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1. Via the TWAIN WIA SANE interface only TIFF files can be scanned To scan a completely new document complete the following steps 1 Call up the document in the client 2 Select the function Add Pages to Document with one of the following options a Click menu File Scan Scan New Document or b Click the toolbar icon Scan New Document or c Enter this shortcut F10 3 If several scanners are connected you must select a source in the next step a If only one scanner is connected the respective scanner window opens The window is different for different scanners 4 Start scanning process 5 The scanned pages will be added to the existing document Fig similar 5 3 Icon Add Page s to Document User Manual ecol CE 23 5 Scan Process 5 4 Separator Pages Function component available for Windows Ubuntu Debian MacOS according to system requirements ecolCE and the Scaninput folder always read TIFF and PDF files with the recommended resolution of 200 300 DPI recommended black and white or shades of grey After the archiving process the scanned PDF or TIFF files are automatically converted into the readable PDF A format The quality and size of the file determine the conversion time and the feasibility After the successful conversion the PDF A can be opened Until then the original file remains You can open the PDF A via the table You can retrieve the original files via th
2. 200000000002 2 24 Icons n ecollE u ur dad beeing a an ba 4 bbe a dan 2 5 Classification Dialogue Box 0 00022 2 o 2 6 Menu Bar 00000 2l Title AAA 20 Thumbnails u u a 0 aa a IA A 3 Desktop Settings 3 1 Reload Desktop 0 000 rdar it pu aade F Oz Reset DESMONTAR A 3 3 Arrange Windows in Tabs a a 3 4 Arrange Windows in Tabs a a 3 5 Tile Windows Vertically 22 oo 3 6 Tile Windows Horizontally 0 3 7 Undock Windows 2 00002 ee ee 3 8 Hide Windows 2 2 aoaaa a a a a 3 9 Show Windows 0000 ee 3 10 Minimise Maximise Restore Client 4 Login amp Programme Start 5 2 1 Destination Path 2 0 rn S22 Deane caw a owe ee wk ee Re ee eee ee 5 2 3 Manual Access 2 oo oo 5 3 1 Select Scannen ea a amp oo a a ee 5 3 2 Configure Scanner 2 mn Do OCA a ec eos Oa EER ee Be oe eee 5 3 3 1 Scan New Document 4 1 Open Application 0 000 000 022 2 4 2 Exit Application ceremonia A 5 Scan Process 5 1 Technical Information 22 22 on nn 52 Seaninput Ordner sssri 5 0 8 zu a un 0 ar 6 a ne a 5 3 TWAIN WIA SANE Interface 2 222222 on 5 3 3 2 Add Pages to Document 5 4 Separator Pages a a 55 Document Orientation u vun e248 44448 na a 50 ls oak ek ame ee ee eke eR eae eee oe eee 6 Call Up Documents 6 1 Request Documents 0 0000 eee eee
3. Version 14 08 krusty Me i ecolCE User Manual Imprint Build No Language Copyright O 2015 by E Mail Sales Website Phone Sales Text and Design Seat of the Company Court of registration Management 14 08 05 EN ecoDMS GmbH Salierallee 18a 52066 Aachen Germany info ecodms de www ecodms de 49 0 241 47 57 2 01 ecoDMS GmbH Aachen Aachen County Court Register of Companies 19201 Michael Schmitz Dipl Betrw degree in business administration Helge Luhmann Important Information This manual supplied by ecoDMS GmbH is protected by copyright law Any use of text and illustrations particularly reproduction which requires the translation or import into electronic systems in whole or in part requires the previ ous written approval by ecoDMS GmbH Salierallee 18a 52066 Aachen Please note that the violation of copyright law is an offence NO GUARANTEE All technical information and screenshots in this manual have been prepared with great care Nevertheless errors cannot be entirely excluded ecoDMS GmbH neither provides any guarantee nor accepts any legal responsibility or liability for consequences resulting from incorrect information The author welcomes any sug gestions for improvement or information regarding errors Contents 1 Getting Started 2 Basic Elements in The User Interface 2 1 View eae hkedtewk EER ed ee erh RE ES 2 2 PVOWING 0 53 6 5 62S a en de 2 3 File Information
4. Alternatively you can close the windows by clicking the Close Icon in the title bar of the window 3 9 Show Windows Non visible window can be displayed in the client when needed Complete the following steps 1 Right mouse click in the toolbar or menu bar 2 Set the marker cross to show a window 3 10 Minimise Maximise Restore Client Function component available for Windows Ubuntu Debian MacOS according to system requirements Please note that these settings refer to the individual workstation and are not stored in the user profile We recommend a screen resolution of at least 1280 x 1024 px You can minimise maximise and restore the client by using the default icons of your operating system Normally you can find the icons in the title bar of the application User Manual ecol CE 16 4 Login amp Programme Start 4 Login amp Programme Start The ecoDMS Server is a client server system and as such forms the basis of the entire system Here you securely store all data and information in a postgreSQL database The Connection Manager connects to the ecoDMS Server To work with the application you must register in the Connection Manager 4 1 Open Application Function component available for Windows Ubuntu Debian MacOS according to system requirements In order to work with the ecolCE client the user needs the roles permissions ecolCELogon and ecoSIMSCLASSIFY If the
5. BWhen pasting the template from the clipboard ensure that the individual lines are not be damaged by line breaks To hide the code text during archiving we recommend you select a white font for example on a white background It is not possible to print from remote sessions with Windows Server 2013 This only works on your local workstation Administrators can define the appropriate classification attributes and mandatory fields for each document type via the Settings dialogue box The display of the attributes therefore depends on the settings The classification attributes not the permissions of a classification template can be copied to the clipboard and pasted to any position In this way you can save for example dummy text in documents that is recognised during archiving via the ecoDMS PDF A printer under Windows The documents are automatically classified when the commands are recognised In the manual for ecoDMS add ons and Plug ins you can find more details about Dummy Text re cognition amp Dark Archiving Process Here you can also read how you can assign the folder automatically via keys for example customer number in the dummy text 1 Enter the attributes and permissions in the Classification dialogue box according to how they should be assigned during automatic recognition Right click the Permissions area Click Copy Classification to Clipboard Add any document to the clipboard User Man
6. The template and or folder recognition for the scanning process via the scaninput folder is enabled by the administrator through the Settings dialogue box in ecoDMS ecoDMS can recognise documents from barcodes The system generates a barcode that contains the information from the associated classification template Documents with a barcode can be classified with the information from the barcode without requiring content information 1 Click the Classification dialogue box for any document 2 Execute the Save Template function To do this you have the following options a Click the Save Template button User Manual ecolCE 64 9 Classification Templates Automatic Archiving amp Classification b Right click the mouse in the Permissions area and select Save Classification as Template 3 The Template Designer opens To create a simple template without additional form recognition complete the following steps 4 Name Enter a name for the template Use the name to retrieve and recognise the template 5 Keyboard shortcut As an option you can store a shortcut You can use this shortcut later to open the classification template manually in the Classification dialogue box a Use the Reset button to remove the shortcut 6 Automatic recognition You can only enable this field in combination with a formula template If the Auto matic Recognition command is enabled the system reads the docume
7. You have various options for closing a document 1 Use the function Close To use the function there are several options a Click menu File Close or b Enter this shortcut Crtl Alt C User Manual ecolCE 38 7 Edit Documents 7 13 Close All Documents Function component available for Windows Ubuntu Debian MacOS according to system requirements ecolCE and the Scaninput folder always read TIFF and PDF files with the recommended resolution of 200 300 DPI recommended black and white or shades of grey Closed documents are not removed from the server Every time the programme launches all available scanned documents are automatically retrieved With a click on the icon Request Documents all available scanned documents are automatically reloaded If you do not want to exit the application but want to close all opened documents you have the following options 1 Use the function Close To use the function there are several options a Click menu File Close All or b Enter this shortcut Crtl Shift C User Manual ecolCE 39 8 Classification 8 Classification Die Klassifizierung ist eine Art Bindeglied zwischen Dokument und Archiv Hier k nnen f r jede archivierte Datei unter anderem der virtuelle Zielordner in ecoDMS die Dokumentenart der Status die Zustandigkeiten und viele weitere Informationen Metadaten erfasst werden Durch die Vergabe dieser
8. a If you hold the Ctrl key you can select several roles simultaneously 2 Drag and drop the roles into the View and Classify area a Alternatively you can assign the roles to the area with the upper arrow icon arrow right User Manual ecolCE 48 8 Classification 8 3 1 2 View Only This area contains all roles users groups that are only allowed to view but not classify the document after the classification is saved To assign roles to this area complete the following steps 1 Select the roles users groups in the Available Roles area a If you hold the Ctrl key you can select several roles simultaneously 2 Drag and drop the roles into the View Only area a Alternatively you can assign the roles to the area with the lower arrow icon arrow left 8 3 1 3 For Classify by All Users If the For Classify by All Users command is enabled the document can be viewed and classified by all users after the classification is saved Exception The associated folder limits access as it has further permissions The ecoSIMSUSER role is entered by the system in the View and Classify area when the command is enabled 8 3 1 4 For View by All Users If the For View by All Users command is enabled the document can be viewed by all users after the classification is saved Exception The associated folder limits access as it has further permissions The ecoSIMSUSER role is entered by
9. component available for Windows Ubuntu Debian MacOS according to system requirements In the menu bar you can find commands as dropdown menus You can open the menus either with a mouse click or with the shortcut Alt underlined letter 2 7 Title Bar User Manual ecolCE 11 2 Basic Elements in The User Interface Function component available for Windows Ubuntu Debian MacOS according to system requirements The title bar is the upper edge of the ecolCE client It displays the name of the registered user and the running application 2 8 Thumbnails Function component available for Windows Ubuntu Debian MacOS according to system requirements Thumbnails are previews which provide an overview of all pages contained in a document Thumbnails AR Ger te GmbH Fig similar 2 5 Window Thumbnails User Manual ecolCE 12 3 Desktop Settings 3 Desktop Settings You can configure the ecoDMS interface flexibly for each workplace 3 1 Reload Desktop Function component available for Windows Ubuntu Debian MacOS according to system requirements You can reload the desktop of the ecoDMS client For example this can be necessary if you made settings changes within the folder structure document types etc 1 Click the Reload Desktop icon in the toolbar or 2 In the menu click View Reload Desktop The deskop is reloaded This process my take some time Fig si
