User Manual
Contents
1. and fill in as much as you want to match in any of the fields Search is not case sensitive To match an exact name i e if you want to find Smith but not Smithson you can put the name in quotes smith 4 Deleting The efast uses a 2 step deletion process Any user who has access to a document can delete it however in order to be completely gone the administrator must then purge the document from the Deleted queue This allows the administrator to recover documents which are mistakenly deleted by users 5 Scanning to a Folder For users that wish to scan directly into multiple folders efast allows you to turn on the scan to folder option under System Settings With this option selected the user will see a drop down list as part of the Indexing windows listing all the subfolders of the main Documents or Filed Closings folder Note that if you turn this option on you should also create some subfolders inside Documents to scan into V Print to Efact Integrating efact with virtually any application Print to efast is a special Windows printer driver that you can use like a regular printer except instead of documents being printed out on paper they will be turned into PDFs and saved in the efast appliance This will allow you to use 1 Using print to efast Print to efact will create a printer called print to efact Simply choose this printer when printing from any application Efactscan2. 0 blank discs is usually around 25 We recommend purchasing these media online newegg com in particular has very good prices while local stores are often overpriced Also we recommend staying away from store brand or discount brands Memorex TDK Kodak etc are all good choices c PC Readable vs Efact Readable When you view the backup menu you will see two main options for different types of backups which can be performed The efact readable backup is a special compressed and encrypted backup which can only be used to restore your files onto an efact if it is stolen or lost no one else will be able to access the data on the disc PC Readable backups on the other hand can be viewed on any PC or Mac with a DVD drive This will allow a business owner to take home a complete copy of his files which he or she can access and even perform a limited search on through a home PC d Incremental Backups The incremental backup option will create a disc which will only backup files which have been added or changed since the last full backup this is a very good option for customers with very large backups who don t want to have to do 10 discs every time for a full backup e Restoration WARNING The efast s restoration system will perform a COMPLETE restore of whatever backup disc you give it which will overwrite the contents of your efast Because of this we recommend contacting efast support before attempting any restore as gene
3. 4 1541 New Wordpad Engelman 14 15 41 Document doc Patrick Home owners policy 08 9898112 O 2008 10 24 h l 4003 Engelman Patrick Drivers Engelman 14 15 20 License pdf Patrick Drivers License 08 81238181 El 2008 10 24 Engelman 13 32 26 3226 test rtf Patrick O select all documents http 192 168 128 10fcontrol php action advancedSearch 1 Using efast email efast email is the efast system s integrated print to email extension Print to email allows you to select a range of pages in a scanned pdf document and email only those pages efast email creates a new PDF with only the pages you selected and emails that immediately through your usual mail client Microsoft Outlook and Outlook Express are both supported 2 Burning CDs In order to burn a cd you first need to insert a blank cd into the efast s dvd drive Then choose the document in the retrieval interface and click on the cdburn button the document will be burned to the CD and will be automatically ejected when finished The efast also allows for you to burn on your local computer In order for this to work you need a cd burner on your local computer and burning software that supports burning ISO image files such as Roxio or Nero In order to make this automatic just set up a file association with ISO files for whichever program you use 3 Searching Searching for documents is pretty much self explanatory Simply click on the search tab
4. eeseeenaes 9 3 EAS eal ACO Ws encrena E Ea NS 9 VL Administration hhv Goan ede eden aha 9 1 Backups and Restoration 0 ccc ccc ceeesseesecessceseesseesecesecesecesecseseseceseeeseeseeeeeenes 9 a Overview and How Often to Backup ccc ceseceeeeseesseeseesseesseeeeens 10 b Choosing the right Media ccc cccescceecnseesseeseceseeeseceseeseeesesessesseesseeaeens 10 c PC Readable vs Efact Readable rrrrrnrrrnrrorrrrvrrrvrrnvrrnrrrnrrrvrnnvrnnvrnnrrrnrrenrnnvrnnvrrnnrnnnnr 10 d Incremental Backups orrrrrrrrnvrrnvrrnrrvrnn vors vrrnvrnnrrnnrnnvnnnvrrnvrnnrnsnensnrnnvennnennnnsnnnsvsnnnsenene 10 e RestoratNonLV secu x74x477204qeoosrsdgrspasse gslsesnaetna neanlikdajedadntde aan joda 10 f Network backup morrrrvrrnvrrnrrrvrrvrnnvrrnvrnnrrnnrnsvrnnvrnnvrnnrrnnrnnvrnnvrnnvrennnensnsnsnnvennneennevsnsvssnnssnene 10 2 Browse Management rrnrrrannrrronnrvrrnnrvrrnnnvrrnnnnvrnnnnnrnnnnnrsnnnnrsnnnrsnnnnsssnnnsssnnnsrsnnvsrsnnvsesnnn 11 3 Network SETTINGS oicsinccissasscasstasecvosieonenactasicuastschdacstenseavdassadels eteexaesedeivdastesdtanbanoneeaeiae 11 4 Document type and field management scenerne 11 I Welcome 1 Project History The efast project started because existing scanning solutions didn t work were too complicated too expensive and weren t appropriate for what real estate conveyancers needed We decided to make a product that was affordable simple powerful and unlimited Soon a
