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mStore User Guide

1. UA Lessel CS Web Listbar i Listbar L a Il ge IL ee TL gen 2 Kevin Bloggs Figure 212 When Kevin has completed the task the status will be changed to Completed Figure 212 and the text will be in italics It will also not be visible in his Assigned To Me tab or File Edit View Tools KE My mstore H Favourites ip Incoming Documents ci 7 Recent Searches un Saved Searches OK Tasks W Assigned To Me SIS em e Stax Window Help Home x Na Home Last Updated 13 05 2009 10 14 21 Incoming Documents Tasks My Incoming Documents Human Resources User To Index A Demo1 Figure 213 Page 148 of 183 Arena Group When Demo1 goes to view the tasks which he owns by clicking on Owned By Me Figure 213 mstore Documentation System File Edit View Tools Window Help KENE se G a Listbar zs H X Home Tasks Owned By Me All Cabinets Search i Filter Options 7 Customer l Subject Status lt All gt v Due Date On Or Before None e q Simple Search i X S Assigned To lt All gt EN Show Only Incomplete Tasks E Start Date On Or Before None z Owned By lt All gt Clear Document Type Correspondence v ll Subject Start Date Due Date Status Assigned To Ge gt Update Personnel Record 23 03 2007 In Progress Human Resources User ones WU See RL wt SN Quote Number
2. Credit Date All Dates v r HES mg saved search loaded Tasks Related Documents gt Versions Hisy os Document Information Administrator Document Date Pages Customer Code Quote Number Customer Order Number 15 08 2001 1 TU0001 010001 My M Store Incoming Documents Tools 4 View Related View Side By Side View Original Bulk Export Bulk Email H wWS DOCS W7 Custom Execute Modules Figure 154 When setting up the configuration for related documents mstore allows you to configure more than one relationship For example you may wish to relate a delivery note to supplier and to the buyer who made the purchase In the screenshot in Figure 154 there are two document relationships configured The first relationship has matched a single Page 102 of 183 Arena Group document with customer code TU0001 However a match has not been found for the second relationship so this is simply displayed as a yellow bar This can be enabled and disabled using the Default Display Settings dialog Please see the appendix for more information about this If there aren t any related documents for the document you are currently viewing a message will be displayed if the related documents tab is selected see below There are no matching related documents Close View Related e View Side By Side View Original Bulk
3. mstore V3 User Manua Version 2 0 11 1 Revision 1 0 Arena Group The Knowle consultancy Shepley Arena Group Limited a company registered in England and Wales registered no 02168309 Huddersfield Arena Group Holdings Limited a company registered in England and Wales registered no West Yorkshire 03735943 Registered offices of all companies Armitage House Thorpe Lower Lane Robin Hood HD8 8EA Wakefield WF3 3BQ Tel Fax 01484 600000 01484 606855 www arenagroup net enquiries arenagroup net Arena Group 2 Contents DOCUMENT SEARCHING GUIDE H 1 1 WHAT S IN THIS CHAPTER osesosessenenennsnnnennrnnnnnenrnrnrenenintnnrniniunenrnintenirtnan renina nene nnn nenene 7 Wee ROWMSTORE WORK EN 8 1 3 STARTING MSTORE ccccccccceceeeceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeaeeeeeeeeaueaeuauuauuauueneeeueueeneeaees 10 E DE Meel ll e RE ON 11 1 5 ADVANCED SEARCHING tnin ununun urr ANENENENENERERER EREE nenna n nnne 13 1 5 1 Document Reference earch 13 1 5 2 Common Reference SEACH uu cc cccccccecceccsccnccsecsecseceeesecsecseuseceeesecseeseesneenesnesnss 18 Wo TOL TEX EE UE 18 1 6 1 Performing a Full Text Search 19 1 6 2 Performing a Full Text Search Along With HeierenceCGrterag 22 1 7 CROSS CABINET SEARCHING ccccecceccecceceeceeceeceeceeceeeeeeeauseeeeeeauseeuauuaueeuuenueneeneeneeaees 23 VIEWING DOCUMENTS AND ACTION 24 Zak WHAT SHIN EIERE 24 2 2 OPENING DOCUMENTS assisesssssernsnunenirnnneninin
4. All pages 3 Pages e g 1 2 5 8 Reset Shuffle Pages e Demoi Figure 79 To shuffle the pages simple select a page and click on the up and down arrow buttons or use the text boxes at the top to perform bulk changes ge Page options Gei All pages 3 gt Pages e g 1 2 5 8 Figure 80 Before you re index you can enter pages and page ranges to only re index the pages specified Page 53 of 183 Arena Group 4 6 Re Indexing When you have finished click on Re Index to re index the document or pages with the references entered mstore will first check that the information is valid before re indexing if successful the form will close and you will return to the previous form 4 7 Audit Trails From version 2 0 4 1 of mstore a new audit trail facility was added to the system This permission based system will prompt you for a reason as to why you are performing a particular task on a document such as re indexing as in this case The system administrator has the ability to decide what operations require auditing and which don t by using a system of mstore permissions lf your system administrator has enabled auditing for re index operations another screen will pop up after clicking the Re Index button prompting you for a reason as to why you are re indexing the selected document Figure 81 Please enter below the reason why you are reindexing this documert F
5. Go Today s Date 12 05 2009 11 17 52 O My User Details Figure 98 Today s Date will tell the rubber stamp annotation to display the current date at the point of creation The option Include Time will also append the current time to the end of the date NOTE The date and time used on the rubber stamp is a fixed point in time i e the date time when the annotation was physically added to the document It does not automatically update to display the current date and time Page 63 of 183 Arena Group 5 6 4 My User Details O Free Text Double click to edit CH Standard Captions c ANCELLED 7 Today s Date Gei My User Details Figure 99 lf you select the drop down you can choose from a list of user details to use as the stamp The box to the right shows the actual value of the user detail selected Username Forename Surname Fullname Email 5 6 5 Creating the stamp Click OK to create the rubber stamp a GO Ale OO KW Eh amp BM Home Incoming Documents To Index mstore Search 18 mstore Search 19 Customer Correspondence All Documents Order By Customer Code Offical Ceruficate of the Result of deleng HM Land Registry m 94D Land R aa d E 1993 ot FEB Cerificate Dare Pies ets MAY 2003 psa Penod expires on 2003 Ce ET 14 48 5
6. Quote Number Customer Order Number moune HM Land Regivery Led Regent Sieg Zement Baten pen mt 72 MAY 200 Frere Een ege e Scores D SS j Invoice Number Paristar af Search as Supplied Tate Mergen Credit Note Number From To Subject g Page options All pages 3 Pages e g 1 2 5 8 amp Demo1 Figure 74 This will open the Re Indexing form in a new tab This is the same form used to index from Incoming Documents the only difference is that there is no side bar to split pages This form allows you to change the documents references move it to another document type or cabinet and also manipulate the pages 4 3 Editing References At the top of the left sidebar the document s cabinet type and references can be edited Page 50 of 183 Arena Group Document Date Figure 75 By using the top drop down box you can change the cabinet that the document is currently in Re Index Correspondence we E Correspondence Credit Note Customer Order Document Date Figure 76 The second drop down box allows you to change the document s type to one within the selected cabinet Page 51 of 183 Arena Group Re Index 1 Customer M Correspondence Any boxes with a pale nc De or ounce fe Zi Ser Quote Number must be filled in Customer Order Number Invoice Number Credit Note Number From To Document Date 2 1 05 2004 M
7. en ge ea ON Landon NW10 7JA Sort Code 20 92 60 GB464200772 68939 30 10 00 MITRAL SYSTEMS LTD TAYLORS COTTAGE yy THE KNOWLES HEPLEY HUDDERSFIELD 01_0F_01 L owes z Envor GEI A TEAR AT PERFORATION AND RETURN UPPER PORTION WITH PAYMENT C ind en Toe aa TE Sal IGRO MILTON KEYNES BUCKS MKS SDF Lacing The Way Sx Werte Daten D Documents In B Total Pag Hours In Qu Index Date Time Batch Number Priorit 4 Index User Index Statu D My Incoming Docu 10071 8 0 57 57 3 2008 35 0 Demo False d SR H pew IS IW Bes TI fe LEE EELER DEL A9 EE 2 Figure 72 Page 47 of 183 Arena Group 4 Editing References 4 1 What s in this Chapter With mstore you can Change a document s references Shuffle a documents pages Re index a document into a new cabinet document type Append the document or part of the document to another document Replace a document with the current document Replace a document with the document being edited This chapter will explain Finding the Edit References form Editing References Appending to or Overwriting Existing Documents Manipulating Pages Re Indexing Audit Trails Page 48 of 183 Arena Group 4 2 Finding the Edit References form 2 mstore Documentat File Edit View Tools Window Help wi E e e Listbar v H X Home Incoming Documents To Index mstore Search 18 All Cabinets Search Customer Correspondence All Doc
8. CSV Import Export First row includes column headings C File Figure 229 Page 159 of 183 Arena Group 14 9 Testing Lists In the list maintenance program you can test a list to see what items it is returning The test can be performed from one of two different locations The first location is from the main list maintenance dialog mstore Documentation System lt File Edit View Tools Window Help CEE Ho O Home List Maintenance Naaa E A T A E 1125 1126 I O OE C Sec C Se a lt lt User gt gt W lt lt WS Name gt gt Version 2 0 11 1 Figure 230 If you are currently amending a list you can also access the test facility from the list modification dialog Page 160 of 183 Arena Group List Type lh Description Field 1 Field 2 Field 3 Field 4 Field 5 Field 6 Field 7 Field 8 Field 9 Field 10 Client ID Client Name ls amp 1H owaaga Value Field Field 1 Order By Field Field 1 1037 Records Client ID Client Nam Field 3 Field 4 Field 5 Figure 231 In both instances when the Test button is clicked you will be presented with the Data Test Results dialog below Figure 232 Data Test Results Figure 232 Page 161 of 183 Arena Group 14 10Maintaining Lists In Situ E Listar ax All Cabinets Search es Quote Number Cust Code Cust Name DA Daisy Chainsaws
9. Example Lid Purchase Invoice 12 05 2009 fs Completed Customer Order Number Please Chase 24 0 2009 Completed Invoice Number Credit Note Number m From To Subject na No saved search loaded Gee Go Le All Cabinets Search Cross Cabinet Search My mstore Compliance Incoming Documents PIP Lite Workflow Open Task Open Document coni D Ge 2 Demo1 Figure 214 When viewing the tasks he will have to un select Show Only Incomplete Tasks to see the completed task He can now open the task and view the Notes History Figure 215 or the Audit Figure 216 or click on Delete Task to remove it from the list Completed tasks can be kept to keep a record of what tasks have been performed it is up to the owner of the task Page 149 of 183 Arena Group Assigned To Kevin Bloggs EE Ss ef None E Stats Notes Note History Kevin Bloggs 13 05 2009 10 04 20 goods are comect Russell 13 05 2009 10 00 17 This is Kevin s order Owner Created Gent Depot Rp OK Figure 215 Teens Resa Task Und Taass sst med Tomas Testen 13 05 2009 10 04 Kevin Bloggs Task Updated Ier sf ie Ba 107 Jet ae oee Deve Yak Ree BE Note changed Status changed from NotForMe to Completed Owner Created Email Figure 216 Page 150 of 183 Arena Group 14 Lists 14 1 What s In This Chapter
10. Conversions POF Select the required output file formats below for each input file format lf the input file format is not listed then it cannot be converted Tagged Image File Format TIF Adobe Portable Document Format PDF T Tagged Image File Format TIFF Tagged Image File Format TIFF JPEG Image File Format JPG JPEG Image File Format JPG Graphics Interchange Format Image GIE Graphics Interchange Format Image GI Bitmap Image File Format BMP Bitmap Image File Format BMP Portable Network Graphics File Format PNG Portable Network Graphics File Format Adobe Portable Document Format PDF Adobe Portable Document Format PDF Figure 172 lf a TIF file is now exported from the system the export options dialog will feature the following changes Figure 173 Note the change to the conversion type label in the bottom left of the window Export Document Selection options Gei Current document Selected documents C All documents in cabinet Customer 2 Please enter file name and path for exported document File name D Test Delivery Note tifl Page options Bulk export options Gei All pages 1 Append pages when filenames are the same TIF amp PDF only eg 1 2 58 Clear destination folder Select a reference to be used as the Folder Name Other options Select a reference or type a value to be used as the File Name With endorsements With annotations C Delete document s from matore afterwards Display
11. Dragging the top middle or bottom middle handles will allow you to change the height To move an annotation simply click anywhere within the annotation and drag it around the screen Page 65 of 183 Arena Group ao OO ch BR ban l DAC e Et Re a A ei GC x Home Incoming Documents To Index mstore Search 18 mstore Search 19 Customer Correspondence All Documents Order By Customer Code ID Official Certificate of the Result of HM Land Registry Form 9 4D 6 Land Reyistranon Official Searches Rules 1993 Cerificate Date 22 MAY 2003 Prnonty Penod began a 14 48 57 Priority Penod expires on 3 JUL 2003 at madnight but see the note below 01 FEB 2003 MING MAIL II m a Result It s certified that the official search applied for has been made with the following result Since 8 April 2003 a new edition of the register has been opened and an office copy dated 22 May 2003 and timed at 14 48 57 showing the entries subsisting then is enclosed The result is subject to such entries If further official search applications are made the search from date to be quoted must be the date of the office copy Figure 102 5 8 Deleting Annotations Figure 103 To delete an annotation and permanently remove it from the document you must first select the annotation which is to be deleted Click the annotation button to select the Select Annot
12. Field 1 1037 Records Client ID Client Nam Field 3 Field 4 Field 5 Abacus Tu Abacus Tu Abson Dev Mr LC Abs Figure 222 To create a new row in the list click the Add button Figure 222 Edit List Iter New Client ID Client Name Figure 223 Enter in the values and click OK to add the values to the list the dialog will stay open allowing you to quickly enter multiple list items Click Cancel to close the form without adding the currently entered information Figure 223 Page 156 of 183 Arena Group 14 6 Editing Existing Items e Edit List Client List Type Description Client Field 1 v Client ID Field 2 di Client Name Field 3 rl Field 4 Field 5 Field 6 Field 7 Field 8 Field 9 Field 10 Value Field Field 1 Order By Field Field 1 1037 Records Client ID Client Nam Field 3 Field 4 Field 5 A A A A A Abacus Tu E Abacus Tu Figure 224 To edit a row select it in the grid and click Edit Figure 224 Edit List Item ABACOO Abacus Tubes Limited Pension Sche Figure 225 After amending the details click OK to add the values to the list or Cancel to undo the changes Figure 225 Page 157 of 183 Arena Group 14 7 Deleting Items To delete a rows select one or more in the grid and click Delete Figure 224 You will be prompt
13. Figure 77 The references with a pale yellow background are required fields which must be entered or the validation check will fail The other references are optional 4 4 Appending to or Overwriting Existing Documents D Page options Gei All pages 3 CG Pages e g 1 2 5 8 S Figure 78 Like when indexing from incoming documents after you have entered your references you can lookup a document to overwrite See the Storing documents section for more information on this Page 52 of 183 Arena Group 4 5 Manipulating Pages View Tools Window Help isi e O00 OOmOoR R IMONC Wi ti Miaisas Home incoming Documents To Index mstore Search 18 Correspondence Re Index E Customer 1 Correspondence v ne Piga Leg 1 2 5 8 To Position sabe ayjnys x Customer Code DA0001 DAISY CHAINS Quote Number Customer Order Number thine oe hum of Me Bonet e HM Lasd Regivery Leg Staten le Samani Bete fet gt mar rr mm mm Ee Se f Invoice Number Purticwtars of Search as Supplied f Jabe erie T m D P Laa UESTIR PLC Credit Note Number a rr O From Rewult D a ceretled Gat fe si s n ppal fis en howe mak e fe ithe ng ie Subject Document Date Frere Peete ae 7 68 e then Se oy FS Neie Fe bee sert te treat preterit for yrer apptcatee you Mente deter te the proper sidor by i IL mp emess zg Su Gate whem preety z n D e re amer D Page options
14. No conversions configured Figure 169 Browse io a location to place the files and check the enabled settings then click OK 11 4File Format Conversion As of version 2 0 5 1 mstore now offers the ability to perform inline file format conversions when exporting or emailing documents This is currently supported for the following image types Tagged Image File TIF JPEG JPG Graphics Interchange Format GIF Windows Bitmap BMP Portable Network Graphics PNG Adobe Portable Document Format PDF By default all images are exported as Adobe PDF files The facility for configuring these conversions can be accessed from either the email or export settings dialogs as in Figure 170 Page 114 of 183 Arena Group Export Document Selection options e Current document Selected documents 1 gt All documents in cabinet Customer 2 Please enter file name and path for exported document File name D TestiDelivery Note pdf Page options Bulk export options Gei All pages 1 Append pages when filenames are the same TIF amp PDF only eg 1 2 58 Clear destination folder Select a reference to be used as the Folder Name Other options Select a reference or type a value to be used as the File Name With endorsements with annotations E Delete document s from mstore afterwards Display file s in folder after export i No conversions configured Figure 170 The text next to the button informs you of how many
15. ll Documents Or O Customer ments Order By O Focus Inc All Documents O Human Re raining All Docu Supplier A All Documents O Supplier Purchase Order Order By Supplier Nu O Supplier Statements All Documents Order By Figure 112 Recent Searches at once even those not listed Figure 111 6 6 4 Saved Searches The documents listed below the Saved Searches node can be right clicked to show the menu above Figure 114 From here you can rename or delete the Saved Search You can also edit a Saved Search this loads the search into the Listbar allowing you to edit the search which you can then change Click Save to confirm the edit Figure 115 Ely EE SCH ga Delete All wg All Messaq ag C A Tasks EH Acoinmod Tn MS Security Figure 113 El aa Saved Searches Al Messages EE Va Tasks Rename W Assigned To Edit TH Owned By Me Delete EF T Froperties Figure 114 Page 72 of 183 Arena Group Right clicking on the Saved Searches node gives you the option to Delete All of your saved Searches at once Figure 113 User O 1x All Cabinets Search Figure 115 Page 73 of 183 Arena Group 7 Using mstore Tray 7 1 What s in this Chapter mstore Tray is an additional application outside of mstore to quickly access the functionality within mstore and do much more mstore Tray has the ability to index e mails and any type of file on a computer wh
16. options for a single document The resulting email will now appearing in Outlook or GroupWise depending on which client you use allowing you to amend the message if necessary and finally send it The File name dropdown controls how the attachment will be named once it is appended to the email The dropdown contains a list of references that can be used or you can type a filename directly into the dropdown If you select Each document in its own email the emails will be sent silently 10 4File Format Conversion At the bottom of the email dialog there is a Conversions button in the bottom left corner of the window This allows specific file tyoes to be converted on the fly to other types before being processed For example you may decide that all your TIF documents need to be transferred as PDF documents This inline conversion will allow you to do this Please see the chapter on Export for more information regarding this feature Page 110 of 183 Arena Group 11 Exporting Documents Guide 11 1 What s in this Chapter mstore can save documents to your pc so that you can edit them with other software or send the documents outside of the system This can be done either by exporting a document or by checking in out with versioning With exporting you can also export multiple documents at once and you can still put the new document into mstore again later via indexing This chapter will explain e Exporting a singl
17. 57 You can also delete notes in the list but you can only edit and delete notes which you have created You can however view everybody s notes on the document Creating editing and deleting notes do not affect versioning 2 4 6 Document Information The document information tab displays all the information about the document Figure 58 Tasks J Related Documents Versions F History K Notes a Document Information Document Date 21 05 2004 Customer Code DADOUT 5 Created Date 24 02 2003 00 00 00 Quote Number Pages 3 Customer Order Number E Cabinet 1 Customer Invoice Number A Document Type 7 Correspondence Credit Note Number Document ID 11511 From Batch Number 0 To u _ Figure 58 2 4 7 Additional Data When documents are indexed mstore attempts to obtain certain bits of information about the file The data collected isn t particularly extensive and there may be occasions where extra information is available which mstore alone cannot display This is where the Additional Data tab comes in This tab allows you to view extra information about a document provided it is available and configured by the administrator The example in Figure 59 shows additional document information from a document that has been captured by OCR The information on this tab wouldn t normally be available using mstore alone Another possible use could be image format information width Page 36 of 18
18. 6 1 Performing a Full Text Search Doing a full text search may involve simple one word searches or it may involve several groups of search criteria executed at the same time This allows you to narrow down the number of matching documents that meet your criteria The criteria strings are entered into the white box mstore provides you with some basic examples of searches on the tab itself and some further examples are shown below Test1 AND Test2 AND Test3 Page 19 of 183 Arena Group In order to meet this criterion a document must have all three of the words present Test1 OR Test2 OR Test3 This condition will match any documents that feature any of the three words If the document contains two or more of the words it Is still considered to be a match Test1 OR Test2 AND NOT Test3 lf a document contains the first two words but not the third it will be returned as a match If the third word is found then document will be rejected even if it contains either or both of the first two words Test OR Document This wildcard search criteria will match any document that contains a string which begins with Test or ends with Document Test1 AND Test2 OR Test3 The condition s in brackets are always evaluated first and are a match in their own right This means that this criterion will match any document that contains both the strings Test1 and Test2 the string Test3 or all three When a match is made