10. In this window you can view the selected page of a document View amp Ger te GmbH An Druckwaltan mbH Talstra e 209 70372 Stutigan Angebot Schr geehrte Damen und Herren wielen Dank filr thre Anfrage und Ihr Interesse an unseren Ger ten spezial f r nicas reia Nechfalgend emalien Se sine Uberictil der ysatriscilen Praissngaben Druckmeschine GYFUZ0UN S 000 10 tk 2 145 00 81 145 00 Ale Praise sind neta und zuz gl der geselzichen Metiwerlsleusr Ween Sie nagn Fragen oder Mrs haben stehen wir hran gene zur Verfil ung und wirden ung Traves Sie sle Kunden der Gar te GmbH hegui en zu d rfen halt freundlichen Gr en Karl Maiar Garita GmbH Kari Molor Industriegasse 8 77777 Mustercity Deutschl wew georgette de moi geraeta cde UND DE 1122334455 Stevermummer 145748C Fig similar 2 1 Window View 2 2 Archive Function component available for Windows Ubuntu Debian MacOS according to system requirements The archive selection is located in the toolbar Here you can select the archive you need The default selection is Default Archive Archives Default Archive Fig similar 2 2 Archive 2 3 File Information User Manual ecolCE 9 2 Basic Elements in The User Interface Function component available for Windows Ubuntu Debian MacOS according to system requirements This area displays information on the selected document 1 Pages 2
11. Paste Preview Content The preview in the classification dialogue box is only displayed for PDF documents and files that are archived via the ecoDMS plug ins or the PDF A printer User Manual ecol CE 42 8 Classification You can copy content from the view window To do so complete the following steps 1 In the Classification dialogue box select the entry field for the Folder attribute 2 Press the Ctrl key and right click the area where you want to paste the content in the preview 3 If you enter the Folder attribute the Folder Structure opens The copied content is recorded as a search term for the folder 4 Select the folder and confirm your selection with Enter B Fig similar 8 2 Icon Copy Text from Document EA Do you want to copy text from the document Ns v SY NS ri To copy text from a document press and hold the Ctrl key and ey select the text while pressing the right mouse button To decode barcodes in a document press and hold the Ctrl Alt keys and select the area while pressing the right mouse button The recognized text or barcode is copied into the selected classification field and to the clipboard Fig similar 8 3 Explanation Copy Text from Document 8 2 4 Comment Function component available for Windows Ubuntu Debian MacOS according to system requirements You can only classify and archive documents if you have the permission to do
12. Size Resolution a 0 Bit Depth Color Mode al 6 Page Name File Information x Seiten 3 Abmessungen 1653 x 2338 Pixel Auflosung 200 x 200 dpi Bittiefe 1 Farbmodus Monochrome PageName P e width Fig similar 2 3 Window File Informationen 2 4 Icons in ecolCE The ecolCE client contains various icons on the toolbar Click the respective icon to execute the function nn EN CI NES Qe O CN CI D eo Fu User Manual ecol CE 10 2 Basic Elements in The User Interface Request Scanned Documents Delete Document from Server Split Document Unlock Document Search Matching Classification Template 2 5 Classification Dialogue Box Function component available for Windows Ubuntu Debian MacOS according to system requirements Here the scanned documents can be classified and archived in ecoDMS Classification E New Classification New P 1 F Classification DoclD New Main Folder not assigned Comment Status E To Do Revision 1 0 Folder not assigned Document Type amp not assigned Last Change Date 2014 09 01 Edited by Resubmission from Permissions View and Classify Available Roles af rjdoe 4 JE Management gt A ecolCELogon Zi ecoSIMSADMIN View Only Di ecoSIMSALLDOCS MR ecoSIMSCLASSIFY For classify by all users For view by all users Templates 4 Save Template Undo Fig similar 2 4 Window Classification 2 6 Menu Bar Function
13. 3 la a Klassifizierung DocID Neu Main Folder nicht zugeordnet Comment Status E To Do Revision 1 0 Folder E nicht zugeordnet Document Type not assigned Last Change Date 2014 08 28 Edited by Resubmission from Sample Name Berechtigungen Ansehen und klassifizieren Verf gbare Rollen MY r_ecodms 38 Management ry ecolCELogon M ecoSIMSADMIN AR ecoSIMSALLDOCS M ecoSIMSCLASSIFY Nur ansehen Klassifizierbar f r alle Sichtbar f r alle Vorlagen E Vorlage speichern R ckg ngig Fig similar 8 13 Multiple Classification 8 4 2 Remove Muliple Classification Function component available for Windows Ubuntu Debian MacOS according to system requirements You can only classify and archive documents if you have the permission to do so Removing tabs for Multiple Classification is only possible till the Classification was saved A user can only see the folders documents and classifications for which the user has a permission 1 Enter the classification information if not yet available 2 To remove Multiple Classification click the icon Remove Multiple Classification Fig similar 8 14 Icon Classification Fig similar 8 15 Icon Remove Multiple Classification User Manual ecolCE 51 8 5 8 Classification Klassifizierung E Neue Klassifizierung be 4 Neu ao 3 la la Klassifizierung DocID Neu Main Folder nicht zugeordnet Comment St
14. Classification Templates Automatic Archiving amp Classification Enter keywords without a hyphen or a comma The recorded words are And linked For the detection all detected items must be included in the document in the same notation The preview in the classification dialogue box is only displayed for PDF documents and files that are archived via the ecoDMS plug ins or the PDF A printer If several classification templates are recognised for a document they are displayed on tabs in the classification dialogue box Delete all tabs that do not apply BEFORE archiving Otherwise the document will be classified and archived several times The DoclD would then occur several times This would result in multiple DoclDs A classification template is the basis for automatic document assignment In the template you determine how the document is archived classified in ecoDMS To create a simple template without additional form recognition complete the following steps 1 SM ee 10 Open the Classification dialogue box for the document form which you require as template for the future form recognition Make sure the document is archived in the TIFF or PDF format Otherwise the preview for the Form Template cannot be displayed Execute the Save Template function To do this you have the following options a Click the Save Template button or b Right click the mouse in the Permissions area and select Save
15. Details k nnen die Dokumente bersichtlich und detailliert abgelegt werden und sind Alternativ und oder erg nzend zur Volltextsuche schnell wieder auffindbar 9 1 Classification Dialogue Box You have several methods and options to classify documents The Classification Dialogue Box is very important This includes all stored classification information For almost any archiving the Classification Dialog Box is relevant 8 1 1 Change order of Attributes Function component available for Windows Ubuntu Debian MacOS according to system requirements You can only classify and archive documents if you have the permission to do so Administrators can define the appropriate classification attributes and mandatory fields for each document type via the Settings dialogue box The display of the attributes therefore depends on the settings The order of the classification attributes depends on the document type Please refer to the section Settings gt Document Types amp Retention Periods in the ecoDMS manual for more details 8 1 2 Show Hide Attributes Function component available for Windows Ubuntu Debian MacOS according to system requirements You can only classify and archive documents if you have the permission to do so Administrators can define the appropriate classification attributes and mandatory fields for each document type via the Settings dialogue box The display of the at
16. PDF file locally on a data carrier or in the file system 1 Select the document 2 Use the function Save as PDF To use the function there are several options a Click menu File Save as PDF or b Click the toolbar icon Save as PDF 3 Use the filename and the destination to specify the PDF in the dialogue box that opens 4 You can also save the file as a searchable PDF a To do so enable the command Save as searchable PDF i This function is only included in the ecoDMS full version 5 Click Save to save the PDF or Cancel to cancel the process User Manual ecol CE 70 12 Storage Functions Figure 12 1 Icon Save as PDF Su Select Directory Look in ES homeja dfs pdf 7 gt 4 Name w Size Type Date Modified BY demo document 01 pdf 02 07 14 16 01 demo document 02 pdf 58 KB pdf File 02 07 14 16 01 demo document 03 pdf 53 KB pdf File 02 07 14 16 01 demo document 04 pdf 60 KB pdf File 02 07 14 16 01 File name demo document 01 pdf Files of type PDF File pdf Cancel v Save as searchable PDF Figure 12 2 Save as searchable PDF 12 3 Save as Function component available for Windows Ubuntu Debian MacOS according to system requirements Please note that the function does not archive the file but only saves it on your local hard disk The scanned documents can be saved on a data carrier or in the file system 1 Select the document 2 Use the function Save
17. PDFs can also be stored manually in the folder 1 Access from your workstation to the desired Scaninput Folder To do this use the address of the destination path Insert the PDF and or TIFF files in the Scaninput Folder The client receives the documents after just a few seconds from the Scaninput Folder a This is the reason why the documents are displayed in the folder just for a few seconds b Depending on the file size it can take a few minutes to request the documents via the client 5 3 TWAIN WIA SANE Interface Alternativly to the Scaninput Folder scanning is possible directly from the client In this case the scan is processed via a TWAIN WIA SANE interface Below you can read details for this process User Manual ecol CE 20 5 Scan Process 5 3 1 Select Scanner Function component available for Windows Ubuntu Debian MacOS according to system requirements ecolCE and the Scaninput folder always read TIFF and PDF files with the recommended resolution of 200 300 DPI recommended black and white or shades of grey After the archiving process the scanned PDF or TIFF files are automatically converted into the readable PDF A format The quality and size of the file determine the conversion time and the feasibility After the successful conversion the PDF A can be opened Until then the original file remains You can open the PDF A via the table You can retrieve the original files
