately when only one result is found in ZyRESULT m 0 3 O regular search 1 search all words 2 sea
62. ools gt Multi index Batch Search The Multi index Batch Search module opens 3 On the Indexes tab select which indexes you want to search You can select all indexes by pressing ctrl A and selecting one index in the list You can select multiple adjacent indexes by clicking and dragging the mouse over the indexes you want to select then selecting one index in the list 4 On the Query tab enter your query text and select the settings The functionality of the options and settings is the same as in ZyFIND 5 Click Search ZyFIND Multi index Batch Search searches the selected indexes and displays the progress in a separate progress window Errors are also shown in the progress window and a reminder message about the errors appears when the search is complete If you want to stop a search click Cancel The items found up to that time are displayed in the results Searching many large indexes can take a long time 6 The results are shown in a ZyRESULT window Result Multiple indexes have been searched The found items can be opened in ZyVIEW ZyFIND Manual Search for information After you have built an index you can search for information in the files of your index You can search using ZyFIND ZySEARCH or ZyLAB Webserver the Web Portal First select one or more index es Now you can start full text searching To enhance your searches choose from several search tools and search techniques The search tools and search t
63. or via ZyINDEX File gt Open Instructions Click the Rescan indexes button z P Result All indexes that are not available at this time turn red Note Not available indexes are for example moved indexes or indexes that are on a network drive with which there is no current connection 12 ZyFIND Manual Create and edit categories Conditions The Select Index dialog is open You can access this dialog via ZyFIND File gt Select index es or via ZyINDEX File gt Open You want to create or edit a category set of indexes to be able to select all required indexes at once This removes the risk of forgetting one Instructions 1 Click the Edit Categories button a The Edit Categories dialog appears Edit Categories Ea Select category Edit name Indexes Members OK Cancel 2 Select a category from the dropdown list Or Click Add Enter a name for your category and click OK 3 Use the arrows to de select the indexes you want to include to or remove from the category You can work with all indexes that are listed in the Select Index dialog 4 Click OK Result You have created or edited a category Click Categories in the Select Index dialog to view and select categories 13 ZyFIND Manual Note e Use the Edit name button to change the name of a category e Even in a category the indexes can be selected or deselected individually Click the icon on the right side of the category
64. ote You can save a complex and or long query via File gt Save Query to File define a name and click Save Reuse this query via File gt Open Query from File select the correct file click Open Use the arrows at the left side of the screen to minimize or maximize your search possibilities Query x and The settings of the Search tools may defer depending on the settings of the index If you selected two or more indexes select the correct tools by selecting an index from the dropdown listbox dh A demo v Click the arrow button next to Search if you want to determine a search method other than the standard ZyFIND Query where ZyFIND will look for search operators wildcards brackets etc in your query Fuzzy Te All Words Any Word Exact Phrase All Words AND operators are inserted automatically between the words Any Word OR operators are inserted automatically between the words Exact Phrase all words are automatically put in quotes 16 ZyFIND Manual To enhance your searches use one or more Search tools Use the search tools to reduce the number of results that must be reviewed Almost any kind of search can be made from exploring to get a sense of the available information to very precise searches Search tools are e Contents Locate documents page 18 e Contents Search marked folders page 20 e History Reuse or delete previous searches page 21 e Vocabulary Fi
65. ou have an empty text string for fields that you do not want to change in the selected documents Replace if the new field data is empty all current field values will be replaced by the same value or are deleted Delete deletes the field value 7 Click OK Change the field values of a set of documents using different values for each document 1 Open the first document of the result list the batch 2 Select the Batch Field Edit button 7 3 Change the Field Value s 4 Ifthe last field you changed is a plain text edit field use Ctrl Alt Arrow Right to navigate to the next document If not the last field you changed was for example a date field use Ctrl Arrow Right A dialog will appear 5 If you want to save your changes automatically each time you go to the next document with Ctrl Arrow Right select Yes apply always For changing the field values of a set of documents via the web see Web Client Fast Key Fielding Change the field values of one document 1 In ZyVIEW select the Fieldview button a 2 Double click a Value and change it 3 Select the Field name 4 Click the right mouse button and select Save 69 ZyFIND Manual Result You have edited Field values Note If are working with ZySCAN Service and TIMER Service ZyRESULT and ZyVIEW are the only places where the field values can be entered The field editor shows all fields that are defined in the index and that occur i