19. Criteria Order By Direction Ascending Get Mult Value Data a No saved search loaded a Ge Figure 16 Figure 16 shows a query which will return all documents created during the year of 2004 or on the specific date of 11 05 2009 When this search is executed it will return the results given in Figure 17 Page 16 of 183 Arena Group W Paors 2 Deore Dee SED H Te From To D Subject 4 1 Keith Whit Keith Whit Fax From 1 Jh E III rnin ri sier LS EE I a sad chia 4 21 05 2004 DADO Figure 17 Order By Customer Code v Direction Ascending r Get Multi Value Data v Ay No saved search loaded Figure 18 Figure 18 shows a query which will return no records because the criteria specifies no days Figure 19 This is because it is looking for documents created on the 11 05 2009 AND during the year of 2004 which is obviously impossible For this reason when the search above is executed mstore responds with the message in Figure 19 Figure 19 Page 17 of 183 Arena Group 1 5 2 Common Reference Search o Listbar e IX _ Customer M Advanced Search M Correspondence Credit Note Customer Order Voucher Claims Delivery Note Quotation Field Operator Add Criteria Order By Customer Code Direction Ascending Get Multi Value Data a No saved search loaded EJ ed Figure 20 When using a common reference advanced search Figure 20 you can se
20. Document types are grouped into mstore Cabinets in the same way that physical files may be grouped As in a physical filing system mstore References help you find what you have stored This is analogous to the label or labels on a folder in a physical system mstore Common References apply to all document types within that mstore Cabinet in Figure 3 all documents in the Customer Cabinet are filed by Customer and all in the Supplier Cabinet by Supplier To further aid the speedy retrieval of documents mstore also uses Document References which can be set up differently for each document type In the illustration Invoices may be stored and retrieved not only by Customer but also by Invoice Number or Customer Order number or any combination of the 3 1 3 Starting mstore e mstore Enquiry Figure 4 Double click the mstore icon on the desktop Figure 4 and mstore will begin to load Figure 5 The program may also be available from your Start Menu depending on how your workstation has been configured by your administrator mstore Copyright 1998 2012 Arena Group Ltd The copyright in Arena software belongs to Arena Group Ltd and can only be used under relevant licence terms Loading Please wait Figure 5 Login if necessary with your username and password This should be provided by your system administrator Figure 6 Page 10 of 183 Arena Group Please enter your login details for Documentatio
21. Figure 139 lf the Purchase Invoice Number match is selected and then the OK button is clicked the indexing dialog will change to include the selected match acquired using code free integration Figure 140 Page 88 of 183 Arena Group Enter References Supplier Number Purchase Order Number Purchase Invoice Number 654321 Credit Note Number Document Date 22 02 2012 Document Imat mp Mit Destnaton Supplier Comesp_ Figure 140 7 5 Setting up mstore Tray Documentation System administrator Delete emails after indexing E Remember emails ae ee eee that have already been processed Other Show message when indexing unsaved Word document Show message when indexing Word document with unsaved changes Email Indexing Show message when indexing unsaved Excel workbook Delete email s after indexing Never p ge when indexing Excel workbook with Remember emails and attachments E that have already been processed Set to default Ku eege file types will be ignored by mstore Tray when TMF EXE BAT DR DAT UNK DILL Other Show list of files awaiting deletion Show message when indexing unsaved Word document Si message 1 ng Wi Show when indexing Word document with Managed unsaved changes Debugger LI Show message when indexing unsaved Excel workbook E Enabled Managed Debugger on startup unsaved changes Figure 141 When Tray has loaded up right click and select preferences from t
22. HCH Recent Searches Wa Saved Searches V Tasks Figure 106 If you can t see all the modules shown in Figure 106 then this is because your systems administrator has not given you the permission to access the missing modules Contact your systems administrator to find out why 6 4 How To Use My mstore Each item in Figure 106 contains a list of links to documents or to the main module By expanding the list clicking on the to the left of the icon you can view the items and then click on them to open them in a new tab Under Incoming Documents the My Incoming Documents item takes you to your own personal Incoming Documents Under Tasks the items Assigned To Me and Owned By Me open up a tasks tab showing a list of those tasks 6 5 How Items Are Added To My mstore 6 5 1 Checked Out Documents Whenever you check a document out it will be added to this list to remind you Clicking on the item will open the document with the versions tab displayed Undoing the checkout or checking the document back in will remove it from this list 6 5 2 Favourites By clicking on the favourite s button in the document toolbar the document will be added to the favourites list re clicking will remove it from the list Click on the document in the favourites list to open it in a new tab Page 69 of 183 Arena Group 6 5 3 Incoming Documents 6 5 3 1 My Incoming Documents My Incoming Documents takes you to your own pe
23. Inthe viewer above e na new tab e Next to the viewer side by side Page 95 of 183 Arena Group Version Version Type Document Type User Date Time Current Status 3 TE utgang Jocu mena E Manual Checked In Out Outgoing Documents 12 5 09 15 29 4 S il Manual Checked In Out Outgoing Documents Demol 02 4 08 08 46 0 j Version Details Edit View Version v View Side By Side View Current Check Out Undo Check Out Refresh Close Figure 144 8 3 1 View Version This will show the document in the above viewer To do this either click on View Version shown in Figure 144 with the version you wish to view selected or double click on the version you wish to view 8 3 2 View Version New Window This will open a new tab for just the version of the document To do this click on the g button and select View Version New Window shown in Figure 144 8 3 3 View Side By Side This will open the document in the same way as View Version New Window but it will split the page so the documents are side by side To do this click on the View Side By Side button shown in Figure 144 8 3 4 View Current This will change the currently displayed document back to the current version of the document Figure 145 When viewing older documents the version Figure 145 will be displayed in the top left of the viewer Floating the mouse cursor over this will cause it to relocate to the bottom left and vice
24. Lid U Tulip Industrial ltd Invoice Number Figure 233 If you have permission to maintain a list you can edit the list while using it in mstore without the need to enter List Maintenance Figure 233 Sister 5 ven All Cabinets Search kA ha Home Last Updated 13 05 2009 Incoming Documents Document Type My Incoming Documents CusiomerCode aec E Quote Number Si No matching listitems can be found Optionally you hit F2 to add the them to the list for re use later Customer Orde Number gan micen Credit Note Number ce TP ZS SS SS E SS S Figure 234 If you enter a value that isn t in the list you will be told that by leaving the control you can add the item to the list Figure 234 Press F2 to popup a new dialog with the value you entered placed in the fields Figure 235 Page 162 of 183 Arena Group Edit List Item New Cust Code Cust Name Figure 235 You must alter the details first so that the values for all the fields are not the same Figure 236 mstore Application Framework Warning Details are not valid All fields cannot be the same value Figure 236 Edit List Item New Cust Code ABCOO01 Cust Name A Basic Company PLC o Cancel Figure 237 Click OK to confirm the new list item Figure 237 and you will see the item you have just entered in the field Figure 238 Page 163 of 183 Arena Group All Cabinets Search Quo
25. Starting mstore searching for documents Advanced searching o Document Reference Search o Common Reference Search e Full Text Searching o Performing a Full Text Search e Cross Cabinet Searching Page 7 of 183 Arena Group 1 2 How mstore Works Documents ve z D Any Document For Storage Capture Device mstores Figure 1 Figure 1 shows how you can use any device to input paper documents into mstore Multiple computers can then access mstore to store and retrieve documents in electronic form In Figure 2 you can see that by using the external application mstore Traylink you can store almost any electronic file in store Page 8 of 183 Arena Group Any Microsoft Files Any Electronic File e ETS mstore Traylink mstore Figure 2 Customer Cabinet Common References Customer Code Customer Delivery Note Supplier Cabinet Supplier d Figure 3 Common References Supplier Code Purchase Purchase Order Page 9 of 183 References Customer Code Invoice No Customer Order No References Customer Code Delivery Note No References Supplier Code Purchase Invoice No Purchase Order No References Supplier Code Purchase Order No Arena Group An mstore Document Type groups documents by the function they perform Document types may be specific e g Invoices or Application Forms but may also be more general such as Correspondence
26. The Er m Eeer Chatman E Create Task for indexed document Clear Ta s TT E TC EN DESCRIPTION cost AMOUNT VAT i bed CARR CONF SUE 14 00 EI 1 1 Sloe tub UNS SCSI DISK INT 230 75 230 75 3 DE Ns i INTRASTAT B471 70 53 MEIG 72 TNT CONSIGNMENT a Ki 00 S INT NEXT DAV 14 96 14 95 Incoming Documents PKGOL Ni 000877894591112211 2KG Priority 0 E selectable cen nee igo ia eaten sane aan k Status E Add indexed document to your Favourites Be separator sheet Reset Select All Select None a Demo Figure 240 The interface for barcode indexing changes and a new Barcodes section can be seen on the right hand side Page 166 of 183 Arena Group The grid contains all of the documents that will be indexed this is based on the type of barcode reading You can un tick the Index field if you don t want to index that document invalid documents will be highlighted red a mstore Documentation System ee d Index sequsr l Tools Window A PN EA 2 O a00 Incoming Documents Client Document Template Year End To Date Received g x Post Index Actions E Create Task for indexed document E Add indexed document to your Favourites Incoming Documents Priority 0 Status 88939 18 03 2008 Save amp Close 2 Bipa I BDOAC IV tiks pe Chl Barcodes AM OA we pret e Below are the
27. There are 2 ways to save login details mstore Login 2 Please enter your login details for Documentation System Login Name AndrewB Password System Figure 242 The first is by ticking Automatically log into system when you login This only works when the user doesn t have a password Figure 242 When the option is clicked the Login Name and Password boxes will become disabled as an indication as to who you will be logging into the system as It should be noted that when the automatic login option is selected the mstore Tray application will also log in automatically The second method of automatically logging into the system is to store your login details within the mstore Tray preferences dialog as in Figure 243 Once this is done the main mstore application will automatically log in provided that mstore Tray is running at the same time Page 170 of 183 Arena Group a Preferences Operator Source Email Indexing Delete email s after indexing emember emails and attachments ready been processed R Beate al Other Documentation System AndrewB Newer Set to default Show message when indexing unsaved Word document Show message when indexing Word document with changes unsaved Show message when indexing unsaved Excel Show message when indexing Excel workbook with unsaved changes Figure 243 The second is by storing your default login within mstore Tray aft
28. With Lists you can e Use pre made lists to select search or indexing criteria e Maintain a list through list maintenance e Update lists on the fly while using them This chapter will explain e How to Identify Lists e How to Access List Maintenance e How to Maintain Lists with List Maintenance Adding New Items Editing Existing Items Deleting Items Importing Exporting Lists Testing Lists Maintaining Lists In Situ Page 151 of 183 Arena Group 14 2 How to Identify Lists AIR IR A s 7 Customer I 4 Simple Search ke Document Type Correspondence All Customer Code Cust Name Daisy Chainsaws Ltd Quote Number Customer Order Number Invoice Number a ra El 1 EIl Figure 217 Home Incoming Documents To Index To Index OO COR OR Index Customer E Correspondence Customer Code al Quote Number Cust Code Cust Name DA0001 Daisy Chainsaws Ltd Customer Order Number Inverce Number Credit Note Number Figure 218 When you are entering references for searching Figure 217 or indexing Figure 218 you may see drop down boxes which link to lists within mstore These lists can be maintained through List Maintenance if you are either an administrator or a user with the Can Access module permission For administrators see the List Maintenance Guide Page 152 of 183 Arena Group 14 3 How to Access List Maintenance tw Listbar e IX A wih Capture Moni
29. and hold the left mouse button and drag out an area on the document where you would like the highlight annotation to be created Figure 85 Release the mouse button to create the annotation At this point the Select Annotation tool will be automatically enabled allowing you to fine tune the position and size of your annotation see next chapter for more information By default mstore will automatically revert back to the Select Annotation tool once the annotation is created If you hold down the CTRL key as you draw the annotation mstore will keep the current annotation tool active rather than reverting back to the selection tool This allows you to create multiple instances of the same annotation without going backwards and forward to the toolbar 5 4 Using the Note Annotation v Highlight Annotation iE a Note Annotation E f Block out Annotation A Rubber Stamp Annotation Figure 86 Page 57 of 183 Arena Group The note annotation Figure 86 works in the same way as the highlight annotation The difference between the two is that the note annotation has the ability to have text embedded within it instead of just being used to cover areas of the document Figure 87 When you add a note annotation to a document you will see the Create Note Annotation dialog appear Figure 87 Note Subject Test This is a test note Figure 88 Enter the details and subject of the note and clic
30. are returned to the export dialog so that you can start the process Click OK in the export options dialog and the PDF file will be created Conversions PDF Bookmarks Bookmarks will only be applied to PDFs when bulk exporting or emailing and appending Root bookmark reference EST a0 smiles First sub bookmark reference cho bookmark reference gt Second sub bookmark reference Keywords W Add references to PDF as keywords Figure 177 Page 119 of 183 Arena Group When you open the exported PDF file in Acrobat Reader if you enable the bookmarks pane you will notice that there are now two bookmarks within the document Figure 178 File Edit View Document Tools Window Help x il sa Bi s 2 wa Bf Kl Find AN You are viewing this document in PDF A mode 5 Bookmarks b aoe l i DELIVER NOTE DRIVER COPY Delivery Note D12366 DEMO It DAOOO Customer ref Delivery To From Daisy Chainsaws Ltd Demo Ltd Chain Lane Demo Lane Manchester Demotown M67 1GH DE25 1MO Tel 0119 2555555 Fax 0119 2666666 Our Ref 010002 Despatch Date 24 08 01 Gc 2 Qty apm Z unit single port controller Figure 178 The Keywords option allows you to export the mstore document references to the PDF file If this option is selected when you export a document to a PDF file the Keywords property of the target PDF will be set to a delimited string of all t
31. as the Highlight annotation It is used to hide parts of the document from general view Figure 93 It does not have any transparency as the highlight and note annotations do As with the Highlight annotation if you hold the CTRL key whilst placing the annotation you can place multiple instances without having to re select the tool from the toolbar Page 60 of 183 Arena Group BOOBs Rb e t COOC VEH Z oe al A Si Ce Home Incoming Documents To Index mstore Search 18 mstore Search 19 Customer Correspondence All Documents Order By Customer Code Offical Cerificate of the Result of 6 7 Pronty Penod expires on 3 JUL 2003 at m nght bat see the note below 0 1 FEB 2903 INCOMING MAIL Particulars of Search as SAPP 1 Tithe Number DU101278 TC r bf Applicant s CHELTENHAM amp GLOUCESTER PLC A Result It s certified that the official search applied for has been made with the following result m II Since 8 April 2003 a new edition of the register has been opened and an office copy dated 22 May 2003 and timed at 14 48 57 showing the entries subsisting then is enclosed The result is subject to such entries If further official search applications are made the search from date to be quoted must be the date of the office copy Figure 93 5 6 Using the Rubber Stamp Annotation Select Annotation v Highlight Annotation al Note Annotation P Block
32. collate all the necessary information for reporting errors to Arena EDM Support Figure 252 If you click the No button the original error reporting window will expand to reveal the full transcript of the error along with a prompt asking you to copy the details of the error Figure 253 Page 175 of 183 Arena Group Report Error Please describe the actions taken just prior to the error A of steps to reproduce the error would be very useful Fi nish Figure 252 Show Last Error e This i3 the last matore error which occurred at 26 11 4012 09 18 Please click the Details button if you wish to see information about the error General Info Date Time 26 11 2012 15 57 27 Version 27 0 11 1 AppContigName Documentation System MachineName W5 ANDREWB W UserHost Name W S AndrewB W UserHostIP Address 192 168 81 1 App DomainName MitAF Win Ul exe Thread dentity AndrewB ThreadName Windows Main Windows ldentity DM 5HEP Andrew B 4 mt t Please copy the error details gt Figure 253 16 4 2 Reporting Errors through the toolbar lf the error happened and you cannot recover it through Show Last Error or it is a problem with the functionality you can open the Report Error window through the main toolbar Go to Help gt Report Problem Figure 254 Page 176 of 183 Arena Group OH Contents a Show Last Error About Figure 254 This will open up the Report Error window F
33. documents o View Related o View Related New Window o View Side By Side o View Original e Bulk related document operations o Bulk Export o Bulk Email Page 101 of 183 Arena Group 9 2 Accessing Related Documents Open the document and click on the Related Documents tab Figure 152 at the lower half of the screen to view any documents that are related to the document currently being displayed Figure 154 Notice that in Figure 153 the Related Documents tab doesn t have a small paper clip icon next to the caption This informs you at a glance that there aren t any related documents for the document you are currently viewing D mstore Documenta File Edit View Tools Window Help EILA FOO ee HSC e i a Listbar v X 1 Home mstore Search 2 Credit Note Administrator St CREDIT NOTE E Customer DEMO Itd_ A Simple Search e eg ebetf endt co uk Vat Registration Ne 123 45 67 Document Seel oo ACCOUNTS DEPARTMENT GATE 2 Document Type Credit Note v TULIP INDUSTRIAL TULIP Tr eaa LTD MEADOW LANE MEADOW L MEADOWTON All e MEADOMTON ME10 4AB ME10 4AB CREDIT ERRES Cust Order Nuni Our Ref 020011 Your Order No 543210 Agent No Ka 05 10 2001 a ege CC 40908 vw 7 05 10 2001 d ES ee ed 1 IN BCE j Credit Note Number be MEM CODE DESORPTION o 8 QUANTITY PCE q VALUE Order By Customer Cod e CRD CREDIT FOR DELIVERY 1 10 00 v 4 Customer Code
34. gt V Tasks gt d Mitral Build SECH OS Index Waiting Documents ie E Load My mstore Vial age i Se Ge Exit Ei lem jt NY Ok NY Figure 135 You can either index all the highlighted emails by selecting the Index All oi item or just one of them by selecting the email directly from the list After selecting the email s to index mstore Tray indexing will start Z Administrator User Q Quick Search E 17 Index mstore 2 0 10 1 Release Notes xlsx Index FW Error for DRT Arena Incident Ref 327530 3 Tasks 1 D BT i vi Gah 17 Index imagebbd569 GIF St S E Load My mstore Mitral Build SZ a Index Waiting Documents Manager i g gt Preferences W s Exit et ix i N WK CW Figure 136 You can also index an e mail s attachment separately Figure 136 If the email has an attachment you will be able to hover over the email in mstore Tray and be offered the option of indexing the entire email or its attachment s Page 86 of 183 Arena Group 7 4 3 Indexing from Office applications Document Microsoft Wore Home Insert Page Layout References Mailings Review View Arena Macros ES Eg Web Layout Ruler LS El one Page CS New Window LI View Side by Side S Outline T Sridlines mj GU Two Fages E Arrange All i Synchronous Scrolling Full Screen _ crs Zoom 100 Switch Macros t Reading Draft O Navigation Pane f Page Width Ha Reset Window Position Wind
35. in Office Figure 183 Clients Outgoing Documents All Documents Order By Client Print Options a eee Size Zoom 100 GENEE EE Ui Close Print Dear Me Arracss PUD Forms and Rocsana d Con 14 Nacional ege racg Comer Buco IWS 06 The ee ee by 6 Ray 2008 gt Travelling and cencmaining expenacs here mo dennen ts im place gt Home celephone bells gt me cal masce gt Le of company vans Tobes there ia private uac gt ga shango See alas ates us ifyoubeBove heno 711DSrmesain Sac forties ax yew ee en ach be completing them zeg Szen have ay Gases conconieg the information ve require picas do met beenaer to coac cur tax Gcparcmcat Yours encercly anh Parmae Drag a column header here to group by that column Client ADVA00 P11D info request Ea e e E H mem be fe JB ena be fe JB eem Im fest DR ee EE 19 06 2006 _ _ P11D info request Figure 183 12 5 Web Printing 12 5 1 Printing When clicking print the Internet Explorer Print Dialog will appear here you will have all the features available that you have when printing from Internet Explorer Figure 184 Page 126 of 183 Arena Group Se Add Printer ome Copier Black only on svcentral Lod Copier Full Colour on svcentral HP LaserJet 2420 PCL 6 on svcentral d Status Ready Location Programmers Comment Page Range 9 All Selection Curent Page Pages 1 Enter either a single page number or a single page range For
36. making problems even easier to identify lf mstore closes unexpectedly you may see a warning prompting you to release unreleased locks Figure 263 This most commonly occurs if you are re indexing when mstore crashes et nn E mstore has found unreleased locks from a previous session these may have been caused by mstore closing unexpectedly Click Details to view the locks and or report them alternatively if you are unsure click close and contact your system administrator Release All Figure 263 You will be given the option to view the details of the locks this will show you all the locks that mstore has found Figure 264 Page 181 of 183 Arena Group mstore has found unreleased locks from a previous session these may have been caused by mstore closing unexpectedly Click Details to view the locks and or report them alternatively if you are unsure click close and contact your system administrator Document Document IRC pee ees Figure 264 To release the locks click Release All this is recommended because you will be locked out of whatever you were doing before mstore crashed lf you are not sure then contact your system administrator and click Close Page 182 of 183 Arena Group Page 183 of 183