18. Selected Page s or c Click the toolbar icon Export Selected Page s or d Enter this shortcut Ctrl E Select the destination path and enter a filename Confirm your entry with Save or cancel the process with Cancel E Fig similar 7 8 Icon Export Selected Page s 7 5 Add Pages Function component available for Windows Ubuntu Debian MacOS according to system requirements ecolCE and the Scaninput folder always read TIFF and PDF files with the recommended resolution of 200 300 DPI recommended black and white or shades of grey The functions cut copy paste export selected pages and add pages are not available for PDF files In order to classify and archive a document the changes must first be saved You can add more pages to existing TIFF files 1 2 3 4 Select the document Use the function Add Page s To use the function there are several options a Click menu Edit Add Page s or b Right mouse click a selected page Add Page s or c Click the toolbar icon Add Page s or d Enter this shortcut Ins Select the destination path and choose file Confirm your selection with Open or cancel the process with Cancel Le Fig similar 7 9 Icon Export Selected Page s User Manual ecol CE 32 7 6 7 Edit Documents Delete Pages Function component available for Windows Ubuntu Debian MacOS according to syste
19. according to system requirements ecolCE and the Scaninput folder always read TIFF and PDF files with the recommended resolution of 200 300 DPI recommended black and white or shades of grey The documents are loaded and displayed one after the other in this application You can switch between the documents To skip to the next document you have the following options 1 Click the toolbar icon Previous Document or 2 Click menu Navigation Previous Document or fr Fig similar 6 4 Icon Previous Document 3 Enter this shortcut Ctrl Arrow left User Manual ecol CE 27 7 Edit Documents Edit Documents You can use various functions to edit the documents requested via ecolCE before they are archived 7 1 Unlock Documents Function component available for Windows Ubuntu Debian MacOS according to system requirements ecolCE and the Scaninput folder always read TIFF and PDF files with the recommended resolution of 200 300 DPI recommended black and white or shades of grey This function is only visible and executable for users with administrator rights Documents can only be edited and classified in ecolCE if they are not locked by another user and if the server connection is robust If this is not the case the documents are locked If required the administrator can unlock the documents Complete the following steps 1 Select the document 2 Click the toolbar icon Unlock Doc
20. activate Automatic archiving you must enable the checkbox If recognised automatically store in archive in the Options section of the Template Designer a Then select the Target archive 3 Click the OK button to save the template ABC Company ecoDMS Sample Template Automatic Mobile King Bestellung Papierwelten Rechnung Delete Delete Template ira SAMPLE COMPANY new petete cat est Finished Folder 1213546879894321 Bensonstreet 5 London SW1X 7XL United Kingdom www sample company uk Peni I Contract 1213546879894321 Sent t goehrtor Horr Brown ein Mustervertrag Des Dokument besteht aus mehreren Seiten This is a sample contract The ae as multiple page amet consetetur sadipscing elitr sed diam nonumy eirmod tempor invidunt ut labore dations aca Sear erat sed diam voluptua At vero eos et accusam et justo duo dolores at e a rebum Stet clita kasd gubergren no sea takim hasta sanctus ast Loram pam daier a an sas Leases eens da sit amet consetetur sadipscing elitr sed diam nanumy eirmod tempor invidunt ut ores careto Stet cita kasd a volui pl At vera os et accusam et justo duo o dolores et aa rebum Bist olia kaat gubergren nctus est Lorem ipsum vel eum iriure dolor in hendrerit in vulputate velit ess m dolore eu feugiat nui nula facilas al vero eros et accumsan et l
21. as To use the function there are several options a Click menu File Save as or b Click the toolbar icon Save as 3 Use the filename and the destination to specify the file in the dialogue box that opens 4 Click Save to save the file or Cancel to cancel the process Figure 12 3 Icon Save as PDF User Manual ecolCE 71 13 Access Data 13 Access Data Below you can read the existing login data 13 1 Default User The following user is the specified default user in ecoDMS User name ecodms Password ecodms We recommend you change the password as soon as possible Su Permissions x The user is allowed to v administer the system v archive and classify documents v use the version management v use the application for scanned documents v view the document history v create new folders see all documents regardless of their permissions use the Web Interface OK Cancel Figure 13 1 Permission Default User 13 2 System Administrator Apart from the automatically generated user there is also a so called system administrator This user works on the system configuration and has the right to make system settings and create new users This user is not able to archive view and or classify documents User name ecoSIMSAdmin Password ecoSIMSAdmin For security reasons this password should be changed immediately after login 13 3 PostgreSQL Datenbas
22. available for Windows Ubuntu Debian MacOS according to system requirements ecolCE and the Scaninput folder always read TIFF and PDF files with the recommended resolution of 200 300 DPI recommended black and white or shades of grey The functions cut copy paste export selected pages and add pages are not available for PDF files In order to classify and archive a document the changes must first be saved With this tool selected page s can be rotated 90 degrees to the right User Manual ecol CE 30 7 Edit Documents 1 Select the pages you want to rotate in the Thumbnails area Press and hold the CTRL key to select several documents 2 Use the function Rotate Right To use the function there are several options a Click menu View Rotate Right or b Right mouse click a selected page Rotate Right or c Click the toolbar icon Rotate Right or d Enter this shortcut Ctrl Shift R Cx Fig similar 7 6 Icon Rotate Right 7 3 3 Rotate 180 Degrees Function component available for Windows Ubuntu Debian MacOS according to system requirements ecolCE and the Scaninput folder always read TIFF and PDF files with the recommended resolution of 200 300 DPI recommended black and white or shades of grey The functions cut copy paste export selected pages and add pages are not available for PDF files In order to classify and archive a document the chan
23. be saved in the Community Edition Free4Three If you use keywords all keyword deposited in ecoDMS must exactly match the words in the document Use unambiguous terms e g the VAT ID or the customer number of a company Automatic template recognition in ecolCE is only possible for readable TIFF or PDF files scanned in via the scaninput folder 2D barcodes are read in via the formula recognition function Classification templates stored as barcodes only apply for files that are scanned via the scaninput folder Classification templates can be saved on the server for all users When scanning via the TWAIN WIA SANE interface and also when manually separating documents in ecolCE automatic pre classification is not possible Templates can also be searched for and selected manually Templates are automatically applied for PDF and TIFF files during standard and drag and drop archiving in ecoDMS Windows Ubuntu Debian MacOS PDF and TIFF files for documents scanned in via scaninput Windows Ubuntu Debian MacOS files archived via PDF A printers Windows Ubuntu Debian files archived via the Libre OpenOffice plug in Windows Ubuntu Debian MacOS files archived via the MS Office plug in incl Outlook Windows files archived via the Thunderbird add on Windows Ubuntu Debian The template and or folder recognition for the plug ins add ons is enabled individually for each user in the Classification dialogue box
24. criteria in the template As a rule you use barcodes for returning documents e documents created in house which are then signed and returned The classification information and any permissions stored in the 2D barcodes are only read and applied for classification for files that were scanned in via the scaninput folder To use the 2D barcode you generated you have the following options a Copy the barcode to the clipboard b Save Barcode As JPG Options Please read the information in the Dark process Archiving Documents Automatically section As an option existing and successfully recognised classification templates can be processed in a dark process a To activate Automatic archiving you must enable the checkbox If recognised automatically store in archive in the Options section of the Template Designer b Then select the Target archive Classification Fill in the Classification dialogue box in the Template Designer Assign values that are saved as classification template and which you want to be used for classification when the template is executed a Now enable the attributes you want to be used when the classification template is executed i Only the enabled attributes are overwritten when the template is executed All other attributes remain untouched by the template Permissons As an option you can enable the Permissions for the Classification Template In this case the
25. permissions stored here are also used for classification Save the template by clicking OK or cancel the operation with Cancel User Manual ecolCE 56 9 Classification Templates Automatic Archiving amp Classification Name Classification E Form Template ecoDMS Sample Template J Comment Smith Consulting Ltd Mr Walter Brown MS Word New Delete edt Test inished J Status El Finish O E View Only i 3 i We we Standard Archive Fig similar 9 2 Classification Template Simple Template 9 3 Create and Edit a Form Template Function component available for Windows Ubuntu Debian MacOS according to system requirements You can only classify and archive documents if you have the permission to do so This feature requires a licence of the ecoDMS full version but can be tested during the full demo time and is then automatically disabled until a full licence is activated Only 1 template can be saved in the Community Edition Free4Three If you use keywords all keyword deposited in ecoDMS must exactly match the words in the document Use unambiguous terms e g the VAT ID or the customer number of a company Automatic template recognition in ecolCE is only possible for readable TIFF or PDF files s
26. white or shades of grey The functions cut copy paste export selected pages and add pages are not available for PDF files In order to classify and archive a document the changes must first be saved Pages that are cut and copied are automatically copied to the clipboard and can be inserted anywhere in this application 1 Select the pages you want to cut in the Thumbnails area Press and hold the CTRL key to select several documents 2 Use the function Paste To use the function there are several options a Click menu Edit Paste or b Right mouse click a selected page Paste or c Enter this shortcut Ctrl V 3 The selection is pasted to the document 5 Fig similar 7 3 Icon Einf gen 1 2 3 Copy Function component available for Windows Ubuntu Debian MacOS according to system requirements ecolCE and the Scaninput folder always read TIFF and PDF files with the recommended resolution of 200 300 DPI recommended black and white or shades of grey The functions cut copy paste export selected pages and add pages are not available for PDF files In order to classify and archive a document the changes must first be saved Pages that are copied are automatically copied to the clipboard and can be inserted anywhere in this application 1 Select the pages you want to copy in the Thumbnails area Press and hold the CTRL key to select several document