66. r Indude Subfolders a 4 Select if you want to export only the current folder or if you want to include subfolders 5 Click OK The Export Settings dialog appears 6 If you want to export to another index browse for the correct index 7 Define if you want to export the location of the documents in the Table of Contents 8 Define if you want to export hyperlinks 9 Click OK Result You have exported the TOC and documents of an index to another index 117 ZyFIND Manual ZyRESULT Report result list statistics Conditions ZyRESULT is open Instructions 1 Select one or more document s reference s in the list 2 Click the right mouse button 3 Select Copy as tab delimited text Hit density Volume name Filename Be el OO anmnnnnnsnnnnnnnnney MAE mann opn O Print Selected Documents Launch Copy as tab delimited text Copy as hyperlink Open Document Basket Add to Document Basket Locate in Table of Contents Export Legal Production Send Selected Documents IB a Delete Reference s DEL Fields Ctrl F Merge Ctrl J workflow 4 Opena spreadsheet program for example Microsoft Excel 5 Paste the copied text into your spreadsheet The items from the different columns will be pasted separately 6 Use the spreadsheet functions to work with the data and to save and print the report Result You have created a report based on the result list statistics i e which files contai
67. rch any word 3 search exact phrase A typical command would appear like this C Program Files ZyLAB Information Management Platform bin ZyFIND EXE i index1 index2 q ZyLAB f 1 80 v m 0 To find all documents with the word ZyLAB in index1 and index2 with a fuzzy level of 1 for words longer or equal than 5 characters regular search 30 ZyFIND Manual nh ID rfAnrmanra cn Ferrormance Due to fragmentation inefficient use of storage space of indexed files the search performance may slow down In order to avoid that it is advised to schedule defragmentation physically organizing the contents of the disk to store the pieces of each file close together and contiguously on a nightly basis Disk Defragmenter is a computer program included in Microsoft Windows designed to increase access speed by rearranging files stored on a disk to occupy contiguous storage locations The techniques used by the Disk Defragmenter are as follows 1 Moving all the index or directory information to one spot Moving this spot into the center of the data i e one third of the way in so that average head travel to data is halved compared to having directory information at the front 2 Moving infrequently used files further from the directory area 3 Obeying a user provided table of file descriptions to emphasize or ignore 4 Making files contiguous so that they can be read without unnecessary seeking In Windows Vista Disk De
68. rch preferences Reload last open index at startup Allow search tools to be set when selected you can de select search tools via View gt Search tools At startup the selected search tools will be loaded Turn off drive mapping Depending on the update index automatically after field edit setting the index will be automatically updated after a field edit operation If this option is disabled then all documents that are modified are stored in a temporary database of the index so they may be updated all together at a later time Allow indexed results only With the Database Fields module multiple indexes can be linked to one database In a scenario where field information is first registered in xml fields after which the document is being scanned with barcode and primary key it is possible that the document linked to the xml fields is not yet processed In order to find the information in the fields it is possible to search the fields without them being ZyFIND Manual linked to an indexed document This is not always useful To turn off this option select Allow indexed results only e Maximum number of search results e Maximum number of search terms default is 1 000 000 Only increase this after receiving too many 3065 max wild card limit errors Modification will only take effect after a restart Table of contents If you want to change a Table of Contents that is located on a network make sure Broadcast updates in the