5. efact Paperless Office User Manual Table of Contents LT Welcome ordinerende ennen erne EOS 3 1 Project History 5s csiivcs ices sicsszossscvscessteaacaneudssnnnseiapautvasuensancvaanaandisanintsangosandusanassoanesaedeinonsieinaans 3 EE o i o AY aA EE ree arate ete 4 IL S M 4 5 1 Having a good work area for your scanning workstation 00 000000100000s1e0 5 2 Integrating scanning in business processes cece ects ceteeeseeseeeseeeseeesees 5 3 Scanner maintenance 0 0 ceccssceseceseesseesseesseesecesecesecssesseseseceseeeseceseesseeseeeseeesees 5 4 Using Me Aor T a P 5 5 Scanning SCRUGGS 5 cscsesasascisscacirnsscasaisousnnienicnsaiorsta ees Gases acn le Osea eicneorites 6 III Importing Files scenerne eres rrer erne renere eee 6 1 Drag and drop import moonrronrrsrrrnrrrnrrrnrrnnrrnnrrn rn vr nrr rn nrnn vr nnr nr nnnn venn nrnnsrennrannsnnrensssnsne 6 EE EE EEE 6 1 Using efat email i sisrvrvrvrrrrrrorererevevererrrrrrerererevevevererrerereresereveveverererrereseserevevevererreseseseren 7 2 Burning CS Lasse deras def daasnendien 7 3 So aN ie 8 4 Deleting NNN 8 5 Scanning to a FOIE cece ces cesecssecsseeseeesecesecesecesecssecseeeseesseeesseeseeseeeseseseeesees 8 V Print to EAU REE testes 8 1 Using print to Sfat css cc cscecscscsssscsescsessssscssssssesesescscsssssseseeesseseaseneses 8 2 System REQUIFeEMeNtS 00 0o ccc ccccccssccssecessecsseccsecesseceseecssecessecesscessecese
6. ent Creates a new full backup set that Makes a new full backup This b System Settings can be read on almost any PC with fast secure backup cannot be a DVD drive read on a normal computer Backs up files changed or added since the last full backup set D Browse Management Do this daily N Easy access Fast D System Status Recommended for weekly Secure backup D Network Settings D Email Settings A Click on restore once to start restoring from the full backup set then click it again to restore from the kup incremental backup set Restore works with any kind of backup D Group Management e Backup a Overview and How Often to Backup The efast support team is frequently asked How often should I back up One thing to keep in mind when making this decision is that the efact also has redundant mirrored hard drives As a general rule if you haven t been scanning very many new files into the efact you don t need to do a backup Fora company that scans 100 small files in a week a once a week backup may be more than enough On the other hand if you have 10 scanners and several workers scanning all day every day you might want to backup every day so that at most you would only lose 1 day of work b Choosing the right media The efast supports both DVD R and DVD R blank media which are widely available Good brands will generally cost somewhere between 20 and 40 per disc a spindle of 10
7. er is with our custom scanning software efaetScan efastScan is used only for scanning II Scanning Strategies for Success The efast appliance was designed for your business process process but there is more to a successful scanning strategy than just an appliance The following is some information about how to scan effectively 1 Having a good work area for your scanning workstation It is vital when integrating scanning with your business that your scanning workstation is well thought out Make sure there is plenty of room for sorting and stacking files A nice tabletop surface for the scanner to also sit on is also vital and of course a fast PC itself will allow you to process scanned files faster Particularly with high speed scanners a high end PC will allow the process to go much faster 2 Integrating scanning in business processes The most successful efast implementations are ones where the efast becomes a part of your business process Often if you scan a document during your business transactions the efast s ability to email fax and manage that document will help you finish your business faster 3 Scanner maintenance It is important to keep your scanner as clean and dust free as possible Also make sure not to run staples through a scanner this is one of the easiest ways to damage the scanner and often manufacturers will not warranty against scratches from staples or paperclips 4 Using efactScan efastScan is
8. onto the efactscan icon on your desktop you will be asked to index each of the files individually and they will be added to the efast in their existing format This is useful for Microsoft Word documents Excel sheets and other common document types that you want to import directly into the efast without converting to PDF The efast also creates a send to option allowing you to right click on any file in Explorer and choose send to gt efact The file will then be imported into efast IV Retrieval Finding and working with your stored documents Most of efaet s functionality is extremely simple to use particularly searching for documents and working with those documents is very easy using our web interface pictured below efact Mozilla Firefox File Edit View History Bookmarks Tools Help Ray ce x A 0 http 192 168 128 10 presentation lookandFeelfknowledgeTree documentmanagement brawseBL php fBraws SY bd G x cooale P ef t http 192 168 128 10 presentation lookAndFeel knowled management browseBL php fBrowseType folder amp fFolderID 2 Paperless Office Folder Operations Roo 5 7 b Add A Document b Bulk Upload D Add A Folder Fire home owners fin D Modify Folder Properties ast Delete t Fold 2008 10 24 Engelman Pod Conse role 17184 1744 test rt Patrick Oo 2008 10 24 a Engelman Written Examination 14 16 51 1651 test pdf Patrick Report 08 91828282 mi 2008 10 2