27. 0322 VIEW ONY e ee ee ee A ads 49 8 3 2 3 For Classifiy by All Users ociosa 00 u 0 2 0 0 u nd ne 88 Ew much 50 8 3 2 4 For View by All Users a 50 8 4 Multiple Classify 2222 oo oo 50 8 4 1 Add Multiple Classification 22 22 22 2 Co Lone 50 8 4 2 Remove Muliple Classification 2 2222 2 oo oo nn 51 8 5 Set Default Classification a u u a y SH hm nn a nn a ne Ri Rw 4h Oe Eee SHE ES 52 8 6 Reset Default Classification 222222 CC oo nn n nn 52 8 7 Classification Dialogue BOX 2 au u 5 ba 4 bbe Sw wwe da a a ae 53 8 7 1 Change Sequence of Attributes 222 2 oo on nn 53 8 7 2 Show Hide Attributes 2 2222 2 oo on n nn 53 Ol UNO ee ee Eee See en ee ee 53 9 Classification Templates Automatic Archiving amp Classification 54 9 1 How and When are Templates Applied Lo n nn 54 9 1 1 Templates are automatically applied for 222 22 oo nn 54 9 1 2 Manual Template Selection 2 2 2222 Co nn 54 92 Createand Edit Simple Template se un a m de au a en u u ea na en Eee 55 9 3 Create and Edit a Form Template 2 2 oo 20 000 000 0 a 57 9 4 Dark Process Archiving Documents Automatically 2 a a a a a 60 9 5 Use Template s s aasa on 61 OG Delete Template cu w ao ee eee ee eRe as AAN A eee OMe Hehe eS 62 9 7 Blind Text Copy Classification to Clipboard 2 2 0 nn nn 63 9 8 Create and Use Barcodes 22 222 oo nn 64 9 9 Switch Folder Recognition On Off 2 2 22 non nn 66 9 10 Switch Temp
28. 6 2 Import Documents 6 3 Next Document CL on nn 6 4 Previous Document User Manual ecol CE Contents Contents 7 Edit Documents 28 fl Unlock Documents ss s mu un ah berd arr pua rs S ceded teewaee et baad 28 7 2 Copy Cut and Paste Pages 2 1 Comm nn 28 Toe Citaagaewee hoes eet aaa ar AAA Aa a 28 P22 ee ee ea ee eee eee se hee eh eee Bow ee BBE GES 29 123 GOOF ee ee eee wo RRA E eee ee ee OR Rea owe eee 29 hoo Rohte Pages waa wun ede ehh ee 30 1 3 1 Rotate lett 5 6 6 lt 4 08 64685 do a a AAA 30 Pec Rotate ME s n asa 30 1 3 3 Rotate 180 Degrees nn n nn 31 Te EXPO PAPES ae ira aa aaa AREA 31 TO Add Fages ee AAA 32 70 Delete Pac i 0 a an men mass asas 33 Gl a ee eee ee 33 LO WOVE aes ea owe A AAA AAA AA 34 TO SVD Paces y ao 2 Oa ee he as sas 34 7 10 Zoom Pages View nn 35 7 10 11 ZOOM OI ea peek eRe OER ee ee ee ee RR oS eee eG 35 1 10 2 LOOM Massa cra 35 ADS eso ee ee ee ee ee eee ee week a A 36 7 11 Select Pages 22 2 2 2 Common 36 TAL Select All Pages o u 0 u u mu ara aid o Kee cn a a nn a 36 7 11 2 Select Even Pages 22 2 2 2 CC mn 37 alles elect Odd Paces a Asa oe be ae d 37 7 114 Undo Selection sa dan an u nu a a ki oe ewe he Ce ee we AA 37 7 11 5 Reverse Selection amp daw u mn dm eS ed a SR ed a re 37 TAO NO Be esas AA ee 38 7 11 7 Previous Page we 38 7 12 lose DOCUMENTS sois seas AAA ee eee SE ee oe N 38 7 13 Close All Documents aoaaa aaa a a 3
29. 80 x 1024 px You can place and move the windows in ecoDMS according to your own wishes To arrange the windows horizontally complete the following steps 1 2 3 Use the mouse to grab the window by the title bar Drag the window to the right position with the mouse Release the mouse button User Manual ecol CE 15 3 Desktop Settings 3 7 Undock Windows Function component available for Windows Ubuntu Debian MacOS according to system requirements Please note that these settings refer to the individual workstation and are not stored in the user profile We recommend a screen resolution of at least 1280 x 1024 px You can place and move the windows in ecoDMS according to your own wishes To undock windows complete the following steps 1 Click the Undock Button in the title bar of the corresponding window 2 Now move the window to any position 3 Double click the title bar of the window to move it back to the original position 3 8 Hide Windows Function component available for Windows Ubuntu Debian MacOS according to system requirements Please note that these settings refer to the individual workstation and are not stored in the user profile We recommend a screen resolution of at least 1280 x 1024 px You can hide not required windows in the client Complete the following steps 1 Right mouse click in the toolbar or menu bar 2 Remove the marker cross to hide a window
30. 9 8 Classification 40 8 1 Classification Dialogue BOX 2 u u u Ka a Au a nn nn ha a srawe we ee broed 40 8 1 1 Change order of Attributes nn 40 8 1 2 Show Hide Attributes a gt u vu un u rr a an ee A 40 Sus UNO une ae nn nn nn Be Ee eeer AAA rra ea 40 8 2 Enter Classification Attributes 2 222 Co oo on 41 SA DOD ae ees eaea ee er 41 8 2 2 Main Folder nn 41 G2 Ole en a rasa sanas AAA AAA 41 8 2 3 1 Classification Dialogue Box Included in all ecoDMS Components 42 O24 COMMON ee ee ee a ee 43 8 2 4 1 Classification Dialogue Box Included in all ecoDMS Components 43 O20 ee a er 44 8 2 5 1 Classification Dialogue Box Included in all ecoDMS Components 45 O20 REVISION ee ee en AE RA AS AR A A 45 82 1 Document Type ua sses m nu a nn ee EY Oe AAA 45 8 2 7 1 Classification Dialogue Box Included in all ecoDMS Components 46 820 EC ea eo eee a eee Ree AA 46 O29 Dalias ee Geese eee eat bbeG Soe sandra a 46 8 2 9 1 Classification Dialogue Box Included in all ecoDMS Components 47 8 3 Permissions aaa aa a a 48 8 3 1 Assign Permissions aaa 48 8 3 1 1 View and Classify aaa a 48 oL WICW OMI 2 eee bbe edhe eee Gore Phe oe as a 49 8 3 1 3 For Classify by All Users 2 Coon 49 8 3 1 4 For View by All Users ee 49 User Manual ecolCE 5 Contents 8 3 2 Remove Permissions 49 32 1 View and Classify zu s soco ssa mioa ee aa S 49
31. CcDdEeFf12345 Selection is a barcode Cancel Fig similar 9 4 Classification Template Create Form Field 9 4 Dark Process Archiving Documents Automatically Automatic Archiving is only possible for documents retrieved from ecoDMS through the scaninput folder and successfully recognised by the template designer incoming e mail processing for scanned documents If several classification templates are recognised for a document the document is classified and archived several times The DoclID for this document would then occur several times If several classification templates are recognised for a document which have different target archives they are not archived automatically The document is opened in the scan programme of ecoDMS As an option existing and recognised classification templates can be processed in a dark process Please note that this process is only possible for documents retrieved from ecoDMS through the scaninput folder and successfully recognised by the template designer incoming e mail processing for scanned documents To activate the dark process complete the following steps 1 Create a classification template with the ecoDMS Template Designer a If you want to activate the Dark process for an existing template you can open the template for editing and configure it accordingly User Manual ecolCE 60 9 Classification Templates Automatic Archiving amp Classification 2 To
32. Classification as Template The Template Designer opens To create a Form Template complete the following steps Enable the Form Template checkbox Name Enter a name for the template Enter a name to retrieve and recognise the template Keyboard shortcut As an option you can store a shortcut You can use this shortcut later to open the classification template manually in the Classification dialogue box a Use the Reset button to remove the shortcut Automatic recognition You can only enable this field in combination with a form template The Form Template command must be enabled If the Automatic Recognition command is enabled the system reads the document header and footer in the background and saves them as an important attribute for the recognition of the classification template a If no further criteria keywords are stored the document header and footer must match the template to allow automatic pre classification b If you want to enter additional keywords the keywords and the document header and footer must match the template to enable automatic pre classification Keywords Enter the keywords to trigger the automatic classification template The template is only recognised and executed if the document you are searching for contains exactly these keywords If everything matches and recognition is successful the classification information is loaded a Please follow the above n
33. Connection Manager and the ecoDMS server are connected you can open the client There are several options 1 Double click the icon on your desktop or on your toolbar or 2 Select the programme file in the programme manager of your operating system Then the programme starts The start screen displays gy Fig similar 4 1 Deskop Icon 4 2 Exit Application Function component available for Windows Ubuntu Debian MacOS according to system requirements The connection to the ecoDMS server is only terminated if all clients are closed and the connections have been disconnected in the Connection Manager at the respective workstation Merely disconnecting the connection manager or closing the client will not unblock a licence To do this close or disconnect all eco DMS components and the connection manager at the workstation You have the choice between the following options if you want to exit the application 1 Click the Exit icon of the title bar or 2 Select File Exit from the menu or 3 Use this keyboard shortcut Ctrl F4 User Manual ecolCE 17 4 Login amp Programme Start E Navigation Edit View 7 lq Save Ctrl 5 Save As F12 fa Import Ctrl 1 A Scan US Save as PDF Close Ctrl Alt c Close All Ctrl Shift c Alt F4 Fig similar 4 2 File Exit User Manual ecolCE 18 5 5 Scan Process Scan Process As default one Scaninput Folder is defined in th
34. Manual ecolCE 75
35. Select the roles users groups in the View Only area a If you hold the Ctrl key you can select several roles simultaneously 2 Drag and drop the roles into the Available Roles area a Alternatively you can assign the roles to the area with the lower arrow icon arrow right User Manual ecol CE 49 8 Classification 8 3 2 3 For Classifiy by All Users If the For Classify by All Users command is disabled the document cannot be viewed and classified by all users after the classification is saved please note the folder permission The ecoSIMSUSER role is removed from the system in the View and Classify area when the command is disabled 8 3 2 4 For View by All Users If the For View by All Users command is disabled the document cannot be viewed by all users after the classifi cation is saved please note the folder permission The ecoSIMSUSER role is removed from the system in the View Only area when the command is disabled 8 4 Multiple Classify Function component available for Windows Ubuntu Debian MacOS according to system requirements You can only classify and archive documents if you have the permission to do so Removing tabs for Multiple Classification is only possible till the Classification was saved A user can only see the folders documents and classifications for which the user has a permission The preview in the classification dialogue box is only d
36. The Scaninput folder is recommended as the scanning method because only with this method all processes on the server including template recognition can be carried out In order to access this folder the access rights must be adjusted accordingly The Scaninput Folder is stored at the specified data path that was chosen during the installation of the ecoDMS server 1 2 In Ubuntu Debian it is always at opt ecosims workdir scaninput Standard Windows ProgramData ecodms workdir scaninput a Example for the destination path of a local server installation under Windows CA Programme ecoDMS GmbH ecoDMS Server workdir scaninput If custom Scaninput subfolder have been created they are located as a subfolder in the corresponding data path User Manual ecolCE 19 5 Scan Process 5 2 2 Scanning Scan you documents to the ecolCE and the Scaninput folder always read TIFF and PDF files with the recommended resolution of 200 300 DPI recommended black and white or shades of grey After the archiving process the scanned PDF or TIFF files are automatically converted into the readable PDF A format The quality and size of the file determine the conversion time and the feasibility After the successful conversion the PDF A can be opened Until then the original file remains You can open the PDF A via the table You can retrieve the original files via the version management function The Scaninput folder is recommended as