69. rt data into an XLS file Microsoft Excel 111 10 11 ZyFIND Manual Original Select this option to export data in the original format Xml Select this option to export field data into an XML file which explicitly describes content structure properties and formatting Tiff and Xml Select this option to export documents as Tiff The export includes an XML meta file If you selected the Tiff and Xml Export Format click the Settings button The ZyLAB Tiff Export Properties dialog appears In the Device Settings tab you can define the Paper size Force FAX resolution Orientation and Graphic Resolution to which the documents must be exported For more information see Device Settings In the File Formats tab you can define the File format Color Depth Options TIFF Options and Photo Quality to which the documents must be exported For more information see File Formats In the Watermark tab you can define how the watermark should be printed with Watermark options Portrait pages and or Landscape pages For more information see Watermark In the Embed Annotation tab you can define how an annotation should be embedded with general settings and Annotation position For more information see Embed Annotation In the Profile Manager tab you can select and manage different profiles for printer settings For more information see Profile Manager Select the Maximum files in directory If you do
70. s Choose from Include banner page The banner page includes the query index name user date and time You can also add a comment Click Setup Enter a comment Click OK The comment will be placed beneath the query information on the banner page To change one or more of the standard images click Setup Click Select Top Right Bottom Left or Bottom Right Choose from Browse select another image Default keep the ZyLAB image or None no images will be included Click OK to confirm Once an image has been changed it will become the default image Click OK to return to the Print Job Configuration dialog Include table of contents not available via ZyVIEW An extra page with a Table of Contents will be printed By default the ZyLAB logo will be printed Bottom Right Another logo is possible but will be the same as the logo on the banner page Bottom Right Include result list not available via ZyVIEW As shown in result list printed as the document appears in the result list Standard document properties e g comment file name hit density etc Long descriptions defined in Field editor composed using the field definitions and document properties If you want to change the logo on the result list click Setup Click Select and choose from Browse select another image Default keep the ZyLAB image or None no images will be included Click OK to confirm Once an image
71. s and shows hit highlighting on the hits in the image Displays electronic file contents with hit highlighting In this view it is also possible to copy selected text to the windows clipboard This may be useful to reuse a particular paragraph of the OCR text in a document Displays file in media player Activates the field view frame above the text image hit highlighting view View attachments For electronic documents with attachments Attachment view is located below the text image inso view panel 39 ZyFIND Manual ZyVIEW Image Buttons Image buttons in ZyVIEW Select an area You can use it to copy and past an area in for instance Word or to select an area to highlight as an annotation or hyperlink area Grab and drag Select area and zoom in Adjust image to height Adjust image to width Adjust image to height and width of the viewing frame If you want to change font style and size go to View gt Change textfont If text from another codepage is being viewed this is particularly useful Go to ZyVIEW gt View gt Options to select the following options as required Allow exit on escape Synchronize Text and Image Contents Lock selected View Goto First Hit to jump directly to the first hit when opening a document Print Hits on Images Allow deleting of document This option must be selected if you want to delete pages in a document Display next document after delete Edi
72. sed on the Secure Hash Standard In this standard the SHA 1 Secure Hash Algorithm 1 is specified This Secure Hash Algorithm 1 is designed to ensure that it is impossible to find two different files which produce the same hash code This means that you can use this code to prove the authenticity of your files Therefore if you want to share your files and want to have the possibility to prove that everyone is using the same file and no changes are made you are advised to add hash codes to your files 119 ZyFIND Manual ZyYRESULT ZyVIEW Export Generate filename from fields Conditions You want to generate new filenames for the exported documents from a selection of fields Instructions 1 In ZyRESULT or ZyVIEW go to File gt Export The Export Settings dialog appears 2 Inthe box Export Options select the checkbox Generate filename from fields Export options V Generate file name from fields _ Generate file name only for scanned documents Export format Comma Delimited y Settings Maximum files in directory None Overwrite duplicates C Generate hash code on output Bates Settings Bum Fields 3 Click Edit The Filename editor appears File name editor gt x Available fields SMENA v File name Insert Index Time date Replace File name cme 4 Select a field that you want to include in the filename and click the Insert button 5 Repeat step 4 to insert more fields