37. page splits based on Mi ae oy SS found barcodes Vending hee DO 90 Pes Rye Sen 46 Records A OS 14003 HUY Sort Code 20 02 40 Pages Barcodes E 46399 6B444200772 f MITRAL SYSTENS LTO TAYLORS COTTAGE 19 THE KNOLES A SHEPLEY HUDDERSFIELD INVOICEIDATE AMOUN TLDUE Gas gt Sere 20 C0217_2000_ e 283 03_0F_01 eens em 74 TEAR AF PERFORATION AD ER PORTION wb Pern wT A i INVOICE TELEPHONE 01908 260822 INGRAM REMIT TOs INGRAN MICRO U K LID MECRO GARAMONDE DRIVE WYNBUSH MILTON KEYNES BUCKS NKG SDF wg d 10 8221 14 FN ENET Nuket TN CET ubu ITEM ORD SHIP DESCRIPTION cost ANOUNT VAT i CARR CONF SUE 14 95 EI 00 9432599 1 9 108 LVD UN3 SCSI DISK T 230 75 230 75 3 INTRASTAT B471 70 53 WEIGHT 001 72 TNT CONSIGNMENT 91112211 EI 00 TNT NEXT DAY 14 95 14 95 PKGOL Ni 000977894591112211 F Discard pages with barcodes on separator sheet amp Demol Figure 241 When there are additional references visible you don t get the index field because each page split has to be indexed manually the barcode reference however has been automatically populated in the example Client field contains the reference Figure 241 lf there are no other visible references then you will see the index field this can be used to select which documents to index when the user clicks on the Index button This will then automatically index all of the ticked page sp
38. previous 50 thumbnail images and unload the current 50 You can continue in this way within the bounds of the document Page 28 of 183 Arena Group ols Window Help LOO o 00S SCR ee iF oac Is Home mstore Search 1 Ey Tree View or a im emgeet LTE wd Customer Correspondence All D Se ak per E he e Figure 37 If you navigate through a document using the blue page navigation buttons on the toolbar the thumbnails will synchronously follow you through the document The page that you are currently viewing will be highlighted with a pale orange border and the thumbnails will scroll automatically as you navigate through the document Figure 38 If navigate beyond the page range that the current thumbnails have been generated for mstore will automatically generate the next 50 or previous 50 thumbnails as required Page 29 of 183 Arena Group Tools Window Help isoo vs COM SCR 1D DAC Home mstore Search 1 4 Tree Vi a EI E A O 2 B 59 CG a 18 Records 3 4 Pages Document Date PC H Cu aine Crt FHTHS a gt 512 19 05 2009 Figure 38 2 3 3 Email Export Document et Figure 39 These two buttons Figure 39 open their respective windows they are explained in the email guide and export guide 2 3 4 Best Fit poy Figure 40 Best fit Figure 40 works like zoom area but it changes the level of zoom to fit the document i
39. third party application and then adding the files to mstore using the Import facility There are a number of ways that the documents can be directly acquired from a scanner 1 Scan and Index we Listbar i xX Deleted Documents a List Maintenance D Scan amp Index Figure 65 The Scan and Index tool can be accessed via an icon on the list bar as in Figure S This tool is especially suited to performing quick scans of individual documents where immediate indexing of the document to mstore is required When the tool is clicked it will open the scanning screen shown below Page 42 of 183 Arena Group Home Scan amp Index Click Scan below to begin Select Scanner 2 Scan Selected Scanner TWAIN 32 Sample Source Pages Scanned 0 Index Figure 66 The Select Scanner button will allow you to select the scanner which will be used for acquiring the images This will display a dialog showing a list of scanner drivers that are installed on the computer as below The appearance of the dialog may differ depending on the drivers being used by the system WIA Plustek PL3000 1 0 32 32 WIA USB HS CF Card 1 0 32 32 WIA USB H5 M5 Card 1 0 32 32 DO WIA USB H5 5D Card 1 0 32 32 0 32 WIA USB HSxD SM_ 1 0 2 32 Figure 67 Once a scanning device is selected clicking the Scan button will display the TWAIN acquisition dialog for the selected scanner As with the scanner selecti
40. whether or not mstore Tray will prompt the user with a message if they are attempting to index a document that has not yet been saved and therefore will not have a filename Sets whether or not mstore Tray will prompt the user with a message if they are attempting to index a document with changes that haven t been saved to the main file Sets whether or not mstore Tray will prompt the user with a message if they are attempting to index a workbook that has not yet been saved and therefore will not have a filename Sets whether or not mstore Tray will prompt the user with a message if they are attempting to index a workbook with changes that haven t been saved to the main file Brings up a dialog to show any files that may still be present in the designated My msiore folder Page 93 of 183 Arena Group 8 Versioning Guide 8 1 What s in this Chapter mstore keeps a record of all the changes that have occurred to a document so you can view all the previous You can also check out documents and then check them back in again as new versions The advantage of check out check in over exporting and re indexing is that the document is reserved for you and cannot be edited by anyone else Versioning allows you to Recover from incorrect changes such as deleted pages or changed references Import and index a new version of the document Import and index an older version of the document Index documents to be historic versions or t
41. 0 To amend this list select it in the grid and then click the Edit button This will display the list configuration dialog for your selected list see Figure 221 Page 154 of 183 Arena Group r Edit List Client List Type Description Client Field 1 d Client ID Field 2 Z Client Name Field 3 Field 4 Field 5 Field 6 Field 7 Field 8 Field 9 Field 10 Value Field Field 1 Z Order By Field Field 1 1037 Records Client ID Client Nam Field 3 Field 4 Field 5 ES L BR Ia A A Wi Al KZer Abacus Tu ABAC002 Abacus Tu ABSO001 Abson Dev ABSO002 Mr L C Abs Figure 221 From the screenshot we can see that this list has two data fields or columns configured Client ID and Client Name Although msitore supports up to 10 columns per list you don t have to use all of these The checkboxes before the field name show which fields are active and which arent currently being used The grid in the lower portion of the window shows the list item values that have been entered for this particular list When the list is run these are the items that will appear within it Page 155 of 183 Arena Group 14 5 Adding New Items e Edit List Client List Type Description Client Field 1 V Client ID Field 2 V Client Name Field 3 Field 4 Field 5 Field 6 Field 7 P Field 8 Field 9 Field 10 Value Field Field 1 m Order By Field
42. 123 Page 80 of 183 Arena Group D Corresp K SE AKEE Si Wi ra Figure 124 7 3 Accessing tasks from mstore Tray To access tasks from mstore Tray right click on the Tray icon Figure 125 a Administrator User Q Quick Search lt gt Email Indexing 03 Office Indexing bo Assigned To Me ae Owned By Me E Load My mstore fitral Build Micali Index Waiting Documents Managers y gt C Preferences W s Exit Figure 125 Select either Assigned To Me or Owned By Me These are the same as the options under My mstore in the main application This will open mstore with the tasks module loaded Page 81 of 183 Arena Group 7 4 Indexing Documents 7 4 1 Sending documents to My msiore To index with msiore Tray find the file you wish to index Open Print Edit Scan with ESET NOD32 Antivirus Advanced options Exclude this icon from Fences quick hide Edit with Notepad Open with Share with WinMerge Add to archive Add to UserAccounts rar Compress and email Compress to UserAccounts rar and email Restore previous versions Send to Create shortcut Delete Rename Properties r S a r Zi rad ak TODO List Wireshark Compressed zipped folder Desktop create shortcut DevShared Documents Fax recipient Mail recipient My mstore Program Files Mitral XML Marker DVD RW Drive E VirtualPC fileserver3 F PortableApps com
43. 3 Arena Group height size resolution date of capture camera type etc when photographs are indexed to mstore All of this information could be made available through this tab Additional Data Data Source 279 Records Eyes amp Hands Data Table EHOV Field Value J EH DOCH Se LIA 200 13 17 38 SES es Tima Figure 59 NOTE The Additional Data tab won t be displayed for all cabinets and document types It will only be available for certain cabinets provided that it has been configured by your system administrator Page 37 of 183 Arena Group 3 Storing Documents 3 1 What s in this Chapter With mstore you can e Import scanned documents from a scanner or other multi function device using the Incoming Documents feature e Index any file type in Windows into mstore This chapter will explain e Sending Documents to Incoming Documents e Indexing Documents e Directly Acquiring Documents from a Scanner Page 38 of 183 Arena Group 3 2 Sending Documents to Incoming Documents CH mstore Documentation System File Edit View Tools Window Help e AX Home Na Home Last Updated 12 05 2009 09 44 10 Incoming Documents My Incoming Documents Figure 60 To index documents into mstore select Incoming Documents in the list bar Figure 60 In the list make sure Incoming Documents is expanded and select To Index Window Hel
44. 7 3 JUL 2003 ING MAIL A TT bat see the note below m Particulars of Search as Supplied Page 1 Tale Mant Applicant s CHELTENHAM amp GLOUCESTER PLC DESTROYED A Result It s certified that the official search applied for has been made with the following result Since 8 April 2003 a new edition of the register has been opened and an office copy dated 22 May 2003 and timed at 14 48 57 showing the entries subsisting then is enclosed The result is subject to such entries If further official search applications are made the search from date to be quoted must be the date of the office copy Baan 12 05 2009 11 19 10 SEN isa free text stampi O m m Figure 100 Page 64 of 183 Arena Group If you pick Select Annotation from the annotation menu you can edit the rubber stamp text by double clicking on the annotation You will also be able to move or delete the rubber stamp annotation NOTE Rubber stamp annotations cannot be resized even though they display resizing grab handles as in Figure 100 Also the multiple placement feature is not available for rubber stamp annotations 5 7 Moving and Resizing Annotations OOS SOR pa 1H DAG 2 amp 8 EI Home Incoming Documents To Index mstore Search 18 mstore Search 19 x Customer Correspondence All Documents Order By Customer Code Official Certificate of the Result of B D Pronty Penod expires on 3 JUL 2003 at midni
45. 9 Not For Me Va Owned By Me All Cabinets Search Cross Cabinet Search My mstore Compliance Incoming Documents PIP Lite Workflow o _ II Seet Benteconen sain To E e Delete Task Close OB Web Listbar i Listbar Delete Task 2 Kevin Bloggs Figure 207 When Kevin looks at his Tasks Assigned To Me tab he will see the task that has just been re assigned to him Figure 207 and be able to open it up to view it Figure 208 Page 144 of 183 Arena Group Notes Note History Owner s Note Owner Demol Created Email Dont Email KOCH oK Figure 208 From here he can also view the history of the task to see what has happened to it Notes Mote History Russell 13 05 2005 10 00 17 This is Kevin s order CHLI Figure 209 Page 145 of 183 Arena Group By clicking on Note History Figure 209 he can see the note that Russell added to show it was Kevin s order you will be shown how to add the note further on 3 Standard Task Full Name Russell Smith Russell Smith Task Updated Lock Released Lock Created Dent Erail Figure 210 He can also see the Audit trail describing the changes to the task such as it being reassigned created and the status changes etc Figure 210 Page 146 of 183 Arena Group cs EEN Task Task Audit Subject Example Ltd
46. Code Customer Order Number Advice Note No Invoice Number 7 30 08 2001 1 DA0001 D11111 D12366 210001 iv My M Store Incoming Documents Tools Custom Execute Modules View Related View Side By Side View Original Bulk Email Refresh tf wsS DOCS W7 Figure 157 If you click the small arrow VW next to the bulk export button a dropdown will appear allowing you to choose whether or not you d like the just export the related documents or also include a copy of the original document too After clicking the button you will be taken to the standard mstore Bulk Export screen where you can configure where the exported files should be placed see Figure 158 Page 105 of 183 Arena Group Bulk Export Document 2 documents selected for export Please enter path for exported document s Path C Users Document User Documents Page options Bulk export options All pages CH Current page 1 CH Pages Append pages when filenames are the same TIF amp PDF only Clear destination folder Select a reference to be used as the Folder Name All documents in same folder e Other options Select a reference or type a value to be used as the File Name With endorsements Documents we With annotations E Delete document s from mstore afterwards 6 conversions configured Figure 158 9 4 2 Bulk Email In pretty much the same way as exporting the document files you can also email the r
47. Document Date Custo 74 Customer Invoice Credit Not From To Subject ba 1 4 512 19 05 2009 DA000 2 ba 1 12 05 2009 Dam 1 AVLAVI DC ee ee eee ie ee ia WE a er E RE EE E ierg eegen Verde IW ee Lt TIET gt E O e ee ee a lt lt User gt gt W lt lt WS Name gt gt Version 2 0 11 1 ha Figure 30 2 3 Using The Toolbar 002 s008 Rb t OO Ja IKE Asia Figure 31 The document toolbar Figure 31 is shown when viewing a document using the tools on the toolbar you can manipulate the document 2 3 1 Changing Pages oo 00 Figure 32 The buttons allow you to move between pages jump to the first or last you can also enter a page number and jump directly to that page by pressing enter Page 26 of 183 Arena Group 2 3 2 Thumbnails doed e Mone 1 Column 2 Columns 3 Columns Sp ru Figure 33 The thumbnails option Figure 33 shows a preview image of each page within the document you can then select these to change page Thumbnails are optionally shown by turning them off or on from the toolbar icon The user has the ability to display 0 1 2 or 3 columns of thumbnails alongside the document preview or by selecting Full the entire preview screen can be populated with thumbnails The screenshot below Figure 34 shows the thumbnail settings configured with 2 columns Figure 34 When mstore is loading documents with a large number of pages the process of generating a
48. Export e Bulk Email Figure 155 9 3 Viewing related documents In the Related Documents tab Figure 154 select the related document you wish to view You can view the related document 3 different ways e Inthe viewer above e n anew tab e Next to the viewer side by side E 3 Customer Order Customer Code Customer Code AND Customer Order Number Customer Order Number Document Date Pages Customer Code Quote Number Customer Order Number 15 08 2001 1 TUOOOT 010001 mt F View Side By Side View Original Bulk Export e Bulk Email e View Related New Window A Wa we DOC AW Figure 156 Page 103 of 183 Arena Group 9 3 1 View Related This will show the document in the above viewer To do this either click on View Related shown in Figure 156 with the related document you wish to view selected or double click on the related document in the list you wish to view 9 3 2 View Related New Window This will launch open a new tab for the related document To do this click on the W button and select View Related New Window shown in Figure 156 9 3 3 View Side By Side This will open the document in the same way as View Related New Window but it will split the page so the documents are side by side To do this click on the View Side By Side button shown in Figure 156 9 3 4 View Original This will change the currently displayed document back to the original document 9 4 Bulk related docu
49. L Documents kcuig9 docs live net S5L 8d2de9510386c94a 2 Figure 126 Right click and select Send To then My msiore Figure 126 7 4 1 1 Indexing to mstore Size Type Date Modified 0 24 KB CSV Date Crested ON02 20712 11 59 0302 2072 04 02 Descle Ai Bron er Figure 127 Page 82 of 183 Arena Group mstore Index Dialog will now load and show and have ticked the document you have just sent to My mstore You can select as many items as you like to index together and use Select All and Deselect All you can use Reset to return back to what was originally selected Click next to begin indexing Resources E Document StarterPack_AlexReynolds 001 Destnaton Customer Corespondence FIF Lite Figure 128 In Figure 128 you can either select to index to a Cabinet or to Incoming Documents By indexing to incoming documents the Index button will become enabled and you will be able to index without entering references This allows you to index quicker but means that the references will have to be filled in later Sales Invoice Document StarterPack_AlexReynolds 001 Destnaton Customer Comespondence Figure 129 You can right click to choose a different type of view on the cabinets Figure 130 this helps if you have a lot of cabinets to choose from You can also do this when selecting the document type further on Figure 129 Page 83 of 183 Arena Group D
50. Purchase Invoice Assigned To Kevin Bloggs Due Date None e Status Not For Me Start Date 13 05 2009 e Importance Normal Notes Note History Owner s Note Please contin that the goods on the purchase invoice are as ordered Acton Note m are comect a Figure 211 Back on notes Figure 211 Kevin can add an action to show that he has checked the purchase invoice to do this enter an action note describing the action and click OK or Complete which will be described next 13 7 Completing tasks You can complete a task by clicking Complete or by changing the status to Completed and clicking OK Page 147 of 183 Arena Group File Edit View Tools e Listbar All Cabinets Search Window Help 9 SU mstore Search 1 Correspondence mn Pal Lie Sore Tulip Industrial Limited Tel 0298 9898989 Fax 0298 8989808 Facsimile fs d Dsm tt uet 11 maeta Daag Tulip 12 Awgust 2001 A7 Lg unn gem pene heey Tee ui din fn Be tebe es A af XL Betz we 6 pene tanked ifa 1 af 81 Dodan wg reed tied te pronade Re Sef conten gen bake oat or ont Kuer Dne Tat Ay No saved search loaded en tented BF o an at Tada Neree reg of epes Pe J Tasks Related Documents Le Versions History Notes Document Information 1 Record Start Date Due Date Assigned To
51. R ccccccecceceeccecceceseescecauceueuueueaeseueuueeeeuseuseueueeeeauseueaeeeeaeees 38 3 2 SENDING DOCUMENTS TO INCOMING DOGUMENTS 39 33 INDEXING Beie de 40 3 4 DIRECTLY ACQUIRING DOCUMENTS FROM A SCANNER s sssssesssssnereresinrerrnnnnererrnrnrerenas 42 A EDITING REFERENCES eebe 48 4 1 WHAT S IN THIS CHAPTER vccsivscesacccecosacdvasectesdcaverasdvosevecevesavecceapaveiddaccxpidvaretesdcasevacdess 48 4 2 FINDING THE EDIT REFERENCES FORM csceccesecceceseecceceecuceeeuseseuseeeeseueueaueeeausevens 49 4 3 EDITING EENHEETEN EES 50 4 4 APPENDING TO OR OVERWRITING EXISTING DOCGUMENTS 52 4O MANIPULATING GS ccc eget estes EAN EREE 53 4O RENDE 4 EE 54 A mm ier 54 5 ANNOTATING A DOCUMENT ccc cseseseeeeseseeeeeeeeeeeneeeeneess 55 5 1 WHAT S IN THIS CHAPTER EE 59 5 2 ACCESSING THE ANNOTATION ToOLg 56 5 3 USING THE HIGHLIGHT ANNOTATION ccccccececcescceseceuseeeeseuseuaueueueueueaueusaueuuaueuuans 56 DA USING THE NOTE ANNOTATION rnnr nnne 57 5 5 USING THE BLOCK OQUT ANNGOTATION 60 5 6 USING THE RUBBER STAMP ANNOTATION sssssessserernsnnnernrnnnerrrnnreririnrnrerirrnrerrrrnrerene 61 5 6 1 Free OE reac se ncoesrconnwenieansacanrowcnsannoesieossuendnacsqnctuossusennoetaeensuenieacsacateeetneeneoesicont 62 Ee e ee RE 62 coll sro TOWNS Ee 63 904 ET USEDE nee ener mn me err er ee eee 64 5 6 5 Creating estamp 64 5 7 MOVING AND RESIZING ANNOTATIONS ccccecceceececeececcuseseuceseuseu
52. SC C S S SSSSS 5 Image Full Text Post Process Successful ii GetText Close Figure 26 Once you have cleared the existing contents of the search box you can enter your new criteria to match other pages within the current document The search criteria may contain wildcard and conditional search options as with the original search from the search dialog Image Full Text Post Process Successful Image Full Text Post Process Successful Figure 27 1 6 2 Performing a Full Text Search Along With Reference Criteria Whilst it is perfectly acceptable to perform a search with a combination of reference criteria and full text criteria you need to be aware of how mstore interprets this information to perform a search and what documents it will match and present in the results When searching using a combination of references and full text mstore will only match documents which have the reference criteria in one of their references AND an occurrence of the full text criteria in the extracted full text information A typical example might be a search for documents with customer ID ABC123 and an occurrence of the word invoice in their full text lf you configure and run this search in mstore you will only receive a list of documents which match BOTH criterion and not just one or the other This means that if you have 5 documents that match the reference value ABC123 but none of these have the word invoice in the f
53. Search H IE Customer z Tulip Ind Lid 02988989898 ae S Simple Search 7 Tulip Industrial Limited Tel 0298 9898989 Document Comman Fax 0298 8989898 Document Type 5 Correspondence bk Facsimile ee Sales All H n E R GER Demo Ltd Customer Code a gem iii e 3 Quote Number l CH Customer Order Number David Tulip _ EE ver 12 August 2001 Credit Note Number X1 Units oo a Please quote your best price and delivery for the following items ig 4 off X1 Budget units to your standard specificatic Subject off XI Bu dget ur nit hat en pamana vido the bolt centres as sketch below E 1 off controller E 4 EE Search Se Ce lt Save Search Tasks Related Documents Versions History Notes Document Information svevevees 0 Records All Cabinets Search Import Subject Start Date Due Date Assigned To Status Cross Cabinet Search My mstore Compliance Incoming Documents PIP Lite Workflow m 2 Demo1 Figure 196 As an example Demo1 has indexed a purchase invoice and needs to confirm with Russell that it is what was ordered To create a task for the document you must first open the document go to the Tasks tab and click on Add Figure 196 Page 135 of 183 Arena Group i New Task Task Audit Subject Example Ltd Purchase Invoice Assigned To Russell Smith Due Date None Status Not Started Start Date 13 05 2009 Importance Normal Notes Note History Owner s Note Please co
54. T MAINTENANCE nnas 153 WO PRODDING INE ht 156 14 6 EDITING EXISTING ITEMS 0 0c c0ccccesceccececceseccececcecssceccsceccececceseccecsececseaeccucess 157 tas DELENG EEN 158 14 8 IMPORTING EXPORTING LIST 159 A TESTING I oreesa e E e rE EEEn 160 14 10 MAINTAINING LISTS IN SITU 0 ccc cece cece ccc ece cee eeeseeseeseeeeseusaueeueuueuuaueaueaeeuuensaeeaes 162 15 BARHCGODEINDESING 165 15 1 WHAT S IN THIS CHAPTER NEE 165 15 2 BARCODE INDEXING geg sgeebegg eegen eege Steet 166 15 3 INDEXING WHEN BARCODES ARE USED AS A SEPARATOR SHEET 168 16 APPEND enee 169 16 1 WHATSINTHISCHAPTERI arrenar nrnna 169 16 2 SAVED LOGINS AND LOGGING e D AEN 170 16231 WHCHIOOINS ale SAVO e e a 170 VO Beie leie te 171 e SN e ie 172 16 3 1 Default Display Gettmge 172 16 4 HEPOpRTINGEppOpS arn nenne 175 16 4 1 Reporting Errors when an error NAS ocCcCHrred 175 16 4 2 Reporting Errors through the toolbat aaaaaansannennnnnnnnnnnnnnnnnnennnnnnnnnnnnnne 176 Ee TRC DOMING BO eebe 178 16 5 UNRELEASED LOCKS acess cesssssiccraccasscuaseisacusestabenanebeheneeedenevaucesucxeussaeccansaeacneecasacuss 181 Page 6 of 183 Arena Group 1 Document Searching Guide 1 1 What s in this Chapter mstore will store your documents on the computer so that you can quickly search for them Within mstore you can e Search references to match criteria e Further refine searches with advanced search This chapter will explain How mstore Works