37. Ubuntu Debian The template and or folder recognition for the plug ins add ons is enabled individually for each user in the Classification dialogue box The template and or folder recognition for the scanning process via the scaninput folder is enabled by the administrator through the Settings dialogue box in ecoDMS Administrators can define the appropriate classification attributes and mandatory fields for each document type via the Settings dialogue box The display of the attributes therefore depends on the settings Template recognition is either automatic depending on the settings and the document or manual There are following Options for manual template retrieval 1 Open the Classification Dialogue Box for the document you need You have following options a Click the icon Search for matching Template in the toolbar i The system matches the file with the saved classification templates and displays the matching results in the classification b Enter the keyboard shortcut if available for the classification template you need c Right click the mouse in the Permissions area and then click Templates to select the template d Click the Templates button select the template from the dialogue box that opens and click Apply Figure 9 7 Icon Search for matching Templates The classification saved for the template is applied 9 6 Delete Template Function component available for Windows Ub
38. according to system requirements ecolCE and the Scaninput folder always read TIFF and PDF files with the recommended resolution of 200 300 DPI recommended black and white or shades of grey If several classification templates are recognised for a document they are displayed on tabs in the classification dialogue box Delete all tabs that do not apply BEFORE archiving Otherwise the document will be classified and archived several times The DoclD would then occur several times This would result in multiple DocIDs Administrators can define the appropriate classification attributes and mandatory fields for each document type via the Settings dialogue box The display of the attributes therefore depends on the settings The scan application continually receives new files and information The files are scanned for example from other users The client displays all documents which are visible for the user To view and update the documents and classifications you have the followings options 1 To do this click the icon Request Documents F5 on the toolbar or 2 Enter this shortcut F5 or 3 When the client restarts it automatically retrieves and updates the documents and classifications S Fig similar 6 1 Icon Request Documents 6 2 Import Documents Function component available for Windows Ubuntu Debian MacOS according to system requirements ecolCE and the Scaninput folder always read TIFF and PDF
39. age behind each document before you scan it ecoDMS then automatically separates the documents into individual files You can download free separator pages in the download area at ecodms de Fig similar 1 2 Use Separator Pages 3 Request the documents in ecolCE Optionally there are several editing functions available now Make your changes if required and save the changes E Fig similar 1 3 Edit Documents 4 Via the classification you can assign the virtual folder in ecoDMS the document type the status the permissions and many other information meta data for each document With this information and in addition to the full text search the documents can be retrieved and then saved together with further details The classification can be done either manually by the user or automatically by classification templates User Manual ecol CE 1 Getting Started Fig similar 1 4 Classification 5 Now you can archive the file All archived text documents automatically undergo a background full text indexing and are available in ecoDMS in the original scan format and also in the long term archiving format PDF A Fig similar 1 5 Archiving User Manual ecolCE 8 2 Basic Elements in The User Interface 2 Basic Elements in The User Interface Overview of the basic elements in the user interface 2 1 View Function component available for Windows Ubuntu Debian MacOS according to system requirements
40. anned documents in the document management system ecoDMS In addition to the archiving function the software also includes other functions to save documents These can be used in parts independently of the archive function 12 1 Save Changes Function component available for Windows Ubuntu Debian MacOS according to system requirements In order to classify and archive a document the changes must first be saved Please note that this function does not archive the file The changes are saved The Classification Dialogue Box is enabled if you make changes to a scanned document for example Rotate Pages Delete Pages To unlock the document for classification the changes must be saved first Complete the following steps 1 Make the required modifications to the document 2 Use the function Save To use the function there are several options a Click menu File Save or b Click the toolbar icon Save or c Enter this shortcut Ctrl S 12 2 Save as PDF Function component available for Windows Ubuntu Debian MacOS according to system requirements This feature requires a licence of the ecoDMS full version but can be tested during the full demo time and is then automatically disabled until a full licence is activated Please note that the function does not archive the file but only saves it on your local hard disk in the PDF format The scanned documents can be saved as a
41. anners are connected you must select a source in the next step a If only one scanner is connected the respective scanner window opens The window is different for different scanners 3 Start scanning process 4 The scanned pages are loaded as a new document in the last position in the client e Fig similar 5 2 Icon Scan New Document 5 3 3 2 Add Pages to Document Function component available for Windows Ubuntu Debian MacOS according to system requirements ecolCE and the Scaninput folder always read TIFF and PDF files with the recommended resolution of 200 300 DPI recommended black and white or shades of grey After the archiving process the scanned PDF or TIFF files are automatically converted into the readable PDF A format The quality and size of the file determine the conversion time and the feasibility After the successful conversion the PDF A can be opened Until then the original file remains You can open the PDF A via the table You can retrieve the original files via the version management function The Scaninput folder is recommended as the scanning method because only with this method all processes on the server including template recognition can be carried out The TWAIN WIA SANE interface is compatible with many but not all scanner models If you scan via TWAIN WIA SANE interface the pre classification is only possible via the function Search Matching Classification Template
42. anually select the document type 8 2 7 1 Classification Dialogue Box Included in all ecoDMS Components 1 Select the entry field for the Document Type attribute in the Classification dialogue box a Either by double clicking or b By entering the letter e edit 2 Select the Document Type 8 2 8 Last Change Function component available for Windows Ubuntu Debian MacOS according to system requirements Administrators can define the appropriate classification attributes and mandatory fields for each document type via the Settings dialogue box The display of the attributes therefore depends on the settings A user can only see the folders documents and classifications for which the user has a permission You can install server and clients in different languages The view of the classification attributes and messages depends on the language you have selected for the ecoDMS server component If a change is made to the classification AFTER the archiving process the date and time of the last change to the document is displayed here The classification attribute is automatically allocated and cannot be entered manually by the user 8 2 9 Date Function component available for Windows Ubuntu Debian MacOS according to system requirements You can only classify and archive documents if you have the permission to do so Administrators can define the appropriate classification attributes and ma
43. appropriate classification attributes and mandatory fields for each document type via the Settings dialogue box The display of the attributes therefore depends on the settings You can select templates manually in the Classification dialogue box and use them for classification You can manually start the template recognition after the scanning process via the incoming e mail processing program for scanned documents e g for imported documents or documents scanned via TWAIN WIA SANE User Manual ecolCE 54 9 Classification Templates Automatic Archiving amp Classification Fig similar 9 1 Icon Search for matching Template 9 2 Create and Edit Simple Template Function component available for Windows Ubuntu Debian MacOS according to system requirements You can only classify and archive documents if you have the permission to do so This feature requires a licence of the ecoDMS full version but can be tested during the full demo time and is then automatically disabled until a full licence is activated Only 1 template can be saved in the Community Edition Free4Three If you use keywords all keyword deposited in ecoDMS must exactly match the words in the document Use unambiguous terms e g the VAT ID or the customer number of a company Automatic template recognition in ecolCE is only possible for readable TIFF or PDF files scanned in via the scaninput folder Form templates can be crea
44. ation Copy Text from Document 8 3 Permissions To ensure that the documents can only be viewed and edited by authorised persons you can assign individual permissions to each document and each folder in ecoDMS This ensures confidentiality of the documents You can assign permissions in the Classification dialogue box Permissions View and Classify Available Roles Ig ecoSIMSUSER 3 Management 4 4g j doe gt View Only d gt Vv For classify by all users For view by all users Fig similar 8 10 Classification Dialogue Box Permissions 8 3 1 Assign Permissions Function component available for Windows Ubuntu Debian MacOS according to system requirements You can only classify and archive documents if you have the permission to do so When you assign documents and folders we recommend you always work with user groups and not with individual users Please note that at least one user or role group must be assigned to the View and Classify permission field A user can only see the folders documents and classifications for which the user has a permission To assign permissions complete the following steps 8 3 1 1 View and Classify This area contains all roles users groups that are allowed to view and classify the document after the classifi cation is saved To assign roles to this area complete the following steps 1 Select the roles users groups in the Available Roles area