73. t 690B89D 1 8FCF 4E1C 914F D596B73E 1247 lt quid lt quid gt 6E695778 CB67 4436 8135 4BD271C12B2B lt quid lt guid gt 05708 508 E 3C6 41C9 BCDF FD54259978ED lt quid lt quid gt E6237B14 F474 4F62 9D 0D BE8876E 34FA5 lt guid lt guid gt 7286E 558 D5B8 4503 4625 88651 IBFEAC2 lt quid lt quid gt 94CBAF3E 230C 41DE 9778 7CFC643FBC38 lt quid lt quid gt 1601 3D0F 87DB 421 7 BA06 1B 7609B01E28 lt quid lt guid gt 348161 24 7080 421 3 B33F E 6FF6844E 026 lt quid lt guid gt E44BEECD B3BC 4CC5 4DB1 642231 73778B lt quid lt quid gt B734C378 0B 9F 46DC BF31 E1F 715640441 lt quid Filter Refresh Select View Close Selecting a value displays all documents containing that value in the Show results panel The Select button highlights a selected result in the ZyResult list The View button opens the selected result in ZyView A Filter button further filters the Group values list to get more precise results Only fields that have the option Use for visualization selected can be used for the Refine your results function For more information see Field Definition Option Use for Visualization page 60 58 ZyFIND Manual Conditions You want to refine your results in ZyFIND The relevant fields have the Use for visualization option selected Field Definition Option Use for visualization page 60 Instructions 1 Search your index es The results are displayed in t
74. t Basket Locate in Table of Contents 4 Double click the document you want to link from ZyVIEW opens with the document 5 Click the right mouse button 6 Select Hyperlink gt Insert A blue arrow appears If you are in the WYSIWYG view you first select a spot with the Select button click the right mouse button and select Hyperlink gt Insert The selected area turns blue Result You have created a link between two documents Now you can double click on the blue arrow area and jump from document to document Note e When working with the Annotations module it is possible to create links between certain parts of the documents as well 57 ZyFIND Manual ZyRESULT Refine Results Refine results allows you to refine your ZyFIND and Web Client results by filtering on fields that have content contain metadata or a value Refine Your Results page 59 In ZyResult the Open refine results button RE displays the Refine Results dialog showing a list of the values in the visualization activated fields together with the number of documents containing each value Groups Group values all r Value Occurs A Alabama 3 Amsterdam 10 Atlantic 7 Boston 208 Bristol 11 california 93 Cape 66 Falkland Islands 5 Holland in 1900 1 Horm 59 Liverpool 12 London 12 New York 18 Overview incorporated third party software xls 1 Rotterdam 4 Sails 81 lv i T gt Show results lt quid g
75. t a field from the dropdown listbox Define the Font size To define Electronic Document Margins select the Define button The Electronic Document Margin Settings dialog appears Define the Text based document margins Define the Graphic document margins Define the Margin text font size Click OK Click OK Bates Stamping To add bates stamping to your printed document s select the Bates Stamping button The Bates Settings dialog appears For more information see Export document s page 110 The bates stamp s will be printed on the document s 99 ZyFIND Manual Bates Settings v Add Bates stamp Bates Prefix prefix Bates Number File C ProgramD ataSZypLAB prefix xml Browse Field Definition none ZYSCAN stage v Burn into page Margins x mm 50 Y rm sd a 4 Machine name NLIDT4LMSx4 8 Inthe Document settings box you can specify which information should be printed for each selected document For instance it is possible to print a front page containing the document field values It is possible to print a range of pages and to include the OCR text etc Choose from Fields and Margins Select the checkbox Fields and Margins Choose a Style from the dropdown listbox To create edit or delete a style select the Define button The Page Setup dialog appears To change the chosen style select another one from the dropdown listbox To copy or delete a style sel
76. t fields in main window to edit field values in Field View For more information see Editing Field values page 69 View TIFF Converted documents first 40 ZyFIND Manual Go to File gt Properties to view the location name type size other document properties and image links Click the right mouse button to select Image Properties filename type compression resolution size WHYIWYG version 41 ZyFIND Manual ZyVIEW Launch Buttons V D Is only enabled if an xml document is found that matches the filename of the txt Open xml file file Typically this is an xml file that was generated by ZySCAN A browser is launched and the xml can be viewed In Internet Explorer 5 0 and higher xml is parsed and the document structure can be browsed as an xml document 42 ZyFIND Manual ZyVIEW View Email Conditions When searching an Email Archive you want to view if an email contains an attachment or is an attachments itself Instructions 1 Open and search an Email Archive in ZyFIND 2 Make sure that in ZyRESULT the option Hide Attachments View gt Email not is selected 3 Open an email 4 If in File View you view anicon with paperclip the email contains an attachment Click on the icon to view the attachment child email anicon without a paperclip the email itself is an attachment Click on the icon to view the email parent email o 224E3D9C9 2E7BC2A4D R