55. Unsafe Documents mstore has in built protection to prevent the indexing and viewing of documents which could potentially be unsafe Typical file types might include TMP Windows temporary files e EXE Executable files applications e BAT DOS batch files and scripts e DB Database files e DAT Data files which could conceivably contain almost anything e LNK Windows shortcut files e DLL Dynamic link libraries and application components This feature was implemented in mstore version 2 0 11 1 This means it is possible that on older systems which have been upgraded potentially unsafe files may have already been indexed If this is the case and you attempt to view such a file mstore will respond by displaying the following message Figure 30 Page 25 of 183 Arena Group File Edit View Tools Window Help amsa 00 ooch IS DOQC AVA e Listbar A XI Home mstore Search 3 mstore Search 4 All Cabinets Search Customer Correspondence All Documents Order By Customer Code 7 Customer A Simple Search This document cannot be displayed within mstore Moin gail igs pr All Customer Code Quote Number Cus Order Nu This file is potentially unsafe to automatically load if you are certain it is safe to run then Invoice Number please export from mstore in order to run the exported file Credit Note Number From ty No saved search loaded 18 Records zi 4 Pages
56. above Figure 108 From here you can quickly access the Check In or Undo Check Out functionality from within the module Clicking these will pop up the corresponding window as described earlier in the Viewing Documents and Actions chapter 6 6 2 Favourites ER E ENEE Delete All Inc GC Recent Searches Figure 109 Jy Favourites A steven Appleby Personnel Record Incoming Cocun Rename HCH Recent Searches Delete t Saved Searches 4 2 Tasks Properties Figure 110 The documents listed below the Favourites node can be right clicked to show the menu above Figure 110 From here you can rename or delete the Favourite Right clicking on the Favourites node gives you the option to Delete All of the Favourites at once Figure 109 Page 71 of 183 Arena Group 6 6 3 Recent Searches The documents listed below the Recent Searches node can be right clicked to show the menu above Figure 112 From here you can rename or delete the Recent Search Right clicking on the Recent Searches node gives you the option to Delete All of the O Focus Lesen Delivery Notes All Documents CH Human Resources Employee Training All Docu CH Supplier Purchase Credit Note All Documents CH Supplier Purchase Order Order By Supplier Nu CH Supplier Statements All Documents Order By Figure 111 El Recent Searches OH Customer VC errespopdenc a
57. annot be displayed within the in situ viewer will be popped up in its associated program If un ticked you will have to click on Display Document first Show missing document relationships decides if in Related Documents a related document type link without any relating documents is still displayed Page 172 of 183 Arena Group The AutoSave Settings tab allows you to configure how the settings for each document are saved Default Display Settings Document Display Settings Search Result Settings Window Settings Initial Display Settings AutoSave Settings AutoSave will automatically save the display settings for each page of The global default for AutoSave is OFF Who will the display settings be saved for Figure 247 By default the AutoSave function is switched off so no autosave processes will be carried out When enabled there are two options for how the autosave functionality will work Me lt Username gt Default will only save the document view settings for the account which you are currently using Shown in the brackets All other users will be unaffected by changes that you make All Users will result in any changes being applied directly to the document so that all users will inherit the change If for example you changed the orientation of a document by 90 whenever any user opened this document the same rotation would be applied Page 173 of 183 Arena Group Default Display Setting
58. ard or manually Administrator User A Quick Search g5 Email Indexing erent Outlook 2010 5 Office Indexing Outlook 201 GR a Load My mstore z Microsoft Index Waiting Documents OneNot Preferences isa 03 02 2012 Figure 117 7 2 2 Clipboard Searching With clipboard searching copy some text and right click on mstore Tray Page 76 of 183 Arena Group Admin Cabinet gt Barcode Indexing Cabinet Fa Clients Cabinet Microsoft PowerP ol Credit Union Cabinet p Administrator User em Cle Quick Search Ke h Focus Indexing Cabinet Human Resources Cabinet Email Indexing Microsoft Outlook 2010 N Microsoft Index Waiting Documents OneNot Incoming Documents Cabinet Kofax Ascent Cabinet Office Indexing Messages Cabinet V Tasks NHS Cabinet Load My mstore EF Si alt e Paystream Cabinet VW PIP Lite Cabinet b Customer Cabinet Preferences Fe Exit 1523 T Pi So EP co oo OO Yoo Oo oO oo E E Supplier Cabinet VW 03 02 2012 Figure 118 In the menu highlight Quick Search Figure 118 All References Common References BE mg a All Like Search For This ge KN 7 3 e j Q All Like Search For This Admin Cabinet m J Motor Vehicle Document Type gt Barcode Indexing Cabinet V i Microsoft Clients Cabinet PowerPoo d Document Type Like Search For This Bank Statem
59. as shown earlier 7 4 4 Indexing Using Code Free Integration You can also use Code Free Integration to index documents using msiore Tray How this happens will depend on how the integration functionality has been configured on your mstore system In general code free integration will automatically populate references for you when you reach this part of the indexing process In the example screenshot in Figure 138 mstore has been configured so that the Credit Note and Supplier configuration is used to automatically populate these two references when indexing a document The values have been collected from the host application Page 87 of 183 Arena Group Index Document Enter References Supplier Number SUPOO1 TEST SUPPLIER g Purchase Order Number Purchase Invoice Number Credit Note Number 1734 BC Document Date 21 02 2012 Document Imat mpl MSG Destnaton Supplier Comesp_ i Figure 138 It is also possible for mstore code free integration to be configured so that you must manually choose a code free integration that you want to use to acquire references This is done by clicking the code free integration button highlighted in Figure 138 This will display the following dialog showing the available code free integration matches Integration Matches Name a Credit Note and Supplier Match 1 Credit Note Number G Punches Invoice Humber ee Match 1 Purchase Invoice Number 654371
60. at 26 11 2012 16 24 Please click the Details button if you wish to see information about the error Report Figure 250 When mstore experiences an unexpected error it will display a standard error reporting window as in Figure 250 This window allows you to supply Arena EDM Support with the details of the error so that further investigation into the cause can take place A common practice when reporting an error is to take a screenshot of the error dialog paste it into an email and then send this to the Arena support desk Unfortunately this doesn t provide enough information to investigate the error so it is recommended that you follow the instructions in the rest of this chapter to report the error If you attempt to perform a screenshot of the error you will receive the following message Please report the full error details Thank you for taking a screenshot of this error to help us further Investigate this issue please could you also send us the full error details Wou can copy these by pressing the copy button that will appear if you press the No button Alternatively by pressing the Yes button the report error screen will appear please follow the on screen instructions this should automatically send us the full error details and screenshots Would you like to go to the report error screen Figure 251 If you click the Yes button you will be taken to the Report Error wizard which makes it easier to
61. ation tool and then click once on the annotation that is to be removed With the annotation selected it should have the 8 grab handles around it press the DEL key on the keyboard The message box in Figure 103 will be displayed prompting you for confirmation that the annotation is to be removed Clicking Yes will permanently remove the selected annotation Page 66 of 183 Arena Group 6 Using My mstore 6 1 What s in this chapter My mstore is a feature within store which is personalized to the user with all the content accessible being related to the user in some way It is also the main way of quickly accessing content in the various additional modules within mstore Through My mstore you can quickly access Your Checked Out Documents Documents you have marked as Favourites Incoming Documents that you are yet to index Your most Recent Searches Saved Searches which you have saved or have been saved for a role which you belong to Tasks which have either been assigned to you or are owned by you e Right click on My mstore modules to use their functionality without opening the module This chapter will explain e How to access My mstore e What To Do If Items Are Missing From My mstore e How To Use My mstore e How Items Are Added To My msiore o Checked Out Documents o Favourites o Incoming Documents s My Incoming Documents o Recent Searches Saved Searches
62. b filling the main area of the screen This allows the documents to be previewed Use the arrow keys to move through the list up down or through the pages of scanned documents left right Page 12 of 183 Arena Group View Tools Window Help Hise 00 COMB e 1H9AQC Is v X Home mstore Search 2 Customer Statement All Documents Order By Customer Code Customer Statement 01010 DEM O I td Customer Code TU0001 Period 19 2001 Demo Lane Demotown DE25 IMO Tel 0119 2555555 Fax 0119 2666666 Email sales demoltd co uk 03 November 2001 Accounts Department Tulip Industrial Ltd Meadow Lane Meadowton ME10 4AB au No saved search loaded Item Description Status Value Drag a column header here to group by that column 4 Pages 4 Statement Date Customer Code K Value Kal 1 03 11 2001 TU0001 0 00 1 p 2 p mo on n Figure 10 On the right hand side you can use the thumbnails to change page by clicking on the preview of the page you want to view Click on an item in the list to preview the document and use the toolbar to perform operations on the document such as rotating zooming in and out etc e Figure 11 Click on the buttons in Figure 11 to Email or Export the document if you want to Print the document click File gt Print or use the print tool on the toolbar 1 5 Advanced searching The Advanced Search allows you to be more specific a
63. board Searches are performed using a text value copied to the clipboard Manual The user must manually type their criteria 7 5 3 Page 91 of 183 Arena Group 7 5 4 Outlook Indexing Field Name Description 7 Delete email s from Outlook Controls how msiore Tray deals with emails once they after indexing have been indexed to mstore NEVER Emails will always be retained after indexing PROMPT The program will ask whether each email should be deleted after indexing ALWAYS The email will always be deleted after indexing is completed Remember emails and When enabled this option tells mstore Tray to mark attachments that have each email attachment indexed with a special already been processed identifier This identifier tells mstore Tray whether or not an item has been indexed previously In the event that a user attempts to index an email or attachment which has already been indexed in the past mstore Tray will display a message box informing the user of this The user can then make their own decision as to whether or not to continue indexing the item Page 92 of 183 Arena Group 7 5 5 Other Field Name Description O O 2 O O20 O Show message when indexing unsaved Word document Show message when indexing Word document with unsaved changes Show message when indexing unsaved Excel workbook Show message when indexing Excel workbook with unsaved changes Show list of files awaiting deletion Sets
64. bout how you search for documents allowing you to specify the operator used for every reference and allowing you to enter multiple criteria for the same field 1 5 1 Document Reference Search Page 13 of 183 Arena Group Add Criteria Order By Direction Ascending Get Multi Value Data a No saved search loaded Figure 12 Advanced searching by Document type Figure 12 works in the same way as a simple search but the way you enter reference criteria is more complex and therefore more powerful To enter criteria click on an empty field to drop down a list of available references Figure 13 then click on the operator field to select the type of match you want to make Figure 14 and enter a value To add more criteria click the add criteria button if you want to remove criteria click and select the rows to be removed and press the delete key Document Type E Correspondence e Field Operator Value rl Field Archive Disk Batch Number A Crested Date 17 Credit Note Num Dir Customer Order a No Saved search loaded Page 14 of 183 Arena Group In advanced search you will be able to search on any common references and document references in the document tab as well as display references and special fields stored by mstore these include Archive Disk Batch No Created Date Document ID File Type Pages Priority Add Criteria Not Like Direction Get Multi Value Gem va No saved sear
65. ccccceccececcecceseecueceeeeseusaucueuueueeusueuueeueesausuueuueeeaesans 122 12 2 PRINTING AND PREVIEWING A DOCUMENT 123 EE MM 0 6 9 8 Te e 123 T2222 ie Lee 124 12 4 OFFICE CL He ee eee ee eee 125 EE E e Le E E EE E 125 EE 126 VI ING coarse ee eee eee ee eee toes eee 126 Poy Me de e eee ee eee eee eee re re nn rere 126 12 5 2 Print GE 127 12 6 IMAGE PRINTING TEXT PRINTING ACROBAT PRINTING amp BASIC HRINTING 128 12 6 1 Configuring the printet cccccseeeccseseccssecesueessaeeeesseecesseeessneeessaeeessneeeeaness 129 12 6 2 Setting the EE 130 12 6 3 Setting the pages 131 E CTO ee 131 PA eo E Oo 2 1110 g PAOA AAA 132 Page 5 of 183 Arena Group 13 TASKS GUIDE E 133 13 1 WHAT S IN THIS CHAPTER 2c ccccceccccecccceseuceeusuceuseueuuaueeuaueeuaueauaueaueueaueeuaueeuaesauaess 133 13 2 ACCESSING THE TASKS MODULE asssssessseenrennnrnninrnirrrrrrrenrnrnnnnrninrnrnrrr nenen nnnnnnnne 134 13 3 CREATING A TASK FOR A DOCUMENT sssssessssssenennnnrnnnnnrnrnrnnonrrnnronrnrnnnnrnnrnnno nenne 135 134 VIEWINGTASKS ASSIGNED TO E 138 13 5 RE ASSIGNING A En EE 142 13 6 DOINGACTIONG ON TASK sssreniseroresiserere pono di n oneei Eor arero orogen Nir oneri OEE 144 13 7 GOMPLETING TASKS eege 147 WB Va KEEN 151 14 1 WHAT S IN THIS CHAPTER u ccccc ccc cccecceccececeseeseesauceeeueuseusaueeueueeesauseueeueueaesaes 151 14 2 HOW TO IDENTIFY EE 152 14 3 HOW TO Access LIST MAINTENANCE GE 153 14 4 HOWTO MAINTAIN LISTS WITH LIS
66. ch loaded Swe Gel _Search Figure 14 Figure 15 shows the criteria to search for all the customer quotes that have been scanned in TIF files for customers whose names begin with A or B for the year 2007 This is because the record must match all of the criteria but the advanced search is smart enough to detect when there should be exceptions to this The Fields are grouped together when being analyzed within each groups the operators are either joined together with OR s or AND Ss depending on the operator This means the search in Figure 15 is Customer No Like A OR Customer No Like br AND File Type TIF AND Document Date gt 01 01 2007 AND Document Date lt 01 01 2008 The different fields are joined by an AND Page 15 of 183 Arena Group With the same fields the Customer No uses an OR because Customer No Like B uses the Like operator Similarly the Document Date uses an AND because Document Date lt 01 01 2008 uses the lt operator Document Type E Correspondence Field Operator gt Customer Code Like EE Add Critena Order By Customer Code Direction Ascending Get Mult Value Data za No saved search loaded Figure 15 Because of the way an advanced search works it is important that you order your criteria correctly For Example Sa Listbar i x All Cabinets Se C Customer M Document Type E Correspondence Field Operator Value Document Date gt 01 01 2004 Add
67. ck click on the zoom icon 2 3 9 Select Area Figure 45 Select area Figure 45 lets you highlight an area on the document which you can then copy Page 31 of 183 Arena Group 2 3 10 Annotations Figure 46 This button allows you to use annotations within store If you have permission to use annotations then this button will be enabled and you will be able to add edit or remove annotations on the document The button itself is a dropdown menu which contains the annotation tool sub items seen in Figure 47 See the annotations section for more information h Select Annotation Highlight Annotation Note Annotation d e Block out Annotation Rubber Stamp Annotation Figure 47 2 3 11 Delete Page w Figure 48 Delete page Figure 48 removes the page currently being viewed from the document The page is retrievable from looking at the documents historic versions in the document window lf audit trailing has been enabled on your system you may be prompted for a reason for deleting the page before the operation is carried out This reason can be viewed at a later stage by anyone who possesses the appropriate security permissions 2 3 12 Delete Document Figure 49 Page 32 of 183 Arena Group Delete document Figure 49 removes the current document from the cabinet An administrator can undo this via the deleted documents tool in mstore however after using delete document you will no
68. cks OK This means that the audit will show that Russell changed the status to Not For Me Page 142 of 183 Arena Group E mstore Documentation System_ Edit View Tools Window Help Tasks Assigned To Me Filter Options Status lt All gt Due Date On Or Before None Show Only Incomplete Tasks Start Date On Or Before None Subject WM Assigned To lt All gt Owned By lt All gt z Start Date Due Date Status Example Ltd Purchase Invoice 13 05 2009 Not Started Demot Figure 206 In the Tasks Assigned To Me tab Figure 206 he needs to select Kevin in the Assign To box and click Assign to pass the task on to Kevin It will now be removed from Russells list of tasks assigned to him Page 143 of 183 Arena Group 13 6 Doing actions on tasks E mstore Documentation System Smam Eile Edit View Tools Window Help EC WH e a Listbar D X Tasks Assigned To Me x My mst Filter Options Checked Out Documents 1 Favourites Subject Status lt All gt v Due Date On Or Before None E Incoming Documents Assigned To lt All gt Show Only Incomplete Tasks V Start Date On Or Before None e My Incoming Documents Geen lt All gt GI Recent Searches wua Saved Searches Subject Start Date Due Date Status Owner B Example Ltd Purchase Invoice 13 05 200
69. conversions are currently configured In this case there are no conversions defined Clicking the button will display the following dialog Figure 171 Advanced Conversions POF Select the required output file formats below for each input file format H the input file format is not listed then it cannot be converted Tagged Image File Format TIF Tagged Image File Format TIF Tagged Image File Format TIFF Tagged Image File Format TIFF JPEG Image File Format JPG JPEG Image File Format JPG Graphics Interchange Format Image GIE Graphics Interchange Format Image GI Bitmap Image File Format BMP Bitmap Image File Format BMP Portable Network Graphics File Format PNG Portable Network Graphics File Format Adobe Portable Document Format PDF Adobe Portable Document Format PDF Figure 171 The conversion mapping works using a two column approach The labels on the left of the dialog correspond to the format that the image is currently in The combo boxes on the right allow you to define what format you would like the file in before it is attached to an email or exported Page 115 of 183 Arena Group The Reset button will remove all set file conversions from the system which will result in files being exported in their native format lf the conversion mapping for TIF files is changed to PDF as in Figure 172 whenever a TIF file is exported from the system it will be converted to a PDF file beforehand Advanced
70. cument and edit the message e Silently email documents e Email more than one document This chapter will explain e Emailing a single document e Emailing multiple documents e File Format Conversion Page 107 of 183 Arena Group 10 2 Emailing a single document In mstore select a document in a list or open a document then click on the Email button on the toolbar Figure 160 EI mstore Documentation Syster File Edit View Tools Window Help ease oo Ge Figure 160 In the Email Document form Figure 161 enter a filename and check the enabled settings then click OK Email Document D Current document E De lected documents Ti O All documents in cabinet Cust 2 Please enter filename for attached document File name Delivery Note nt Page options Bulk email options From administrator mitral co uk Geh All pages 1 Append pages when filenames are the same TIF amp PDF only O Current page 1 eg 1 2 5 8 Ge All documents in one emai SC UITRENE IN ITS CWT Emil X Select a reference or type a value to be used as the Recipients Email Other options Select a reference or type a value to be used as the Subject With endorsements With annotations E Delete document s from mstore afterwards Select a reference or type a value to be used as the Body Figure 161 A new message will now be created and displayed in either Outlook or GroupWise subject to workstation preferences it
71. d search Image Full Text Excel Full Text e g matore AND cabinet Word Full Text AND NOT is used to find one search Email Full Text e g matore AND NOT cabinet OR is used to find either search condition Enter your full text search into the box below eg mstore OR cabinet Wees B _ NEAR is used to find one z tion The following commands can also be used e g matore NEAR cabinet AND i i wildcard after search conditions ippa a o e g msto AND cab AND NOT is used to find one search can be used to group search conditions e g mstore AND NOT cabinet e g matore AND cabinet OR document OR is used to find either search condition eg matore OR cabinet 3 NEAR is used to find one search condition eg matore NEAR cabinet wildcard after search conditions eg meto AND cab can be used to group search conditions e g mstore AND cabinet OR document a No saved search loaded va No saved search loaded Clear Search Save Clear Search Figure 21 Figure 22 Figure 21 shows the full text search dialog in Simple mode where the user is able to perform basic searches for specific words phrases and wildcards within the documents The red colour of the Document tab shows that criteria is present on this tab Figure 22 shows the same dialog in Advanced mode where the user is also able to pick the type of document they wish to search on e g Acrobat files only 1