45. atus E To Do Revision 1 0 Folder a nicht zugeordnet Document Type not assigned Last Change Date 2014 08 28 Edited by Resubmission from Sample Name Berechtigungen Ansehen und klassifizieren Verf gbare Rollen Ie r_ecodms 3 Management ecolCELogon A ecoSIMSADMIN M ecoSIMSALLDOCS M ecoSIMSCLASSIFY Vii a Nur ansehen Klassifizierbar fur alle Sichtbar fur alle Vorlagen 4 Vorlage speichern Ruckgangig Fig similar 8 16 Multiple Classication Set Default Classification Function component available for Windows Ubuntu Debian MacOS according to system requirements You can only classify and archive documents if you have the permission to do so Please note that these settings refer to the individual workstation and are not stored in the user profile The standard classification is loaded only in this program if no other template was detected The standard classification exists until the function reset classification is clicked You can define a default classification for your workplace This is loaded by default when a document is scanned loaded in this program and no other template was detected 1 Enter the classification attributes in the Classification Dialogue Box which you want to set as default classi fication Right click in the Permissions area Click Set as Default Classification Reset Default Classification Function component availabl
46. bled until a full licence is activated User Manual ecolCE 61 9 Classification Templates Automatic Archiving amp Classification Only 1 template can be saved in the Community Edition Free4Three If you use keywords all keyword deposited in ecoDMS must exactly match the words in the document Use unambiguous terms e g the VAT ID or the customer number of a company Automatic template recognition in ecolCE is only possible for readable TIFF or PDF files scanned in via the scaninput folder 2D barcodes are read in via the formula recognition function Classification templates stored as barcodes only apply for files that are scanned via the scaninput folder Classification templates can be saved on the server for all users When scanning via the TWAIN WIA SANE interface and also when manually separating documents in ecolCE automatic pre classification is not possible Templates can also be searched for and selected manually Templates are automatically applied for PDF and TIFF files during standard and drag and drop archiving in ecoDMS Windows Ubuntu Debian MacOS PDF and TIFF files for documents scanned in via scaninput Windows Ubuntu Debian MacOS files archived via PDF A printers Windows Ubuntu Debian files archived via the Libre OpenOffice plug in Windows Ubuntu Debian MacOS files archived via the MS Office plug in incl Outlook Windows files archived via the Thunderbird add on Windows
47. calendar header ii Click Today to set the current day v You can also enter the date directly The first number is entered in the calendar c Confirm your entry and selection with OK Calendar yw wo amp August 2014 Mo Di Mi Do Fr Sa So 31 28 2 3 1 1 2 3 32 4 5 6 7 8 9 10 33 11 12 13 14 16 17 34 18 19 20 21 22 a3 24 35 25 26 27 28 29 30 31 36 1 2 3 4 OK Today Cancel Fig similar 8 6 Calendar Select Date 8 2 6 Revision Function component available for Windows Ubuntu Debian MacOS according to system requirements You can only classify and archive documents if you have the permission to do so Administrators can define the appropriate classification attributes and mandatory fields for each document type via the Settings dialogue box The display of the attributes therefore depends on the settings A user can only see the folders documents and classifications for which the user has a permission You can install server and clients in different languages The view of the classification attributes and messages depends on the language you have selected for the ecoDMS server component The revision is automatically assigned by the system The revision increments by one with each change to the classification of a document At the same time an entry is made in the document history The revision number shows how often a file was changed within the classification AFTER archiv
48. canned in via the scaninput folder Form templates can be created only for PDF files Otherwise the form window is not visible in the Template Designer 2D barcodes are read in via the formula recognition function Classification templates stored as barcodes only apply for files that are scanned via the scaninput folder Classification templates can be saved on the server for all users When scanning via the TWAIN WIA SANE interface and also when manually separating documents in ecolCE automatic pre classification is not possible Templates can also be searched for and selected manually Templates are automatically applied for PDF and TIFF files during standard and drag and drop archiving in ecoDMS Windows Ubuntu Debian MacOS PDF and TIFF files for documents scanned in via scaninput Windows Ubuntu Debian MacOS files archived via PDF A printers Windows Ubuntu Debian files archived via the Libre OpenOffice plug in Windows Ubuntu Debian MacOS files archived via the MS Office plug in incl Outlook Windows files archived via the Thunderbird add on Windows Ubuntu Debian The template and or folder recognition for the plug ins add ons is enabled individually for each user in the Classification dialogue box The template and or folder recognition for the scanning process via the scaninput folder is enabled by the administrator through the Settings dialogue box in ecoDMS User Manual ecolCE 57 9
49. ccording to system requirements You can only classify and archive documents if you have the permission to do so This feature requires a licence of the ecoDMS full version but can be tested during the full demo time and is then automatically disabled until a full licence is activated Only 1 template can be saved in the Community Edition Free4Three If you use keywords all keyword deposited in ecoDMS must exactly match the words in the document Use unambiguous terms e g the VAT ID or the customer number of a company Automatic template recognition in ecolCE is only possible for readable TIFF or PDF files scanned in via the scaninput folder 2D barcodes are read in via the formula recognition function Classification templates stored as barcodes only apply for files that are scanned via the scaninput folder Classification templates can be saved on the server for all users When scanning via the TWAIN WIA SANE interface and also when manually separating documents in ecolCE automatic pre classification is not possible Templates can also be searched for and selected manually Templates are automatically applied for PDF and TIFF files during standard and drag and drop archiving in ecoDMS Windows Ubuntu Debian MacOS PDF and TIFF files for documents scanned in via scaninput Windows Ubuntu Debian MacOS files archived via PDF A printers Windows Ubuntu Debian files archived via the Libre OpenOffice plug in Windows Ubu
50. e If postgreSQL is installed over the ecoDMS installer the following user information is used for the database User name postgres Password postgres If there is already a matching postgreSQL version available because for example the database was installed manually the access data that was assigned during the installation of postgreSQL applies User Manual ecolCE 72 13 Access Data 13 4 Scaninput Folder The Scaninput Folder is a Samba share A standard user is created during the Ubuntu installation User name dmsscanner Password dmsscanner You can also enter any other user created in the Ubuntu system User Manual ecolCE 73 14 Troubleshooting amp Support 14 Troubleshooting amp Support We offer a remote maintenance service in which we deal with any problems immediately We collect the information necessary to solve the issue directly and or carry out any service support and training services the customer wishes We recommend you close any applications that might contain personal or confidential information before you request and accept a remote maintenance session and make a complete backup In order to save time and money we also recommend you to start the support tool pcvisit bevor you call us More details under www ecodms de We will be happy to support you when you use ecoDMS To do so we offer various service and support options In our knowledge database you can find helpful articles on dif
51. e barcode to the clipboard b Save Barcode As JPG 9 Classification Fill in the Classification dialogue box in the Template Designer Assign values that are saved as classification template and which you want to be used for classification when the template is executed a Now enable the attributes you want to be used when the classification template is executed i Only the enabled attributes are overwritten when the template is executed All other attributes remain untouched by the template 10 Permissons As an option you can enable the Permissions for the Classification Template In this case the permissions stored here are also used for classification 11 Save the template by clicking OK or cancel the operation with Cancel User Manual ecol CE 65 9 Classification Templates Automatic Archiving amp Classification Name Classification E Form Template ecoDMS Sample Template 7 Comment Smith Consulting Ltd Mr Walter Brown MS Word New Delete edt test inished J Status El Finish O E View Only 2 i 3 i sa a Standard Archive Figure 9 9 Classification Template Simple Template 9 9 Switch Folder Recognition On Off Function component available for Windows Ubuntu Debian MacOS a
52. e for Windows Ubuntu Debian MacOS according to system requirements You can only classify and archive documents if you have the permission to do so Please note that these settings refer to the individual workstation and are not stored in the user profile User Manual ecolCE 52 8 Classification Die Standardklassifizierung bleibt nur solange erhalten bis die Funktion Zur cksetzen angeklickt wird You can reset a classification and the settings for a Default Classification 1 Right click in the Permissions area in the Classification Dialogue Box 2 Click Reset Default Classification 8 7 Classification Dialogue Box You have several methods and options to classify documents The Classification Dialogue Box is very important This includes all stored classification information For almost any archiving the Classification Dialog Box is relevant 8 7 1 Change Sequence of Attributes Function component available for Windows Ubuntu Debian MacOS according to system requirements You can only classify and archive documents if you have the permission to do so Please note that these settings refer to the individual workstation and are not stored in the user profile You can specify the order of the classification attributes by moving the rows with the mouse 8 7 2 Show Hide Attributes Function component available for Windows Ubuntu Debian MacOS according to s
53. e system for the server side scanning process Optionally the administrator can add subfolders Furthermore this application includes a TWAIN WIA SANE interface This allows direct scanning in the program In this chapter you can learn more about the scanning process 5 1 Technical Information 1 Basically you can use any network scanner and any USB scanner which have the Scan to Folder function to scan into the scan input folder of ecoDMS In addition you can use numerous scanners which have a TWAIN WIA interface to directly scan into the ecolCE scan programme The device must have PDF and or TIFF as scan formats It is best to scan in the documents in black and white black white 1 bit colour depth or in shades of grey with 200 300 DPI 5 2 Scaninput Ordner Below you can read details to scan via the Scaninput Folder 5 2 1 Destination Path ecolCE and the Scaninput folder always read TIFF and PDF files with the recommended resolution of 200 300 DPI recommended black and white or shades of grey After the archiving process the scanned PDF or TIFF files are automatically converted into the readable PDF A format The quality and size of the file determine the conversion time and the feasibility After the successful conversion the PDF A can be opened Until then the original file remains You can open the PDF A via the table You can retrieve the original files via the version management function