77. tate stamp right 11 Once you are finished and want to make all stamps permanent go to Stamps gt Make Permanent Click Yes 12 To hide show all stamps go to Stamps gt Show Stamps 89 ZyFIND Manual 13 Adjustments to stamps can be made via Stamps gt Stamps Tool gt Preferences 14 If you want to print your document go to File gt Print Select the option Print annotations if you want to include them 15 If you want to export your document go to File gt Export Result You have created text stamps and added them to a document 90 ZyFIND Manual Share has the following topics e Print page 92 e Mail document see ZyRESULT ZyVIEW Mail document page 108 e Share a result list see ZyRESULT Share a result list page 109 e Export document s page 110 e About Legal Production e Export TOC and documents see ZyFIND Export TOC and documents page 117 e Report result list statistics see ZyRESULT Report result list statistics page 118 e TIFF Production Module 91 ZyFIND Manual Print The print functions are e Print Table of Contents see ZyFIND Print Table of Contents page 93 e Print result list see ZyRESULT Print result list page 95 e Print document s see ZyFIND ZyRESULT ZyVIEW Print document s page 97 92 ZyFIND Manual ZyFIND Print Table of Contents Conditions ZyFIND is open You have selected the Contents icon Instructions 1 Select th
78. ted date of the redaction Select the Private checkbox to show a redaction only to the person who created it Properties C Private Author Kristel Wiegman Source ZyLAB IM Platform Created Tuesday March 01 2011 3 12 11 PM 9 Click Finish 10 If you want to apply a Freedom of Information Act FOIA or Privacy Exemption Code to your redaction select your redaction 11 Go via the menu to Redaction gt Exemption Dialog to display the Exemption Codes dialog Select the exemption code s you want from the drop down lists you can add multiple codes in random order To remove older codes select the Clear button Choose from exemption codes for USA FOIA USA Privacy and UK FOIA Exemption Codes define when the general right of access to information is either not allowed or qualified The exemptions relate to issues such as national security law enforcement commercial interests and data protection Exemption Codes Currently Selected Turon sam r rom gt Ifyou plan on making more redactions you can leave the Exemption Codes dialog open It will always float on top When you select another redaction it will show the codes of the currently selected redaction and enable you to add remove codes immediately 80 ZyFIND Manual 12 You can set the position of the exemption code by selecting one of the following from the Redaction gt Show Exemption menu Left alig
79. teecste eadeed ents 61 CUSTOMIZE aa sees sei setts see case tcahonavendeerssinctoscuuason a a a E a e aiaa 63 Create Redaction iNdeX ccccccccccccccscecsescceccesecesesseeceeeceeeueeuueueeuceceseseeeueeseeeeeeeess 76 ZyFIND Manual About ZyFIND ZyFIND is a powerful and robust program that allows you to search find and organize all documents that are in your ZyLAB archives Search With ZyFIND you can perform detailed searches for your documents Because all documents are full text indexed by ZyINDEX you can search for any word or combination of words ZyFIND supports all search techniques that are also available in the search engines that you find on the Internet After your search a result list displays the documents sorted by relevance Find A big difference exists between searching and finding ZyFIND provides a unique feature called hit highlighting that helps you find the information you looked for immediately Hit highlighting marks the words you where looking for in the original scanned or electronic document You can see right away if this document is the one you are looking for ZyFIND enables you go directly to the page where the hit appears which saves you time especially if your hit is on the last page of a lengthy document Organize After you have found the information you are looking for you can start organizing your data Of course ZyLAB offers organizing capabilities at the point of input but in many