72. e Index Batch button will open the scanned image in mstore and will display the indexing dialog allowing you to index the document away to its designated location lf you proceed to index pages from the batch but close the form before all the pages have been indexed away msiore will display the following message to alert you to this Scan amp Index ECH Do you want to save the remaining pages of this document in your My WS Incoming Documents for indexing later Figure 71 3 0 Incoming Documents Scan button When you open one of the Incoming Documents folders a new scan button will appear in the toolbar at the top of the screen This can be used in much the same way as the Import and Combine buttons When the Scan button is clicked it will open the scanning form as with the Scan to method This will allow you to scan batches of documents or to perform direct scan and index operations Page 46 of 183 Arena Group D mstore Documentation System File Edit View Tools Window Help ER 821000 COs OR 1IMOACHN EES a iw BHD Til Listbar v 2 X Home Incoming Documents To Index Incoming Documents Incoming Documents To Index 3 found le Incoming Documents Iocu ga INGRAM Le INGRAM MICRO UK LTD Scan to To Index NA ARO Ramt GACS GIRO te Bank PLC a E SAME ening Sep ia wtata Vambiey amp Park Royal Business Centre d 35 38 Park Royal Road rive
73. e document e Exporting multiple documents e File Format Conversion o Advanced PDF Conversion Options Page 111 of 183 Arena Group 11 2 Exporting a single document In mstore select a document in a list or open a document then click on the Export button on the toolbar Figure 165 File Edit View Tools Window Help LS OO QOO ioexn nOQOed ee CH Listbar i x Il tinme o Figure 165 In the Export Document form Figure 166 Browse to a location to place the file and check the enabled settings then click OK C All documents in cabinet Customer 2 Please enter file name and path for exported document File name D Test Delivery Note tif i Fage options Bulk export options Gei All pages 1 Append pages when filenames are the same TIF amp PDF only eg 1 2 58 Clear destination folder Select a reference to be used as the Folder Name All documents in same folde Other options Select a reference or type a value to be used as the File Name With endorsements with annotations E Delete document s from mstore afterwards Display file s in folder after export No conversions configured Figure 166 The file will now be saved to that location Page 112 of 183 Arena Group Organize Include in library e Share with e Slide show Burn Jir Favorites BR Desktop 9 Downloads 2 Recent Places Delivery Note tif Libraries E Documents a Music d Pictures E Vid
74. ed to confirm if you would like to delete the row Figure 227 if you click Yes then the row will be removed from the list 3 To select a range of list items hold shift and click on another row this will select all the list items between the list item you were on and the list item you selected You can also use the control key to individually select multiple list items e Edit List Client List Type Description Field 1 Field 2 Field 3 Field 4 Field 5 Field 6 Field 7 Field 8 Field 9 Field 10 Value Field Client 7 Client ID V Client Name Field 1 Order By Field Field 1 1037 Records Client ID Client Nam Field 3 Field 4 Field5 f E G IR IR A ABSO002 Mr L C Abs 5 ABSO003 Mrs T Abs 6 Abson Dev 7 Figure 226 Figure 227 Page 158 of 183 Arena Group 14 8 Importing Exporting Lists Edit List Client List Type Description Client Field 1 Client ID Field 2 Client Name Field 3 Field 4 Field 5 Field 6 Field 7 Field 8 Field 9 Field 10 Value Field Field 1 Order By Field Field 1 1037 Records Client ID Client Nam Field 3 Field 4 Field 5 A A A Wi m Wl Le eng L a S Abson Dev Figure 228 Clicking Import Export Figure 228 will show the CSV Import Export dialog allowing you to import or export a list in CSV format Figure 229
75. eee ee ene ee ee eee eee ere eee 97 I d 98 Gio REENEN 99 8 5 1 Updating the current version 100 EE CREATING 2 MISTO V FSION ee 100 Page 4 of 183 Arena Group 65 9 AOD CIOING de Eet 100 9 RELATED DOCUMENTS GUIDE AAA 101 9 1 WHAT S IN THIS CHAPTER EE 101 9 2 ACCESSING RELATED DOCUMENTS cccccccececcececcececeeceeeeceeeeaueeeauseueuseueuseueesaueess 102 9 3 VIEWING RELATED DOCUMENTS nsssususenssuernrnnrunnrnnrenurnrnrnenrnrurnrrurernrnrnrnenrnrnrnrnenne 103 ECG WEE E 104 9 3 2 View Related New Wumdouw 104 9 3 3 View leie 104 9 3 4 View Original A 104 9 4 BULK RELATED DOCUMENT OPERATIONS KRANKER REENEN REENEN 104 DAD DUKEN OOI seca neern ENETEIA EEEO 104 Oae BUKE EE 106 10 EMAILING DOCUMENTS GUIDE 107 10 1 WHAT S IN THIS CHAPTER cccecceccececceseesceceuceeeeseusausueuueusaesueeuseueusausauseueeuaesans 107 10 2 EMAILING A SINGLE DOCUMENT nr nnnar nenne 108 10 3 EMAILING MULTIPLE DOCUMENTS rinne rionrnro nenne rrn nenne 109 10 4 FILE FORMAT CGONVERSION nn nnnnn nenne 110 11 EXPORTING DOCUMENTS GUIDE 111 11 1 WHAT S IN THIS E EAETEER ed eege ee dE 111 11 2 EXPORTING A SINGLE DOCUMENT ccccecceccecceceecceceeeeeuseuseusaeeueuueuauueeueeueeueeeaeens 112 11 38 EXPORTING MULTIPLE DOGUMENTS rrenen 113 11 4 FILE FORMAT CGONVERSION nenn rnnan nenne 114 11 4 1 Advanced PDF Conversion Options ccscccccecccseeccsesecsescesnscesnsessnscesnsessnses 118 De OC le 122 12 1 WHAT S IN THIS CHAPTER 0 0 c
76. eesueueaueueauseeausaueas 65 50 WEE WING AININO ENEE 66 6 USING MY MSTORE uu 0 ccc cccceceseeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeenenenenes 6 7 6 1 WHAT S IN THIS CHAPTER 67 6 2 HOW TO ACCESS MY MSTORE EE 68 6 3 WHAT ToO Do F ITEMS ARE MISSING FROM MY MSTORE ccccccecceseeseeeeeeeeeseeeeees 69 6 4 HOW To USE MY MSTORE c ccccccccceccecceseeseecuceseeeaeseeeueeuuauuaueaueueuuaueaueaueuuauuaesaess 69 6 5 HOw ITEMS ARE ADDED ToMvwerOopt 69 6 5 1 Checked Out Documents 69 Oo el 69 6 9 3 INCOMING eu 70 Cod RCOM S U E EEN 70 Page 3 of 183 Arena Group CHO Ee er 70 ee e 70 6 6 MY MSTORE SHORTCUTS sessssesessnsnununnnnrnnnrnrnrnrnnnuunintntntntnrnr nrun ununununr nrun nenen nnne nne 70 6 6 1 Checked Out Documents 71 6 6 2 e 71 6 6 3 Recent Gearches nnne 72 6 6 4 Saved Searches cccisccsieexcsatiscutensieardianvessowssevsseossoendewedeeusenideendeeddenxdeaideeniaosseees 72 7T VSNG MOTORE RAT E 14 geck WAAT IN EE 74 7 2 SEARCHING FOR DOCUMENTS sassssssssesernsnennrinrnnunirinnrnirintnninirnn te ninrnu nerina nene nan nenene 76 Tel QUICK SCAG eisrertreireremeiatennticdetcenatebcepiotetenatate S AU G 76 7 2 2 Clipboard Searching 1ccccseccccseccccsecccsseeesssesessueeesseeeessueeesseeeeeseeeesseesssneessanaes 76 E MMUT AAG E 78 7 2 4 Code Free Integration Zearchg 78 7 3 ACCESSING TASKS FROM MSTORE Ii TEE 81 7 4 INDEXING DOCUMENTS nssisssessnsnnnununnnnennnuntnnrinininuntnun u nrn
77. effect on the operation of the system Figure 260 In the third and final drop down box select which option best describes how many computers this error occurs on Figure 260 Report Problem How often does this error occur What is the effect on the Serious operation of the system Dees ti error occur on ther computers Figure 261 When you have filled in the details click Next Figure 261 Report Problem What do you want to do with the report O Copy to clipboard Email to support F Include a full system audit This may take several minutes and is only available when emailing the report Include screen shots Figure 262 Page 180 of 183 Arena Group After working through the wizard you will be presented with 2 options before you can finish Figure 262 Copy To Clipboard Email To Support Include a full system audit Include Screenshots 16 5 Unreleased Locks Description e When you click Finish this setting will copy all the details of the error to the clipboard so that you can paste it into an email and forward it to Arena support lf emailing is possible this option will send an email to Arena Support with all of the details when you Click finish Selecting this will send Arena more information and could help in identifying the problem It could however take several minutes to complete This option will allow screenshots to be appended to the error report
78. elated document files either with or without the original included The main difference is that when bulk email is clicked you are presented with the bulk email dialog shown below Bulk Email Document documents selected for emailing Please enter filename for attached document s File name Page options Bulk email options From administrator mitral co uk 2 All pages O Current page 1 CH Pages Append pages when filenames are the same TIF amp PDF only Gei A documents in one email Each document in its own email Select a reference or type a value to be used as the Recipients Email Other options Select a reference or type a value to be used as the Subject W with endorsements Select a reference or type a value to be used as the Body E Delete document s from mstore afterwards 6 conversions configured Figure 159 Page 106 of 183 Arena Group 10 Emailing Documents Guide 10 1 What s in this Chapter If Outlook is installed on the same machine as msiore this will enable mstore to index emails via mstore tray Emails can also be sent from mstore provided that either Outlook or Novell GroupWise is installed Once the system administrator has entered your email address against your user details you ll be able to take advantage of this feature Features are also provided to allow bulk emailing to take place when an email address is used as an mstore reference With mstore you can e Email a do
79. ent Document Type gt E amp Registration Like Search For This Employee Document Type d Credit Union Cabinet P IN Administrator User F SN Pay Slips Document Type d Focus Indexing Cabinet b E Quick Search 3 C E i IE Human Resources Cabinet ES e LJ i Microsoft vlt KOE Incoming Documents Cabinet gt Outlook 2010 d Kofax Ascent Cabinet A7 Messages Cabinet K Task N Za NHS Cabinet gt amp Fal Microsoft S e d Paystream Cabinet OneNot W USerAccoum nue d PIP Lite Cabinet gt gt lt Preference a di Customer Cabinet gt G exit __ 3 f Y 3 d Supplier Cabinet g 03 02 2012 Document Types Figure 119 Document References Then move to highlight the cabinet you want to search on and then optionally document type Figure 119 Depending on your store Tray settings you will either do a like or an equals search of what s in your clipboard Select the reference you want to search on or choose to search on all the references Page 77 of 183 Arena Group 7 2 3 Manual Searching Q All Like Search Criteria Here Motor Vehicle Document Type gt Hl Bank Statement Document Type gt Employee Document Type gt Pay Slips Document Type e KKK Ell Admin Cabinet gt Barcode Indexing Cabinet e Clients Cabinet a Credit Union Cabinet a Incoming Documents Cabinet gt 2 Administrator User Focus Indexing Cabinet H QR Guick Search
80. eos jE Computer Local Disk C ca Data D ER Network A 1 item Figure 167 11 3 Exporting multiple documents In mstore select a range of documents in a list then click on the Export button on the toolbar Figure 168 2 Records Drag a column header here to group by that column Pages Pei Date Customer Code Customer Order Number Advice Note Number 408 200 DADOO0T 29 08 2001 TUOODT Figure 168 The Export Documents form Figure 169 will now appear with the bulk exporting section enabled To select a range of documents hold shift and click on another row this will select all the documents between the document you were on and the document you selected You can also use the control key to individually select multiple documents Page 113 of 183 Arena Group Bulk Export Document em mm mmm mg mmm Selection options C Current document ei Selected documents 2 O All documents in cabinet Customer 7 Please enter path for exported document s Path D Test Browse Page options Bulk export options Gei All pages W Append pages when filenames are the same TIF amp PDF only O Current page 1 Clear destination folder Select a reference to be used as the Folder Name All documents in same folder Select a reference or type a value to be used as the File Name Delete document s from mstore afterwards W Display file s in folder after export i
81. er logging into store Tray mstore will use these login details to login to mstore 16 2 2 Logging out To clear these saved logins and login as a different user you will need to go to File gt Logout and Exit Figure 244 exiting using File gt Exit or by closing the window does not clear the saved login information a Page Setup Wind e View Tools Open Close Print Preview Print Logout and Exit Figure 244 Page 171 of 183 Arena Group 16 3 Options The options within mstore can be found in Tools gt Options gt Tools Window Help Se Security b 4 R Change Password fi FS li Lock Maintenance LJ Default Display Settings Aw E Licence Manager SS Options My Incoming Documents Figure 245 16 3 1 Default Display Settings Default Display Settings Document Display Settings Search Result Settings Window Settings Initial Display Settings AutoSave Settings Position Top CC Bottom Rotation wr oO 180 270 Automatically load associated documents Show missing document relationships Figure 246 Sizing is the default sizing method for documents that have no preferences Position is which section of the document will be will be scrolled to if the document is larger than the viewer Rotation is the default rotation for documents that have no preferences Automatically load associated documents means that a document that c
82. es as well as direct document indexing Home Scan to To Index Click Scan below to begin Select Scanner 2 Scan Selected Scanner TWAIN_32 Sample Source Pages Scanned 0 Save Batch Index Batch Figure 69 When using this feature of mstore you can also select the type of batch that you want to create The choice of types depends on the type of batches that you want to create Some batches feature a large volume of pages but will only be split a few times into large documents However there are times when you may scan a large volume of pages but need to split the document down into a large quantity of 1 or 2 page documents This is where the batch type selection comes in Figure 11 Selecting the Don t Ask Me This Again option will retain your previous selection and not show the message again Page 45 of 183 Arena Group Select Batch Type Select the type of batch you want to create Ge Single Document Multiple Pages Good when the batch contains one document or documents with many pages gt 50 O Multiple Documents Single Pages Good when the batch contains many documents of only a few pages each lt 30 E Don t ask me this again Figure 70 Clicking the Save Batch button will place the scanned document in the Incoming Documents queue and will then clear the screen ready for the next scan These documents can be accessed at a later time and indexed to mstore as appropriate Clicking th
83. example 5 12 Figure 184 12 5 2 Print Preview KE Microsoft Office Docum mer Microsoft APS Documen me PrimoPDF am Send To OneNote 2007 Number of copies 1 Collate ae ae Print Preview will open up a new print preview window the same as in Internet Explorer Figure 185 NOTE The actual appearance of this window will differ according to the version of Internet Explorer that you have installed There may be subtle differences between the different versions of the program Page 127 of 183 Arena Group 1 Page View Shrink To Fit d Figure 185 12 6lmage Printing Text Printing Acrobat Printing amp Basic Printing Setting Description Image Printing All options are enabled Text Printing Page options are disabled and collation unavailable Acrobat Printing All print options are available with the exception of the Current Page option under Page Options Basic Printing Only Copies and Delete document s from mstore afterwards are enabled Page 128 of 183 Arena Group Print Document lt Selection options Ge Current document O Selected documents 1 CX All documents 1 Please choose a printer Printer svcentral HP LaserJet 2420 PCL 6 Page options Copies Ge All pages 3 Number of copies CH Current page 1 CH Pages Collation With endorsements With annotations z ee r Document Ey Fage E Delete document s from mstore afterward
84. f 183 overs Den Ss 1 Seel AND RETURN POR PORTION WTH Rar WENT 2KG select it in the list and double click to FIFE ag Vtc B atch p Mate een paseba tu INGAAM MORO AWG LTO tu en misr e ml See AN NEE oe Rad INGRAM MIERO deedar Nee bro n mea Tags EIER CMS EN DRVOICEIDATE BEE TNS TE 310d M2 410 00 a cost ANOUNT VAT 00 00 230 75 230 75 3 00 00 14 95 14 95 Q Demol WS WS AndrewB W7 Version 2 0 10 1 Arena Group To index the document you need to select the pages to index in the panel on the right and enter the references on the left Figure 63 On the toolbar at the top of the window there is a button which appears like a sheet of paper see Figure 64 When clicked this button will drop down three different options which control which page the Batch window will navigate to when loading the next document VUN Default i Move First m Pa Figure 64 The setting controls the Pages To Index value in the Batch window of the indexing screen When dealing with multi page documents the Pages To Index value denotes how many pages from the document will be split away from the main document and indexed as a new document If you have a 50 page document and you use the arrows to set the Pages To Index value to 23 the first 23 pages of the batch will be split from the 50 page document and indexed as a new 23 page document The remaining 27 pages wil
85. file s in folder after export Figure 173 Page 116 of 183 Arena Group When the document is physically exported instead of a TIF file being in the destination folder as the File name field would have suggested we have a PDF document instead which contains the TIF files content Organize Include in library Share with e Slide show Burn Tr Favorites BR Desktop NM Downloads Recent Places Delivery Note pdf Libraries Cl Documents al Music E Pictures E Videos Computer Si Local Disk C cow Data Ds th Network D 1 item Figure 174 The PDF file can then be opened in an Acrobat compatible reader Figure 175 Page 117 of 183 Arena Group F Delivery Note pdf Adobe Reader ep File Edit View Document Tools Window Help Demo Ltd Demo Lane Lemon BES IMO Tel 0119 3355345 Fax A19 tite fet Email salesididemolid oo uk DAISY CHAINSAWS LIMITED CHAIN LANE MANCHESTER M6 1GH INVOICE Our Ref 210001 Your Order No DA0001 i ACCOUNT Mo IODICE Ao DESCAIPTION Z2 UNIT Z SERIES SINGLE PORT CONTROLLER NEXT DAY DELIVERY D11111 210001 SALES INVOICE Vat Registration No 123 45 67 DELIVERED TO p E DAISY CHAINSAWS LIMITED CHAIN LANE MANCHESTER M67 GH e 1 1 i 30 08 2001 Agent No Wen 005294 QUANTITY 345 00 IM 110 00 Vv 20 00 V Figure 175 11 4 1 Advanced PDF Conversion Opti
86. ght but see the note below 0 1 FEB 2003 INCOMING MAIL Particulars of Search as Supplied Applicant s CHELTENHAM amp GLOUCESTER PLC D Result It ss certified that the official search applied for has been made with the following result m m Since 8 April 2003 a new edition of the register has been opened and an office copy dated 22 May 2003 and timed at 14 46 57 showing the entries subsisting then is enclosed The result is subject to such entries If further official search applications are made the search from date to be quoted must be the date of the office copy Figure 101 Annotations can be amended after creation by using the Select Annotation tool This allows you to change the size of the annotation with the exception of rubber stamps and its position on the document If you have just created an annotation on a document the Select Annotation tool will automatically be selected for you If you are wanting to amend an existing annotation you will need to drop down the annotation button on the toolbar and pick Select Annotation from the list Figure 83 Once you have selected the tool click on an annotation on the document You will see 8 small squares or grab handles appear these handles are used to change the size of the annotation To change the size of an annotation simply drag these squares to change the size of the annotation in that direction e g
87. hat column B 4 Pages Delivery Date Customer Code D Customer Order ees i Advice Note Number mdy DEER Figure 163 The Email Documents form Figure 164 will now appear with the Bulk emailing section enabled 1 To select a range of documents hold shift and click on another row this will select all the documents between the document you were on and the document you selected You can also use the control key to individually select multiple documents Page 109 of 183 Arena Group Bulk Email Document O Current document Please enter filename for attached document s File name Delivery Note Page options GH All pages D Current page 1 Pages Other options dl With endorsements Il With annotations Delete document s from mstore afterwards Advanced 6 conversions configured Go Selected documents 2 2 All documents in cabinet Customer 2 Bulk email options From administrator mitral co uk W Append pages when filenames are the same TIF amp PDF only Gei A documents in one email Each document in its own email Select a reference or type a value to be used as the Recipients Email Email Reference Y Select a reference or type a value to be used as the Subject Customer Order Number Select a reference or type a value to be used as the Body Hi This isnt a reference it s tree text Figure 164 You now must enter the email details in the Bulk email options section as well as the
88. he best of your knowledge the error has only happened once but doesn t seem to have happened again since Randomly The error has occurred more than once but there doesn t appear to be any pattern to the occurrences Regularly The error happens frequently but not necessarily every time you try to do a particular task Always The error occurs every time you try to do something and may be preventing you from accomplishing a task Report Problem How often does this error occur e What is the effect on the e tion of the system operation system ea Wives oe Minor Minor system deficiency Vhere a fault has no BE eo BEER material affect on the performance and or PL IAL ES functionality and or ability of the software to perform its task Intermediate Functionality deficiency Material failure to the Arena software which impacts system usage however a work around is available Serious Severe functionality deficiency Material failure to the Arena software which impacts system usage and no work around is available ee Cntical Arena Software down unusable System or Cancel 4 Bech substantial part thereof is unusable due to a DEE EE material failure of the Arena software Figure 259 In the second drop down box select which option best describes how this affects the operation of mstore Figure 259 Page 179 of 183 Arena Group Report Problem How often does this error occur What is the
89. he menu you will then see the preferences window Figure 141 The right hand image has been scrolled downwards to reveal the additional settings that are initially off the screen Page 89 of 183 Arena Group Here you can enter the Username and Password can confirm the password as well as selecting your preferences for quick search There are also a variety of other options for how mstore Tray indexes documents 7 5 1 Default Login Field Name Description Workstation The name of the computer on which mstore Tray is currently running read only Windows User The login of the person currently logged on to the workstation read only System Allows you to switch between mstore systems if you have been configured to use more than one instance User The mstore username which mstore Tray will use to connect to the system Password The password for the user selected above Confirm Password Password confirmation entry Page 90 of 183 Arena Group 7 5 2 Quick Search Field Name Description Operator The type of comparison mstore Tray will use for Quick Searches LIKE Loosely matches values based on a simple comparison A like search for the value map would return any value beginning with it such as mapping maple and mapped EQUAL TO Specifies that values will only be returned if the match the search criteria exactly Source Specifies the source of the input text for Quick searching Clip