54. e the original files via the version management function The Scaninput folder is recommended as the scanning method because only with this method all processes on the server including template recognition can be carried out The TWAIN WIA SANE interface is compatible with many but not all scanner models If you scan via TWAIN WIA SANE interface the pre classification is only possible via the function Search Matching Classification Template Via the TWAIN WIA SANE interface only TIFF files can be scanned After you have chosen a scanner you have to configure it Complete the following steps 1 2 Click menu File Scan Settings The Scanner Optiones dialogue box opens a Select the matching scanner log according to the operating system and the scanner i TWAIN User Manual ecolCE 21 5 Scan Process ii WIA iii SANE IV b Configure the scan options for the scanning process i Rotate Pages Automatically ii Suppress Empty Pages iii Detect Separator Pages c Confirm this process with OK or cancel it with Cancel Bw Scanner Options 2 wy WY Y Select Scanner Protocol SANE Options v Rotate Pages Automatically v Suppress Empty Pages v Detect Separator Pages oe cancel Fig similar 5 1 Scanner Options 5 3 3 Scanning If the scanner is selected and set up there are various ways to perform scanning 5 3 3 1 Scan New Document Function component availab
55. e version management function The functions cut copy paste export selected pages and add pages are not available for PDF files The system recognises separator pages and empty pages and automatically hides them if not disabled We recommend the use of separator pages so that you can scan documents as a batch without having to separate the documents manually in ecolCE afterwards Separator pages signal to the system that a new document is about to begin The system automatically splits the documents and reads them in individually A print template can be downloaded at ecoDMS website 1 2 Print the two page document user defined amount double sided so that the letter T is on the front side and on the reverse side of an A4 sheet duplex method Always put a separator page between the end of one document and the beginning of the next document ZIIilLLITITIII LLLLLLLLLLLL Fig similar 5 4 Separator Page 5 5 Document Orientation Before you archive ensure that the individual pages are lying the right way round The text should always be readable from left to right This is important for the full text indexing If necessary you can turn the pages in this client User Manual ecol CE 24 5 Scan Process 5 0 Statistics Function component available for Windows Ubuntu Debian MacOS according to system requirements ecolCE and the Scaninput folder always read TIFF and PDF files with the recommended resol
56. ecognition Folder 9 10 Switch Template Recognition On Off Function component available for Windows Ubuntu Debian MacOS according to system requirements You can only classify and archive documents if you have the permission to do so Classification templates can be saved on the server for all users Templates are automatically applied for PDF and TIFF files during standard and drag and drop archiving in ecoDMS Windows Ubuntu Debian MacOS PDF and TIFF files for documents scanned in via scaninput Windows Ubuntu Debian MacOS files archived via PDF A printers Windows Ubuntu Debian files archived via the Libre OpenOffice plug in Windows Ubuntu Debian MacOS files archived via the MS Office plug in incl Outlook Windows files archived via the Thunderbird add on Windows Ubuntu Debian The template and or folder recognition for the plug ins add ons is enabled individually for each user in the Classification dialogue box The template and or folder recognition for the scanning process via the scaninput folder is enabled by the administrator through the Settings dialogue box in ecoDMS Template recognition can be configured for the PDF A printer e mail add ons and Office Plug ins on each worksta tion 1 Click the Classification Dialogue Box to any document Right click the Permissions area in the Classification dialogue box 2 3 4 Click the Options function Enable or d
57. eparate pages in a document which you can add as a new document Select the pages you want to split in the Thumbnails area Press and hold the CTRL key to select several documents Use the function Split Document To use the function there are several options a Click the toolbar icon Split Document or b Enter this shortcut F7 The dialogue box shows the modified current document and the new document Confirm the process with OK or cancel it with Cancel The divided pages are inserted in the last position in the client User Manual ecolCE 33 7 8 7 Edit Documents ES Fig similar 7 11 Icon Split Document amp y Split Document YU Preview Splitted Document Current Document New Document cancel Fig similar 7 12 Window Split Document Move Pages Function component available for Windows Ubuntu Debian MacOS according to system requirements ecolCE and the Scaninput folder always read TIFF and PDF files with the recommended resolution of 200 300 DPI recommended black and white or shades of grey The functions cut copy paste export selected pages and add pages are not available for PDF files In order to classify and archive a document the changes must first be saved The order of pages within a document can be changed To move page s complete the following steps 1 7 9 Select the pages you want to move in the Thumbna
58. es with the recommended resolution of 200 300 DPI recommended black and white or shades of grey This function can undo the selection of pages in a document 1 Click into View area 2 Use the function Undo Selection To use the function there are several options a Click menu Edit Undo Selection or b Right click on a page Undo Selections or c Enter this shortcut Crtl Shift A 7 11 5 Reverse Selection Function component available for Windows Ubuntu Debian MacOS according to system requirements ecolCE and the Scaninput folder always read TIFF and PDF files with the recommended resolution of 200 300 DPI recommended black and white or shades of grey All pages are marked except the one s you have already selected User Manual ecol CE 37 7 Edit Documents 1 Click into View area 2 Use the function Reverse Selection To use the function there are several options a Click menu Edit Reverse Selection or b Right click on a page Reverse Selections or c Enter this shortcut Crtl Shift U 7 11 6 Next Page Function component available for Windows Ubuntu Debian MacOS according to system requirements ecolCE and the Scaninput folder always read TIFF and PDF files with the recommended resolution of 200 300 DPI recommended black and white or shades of grey With this function the next page of the current document is displayed in the V
59. f pages To zoom out complete the following steps 1 Select the page which you want to view in the Thumbnails area 2 Use the function Zoom Out To use the function there are several options a Click menu View Zoom Out or b Click the toolbar icon Zoom Out or c Enter a percentage value for the view in the spinbox or d Click the bottom arrow in spinbox or e Enter this shortcut Alt Q Fig similar 7 13 Icon Zoom Out 7 10 2 Zoom In Function component available for Windows Ubuntu Debian MacOS according to system requirements ecolCE and the Scaninput folder always read TIFF and PDF files with the recommended resolution of 200 300 DPI recommended black and white or shades of grey The software includes various zoom functions for the display of pages To zoom in complete the following steps 1 Select the page which you want to view in the Thumbnails area 2 Use the function Zoom In To use the function there are several options a Click menu View Zoom In or b Click the toolbar icon Zoom In or c Enter a percentage value for the view in the spinbox or d Click the top arrow in spinbox or User Manual ecolCE 35 7 Edit Documents e Press right mouse button and select the area which you want to zoom in in the view window or f Enter this shortcut Alt Q Fig similar 7 14 Icon Zoom In 7 10 3 Fit Function component ava
60. ferent technical topics http ecodms de index php en support faq The user manuals provide a detailed description of the individual installation steps settings and functions http ecodms de index php en download productinformation manuals In addition our free training videos provide the perfect start to ecoDMS http ecodms de index php de productl videos You can also select various support packages which give you direct support from the manufacturer based on the Prepaid Principle Whether you need technical advice or have questions regarding contents general support or installation service or user training our flexible service packages offer a professional all round carefree service during our office hours including a free support hotline and or email support You can find an overview of the support packages at http ecodms de index php en support support packages If you do not have a support package our Support Hotline is available for a fee You can find the number at http ecodms de index php en support support hotlines You can find further information on our services and support at http ecodms de index php en service User Manual ecolCE 74 15 System Requirements 15 System Requirements You can read more about the system requirements for this ecoDMS version on our website Click the following link for the necessary technical details http ecodms de index php en support system requirements User
61. files with the recommended resolution of 200 300 DPI recommended black and white or shades of grey With this function you can load TIFF or PDF files from the file system into ecolCE Please note that in this case the separator page function do not work Complete the following steps 1 Select the Import function There are the following options a Click menu File Import or b Enter this shortcut Ctrl 2 A dialogue box opens User Manual ecolCE 26 6 Call Up Documents a Select the TIFF or PDF file from your file system b Then confirm your selection with Open c The document is now loaded into the client a Fig similar 6 2 Icon Import Documents 6 3 Next Document Function component available for Windows Ubuntu Debian MacOS according to system requirements ecolCE and the Scaninput folder always read TIFF and PDF files with the recommended resolution of 200 300 DPI recommended black and white or shades of grey The documents are loaded and displayed one after the other in this application You can switch between the documents To skip to the next document you have the following options 1 Click the toolbar icon Next Document or 2 Click menu Navigation Next Document or 3 Enter this shortcut Ctrl Arrow right E Fig similar 6 3 Icon Next Document 6 4 Previous Document Function component available for Windows Ubuntu Debian MacOS
62. ge Windows in Tabs Function component available for Windows Ubuntu Debian MacOS according to system requirements Please note that these settings refer to the individual workstation and are not stored in the user profile We recommend a screen resolution of at least 1280 x 1024 px You can place and move the windows in ecoDMS according to your own wishes To arrange the windows in tabs above the other complete the following steps L 2 Use the mouse to grab the window by the title bar Drag the window onto the other window Release the mouse button Tile Windows Vertically Function component available for Windows Ubuntu Debian MacOS according to system requirements Please note that these settings refer to the individual workstation and are not stored in the user profile We recommend a screen resolution of at least 1280 x 1024 px You can place and move the windows in ecoDMS according to your own wishes To arrange the windows vertically complete the following steps 1 2 Use the mouse to grab the window by the title bar Drag the window above the edge of the other window Release the mouse button Tile Windows Horizontally Function component available for Windows Ubuntu Debian MacOS according to system requirements Please note that these settings refer to the individual workstation and are not stored in the user profile We recommend a screen resolution of at least 12