80. ties Optionally define Paper Size and or Source and Orientation Portrait or Landscape To connect to a shared network printer click Network Expand and select a printer from the list Click OK If you want to change the logo on the result list click Select Choose from Browse select another image Default keep the ZyLAB image or None no images will be included Click OK to confirm Once an image has been changed it will become the default image Click OK Result The result list is printed 95 ZyFIND Manual Use Unabridged document fields Conditions ZyRESULT is open You want to print an entire long field value gt 1024 characters For example more than 200 people in the CC field of an email Instructions 1 Goto File gt Print Result List 2 Select the option Use Unabridged document fields 3 Click OK Result The entire long field values are printed 96 ZyFIND Manual ZyFIND ZyRESULT ZyVIEW Print document s Conditions ZyFIND Contents or ZyRESULT or ZyVIEW is open Instructions 1 In ZyFIND Contents or ZyRESULT select one or more documents click the right mouse button and select Print Selected Documents In ZyFIND Contents select a folder right click and select Print Documents in Folder In ZyRESULT go to File gt Print Result List In ZyVIEW click the Print button orgo to File gt Print The Print Job Configuration
81. tion select it and click and drag one of the borders corners of the selection To move a redaction select it and click and drag it to the new position 5 To re use a redaction select one or more redactions and go to Redaction gt Copy Open another document or go to another page within the document select the correct section of the text and go to Redaction gt Paste 6 Show hide redactions using Redaction gt Show Result You have edited or deleted a redaction 82 ZyFIND Manual Print Redacted Document Conditions You redacted and saved a document in ZyVIEW Instructions 1 Goto File gt Print 2 Select the option Print Redactions 3 For all other options see ZyFIND Manual gt Working with documents gt Share gt Print gt Print document s page 97 4 Click OK Result You have printed a redacted document 83 ZyFIND Manual Export Redacted Document Conditions You redacted and saved a document in ZyVIEW Instructions 1 Go to File gt Export 2 Select Export to directory or Export to zip 3 Select in the ZySCAN document options section the option Redact output 4 From the dropdown listbox Exemptions select the position of the exemption code Left aligned The exemption code appears in the left margin adjacent to the redaction and in the Exemption codes text box on the Edit Redaction dialog Fields tab Track redaction The exemption code appears in the redaction
82. ttons to order your documents Result You created a personal Table of Contents added documents and structured them 45 ZyFIND Manual Note If you want to change a Table of Contents that is located on a network make sure Broadcast updates in the table of contents is on Go to Options gt Global Settings gt Table of contents tab to verify Restart before making changes Select a reference to a document in the Table of Contents and click the right mouse button for more options For example Open entries and Print Selected Documents Filename Path Creation Date Size Testdocume Y T Wednesday January 19 Testdocume YAT Wednesday January 19 Delete entries Testdor Open entries _ Cut entries Copy entries Copy as tab delimited text Print Selected Documents Export Selected Documents Legal Produce Selected Documents Select View Copy and paste an existing folder by clicking your right mouse button on the desired folder and choosing Copy folder Go to the new personal Table of Contents click the right mouse button and choose Paste folder Import a directory structure by clicking your right mouse button on the root folder and choosing Generate from Index Definition Import ZySCAN documents only Structure the columns that define your documents title author date etc as follows 1 Select the Table of Contents folder 2 Click the right mouse button 3 Sel
83. used to restrict access to redaction editing features in ZyFIND Index administrators and editors are able to create and edit redactions Index users and guests are not allowed to do this Everyone will be able to view redactions for inspection A user can be assigned to a particular role This role can be changed per index if necessary There are no separate functions to secure redaction editing or creating Both are secured as part of the Edit Redaction function Settings can be changed via ZyINDEX gt Security gt Functional Application Security make sure Functional Security is On via ZyINDEX gt Security gt General gt Settings gt Assign Role to Functions Go to Product ZyFIND Part ZyVIEW and Function Edit Redaction For more information see Functional Application Security Audit Trail Redaction When a redaction change is applied a record to the Audit Trail is saved For more information see ZyINDEX Manual gt Security gt General gt Audit Trail 86 ZyFIND Manual Redaction Preferences Conditions You want to define the default settings for redactions Instructions 1 In ZyVIEW go to Redaction gt Redaction Preferences The Redaction Preferences dialog appears Redaction Preferences Use Wizard For new redactions Redaction Defaults Text Appearance Times New Roman Strike through Color u Transparency 0 Exemption Code USFOIA b 2 High 2 Ifyou do not want the Wizard t

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