SMARTindex End User Guide ver6
Contents
1. Document Properties defined for invoice documents With this setup invoices are grouped by Fiscal Year Vendor ID and then PO no The Vendor collection and PO collection are created automatically as required by the SMARTindex Windows service The PO collection contains all invoices received for the particular PO Please note that invoice no becomes the Title of the document which will finally rest under the PO number folder Please contact your System Administrator to understand how the SMARTindex filling structure is setup within your application Copyright 2000 2007 Webernetic Inc 2 Document Version 6 dated December 2007 SMARTindex User Guide 2 2 Auto Unlocking Document Upon successful moving of document objects SMARTindex will automatically unlock the document if it is in the locked state This auto unlocking function is to counter the effect of auto locking of documents by the Extended View Interface as described in section 3 4 Auto Document Lock and Edit 3 USING EXTENDED VIEW INTERFACE 3 1 Enhanced Layout SMARTindex includes a set of custom user interface templates that adds two additional frames to the standard DocuShare user interface On the far left is the Navigate Panel which dynamically shows three 3 levels of collection content Located in the middle is the Property Panel that allows users to view or edit properties while viewing the selected object document collection query etc on the right frame By displa2. Extended Interface adds functions to enhance the usability of DocuShare It does not replace nor alter any standard DocuShare functions such as routing permission subscription etc All standard functions are accessible from the service icon of the object within the standard DocuShare screen Copyright 2000 2007 Webernetic Inc 6 Document Version 6 dated December 2007
3. operate its logic These special properties represent a three level collection structure where the objects will be filed under SMARTindex recognizes these properties once entered by the use and uses their values to generate the collection structure The functionality of this component is described using the example below In this example Accounts Payable will setup DocuShare and SMARTindex to store invoices submitted by vendors into a specific collection in DocuShare Invoices are scanned using the Xerox multifunction device and SMARTsend into this collection where staff members will enter the invoice and PO numbers The document properties are defined in the table below Table 2 Document Property Label Type Value Remarks Property in DocuShare property in DocuShare The year in Fiscal Year Menu Item Year z005 Year 2003 represents which the invoice drop down required Collection 27 was received list Year 2004 represents Collection 46 Year 2005 represents Collection 33 are manually created in DocuShare to store invoices Vendor ID on the Vendor ID String User input Collection with the Vendor ID invoice is created under Year folder above PO number on PO No String User input Collection with the PO the invoice number is created under the Vendor ID collection Invoice number Invoice No String User input The document is deposited from the invoice under the PO Number collection with the Title as the invoice number Table 2
4. 4 Auto Document Lock and Edit The SMARTindex interface has the ability to automatically lock i e check out a document when it is opened in Edit Properties mode Open the property panel click edit icon and click the checkbox edit properties and lock document by default figure 3 4a This auto edit and lock feature is available only for Document object type For other object types such as Collection and Bulletin the Property Panel always opens in View Mode Figure 3 4a Enable Automatic Edit and Lock Copyright 2000 2007 Webernetic Inc 5 Document Version 6 dated December 2007 SMARTindex User Guide This feature is useful when multiple users are involved in indexing and moving documents from the same Collection Once a user opens and locks a document a lock icon appears besides the document in the Navigation Menu Documents locked by the current login user will show a green lock icon figure 3 4b On the contrary documents locked by other users will show as a red lock icon figure 3 4c This prevents users from simultaneously opening and updating the same document Edit Content Services Route 070522 English Manual pdf pmce keep true xminz http w ve ve WSO g 1988 xhtml amp 3160 p Edit Content Services Route 070522 English Manual pdf pmce keep true xmins http w vw w3 or g 1999 xhtml amp 160 p T Figure 3 4c Viewing a document locked by another user NOTE 0
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8. ection or Document object is selected the menu shows its parent objects peer objects i e objects at its same level and child objects i e objects within the selected item It allows user to easily navigate within the proximity of the selected item without traversing through a collection tree Parent object s Selected object Shows lock status Content of selected object i e Child Objects j T gh p Figure 3 2 The Navigate Panel Copyright 2000 2007 Webernetic Inc 4 Document Version 6 dated December 2007 SMARTindex User Guide 3 3 Updating Object Properties The Property Panel can be minimized and expanded to allow for optimal viewing of document content Once expanded the user has the ability to toggle between the View or Edit property modes based on their access rights to the object see Figure 4 2 While in Edit Mode users can simply update the properties as required and click the Apply button Clicking the Return button will return to the parent collection without saving View Edit ee Services Route Click to toggle Edit or View Properties Mode Click to launch standard DocuShare features Show standard amp custom properties Tero uu Figure 3 3 Using Properties Panel NOTE 0 Property Panel does not work with the following object classes and their clones Use standard DocuShare Service icon to view and update their properties o URL Calendar and Bulletin types 3
9. ed to the document when it enters the system e g when documents are scanned from Xerox multi function devices with indexes through Xerox SMARTsend scanning application the document will be automatically moved to the appropriate collection SMARTindex also provides a set of custom user interfaces to DocuShare to help users easily index the document within the system while they view the document on screen The product includes the following components 1 Windows Service A Window Service that monitors changes to DocuShare objects and moves objects to a self maintained collection structure based on their property values 2 Extended View Interface A customized DocuShare user interface to offer side by side viewing of a document and document properties With such capability users may edit document properties while viewing the document content within the same browser window see Figure 1 Figure 1 Side by side viewing of document properties and document content 070522 Elf HTCTouch English Manual pdf Windows Internet Explorer ca http locathost 8080 docushare dsweb View Document 17 070522_Elf HTCTouch English Manualpdf alit We afe yp O unread Rogers Yahoo MH 070522 Elf HTCTouch x COASTTOCOASTAM WL 59 9 y N i View Edit Content Services Route A a H M D i Q K e w E Pas 070522 EN HTCTouch Enelsh ManuaLpdi 109 ERE sve xti Contents Chapter 1 Getting St
10. ying document property and document content side by side it enables users to update document property with reference to the document content Click here to minimize or maximize panels Search Web 3 Chapter 1 Getting 1 1 Getting to Ki 1 2 Installing th 1 3 Starting Up 1 4 TheToday 5 1 5 The Start Me 1 6 Quick Menu 1 7 HTC Home 1 8 TouchFLO 1 9 Status lcons 1 10 Programs 1 11 Settings BS Drogo 823 Chapter 2 Enterin 2 1 Entering Infi 2 2 Usingthe Or 2 3 Using Letter 2 4 Using Block Properties Panel Standard DocuShare Content Copyright 2000 2007 Webernetic Inc 3 Document Version 6 dated December 2007 SMARTindex User Guide Figure 3 1 Basic Functions of Extended Interface NOTE Both the Navigate Panel and Property Panel can be minimized and expanded independently to SA son for optimal viewing of document content SMARTindex uses a browser cookie to keep track of current selection of the panel layout Please ensure that the user web browser is set to save cookies when accessing the DocuShare site where SMARTindex is installed 3 2 Navigating Objects The Property Panel can be minimized and expanded to allow for optimal viewing of document content At the top of the Navigate Panel are links to My Task My Home Page not available in DS3 and Home It also contains a navigation menu that displays three 3 levels of collection content relative to the selected object When a Coll
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