90. he references for that document Figure 179 Page 120 of 183 Arena Group Document Properties d Description File Delivery Note pdf DAOO01 D11111 D12366 Created 29 03 2011 11 05 52 Modified 29 03 2011 11 05 52 Application Advanced PDF Producer tTextSharp 4 0 6 based on iT ext 2 0 8 PDF Version 1 4 Acrobat 5 x Location D Test File Size 29 19 KB 29 892 Bytes Page Size 8 27 x 11 69 in Number of Pages 1 Tagged PDF Wo Fast Web View Wo Figure 179 Page 121 of 183 Arena Group 12 Printing 12 1What s in this chapter Printing is only available if there is at least one printer configured on the machine Depending on the file type you wish to print you can Print or Print Preview documents Print with or without annotations Print with or without endorsements Print and delete from mstore at the same time Configure printer settings Specify a range of pages to print Specify how many copies to print Specify how to collate the copies This chapter will explain Printing and previewing a document Supported file types Printing types Office Printing Printing Print Preview Web Printing Printing Print Preview Image Printing Text Printing Acrobat Printing amp Basic Printing Configuring the printer Setting the options Setting the pages Setting the copies Collation Page 122 of 183 Arena Group 12 2 Printing and previewing a document You will be able
91. ich it has rights to You can also use it for Quick Searchs and to access tasks Within mstore Tray you can search for documents using a variety of different methods Access tasks View your My msiore folder in My Documents Index emails or just their attachments Index open word or excel documents Index general documents Split TIF or PDF pages on indexing Use in conjunction with Primo PDF to render and store any printable file as PDF Fully index to a cabinet or place in incoming documents to be indexed later This chapter will explain e Searching For Documents o Quick Search o Clipboard Searching o Manual Searching o Code Free Integration Searching e Accessing tasks from mstore Tray Indexing Documents o Sending documents to My mstore Indexing to mstore o Indexing emails o Indexing from Office applications o Indexing Using Code Free Integration e Setting up mstore Tray o Default Login o Quick Search Page 74 of 183 Arena Group o Outlook Indexing o Other Page 75 of 183 Arena Group 7 2 Searching For Documents 7 2 1 Quick Search Another way of searching is mstore Tray which allows you to do quick searches even when you are working in another application This can be launched by right clicking on the mstore Tray icon as shown in Figure 116 r 15 22 A m B u T eesti wo BS 03 02 2012 Figure 116 With mstore Tray Figure 117 there are two methods of searching via clipbo
92. igure 255 Report Problem Please enter a description of the problem Finish Figure 255 Page 177 of 183 Arena Group 16 4 3 Reporting an Error In the Report Error window you must first enter a description of the problem Error Reference source not found If a description is not entered and you click Next you will be presented with a warning Figure 256 Report Problem A You must enter a description of the problem Figure 256 Report Problem Please enter a description of the problem This is an example problem The example problem occumed when doing example tasks as an example Figure 257 After entering a description click Next to see the next screen In this screen you will be given options to describe the problem Error Reference source not found Report Problem How often does this error occur What is the effect on the operation of the system Does this error occur on other computers Cancel a Back Next gt Finish Figure 258 Page 178 of 183 Arena Group In the first drop down box select which option best describes how often the problem occurs Figure 258 In general the options offered should be interpreted as follows Occurrence Description Not Known For whatever reason it is impossible to say how often this problem occurs It may be that you have gone to use another workstation and found the error on screen from a previous user Once To t
93. igure 81 Simply enter a short description as to why you are performing the re index operation and click the OK button to proceed Be aware that any comments you enter may be reviewed later by any mstore user who possesses the necessary security permissions Page 54 of 183 Arena Group 5 Annotating a Document 5 1 What s in this Chapter With mstore you can Highlight areas of a document Add Notes to a document Rubber Stamp text onto a document Block out an area of a document Modify and delete any existing Annotations This chapter will explain Accessing The Annotation Tools Using the Highlight Annotation Using the Note Annotation Using the Block Out Annotation Using the Rubber Stamp Annotation Free Text Standard Captions Today s Date My User Details Creating the stamp Moving and Resizing Annotations Deleting Annotations Or E O0 Page 55 of 183 Arena Group 5 2 Accessing The Annotation Tools File Edit View Tools Window Help Siem OO OO an OO ok IS Oo ie E W Home Incoming Documents To Index mstore Search 18 Correspondence Figure 82 The annotation tools are accessed using the annotation button seen in Figure 82 When this button is clicked the annotation tools are displayed on a dropdown menu below it Figure 83 The tools themselves will be explained further on in this chapter Create highlighted areas EET zl Ale Amend annotations Ri Select Anno
94. innentn tnter tnta unnn En EnEn RARER AENEA ERE nE nnna nenene 25 2 2 1 Potentially Unsafe ee 25 2 3 USING THE ToOoLpap tnnt ntn tnte ne nnna nenn annuere nunan ne renan 26 293 1 GNangnho geeint n N ES ED TNN 26 2 3 2 INUIMONGUS sevsccvvccavcvcceveceucccendevedccucesavveedsvedvancecedeuedseneesadvectevedeustceudeecdsoucesesveses 27 E E CNAE DOCUMEN EE 30 ZOO DO TE 30 2 3 5 New WIDOW EE 30 2 3 6 POCATION woccieccccccccccccecscceccececcueecceeeecuuaeceesuaecauaeesuaeeseuseseuauseeseaesseaeesusneseuneseuaeseens 31 E LOO FAC E 31 2 3 8 Pan Document 31 EE E 31 2 3 10 AlNnNOtAtlONS 0 cccecccccccecccceccccecceeeccecaeceeseccauaecseeeeseuseseuauseuausesueasaueneseueseuaeseens 32 Ziel PICCOLO aA E eee ee ee 32 2 3 12 Delete Uocument ccc cc ccccccceccecnececaececceeecceeeeseueeseesucesauaesaeaeeseueseueseuaeseens 32 SEENEN 33 2 3 14 FAVOUSILOS occ cccecccccceccccececcececeececeenececeeneceneuneneneuneseceuseseneususeneueseneuseseneuneneness 33 23 19 Edl TCL OVC Ce Sea cae ee ced ee ee ENEN NE L ENERSS 34 2 3 16 Printing Documents 34 Zi DOCUMENT EEN 34 A We dee lt ee S Pn ee ee on nn oe nee ee een Pn non 34 2 4 2 Related Documents sacar aac sans ee ee ee 34 2 4 3 Wereone re 34 24A FAIS TOMY EE 34 2 4 5 Notes 35 Page 2 of 183 Arena Group 2 4 6 DOCUMENT Information 0 cic ccccceccccececcecececceceeececeenececeuseseeeeeneneuneneneuneneneuneneness 36 2 4 7 Additional Data 36 3 STORING DOCUMENTS EN 38 3 1 WHAT S IN THIS CHAPTE
95. ivileges can create customised cross cabinet search configurations These configurations allow for the creation of tailored searches across multiple cabinets and document types An example might be a Supplier cross cabinet search which will be configured to search a Purchase Order cabinet an Invoice cabinet and an Order Acknowledgement cabinet whilst ignoring any others present on the system Page 23 of 183 Arena Group 2 Viewing Documents and Actions 2 1 What s in this chapter mstore stores documents via indexing so that they can be quickly searched and found when needed It can also manage the documents in other ways including Allowing you to quickly retrieve a copy of the document from store Interaction with documents through tasks that alert the targeted user Automatic auditing of documents with version control and retention Interactive and flexible viewer with user preferences Document relations tying together different document types This chapter will explain e Opening Documents O Potentially Unsafe Documents e Using The Toolbar OOO Er OO OO EE O EA 0 0 Ek E 0 O Changing Pages Thumbnails Email Export Document Best Fit New Window Rotation Zoom Area Pan Document Select Area Annotations Delete Page Delete Document Save Preferences Favourites Edit References Printing Documents e Document Tabs O EN O OO E Tasks Related Documents Versions History N
96. k OK to create it Figure 88 amp Figure 89 Page 58 of 183 Arena Group BOOBs OCR Aal IS OO Alt Se s a A Home Incoming Documents To Index mstore Search 18 mstore Search 19 Customer Correspondence All Documents Order By Customer Code Official Certificate of the Result of HM Land Registry Form 94D z Land Registranon Official Rules 1993 Tr Cerificate Date 22 MAY 2003 Prionty Penod expires on 2003 Pronty Penod began at 14 48 57 3 JUL 2003 MING MAIL at midnight but see the note below Particulars of Search as Supp Page 1 Tithe Number DU101278 Applicant s CHELTENHAM amp GLOUCESTER PLC D Result It s certified that the official search applied for has been made with the following result m Since 8 April 2003 a new edition of the register has been opened and an office copy dated 22 May 2003 and timed at 14 48 57 showing the entries subsisting then is enclosed The result is subject to such entries If further official search applications are made the search from date to be quoted must be the date of the office copy Figure 89 When your Note has been created you will be in Select Annotation mode Figure 89 In this mode you can double click on the note annotation to see the Amend Note Annotation dialog Figure 90 The multiple placement feature is not available for note annotation types Note Subject Figure 90 Page 59 of 183 Arena Gr
97. k for a document Viewing tasks assigned to me Re assigning a task Doing actions on tasks Completing tasks Page 133 of 183 Arena Group 13 2 Accessing the tasks module Tools Window Home NA Home Incoming Documents E Se Saved Searches g CES My Incoming Documents W Assigned To Me Va Owned By Me Figure 194 Last Updated 13 05 2009 09 08 18 Human Resources User You can access the task module through My mstore Figure 194 Home Tasks Owned By Me Filter Options Subject Owned By lt All gt H Saved Searches a Tasks M Due Date On Or Before None EI Assigned To lt All gt j Show Only Incomplete Tasks Start Date On Or Before None Clear K Assigned To Me Update Personnel Record Figure 195 Page 134 of 183 Assigned To 23 03 2007 In Progress Human Resources User Please Chase 24 03 2009 Not Started Demo1 M_E A Assign To Arena Group From here you can either show the tasks Assigned To Me or Owned By Me Clicking on one of these items will open the Tasks module in a new tab Figure 195 13 3 Creating a task for a document IB store Documentation System forex File Edit View Tools Window Help EE ER 0 00 eegene ee S i 3 hei a Listbar e 8 vy H X Home mstore Search 1 Correspondence x All Cabinets
98. l remain in the batch window for further indexing The values for this setting are Setting Purpose Default Uses the current default setting for splitting multi page documents and batches This setting defaults to Move Last if the setting has never been changed in the past Otherwise the default splitting mode is dictated by whichever option was selected last e g if the last mode to be selected was Move First this becomes the default when Default is selected Move First When a multi page document batch is selected setting this splitting option will result in only the first page being selected for indexing Move Last As above but instead of only selecting the first page for splitting away from the main document batch this setting will select the entire document for indexing When entering the references first select the cabinet you want to index to then the document type and then enter the common and document references Page 41 of 183 Arena Group It is possible to update the version of documents already in mstore or add pages to an existing document by entering the criteria and then pressing the button This is explained in the versions guide Index will index the document with the information supplied in the panel 3 4 Directly Acquiring Documents from a Scanner With mstore you can index documents directly to Incoming Documents using any TWAIN compatible scanner This eliminates the need to scan documents using a
99. lect either all of the document types or manually select as many document types as you want to search on 1 6 Full Text Searching Another method of searching for documents in mstore is the Full Text search When this feature is enabled you are not only able to search for common and document references but subject to the type of document you can also search within the text on the document itself When the necessary components for full text searching are installed a third tab will appear within the document search dialog alongside Document and Common Clicking on the tab will display the full text search dialog shown in Figure 21 Due to the fact that searches are cumulative i e you can enter data in the document tab and also on the full text tab if any criteria has been entered on either of the other two tabs their caption will turn red to notify you of this Page 18 of 183 Arena Group Gat Listbar e IX Ga Listbar e 2 xX bi U Full Text X U Full Text m yp Simple Search VM Pl Advanced Search hi vA Document a Common Full Text 4 Docu ment Common Full Text Use this tab to add additional full text searching Use this tab to add additional full text searching to a normal Document or Common search to a normal Document or Common search Enter your full text search into the box below All types of Full Text The following commands can also be used Ce Acrobat Full Text AND is used to find both supplie
100. lits Figure 240 eng Description Reset Index All Index None Sets the index field back to what is was after the barcodes were read Sets all of the index fields to ticked unless the item is red Unticks all items and asks the user if they want to batch index Page 167 of 183 Arena Group Discard Pages With Deletes the first page of each page split unless there is only Barcodes On separator one page in the document this will cause an error sheet 15 3 Indexing when barcodes are used as a separator sheet When barcodes are used as a separator sheet indexing documents is the same process except rather than selecting the pages from the batch you just work down the list in the grid that has been generated Page 168 of 183 Arena Group 16 Appendix 16 1 What s in this chapter This chapter of the manual contains information about various elements of mstore which could not easily be classified under the existing areas It contains useful information about logging into mstore and other important elements such as reporting errors This chapter will work through e Saved logins and logging out o When logins are saved o Logging out e Options o Default Display Settings e Reporting Errors o Reporting Errors when an error has occurred o Reporting Errors through the toolbar o Reporting an Error e Unreleased Locks Page 169 of 183 Arena Group 16 2Saved logins and logging out 16 2 1 When logins are saved
101. ll of the thumbnail images can take a considerable length of time Whilst thumbnails are being generated mstore will show a loading placeholder for each thumbnail that is currently visible to the user as in Figure 35 Page 27 of 183 Arena Group Window Help LOO sz OO cb lie Oo ex v H X Home mstore Search 1 x Fs Tree View Customer Correspondence All Dr ue viue vy vu CES e Proce Ee Inve 4 E drett DI Ce ka mm Dt a File Inte a File Ter Home 2 9 Incomir Ee Ince Gil T List Ma 18 Records lt j Manage 4 Pages Document Date HCE Cut ine Cre FHTHS H a mstore 512 19 05 2009 DA Adn Figure 35 If the number of pages in the document exceeds 50 mstore will only render thumbnail images for the first 50 pages If this is the case scrolling down to the bottom of the thumbnail list will reveal a button allowing you to render thumbnails for the next 50 pages Figure 36 gt II 18 Records 512 19 05 2009 KI eee ee ad t inane Figure 36 When the next batch of 50 thumbnails is rendered the thumbnail images for the previous 50 are unloaded to save on resources and memory use In the event that you need to return to the previous 50 thumbnails scroll to the top of the thumbnail images list and a button will have appeared saying Previous 50 Pages Figure 37 Click on this button to load the
102. lp Tasks Assigned To Me Filter Options Subject Assigned To lt All gt Owned By lt All gt Status lt All gt oy Due Date On Or Before None Show Only Incomplete Tasks V Start Date On Or Before None P Start Date Example Ltd Purchase Invoice 13 05 2009 Open Task f Open Document Due Date Not Started Demot Assign To j Figure 201 In Figure 201 Russell can see all the Tasks that have been assigned to him in Filter Options he can filter out the tasks by status due and start date owner and subject To view the task he needs to select it in the list and click Open Task Page 139 of 183 Arena Group W Standard Task Task Audit Subject Example Ltd Purchase Invoice Assigned To Russell Smith Due Date None Status Not Started Start Date 1305 2009 e Importance Normal Notes Note History Owner s Note Figure 202 He will now be able to see the task which has been created Because he needs to confirm the goods on a purchase invoice he also needs to view the document the task is attached to Page 140 of 183 Arena Group Edit View Tools Window al mm LGS em eee OO Tasks Assigned To Me Filter Options Subject Status lt All gt Due Date On Or Before None X Assigned To lt All gt gt Show Only Incomplete Tasks Start Date On Or Before None Owned By lt All gt Clear Exam
103. mail will be sent when the task is created Email A new email window will pop up with a default template This can be altered before sending to the recipient Email With Document A new email window will pop up with a default template Attached and the document attached to it This can be altered before sending to the recipient Email Silent Same as the Email option but the email is transmitted automatically without displaying it to the task creator Email With Document Same as the Email With Document Attached option Attached Silent but the email is transmitted automatically without display it to the task creator To create the task click OK Page 137 of 183 Arena Group 13 4 Viewing tasks assigned to me View Tools Window Help v H X Tasks Assigned To Me Filter Options Subject Assigned To lt All gt Owned By lt All gt Status lt All gt T Show Only Incomplete Tasks E z Due Date On Or Before Start Date On Or Before None Clear Example Ltd Purchase Invoice Open Task Open Document e n Delete Task CS Web Listbar 18 Listbar 13 05 2009 Assign To Owner Not Started Demot Figure 200 Russell has now been assigned the task so to see it he will need to access the tasks assigned to him In My mstore click on Assigned To Me Figure 200 under Tasks Page 138 of 183 Arena Group View Tools Window He
104. ment operations Two extra buttons are provided on the related documents tab that allow you to export related documents in one of two different ways e Document Export e Email 9 4 1 Bulk Export In the event of a document having multiple related documents this option will allow you to export those documents in one simple step Before clicking Bulk Export you will need to place a tick against each related document in the list that you d like to export See Figure 157 Page 104 of 183 Arena Group File Edit View Tools Window Help ZS ao Foo 00S CBF I DACAR a cies zx Listbar v H X Home mstore Search 3 Delivery Note Administrator DELIVER NOTE DRIVER COPY DEMO It Delivery Note D12366 Customer ref DA0001 e Delivery To Document Type _ Delivery Note z Daisy Chainsaws Lid Chain Lane All 8 Manchester M67 IGH Tel 0119 2555555 Customer Code v Fax 0119 2666666 ET ee S om See re Despatch Date 24 08 01 Delivery Date All Dates x r gg Tr Ge SE J Tasks Related Documents 7 Versions History Notes Document Information E Customer Order Customer Code Customer Code AND Customer Order Number Customer Order Number Document Date Pages Customer Code Quote Number Customer Order Number 15 08 2001 1 DA0001 010002 D11111 Administrator E Sales Invoice Customer Code Customer Code AND Advice Note Number Advice Note No Document Date Pages Customer
105. msiore will display the following information at the bottom of the screen containing a list of the documents that have been matched against the supplied criteria 1 Record Rank D 4 Pages D Document Date 5 Description a Additional Description Ka Multi Value H WI J A RAILTRACK Figure 23 If you click on a row within the grid of matching documents the associated document will be displayed in the mstore viewer However if the matching document is double clicked in the grid the document will be opened in mstore and you will be taken to the Full Text tab within the mstore viewer Shown in Figure 24 There may be occasions when you view the full text tab and the collection of full text isn t yet complete In this case the page row of the grid will be in italics with a status message of Not yet processed Page 20 of 183 Arena Group Tasks Versions 74 Eull Text History Notes el Document Information 1 Record Rank _ Entity Status Image Full Text Post Process Successful Cos Figure 24 When the full text information about the job is displayed as in Figure 24 the document will also display the page on which the supplied criterion has been found If the criteria matched more than one page a list of the matching pages will be displayed Clicking on each page will update the view of the document taking you to that particular page The Get Text button will display a dial
106. n System eng OO Automatically log into system Figure 6 1 4 Searching for documents Click on All Cabinets Search in the Listbar to see Figure 7 mstore Documentat File Edit View Tools Window SIS em e Ce Listbar x All Cabinets Search Last Updated 11 05 2009 16 27 47 My Incoming Documents Human Resources User To Index E amp FENA JSE LDD ay No saved search loaded Figure 7 Pick either a Document Figure 8 or Common Figure 9 search and then enter your criteria into the boxes or into All to search against all of the references Page 11 of 183 Arena Group To enter the criteria first select the cabinet which you want to search Then either fill in the Al field or the common references and document references for a Document search o Listbar i X a Listbar we H X Customer M Customer M 4 Simple Search MM L Simple Search MM ae joci iment d OTTO Document Type E Ed M All All Customer Code Order By Customer Code M Document Date All Dates D Value From Order By Customer Code M Statement Date All Dates To a No saved search loaded va No saved search loaded Save Ge Search save Ges Search Figure 8 Figure 9 Hitting search will then list all the documents corresponding to your search in a new ta
107. n email Figure 134 Inbox Microsoft Outlook File Edit View Go Tools Actions Help Type a question for help New Ki LAG A C beph G Reply to All i Forward P VW Aa fe Send Receive gt D Search address books E Search Inbox Favorite Folders Hr D O From Subject Received A Inbox p Unread Mail Date Today L For Follow Up OQ wbd A Third Test Email Tue 12 05 2009 14 18 KB 2 Sent Items Q saait Another Test Email Tue 12 05 2009 14 18 KB a C eine TestEmal Tue 12 05 2009 14 18 KB 2 All Mail Items Q Ses Resta Lessons Learned Tue 12 05 2009 09 33 KB B EH Mailbox Ze eg RE D Date Yesterday a Deleted Items 7 LA Drafts 36 e onm 4 Date Last Week 3 Lj Inbox E AtalaSoft Date Two Weeks Ago BMB Clothing 23 Card Factory Date Three Weeks Ago a Sy DLA Lj Family Date Last Month Q Framlingham Sy Pc A Third Test Email 3 Q KT Hydraulics LA Te E Sent From Me 3 RRNA Smee Leeds Building Society Sent Tue 12 05 2009 14 21 To effi ier 3 Online with Microsoft Exchange Figure 134 Page 85 of 183 Arena Group After an email is selected right click on mstore Tray then highlight emails to get a list of options Figure 135 2 Administrator User Q Quick Search gt Index All 2 lt gt Email Indexing gt Index INFORMATION mstore V3 Release 20 10 11 98 Office Indexing gt lt Index FW Error for DRT Arena Incident Ref 327530