9. rally this is only necessary during disaster recovery scenarios f Network backup 10 The efast has a special backup share that allows it to be backup up over the network from other backup systems The default username and password for this share are www data and jmnz8923 if you backup all the data from this share this will include all of the files from the efast and a copy of the database 2 Browse Management The browse management menu will allow you to customize the fields which are displayed when browsing documents or in search results fields A list of the currently displayed fields in order is on the left while the available fields are on the right 3 Network Settings The network settings menu will allow you to change the IP address netmask and gateway of the efast Note after changing these you must reboot the efast for changes to take effect this can be done from the System Status menu 4 Document type and field management Document type and field management is a somewhat complex topic the most important thing to realize is that it is not a good idea to make a lot of changes to an existing configuration unless you know exactly what you are doing When in doubt call efast technical support 11
10. s people heard about how easy it was to go paperless with our real estate product we created new customized versions of the efast for other industries We are also committed to the appliance idea the efast is a plug and play single purpose appliance with simplified management The core reason for this is that our clients need efast to be a complete efficient solution efazt users will never need to upgrade or buy new servers in order to use efast or redesign their network backup solution to fit more data or worry about whether document management software will slow down their existing server Instead we sell a complete package with custom hardware and software 2 efact Overview Below is a quick diagram of how an efast integrates with your network The scanning workstations and clients access the efast over the network For fax sending support an external modem can be connected to the efast this will also require a telephone line In order to send mail the efast also connects over the network to your mail server or an external mail server run by your ISP if an internal mail server is not available Scanning Workstation External modem gt and phone line gt for fax features JG S nm efact aly od A Your Network Email Server There are only two ways to access the efast The first is with a web browser the browser based interface will allow you to access virtually all of the efast s functions The oth
11. the efast s custom scanning interface To use it Double click the efastScan icon on your desktop Go to file then Select TWAIN source and choose your scanner Click the Scan button Choose your scanning settings See section below When the file has finished scanning fill out the indexing window with the borrower name closing date etc 6 Click save and the file will be saved to the efast Special Technical Note The scanning workstation requires that the Z network drive be connected successfully to a share on the efact if you do not see two folders inside URKUWUNkK your Z drive called Settings and Extras please contact technical support and we will help you fix the Z drive mapping 5 Scanning settings For general purpose scanning we recommend black and white scanning at 200dpi with page size detection and deskew Other types of smoothing margin removal and filtering can also help depending on paper type Also double feed detection can be very helpful in detecting and stopping the process if the scanner ever grabs two pieces of paper at once Remember that the more processing that is done on each scanned document will require more processing power and memory on your scanning workstation In the case of high end scanners this can slow down the scanning process significantly III Importing Files 1 Drag and drop import If you simply drag and drop a file or a collection of files
12. will launch automatically with the document in question and an indexing window will pop up After you index this single document efactscan will automatically exit 2 System Requirements Print to efast requires that efactscan be installed on the system Print to efact supports Windows XP and Vista 3 Installation As long as efactscan is installed print to efact can be installed with the default options the only caveat is that it must be installed separately for each user if you install it as one user on a workstation it will not work for the other users until it has been installed for them also VI Administration Managing the efast First we d like to note that the efast s admin account is very powerful and the admin menus give a lot of control over how documents are managed Because of this it is a good idea to use user accounts for day to day usage and only use the admin account for administrative tasks 1 Backups and Restoration efact Mozilla Firefox File Edit View History Bookmarks Tools Help lt 2 eo ce x A 0 http 192 168 128 10 presentation lookAndFeel knowledgeTree administration systemsettings backup php w z Oco gle p efact Paperless Office 8 Sea z af Note Efact backup to disc uses blank 4 7GB DVD R media b User Management Full Backup Full Backup Incremental Backup PC Readable Efact Readable PC Readable b Deleted Documents D Document Field Managem
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