108. n the viewer horizontally vertically or both When a document is first loaded into the viewer it will choose to best fit it so the document fits both horizontally and vertically 2 3 5 New Window E Figure 41 Page 30 of 183 Arena Group The new window tool Figure 41 opens the document viewer in a separate window outside mstore so you can have more control over the size of the window and where it is By opening several new windows you can right click on the windows task bar and select tile windows vertically or horizontally all the new windows will be displayed next to each other occupying the entire screen 2 3 6 Rotation ie e a Q ee Figure 42 Rotation Figure 42 rotates the document clockwise by the specified amount You can perform a 90 180 or 270 rotation on the document these settings can be saved for next time the document is viewed by clicking on save preferences 2 3 7 Zoom Area Al Figure 43 The zoom area button Figure 43 changes the mouse function to zoom in or out of the document Left clicking zooms in and right clicking zooms out however by left clicking and dragging to select an area the viewer will zoom into the document to show that area 2 3 0 Pan Document Figure 44 Pan document Figure 44 allows you to scroll around the document when it s zoomed in by dragging the document around to change which area is in view This will change the mouse function from the default Zoom to change ba
109. n unun E nE nE na nAn EREE Enere ne nenen nna 82 7 4 1 Sending documents to MY MSO ccccscccscccsecceecceecsuecseccseccsesseessuesseesseess 82 7 4 2 Indexing CIMAUIS 0 ccc ccecccscecceneecnneecsueecsueeesseecssueessueesaueesseeesausesaueesaneesausesaenssanses 85 7 4 3 Indexing from Office apolcaions 87 7 4 4 Indexing Using Code Free Integration cccsccccsseecccnseecsnseersseensneeesansnenanaees 87 75 ETTING UP MSTORE KEEN 89 7 5 1 Default Coon 90 TI OUO ENT E 91 e E EE 91 TOA CT OOK WOON IO rcs ss coe sg se eee 92 e E WE sree erect ceeds ea tise se dienes diamant evateaesiswn deem teunceamssuseeundseedeentecadenceats 93 o d let CEC B EE 94 Oe WAT A THIS CHAPTER eebe 94 8 2 ACCESS THE VERSIONS OF A DOCUMENT asssssesssssssesininrnrnnrneneriniririninininrnnenenerenene nnne 95 8 3 VIEWING DIFFERENT VERSIONS wicicesicivicecicacdsinicsudasciesubaiciasaicautatelessseisiwabeicaasareiwaesads 95 8 3 1 View VOSSION Lc ccccceccccscceccceceucnccuecseeeeseueecueaeaeauaneauaneseueesuuneseuaeseeauaeeseaneneneeness 96 8 3 2 View Version New Window anaan0an0annanannnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnrnnnnnnne 96 8 3 3 View Sde Dv Zde ccc ceccccsecccsecccseeecsusensusccsueecsusesssesseeesseeessusesssessusesansesansss 96 834 Vow e ace ceed eee se iN INE A T INEN NENN 96 8 4 CHECKING IN OUT DOCUMENTS ccccecceccecceceeceececeeceeceueeeeeeeeceeeueauuuueauueuueueeuueneeneeass 97 8 4 1 Check Out ene nen ane a eee
110. nfirm that the goods on the purchase invoice are as ordered Figure 197 The details in Figure 197 show the task Demo1 wants to create The subject is the name of the task it is called Example Ltd Purchase Invoice so that Russell will identify the task easier Assigned To has been changed to Russell so he will be able to see the task It is only a small task and not that important so the Due Date and Importance have been left at there defaults Because it has just been invoiced the Start Date is left at the default today s date as well The Owner s Note is the message that will describe the task and the action which the owner wishes to be carried out The Action Note has been left blank because Sandra has not done anything as part of this task apart from creating it This is also why the Status has been left at Not Started Other options for status are shown in Figure 198 Status Not Started E In Progress Not For Me Not Started the purchase in Guened Waiting On Someone Else Figure 198 Page 136 of 183 Arena Group Email Dont Email Dont Email Email Email With Document Attached Email Silent Email With Document Attached Silent Figure 199 Figure 199 shows a list of email options for the document after the task has been created The options that send emails are only available if the Assigned To user has an email setup in User Maintenance Email Option Description Don t Email No e
111. ns which are available for the various document file types that can be indexed to mstore Page 124 of 183 Arena Group Set Printer Print Preview Settings Notes SE Uses the printing available within W Uses msiore printing and SL Uses mstore printing and SC Uses the printing available within Doesn t permit previewing but panting most other print features available Windows performs a basic print Basic Printing wv x x to the default system printer using the default settings 12 4 Office Printing 12 4 1 Printing When clicking print the Office Print Dialog will appear here you will have all the features available that you have when printing from Office Figure 182 Printer Name cae Wevcentral HP LaserJet 2420 PCL 6 e Properties Ie H Find Printer Type HP LaserJet 2420 FCL amp Where Programmers _ Print to file Comment Manual duplex Fage range Copies All Number of copies 1 Current page Pages E 7 Collate Type page numbers and or page ranges separated by commas counting from the start of the document or the section For example type 1 3 5 12 or pilsi pis2 plss p s3 Print what Document D Zoom Print All pages in range D Pages per sheet 1 page Scale to paper size No Scaling gt H Options Close Figure 182 Page 125 of 183 Arena Group 12 4 2 Print Preview Print Preview will put the document in print preview mode giving you the same options as
112. o Tasks Assigned To Me Owned By Me o My mstore shortcuts Checked Out Documents Favourites Recent Searches Saved Searches O Page 67 of 183 Arena Group 6 2 How to access My msiore K L LOR Soo Le 4 Figure 104 To access My mstore select My mstore from the items list in the Listbar Figure 104 You will see Figure 104 You should then see Figure 105 mstore Doc mentation Systen File Edit View Tools Window Help OX WOH Listbar 2 X Home My mstore E pte 4 Checked Out Documents dr Home Last Updated 12 05 2009 13 21 49 Personnel Record 23 3 07 15 23 Favourites Incoming Documents Steven Appleby Personnel Record Incoming Documents E My Incoming Documents amp Scan to My Incoming Documents 5 Recent Searches 5 Customer Correspondence All Documents Or O Customer Statement All Documents Order By 5 Focus Indexing Delivery Notes All Documents O Human Resources Employee Training All Docu 5 Supplier Purchase Credit Note All Documents My Incoming Documents To Index Supplier Purchase Order Order By Supplier Nu 5 Supplier Statements All Documents Order By un Saved Searches GK Tasks W Assigned To Me Figure 105 Page 68 of 183 Arena Group 6 3 What To Do If Items Are Missing From My mstore o Listbar IX z E eE Out Documents Jp Favourites incoming Documents
113. o be the current version Check out and Check in a new document This chapter will explain Access the versions of a document e Viewing different versions o View Version o View Version New Window o View Side By Side o View Current e Checking in out documents o Check Out o Check In e Indexing Versions o Updating the current version o Creating a historic version o Appending pages Page 94 of 183 Arena Group 8 2 Access the versions of a document Open the document and click on the Versions tab Figure 142 on the lower half of the screen to view the documents Versions Figure 143 Datel Time eee ee Not Checked Out Version Version Type Document Type User KE Current Employee Training Version Details Curent document View Version View Side By Side View Current Check Out Undo Check Out Refresh Close Figure 143 The grid contains a list of all the changes to the document Figure 143 and by selecting them the Version Details section on the right will give you more information The document in the example above does not yet have any versions 8 3 Viewing different versions The system always displays the latest version at the top of the list of versions current version is highlighted green with progressively older versions listed below Also notice that the Versions tab has a small icon next to the caption when versions of a document are available You can view the version 3 different ways e
114. ocument StarterPack_AlexReynolds 001 ocouncnn Sale Figure 130 After selecting a cabinet click Next Document StarterPack_AlexReynolds 001 Destnaton Customer Comespondence Figure 131 Select a document type Figure 131 and click Next As with the cabinet selection you can also change the display style of the document types here by right clicking and picking the display style from the popup menu Split Multipage Document Gei Index All Pages 16 pages in this document Geen LG Previous Document Splits Document StarterPack_AlexReynolds 001 Destination Clients Incoming Documents Figure 132 lf the document you are indexing is a TIF or PDF file with multiple pages then you will be given the option to split the pages Page 84 of 183 Arena Group selecting Index Range Of Pages will allow you to filter out the pages in the same way you would when printing Clicking View Document allows you to preview your choice The Previous Document Splits section shows you the page ranges selected while you have been using the Index Document Dialog Customer Order Number Invoice Number Credit Note Number From Ta Document StarterPack_AlexReynolds 001 Destnaton Customer Comespondence Figure 133 Enter in the references and then click Index to index the document Figure 133 7 4 2 Indexing emails Indexing emails is done through msiore Tray to start you must open outlook and highlight a
115. ocument to an existing document creating a new version or slotting it in as an historic version You can also add pages to the current version or replace it To do this type in some information that matches the document when indexing or re indexing and click on the X button located below the references area on the left of the screen This will open a form see Figure 151 allowing you to choose a document with options After clicking on OK you will be taken back to indexing and will now have the option to clear Unless you click clear the versions of the document indexing to will be altered instead of creating a new document or updating itself Page 99 of 183 Arena Group 8 5 1 Updating the current version Select document Select document to append to replace or create version of 9 Records pa Ger Kent Pages P Document Date Supp Pu Purchas Credit N OO GOR 42 Da s 05 09 2001 BEooO 8000 DEMO CH ee ee a er See Tee sono ano enna eme Iesel 1 Append to this document ei Replace this document O Create as a version of this document Preserve reference values of document being re indexed Figure 151 Should you require it mstore offers you the ability to completely replace the current version of a document with an entirely different one Performing this option will not create a new current version it will simply overwrite the existing current version document with the ne
116. og showing the full text information held for that particular page see below d Full Text Railtrack Special Conditions 16 Bank whose Base Lending Rate is to be used Clause 60 7 Bank PLC 17 Settlement of Disputes Clause 66 The Adjudicator shall be TO BEADVISED of or f he dies or is unwilling or unable to act or is not or ceases to be independent of the Employers Group the Contractors Group and the Engineer of or if he dies or is unwilling or unable to act or is not or ceases to be independent of the Employer s Group the Contractors Group and the Engineer of or f he dies or is unwilling or unable to act or is not or ceases to be independent of the Employer s Group the Contractors Group and the Engineer such other person as the Employer and Contractor choose by mutual agreement in writing or failing such agreemert such other person as may be chosen by the President ora Vice President of the Caps Clos Figure 25 With the full text tab you can also perform further full text searches within the current document using the box at the top of the screen Clicking the Clear button will remove all existing criteria from the search and the grid below will be populated with all the pages from the matched document Figure 26 Page 21 of 183 Arena Group 18 Records Page Entity Status KE Image Full Text Post Process Successful d 7 big pech SSSCSCSC
117. on dialog above the TWAIN acquisition dialog will differ depending on the manufacturer and model of scanner being used The screenshot below shows a sample acquisition dialog which has been displayed after clicking the Scan button Page 43 of 183 Arena Group Profile Main Advanced Preferences About Scan Type Flatbed Reflective Individual Setting Bae e Pages Horizontal Page Size Max Scandrea sl Scan Mode 24 bit Color Resolution mn ei J Brightness D _ D 0 Contrast D PS D 0 Page Settings Rotate None Inverse Un Flip Horizontally Off Flip Vertically Off Configure 0 00 rell UU W 21 59 H 29 69 6 40 MB Preview Exit Help Auto Density Auto Crop E A Figure 8 Finally the Index button will display the standard mstore indexing screen to allow the document to be indexed away to its designated location 2 Scan to To Index Option Ta Listbar e D N Incomi ng L Jocuments Clg Incoming Documents Cal To Index i Scan to To Index Figure 68 lf Incoming Documents scanning is enabled each of the Incoming Documents cabinet items will have a Scan to option below it See Figure 9 When the Scan to item is clicked it opens the scanning dialog described on the previous page The primary difference is that this dialog has two buttons Page 44 of 183 Arena Group instead of one as it allows the creation of saved batch
118. ons When exporting files to the Acrobat PDF format mstore offers a number of extended features to further tailor the exported PDF file to your requirements The extended features are accessed from the File Format Conversions dialog in Figure 172 If you click the PDF tab you will be see the following options Page 118 of 183 Arena Group Advanced Conversions PDF Bookmarks Bookmarks will only be applied to PDF s when bulk exporting or emailing and appending Root bookmark reference Bad e First sub bookmark reference Second sub bookmark reference Keywords Al Add references to PDF as keywords Figure 176 The Bookmark options are only available when bulk exporting documents i e exporting more than one document at a time When you export multiple documents to PDF the resulting output will consist of a single file multi document PDF file By utilising the PDF bookmark option you can produce an easily navigable PDF file where each document is a single click away As an example of this functionality 2 PDF files have been selected When we configure the advanced PDF options the bookmarks section is now enabled The bookmarks operate on a hierarchical basis where the documents in the PDF can cascade according to their respective reference values For this example the Customer Order Number will be used to bookmark the document Figure 177 which is selected in the Root Bookmark Reference dropdown When OK is clicked you
119. otes Document Information Additional Data Page 24 of 183 Arena Group 2 2 Opening Documents The main way of opening a document is from a search results window To do this double click on the document and it will appear in a new tab Figure 29 Tools Window Help OO 00S OB em I TONER a Refresh s4 Home mstore Search 1 Customer Correspondence All Documents Order By Customer Code Simple Search Tulip Ind Ltd 02988989898 Document Common Tulip Industrial Limited Tel 0298 9898989 Document Type Correspondence E Fax 0298 8989898 Facsimile _ Sales All Customer Code Quote Number Customer Order Number Invoice Number e David Tulip Credit Note Number me 12 August 2001 Subject Demo Ltd 0119 2666666 X1 Units Please quote your best price and delivery for the following items 4 off X1 Budget units to your standard specification off X1 Budget unit modified to provide the bolt centres as sketch below s No saved search loaded Save Save Gear meng Drag a column header here to group by that column Cross Cabinet Search 4 Pages Document Date 4 Custom 4 4 Customer Ord 4 Invoice Nu Credit NoteN From To My mstore 03 12 2001 Pe mam weil Ill Incoming Documents DA0001 Andrew Ko Andrew Ko PIP Lite Workflow amp Demo Version 2 0 8 1 Figure 29 2 2 1 Potentially
120. oup BOOBs OCR IMOAC IW ti E asia S Home Incoming Documents To Index mstore Search 18 mstore Search 19 x Customer Correspondence All Documents Order By Customer Code Official Certificate of the Result of HM Land Registry D r Land Registranon Official Searches Rules 1993 01 FEB Cerificate Date 22 MAY 2003 2003 Prnonty Penod began a 14 48 57 INCOMING MAIL Particulars of Search as Supplied Tithe Number pU101278 II Result It ss certified that the official search applied for has been made with the following result Since 8 Apral 2003 a new edition of the register has been opened and an office copy dated 22 May 2003 and timed at 14 46 57 showing the Figure 91 If you select any of the other imaging tools Select Area Pan or Zoom Area hovering over the note on the document will display a popup summary of the note s contents Figure 91 To close the summary window immediately you can click the X button in its top right corner The window will automatically close itself after a few seconds if you move the mouse away from it Hovering over a note annotation will re display the summary window 5 5 Using the Block Out Annotation Select Annotation v Highlight Annotation a Note Annotation e Block out Annotation A Rubber Stamp Annotation Figure 92 The Block Out annotation Figure 92 works in the same way
121. out Annotation A Rubber Stamp Annotation Figure 94 The rubber stamp annotation differs from the other annotation types because it cannot be resized To create a rubber stamp annotation you need to select Rubber Stamp Annotation from the drop down menu and then click a point on the document The rubber stamp will be placed centrally at the point where you have clicked You will then be presented with a dialog allowing you to configure the text that is to appear on the rubber stamp Figure 95 Page 61 of 183 Arena Group O My User Details C Include Time ee Figure 95 In the dialog you will have 4 options which are explained in detail below 5 6 1 Free Text Gei Free Text C Standard Captions ci IECKED C Today s Date O My User Details C Include Time ih Ss Figure 96 With this option you can type any text to be used as the stamp 5 6 2 Standard Captions O Free Text Ce Standard Captions O Today s Date O My User Details Double click to edit CANCELLED CHECKED CONFIDENTIAL DECLINED DESTROYED DISPATCHED DRAFT Figure 97 If you select the drop down you can choose from a list of standard rubber stamp captions Page 62 of 183 Arena Group CANCELLED CHECKED CONFIDENTIAL DECLINED DESTROYED DISPATCHED DRAFT EMAILED FAXED IMPORTANT INDEXED INVOICED POSTED PRINTED RECEIVED SCANNED SENT URGENT 5 6 3 Today s Date O Free Text O Standard Captions
122. ows e Document Views Show Zoom Window Macros Lorem ipsum dolor sit amet consectetur adipiscing elit Ut eget nisi ante vitae pellentesque nunc Morbi ultricies enim quis odio dapibus elementum Ut elementum ligula a nunc i commodo quis aliquet nis lobortis Nulla adipiscing eleifend arcu Sit E EE augue placerat nec Sed sed fringilla massa Suspendisse sit amet dapibu SACH cibus pa ee iker eros quis tincidunt quam viverra et Maecenas neque lorem vest De tees ee Se Quick Search facilisis in lectus 4 q gt Email Indexing Curabitur a leo eget lorem adipiscing fer Ide Documents Ge W Index User 07 mstore Tra doc T Tasks ornare faucibus bibendum ut nisi Phas Vestibulum iaculis augue ac scelerisque tincidunt justo leo biber Losd My mstore mM ER Index Waiting Documents wm gag lt eh HIE 4 Page 1of2 Words 990 lt 3 English U K E UR Preferences wem me i 16 18 H RN ie 3 aT A V Lo NY Wi i lt 93 02 2012 Figure 137 If you have an Office application open e g Word Excel then you can index the open document into mstore If the document has not been saved you will be prompted to save it first This functionality is only supported by Word and Excel To do this right click on mstore Tray and select Office Indexing then select the open document you would like to index Figure 137 You can then index the document
123. p foo oco os 4 17 90QC Hi tikes as Figure 61 Press the Import button to find a document to place in Incoming Documents Figure 61 Page 39 of 183 Arena Group Det dS p Testimages DOC K New Folder A S ooo ur Organize v ooo Views hd vil GEI ch Favorite Links 33 Recently Changed Recent Places WW Desktop More Folders Test Images csv DOC DOCX Office Templates PDF TIF AO Large Images CardFactory Homes For You A3 KT Hydraulics ll Test Doc 2003 doc File name Test Doc 2003 doc Figure 62 The document will now be in Incoming Documents index the document 3 3 Indexing Documents Edit Window SIS e Ce O View Tools Help Home Incoming Documents To Index To Index Eloo 008 S841 mOQC IN sl SNE m a n pon SAME Se he VE 6B444200772 MITRAL SYSTEMS LTO TAYLORS COTTAGE e re w TELEPHONE 01908 260422 REMIT TO INGRAN MICRO U K LTD GARAMONDE DRIVE WYREUSH MILTON KEYNES BUCKS HES SDF Post Index Actions Create Task for indexed document Add Task Clear Tasks PNVOICEINOY ex SELD ACCOUNT H ITEN E Add indexed document to your Favourites ORD SHIP DESCRIPTION i CARR CONF SUE 14 95 9432899 1 1 9 108 LVO UN3 SCSI DISK i INTRASTAT 8471 70 53 WEIGHT 001 72 TNT CONSIGNMENT 91112211 1 TNT NEXT OAY PKGOL Ni 000877894591112211 l Figure 63 Page 40 o
124. ple Ltd Purchase Invoice 13 05 2009 Not Started Demo i 3 poi Te E A Russell Smith Figure 203 In the Tasks Assigned To Me tab click on the task and then click Open Document Figure 203 to open the document in a new tab with the tasks section open and the current task selected Figure 204 EI mstore entation System File Edit View Tools Window Help BTA Logo OOsOR eI DOQC Wi KE a hl Tasks Assigned To Me Correspondence Poorer Ter Deg Lat wn Tulip Industrial Limited Tel 0298 9898989 Fax 0298 S9ROROR eg tented KT ve oh te Tasks Related Documents Versions History Notes Document Information 1 Record Subject Start Date Due Date Assigned To Example Ltd Purchase Invoice 13 05 2009 Russell Smith Not Started a ee Caen Caen SC U Figure 204 Page 141 of 183 Arena Group The icon on the tasks bar will appear when there are incomplete tasks assigned to you on the document being viewed 13 5 Re assigning a task Example Ltd Purchase Invoice Assigned To Russell Smith Due Date None 7 Status Start Date 13052009 Importance Notes Note History Owner s Note Please confim that the goods on the purchase in 4 Figure 205 Russell has now looked at the purchase invoice and sees that it is Kevin who has ordered the goods He first opens the task Figure 205 and then selects the status as Not For Me and cli
125. rences 2 3 16 Printing Documents Printing documents is explained in the Printing Guide 2 4 Document Tabs 2 4 1 Tasks Tasks are explained in the Tasks guide 2 4 2 Related Documents Related Documents are explained in the Related Documents guide 2 4 3 Versions Versions are explained in the Versions guide 2 4 4 History History shows every action that has occurred on the document and by which user this includes viewing the document Depending on the event Event Details will show you more history information when you select that history event in the list Figure 54 11 Records Event Details Event Date Full Name Event Type E k ZIELER Demol Viewed aR 545 11 05 2009 16 42 Demol Viewed 8 Refresh Close Figure 54 Page 34 of 183 Arena Group 2 4 5 Notes Tasks Related Documents Versions History Notes E 1 Record Created Created By Subject k 12 05 2009 09 35 Demol Test Note Ge Figure 55 To Add a note to a document click on the add button Figure 55 you will then see a form Figure 56 where you can enter a subject for your note and the note itself Click Save and it will be added to the list 20 01 2011 09 20 Figure 56 Click on open to view the note in a form Figure 57 click on the edit button to change the text and then save Page 35 of 183 Arena Group Test Note This is a test note 20 01 2011 09 20 By Administrator User Figure
126. rsonal Incoming Documents Here you can import documents that only you can see and index 6 5 4 Recent Searches This lists the last 10 searches performed in previous sessions plus any search in your current session they are ordered by name Clicking on an item in this list will perform the search again 6 5 5 Saved Searches When searching you can save your search and it will appear here Clicking on an item in this list will perform a search with the same criteria 6 5 6 Tasks Tasks are created within a document after they have been created they can be viewed and altered in the tasks module 6 5 6 1 Assigned To Me This will open a tasks tab listing all the tasks that people have assigned to you 6 5 6 2 Owned By Me This will open a tasks tab listing all the tasks that you have created 6 6 My mstore shortcuts Ga Listbar e D NM SG Checked Out Documents Jy Favourites Incoming Documents Recent Searches Wa caved Searches TH Tasks Figure 107 In the My mstore tree Figure 107 you can right click on certain items to get a menu allowing you to access the functionality within them Page 70 of 183 Arena Group 6 6 1 Checked Out Documents a Listbar 1 5 Incoming Da Undo Check Out CH Recent Seal a Saved Searches 4 48 Tasks Properties Figure 108 The documents listed below the Checked Out Documents node can be right clicked to show the menu
127. s Figure 186 12 6 1 Configuring the printer Please choose a printer Printer sveentral HP LaserJet 2420 PCL amp D ee a 2007 o A page 3 ar SC Seite Writer Ur 4 Current page isvcentral Copier Black only VWevcenbralt opter Full Colour Pages weyecentral HP LaserJet 2420 PCL 6 Figure 187 By clicking on the printer drop down you will be given a list of available printers to choose from Figure 187 By selecting a printer and clicking properties you will be able to set the printer settings Figure 188 Page 129 of 183 Arena Group Select the printing shortcut for this print job Printing shortcuts E General Everyday Printing Two sided Duplex Printing ii Factory Defaults Fages per sheet 1 page per sheet Delete Figure 188 12 6 2 Setting the options Other options With endorsements With annotations E Delete document s from mstore afterwards Figure 189 Setting Description With Endorsements Prints endorsements if checked With Annotations Prints annotations if checked Delete Document s from lf checked the document will be deleted after printing mstore afterwards Page 130 of 183 Arena Group 12 6 3 Setting the pages Page options All pages 3 O Current page 1 eg 1 2 58 GC Pages Figure 190 Description All Pages x Prints all the pages in the document number of pages shown in brackets Current Page x Prints the page tha
128. s Document Display Settings Search Result Settings Window Settings Figure 248 Automatically display first document in results list after search decides if after a search has been performed the top document will be displayed in the viewer without you selecting it in the grid Default Display Settings Document Display Settings Search Result Settings Window Settings Saved Window Settings matore automatically saves certain properties of each window and it s layout If you wish to delete the currently saved settings therefore returning to the defaults click on the Clear button Figure 249 Saved Window Settings allows you to reset the stored settings that remember how your mstore screen is laid out As you use the application mstore automatically stores the size and position of almost all the windows you will encounter If you would like to clear these settings and return mstore to its default layout state click the Clear button Clearing the settings will reset the size and position of all client windows that may have been adjusted and will also return the listoar and tree view panes back to their default sizes positions When the window settings are loaded for a form store automatically re adjusts the position to keep it within the screen Page 174 of 183 Arena Group 16 4 Reporting Errors 16 4 1 Reporting Errors when an error has occurred Show Last Error 73 This is the last matore error which occurred
129. t be able to find it again unless it is undeleted Again this operation is covered by audit trailing You will be prompted to enter a reason for deleting the document which can then be viewed later by anybody with the correct security permissions 2 3 13 Save Preferences SS Figure 50 By clicking on save preferences Figure 50 you can save some of the settings on how the document is being viewed such as rotation When the button is clicked a dialog appears Figure 51 asking if the preferences should be applied to you i e the current user or all users You can also apply the same preferences to all the pages in the document if the file happens to be multipage Copy Page Preferences Do you want to copy this page s preferences and apply them to Copy Page Preferences all pages in the document Save Preferences Scope Who would you like to save these preferences for Geh Me Administrator User 4 All Users Figure 51 2 3 14 Favourites Figure 52 Clicking on the Favourites icon in Figure 52 will add this document to your favourites in My msiore and the icon will then change to a red colour to mark that it is in your favourites re clicking it removes it from your favourites Page 33 of 183 Arena Group 2 3 15 Edit References GJ Figure 53 Edit references Figure 53 opens the indexing window allowing you to change any of the references so that it can be re indexed into mstore with the changed refe
130. t is currently being viewed page number shown in brackets Pages Allows entry of a range of pages to print e g 1 2 5 8 12 6 4 Setting the copies Copies Number of copies de Figure 191 You can print up to 99 copies of the document however if you print above 5 copies you will be asked to confirm Figure 192 Page 131 of 183 Arena Group 12 6 5 Collation Copies Number of copies de Collation ptt pth i By Document By Page Figure 193 Page 132 of 183 Arena Group 13 Tasks Guide 13 1 What s in this chapter mstore Tasks are an easy to use method of requesting a user to interact with a document Tasks are created for documents and alert users along a chain with a message of what they have to do the user then reports their actions to the task and either completes it or re assigns it and passes it to another user An administrator can use the task feeder to automatically create tasks for document types when documents are indexed or re indexed to them An example of a task is when a purchase invoice is indexed into mstore it will need to be checked that the invoice is correct with whomever ordered it This guide will follow through this example With mstore you can Create a task for a document Automatically create tasks for document types Complete and re assign tasks Monitor tasks which you own or tasks assigned to you This chapter will explain Accessing the tasks module Creating a tas
131. tation Hide areas of a page Highlight Annotation Create notes Note Annotation Block out Annotation y oo Create stamped notes Rubber Stamp Annotation e Figure 83 In order to be able to annotate a document you must either be an administrator or have the Can Annotate permission If you don t have either of these credentials the annotation button will be disabled 5 3 Using the Highlight Annotation my Persad expres on 3 JUL 200 Figure 84 Select Highlight Annotation on the annotation toolbar Figure 84 Page 56 of 183 Arena Group COEL EZREN V RLE Re asia B Home Incoming Documents To Index mstore Search 18 mstore Search 19 Customer EE All Documents Order By Customer Code Official Certificate of the Result of 6 0 1 FEB 2003 INCOMING MAIL Particulars of Search as Supp TY 2 Tithe Number DpU101278 Applicant s CHELTENHAM amp GLOUCESTER PLC D Result It ss certified that the official search applied for has been made with the following result m m Since 8 April 2003 a new edition of the register has been opened and an office copy dated 22 May 2003 and timed at 14 48 57 showing the entries subsisting then is enclosed The result is subject to such entries If further official search applications are made the search from date to be quoted must be the date of the office copy Figure 85 Click
132. te Number Cust Code Cust Name ABCODT A Basic Company PL Customer Order Number Figure 238 Page 164 of 183 Arena Group 15 Barcode Indexing 15 1 What s in this chapter With Barcode Indexing you can e Scan documents for barcodes e Use the barcode to split documents into batches e Use the barcode as a reference This chapter will explain e Barcode Indexing e Indexing when barcodes are used as a separator sheet Page 165 of 183 Arena Group 15 2 Barcode Indexing Cabinet Clients Document Type Incoming Documents Failed reading 1 document RSC Figure 239 Barcode indexing occurs when indexing from incoming documents when you change cabinet or document type and a document type with barcode indexing is selected mstore will begin scanning the batch Figure 239 Tools Window Help m g o Documents To Index To Index 00 008 SBif 1 BDAC 4 t Index INGRAM F i e Ke Below are the page splits based on El Clients AK Is RE E found barcodes E Incoming Documents z a S 46 Records Barcodes Client Document Template f Year End aN HOG BEA Date Received 18 03 2008 20 0217_2000 ee CC 14 EAR AF PERFORATION AND RETURN UPPER PORTION WIH PANMI e weng mme g Gg neg 01908 260422 w MERO eK LTD Post Index Actions RENIT TO ZAORAN DECRE Eege 7 IGRO ORIVE WYNE H MILTON KEYNES BUCKS MKG SDF zeg
133. the case the Integration Search menu in Figure 121 will be ghosted out and unavailable lf everything is running correctly you can hover over the Integration Search menu and a sub menu will be displayed showing the values that code free integration has managed to acquire The example in Figure 122 shows that two code free configurations have been defined one to acquire a Purchase Invoice Number from the host application and one to acquire a Credit Note Number and Supplier together The values next to the configuration names i e 654321 are the values which code free has managed to identify in the host application Clicking on this menu item will perform a search for the value and the results will then be displayed within mstore Figure 123 or within a standalone viewing window Figure 124 This will depend how code free integration has been configured for you 2 Administrator User A Quick Search gt S Purchase Invoice Number 654321 S Integration Search gt S Credit Note and Supplier 123ABC SUPO01 5 Email Indexing gt 2 Office Indexing d Tasks gt Load My mstore Mitral Build Mitte Index Waiting Documents gt C Preferences Ye Exit Figure 122 Page 79 of 183 Arena Group EI am boo of 1 Gogh als OO Je a K Kal SI Z X Home mstoreSearchi gm x Purchase Invoice Numbe 654321 a Eurchase eege EL Cid 654321 3 AdministratorUser We WS AndrewB W7 Version 2 0 10 1 Figure
134. to print an mstore document from nearly all mstore forms where you can view a document To print a document select File gt Print or click on the Print button on the toolbar to print preview a document select File gt Print Preview Figure 180 Figure 181 Open KE Close Page Setup Print Preview Logout and Exit ery Note Figure 180 File Edit View Tools Window Help a s e 00 00 Figure 181 You will then usually see a print dialog allowing you to configure the options available for the Print Preview or Print However depending on the file type depends how mstore will handle the printing 12 2 1 Supported file types The following lists show which file types fall under which printing types this determines how mstore will attempt to print or print preview the document Office Printing doc docx XIS lex ppt pptx Image Printing e tif Page 123 of 183 Arena Group e jpg e gif e png Text Printing e txt e rtf e ini e xml Web Printing e html e htm e mht Acrobat Printing e pdf Basic Printing e msg e Any other file types Not Supported lf a file type is not supported by the printing sub system a message box will be displayed informing you of the fact Examples of these file types would be e WAVE audio wav e MPEG Layer 3 Track mp3 e Windows Audio Video Interleve avi 12 2 2 Printing types The following table shows the types of print configuration optio
135. tor 4 DI Client Security Filter Maintenance List Maintenance Performance Log ge Figure 219 To access List Maintenance you first need to find the List Maintenance button in the ListBar Figure 219 Clicking on this will display the List Maintenance Form in a new tab with all the lists you have permission to maintain displayed If you cannot find the List Maintenance button contact your system administrator to either give you the relevant permissions or to place the button on your ListBar 14 4How to Maintain Lists with List Maintenance Once the list maintenance tool opens it should look something like the screenshot shown in Figure 220 In the bottom left of the window are the familiar Add Edit and Delete buttons for performing standard list maintenance functions On the bottom right there are buttons allowing you to apply security permissions to your list or to test the list to see how it functions Page 153 of 183 Arena Group File Edit View Window Help CIS amp G eo G Home List Maintenance Mal aal if Ti K Bo EI EI ba SS CredtUnon Documents E 2 Jaeesi E 7 eeesi E eo ewes ie gt 1121 Client MAF ze Yee m Incoming Document SSS BR lt lt User gt gt W lt lt WS Name gt gt Version 2 0 11 1 Figure 220 The first step is to find the list that you want to maintain For this example we will use the Client list which you can see selected in Figure 22
136. ull text they will not be included in the search results and you will receive No Documents Found as a result This is why it is important to only include both criteria types when you are wanting to specifically search for those terms Accidentally leaving full text criteria in place may lead to confusion when interpreting the returned list of documents Page 22 of 183 Arena Group 1 7 Cross Cabinet Searching This feature of mstore allows you to search for a specific document across all the cabinets in your store system This is useful when you aren t sure which cabinet or document type a specific document might be located in Listbar we IX H lt All Cabinets gt d i All Document Types Application Form Contract Bank Statement Correspondance Change of Details Correspondence d All Date All Dates MM From To a No saved search loaded Seve Ges Search Figure 28 If you are not a system administrator cross cabinet searching should be configured as a button on your Listbar Figure 28 Administrators and those with the appropriate security permissions can access the cross cabinet search from the TreeView By default the cross cabinet search will perform a completely open search across all cabinets and document types This is good for general find operations but there may be times when more specific cross cabinet searches are required In this case your administrator or a user with administrative pr
137. uments Order By Customer Code Offa Certificate of the Result of HM Land R Form 94D Land Registration Official NS Rakes 1993 0 1 FEB 2003 Ce E 22 MAY 2003 esch Ce E 14 48 57 3 JUL 2003 MING MAIL esch Particulars of Search as Supplied Page 1 Apphcant s CHELTENHAM amp GLOUCESTER PLC H Result It s certified that the official search applied for has been made with the following result Since 8 April 2003 a new edition of the register has been opened and an office copy dated 22 May 2003 and timed at 14 48 57 showing the entries subsisting then s enclosed The result is subject to such entries If further official search applications are made the search from date to be quoted must be the date of the office copy Ay No saved search loaded Drag a column header here to group by that column a Pages Document Date Custo 4 Quote Customer Ord Invoice N Credit Note Rm a To Subject 7 3 21 05 2004 DA0001 e TEE e pee eier DEG RE EN Beie cal ced acest Figure 73 To edit a document s references you must view a document either in the search results or document s own form After selecting a document click on the Edit References button in the toolbar Figure 73 Page 49 of 183 Arena Group View Tools Window Help HAm 10 00 sO CR HH h s beg anys x d Customer Code DA0001 DAISY CHAINS
138. ut Refresh Close View Version View Side By Side View Current Figure 148 8 4 2 Check In Clicking Undo Check Out will undo the process click on Check In to open the Check In Dialog Figure 149 Make sure you are browsing to the right file name and optionally fill in more details then click OK You can check in any file it does not have to be the one that you have checked out Enabling the option Delete File After Check In will delete the original copy of the file specified in the path box once the check in process is successfully completed Check In Enter path to new document C Users AndrewB Documents Employee Training p Browse Details Another test check in Delete File After Check In Figure 149 A new version of the document will be created for the document that has just been checked in this will now be the current document Figure 150 Page 98 of 183 Arena Group Tasks Versions i Ful Text History i Notes Document Information S Current Status Version Version Type Document Type User a See TEE EE a Not Checked Out A b Manual Checked In Out Employee Training Administrator 06 2 12 16 42 5 Version Details Another test View Version Jeibeuntgdecbkad ge Gee Undo Check Out EE Figure 150 8 5 Indexing Versions When you are indexing via msiore tray or within incoming documents you will see the Lookup buiton this allows you to index a d
139. versa Page 96 of 183 Arena Group 8 4 Checking in out documents Checking in out of documents is a method of temporarily exporting a document out of mstore to be put back in after editing Figure 146 Version Version Type Document Type User Date Time Current Status KE Current Employee Training Version Details Curent document View Version Y View Side By Side View Current Check Out Undo Check Out Refresh Close Figure 146 8 4 1 Check Out Click on the Check Out button to open the Check Out Dialog Figure 147 Browse to a location to save the document then enter the details of why the document is checked out Enabling the setting Open checked out file in folder will open a Windows Explorer window showing the location where your file was checked out to Check Out Enter path to save current document C Users AndrewB Documents Employee Training p Browse Details Another test IT Open checked out file in folder o J Ca Figure 147 Now within the versions tab the document cannot be checked out Figure 148 the tab name is coloured red to signify the document is checked out and the Current Status has been changed Only you can Check In or Undo Check Out Page 97 of 183 Arena Group Version Version Type Document Type User Date Time Current Status KE Current Employee Training 3 lett gta on Details Another test Version Details Curent document i Undo Check O
140. w one To do this you will need to select the option Replace This Document in the above form and then click the OK button Optionally you can select the check box at the bottom of the screen which will cause msiore to preserve the reference values of the re index document 8 5 2 Creating a historic version This is similar to updating the current version except the version created will be placed directly under the current version with either its own or the existing documents references In order to do this you need to select the option for Create As A Version Of This Document followed by the OK button 8 5 3 Appending pages When indexing re indexing TIF documents you can choose to add the pages to the end of the current version creating a new version with the new pages attached With this option the document being re indexed will lose its references Page 100 of 183 Arena Group 9 Related Documents Guide 9 1 What s in this Chapter mstore can dynamically link documents together regardless of their document type or the cabinet they are in This means that any documents which share a common factor such as customer can be connected and viewed in a document s Related Documents Related Documents allows you to e Quickly navigate between documents which are linked together e Create an electronic staple between documents automatically upon index This chapter will explain e Accessing Related Documents e Viewing related
141. will have the document as an attachment Figure 162 Page 108 of 183 Arena Group Options Format Text Developer SEL IEEAAKSE Cu 5 s Address Check Follow Spelling 7 e Book Names S Up A 7 Clipboard Ia if Names Include Ia Options all Proofing Paste To Index pdf 62 KB This e mail is intended solely for the addressee and may not be disclosed to or used by anyone other than the intended recipient It is strictly confidential and may also be legally privileged If you are not the addressee or receive this e mail in error please do not read print retransmit store disclose distribute or act in reliance on it or any attachments Instead please e mail it back to the sender and then permanently delete it from your system By opening any attachment to this e mail you are expressly acknowledging that the attachment is subject to copyright and you thereby undertake not to alter copy disseminate retransmit rely upon or use the attachment except as expressly authorised by the sender Any views or opinions in this mail are those of the author and not necessarily those of any of the Arena group of companies hereinafter referred to as v 4 wj b Figure 162 10 3 Emailing multiple documents In mstore select a range of documents in a list then click on the Email button on the toolbar Figure 163 2 Records Drag a column header here to group by t
142. z Human Resources Cabinet Email Indexing Ca Office Indexing Kofax Ascent Cabinet H Messages Cabinet gt Tasks NHS Cabinet IEN Load My mstore Paystream Cabinet gt Me Index Waiting Documents PIP Lite Cabinet gt gt C Preferences Customer Cabinet Supplier Cabinet b i fx j Bi DN G Figure 120 With manual searching you follow the same steps as clipboard searching but you must type the search text in and press enter to search 7 2 4 Code Free Integration Searching Depending on how your mstore system is configured and which optional components are installed you may be able to perform mstore searches using a feature called Code Free Integration This feature of mstore allows values to be acquired from compatible external applications e g Notepad or a bespoke in house software application and then mstore can use these values to perform searches and index documents If code free integration is configured on your system you should notice an additional item when the mstore Tray menu is displayed Figure 121 Administrator User Quick Search Integration Search Ernad Indexing Office Indexing Tasks Load My mstore Index Waiting Documents Preferences Exit Figure 121 Page 78 of 183 Arena Group searching via code free integration requires that the configured application is running alongside mstore Tray and is displaying the appropriate data for which you want to search If this isn t

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