63. ges must first be saved With this tool you can rotate selected page s 180 degrees 1 Select the pages you want to rotate in the Thumbnails area Press and hold the CTRL key to select several documents 2 Use the function Rotate 180 To use the function there are several options a Click menu View Rotate 180 or b Right mouse click a selected page Rotate 180 or c Click the toolbar icon Rotate 180 or d Enter this shortcut Ctrl R FA RS Fig similar 7 7 Icon Rotate 180 7 4 Export Pages Function component available for Windows Ubuntu Debian MacOS according to system requirements ecolCE and the Scaninput folder always read TIFF and PDF files with the recommended resolution of 200 300 DPI recommended black and white or shades of grey The functions cut copy paste export selected pages and add pages are not available for PDF files In order to classify and archive a document the changes must first be saved You can export selected pages of a document and save them in a file User Manual ecol CE 31 7 Edit Documents Select the pages you want to rotate in the Thumbnails area Press and hold the CTRL key to select several documents Use the function Export Selected Page s To use the function there are several options a Click menu Edit Export Selected Page s or b Right mouse click a selected page Export
64. iew window 1 Click into View area 2 Use the function Next Page To use the function there are several options a Click menu Navigation Next Page or b Right click on a page Next Page or c Enter this shortcut Crtl Shift Arrow down 7 11 7 Previous Page Function component available for Windows Ubuntu Debian MacOS according to system requirements ecolCE and the Scaninput folder always read TIFF and PDF files with the recommended resolution of 200 300 DPI recommended black and white or shades of grey With this function the previous page of the current document is displayed in the View window 1 Click into View area 2 Use the function Next Page To use the function there are several options a Click menu Navigation Next Page or b Right click on a page Next Page or c Enter this shortcut Crtl Shift Arrow down 7 12 Close Documents Function component available for Windows Ubuntu Debian MacOS according to system requirements ecolCE and the Scaninput folder always read TIFF and PDF files with the recommended resolution of 200 300 DPI recommended black and white or shades of grey Closed documents are not removed from the server Every time the programme launches all available scanned documents are automatically retrieved With a click on the icon Request Documents all available scanned documents are automatically reloaded
65. ilable for Windows Ubuntu Debian MacOS according to system requirements ecolCE and the Scaninput folder always read TIFF and PDF files with the recommended resolution of 200 300 DPI recommended black and white or shades of grey The software includes various zoom functions for the display of pages To fit in complete the following steps 1 Select the page which you want to view in the Thumbnails area 2 Use the function Fit To use the function there are several options a Click menu View Fit or b Click the toolbar icon Fit or c Double click on the page in the View window or d Enter this shortcut Alt Z Q Fig similar 7 15 Icon Fit 7 11 Select Pages You have various options to select or mark the pages of a document 7 11 1 Select All Pages Function component available for Windows Ubuntu Debian MacOS according to system requirements ecolCE and the Scaninput folder always read TIFF and PDF files with the recommended resolution of 200 300 DPI recommended black and white or shades of grey This function selects all pages of the displayed document simultaneously 1 Click into View area 2 Use the function Select All Pages To use the function there are several options a Click menu Edit Select All Pages or b Right click on a page Select All Pages or c Enter this shortcut Crtl Alt A User Manual ecolCE 36 7 Edit Documen
66. ils area Press and hold the CTRL key to select several documents Move the page s by pressing the mouse button to the new position Swap Pages Function component available for Windows Ubuntu Debian MacOS according to system requirements ecolCE and the Scaninput folder always read TIFF and PDF files with the recommended resolution of 200 300 DPI recommended black and white or shades of grey The functions cut copy paste export selected pages and add pages are not available for PDF files User Manual ecolCE 34 7 Edit Documents In order to classify and archive a document the changes must first be saved The order of pages within a document can be changed To swap the position of page s complete the following steps 1 Select the pages you want to swap in the Thumbnails area Press and hold the CTRL key to select several documents 2 Move the page onto another page 3 When the two pages touch two arrows appear which signal and execute the swap 7 10 Zoom Pages View The software includes various zoom functions for the display of pages 7 10 1 Zoom Out Function component available for Windows Ubuntu Debian MacOS according to system requirements ecolCE and the Scaninput folder always read TIFF and PDF files with the recommended resolution of 200 300 DPI recommended black and white or shades of grey The software includes various zoom functions for the display o
67. ing The user cannot change the DoclD The revision only refers to changes within the classification You can display details about the revision in the History 8 2 7 Document Type Function component available for Windows Ubuntu Debian MacOS according to system requirements You can only classify and archive documents if you have the permission to do so User Manual ecol CE 45 8 Classification Administrators can define the appropriate classification attributes and mandatory fields for each document type via the Settings dialogue box The display of the attributes therefore depends on the settings A user can only see the folders documents and classifications for which the user has a permission You can install server and clients in different languages The view of the classification attributes and messages depends on the language you have selected for the ecoDMS server component When assigning documents the type of document e g incoming invoices outgoing invoices agreement offer is specified in Document Type We recommend you select the document type when classifying each document you archive This makes the handling and the retrieval of documents much easier You can either assign a status manually or ecoDMS recognises it automatically through the classification templates If you have not yet selected a document type the entry Not assigned is displayed In the following you will learn how to m
68. isable the function with the Template Recognition checkbox Options Options v Template Recognition v Keyword Recognition Folder OK Cancel Figure 9 11 Classification Options Template Recognition User Manual ecol CE 67 10 Archiving 10 Archiving Function component available for Windows Ubuntu Debian MacOS according to system requirements After the archiving process the scanned PDF or TIFF files are automatically converted into the readable PDF A format The quality and size of the file determine the conversion time and the feasibility After the successful conversion the PDF A can be opened Until then the original file remains You can open the PDF A via the table You can retrieve the original files via the version management function We recommend you store all documents in an archive This simplifies the search and filing processes immensely If multiple archives are created files can be moved to another archive if necessary If several classification templates are recognised for a document they are displayed on tabs in the classification dialogue box Delete all tabs that do not apply BEFORE archiving Otherwise the document will be classified and archived several times The DoclD would then occur several times This would result in multiple DocIDs Administrators can define the appropriate classification attributes and mandatory fields for each document type via the Settings dia
69. isplayed for PDF documents and files that are archived via the ecoDMS plug ins or the PDF A printer You can create several classifcations for documents by using the function Multiple Classification The document can be archived for example in different folders in ecoDMS Multiple Classification allows a document to be classified several times internal linking without having to deposit it in an archive again After saving the DoclD for the respective document in ecoDMS is assigned several times 9 4 1 Add Multiple Classification Function component available for Windows Ubuntu Debian MacOS according to system requirements You can only classify and archive documents if you have the permission to do so Removing tabs for Multiple Classification is only possible till the Classification was saved A user can only see the folders documents and classifications for which the user has a permission 1 Enter the classification information if not yet available 2 To add Multiple Classification click the icon Add Multiple Classification a Another classification window opens as a tab 3 Enter the additional information a If necessary you can add as many tabs as you like gt Fig similar 8 11 Icon Classification User Manual ecol CE 50 8 Classification Fig similar 8 12 Icon Add Multiple Classification Klassifizierung E Neue Klassifizierung be 4 Neu 1 2
70. lassification 14 Save the template by clicking OK or cancel the operation with Cancel User Manual ecolCE 59 9 Classification Templates Automatic Archiving amp Classification amp Template Desig per o Ch _X Name Classification Y Form Te ecoDMS Sample Template Manual EI Comment SAMPLE COMPANY ose gt opelete 5 nt est Y Status E Finished Shortcut Y Folder amp Suppliers Y Document Type Contract cu Sn Keywords E sosa Y ToDo To check Automatic Recognition Whats this Order Number 1213546879894321 Vertrag I Contract 1213546879894321 Dear Mr Brown Sehr geehrter Herr Brown Dies ist ein Mustervertrag Das Dokument besteht aus mehreren Seiten This is a sample document has multiple pages vulputate velit esse molestie consequat vel illum dolore eu et iusto odio dignissim qui blandit praesent luptatum zzri em ipsum dolor sit amet consectetuer adipiscing elit pat in n Y Permissions View and Classify Roles A ecoSIMSUSER A Accounts Department eE z Options View Only A ou 5 i EE 7 UW For dassify by all users E For view by all users OJ 144 aaa Fig similar 9 3 Classification Template Form Template Su Attribute Comment v Options Allowed Characters AaBb
71. late Recognition On Off ooa aaa 67 10 Archiving 68 11 Delete Documents from the Server 69 12 Storage Functions 70 12 1 Save Changes cocos an nn a en ee nn ae DEE BE Lehe 70 Pee e a ee eee ee ee Re AAA 70 12 5 Seve ee ee eee ee 71 13 Access Data 72 a ee ee 72 13 2 System Administrator su eo ne A ee ee ee ee se 12 13 3 PostgreSQL Datenbase 2 Co on nn nn 72 E32 Scaninput Folder ss passos ae eee eee AAA Aer 13 14 Troubleshooting Support 74 15 System Requirements 75 User Manual ecolCE 6 1 Getting Started 1 Getting Started ecolCE is a pre stage to ecoDMS In ecolCE you can request scanned PDF and TIFF files and if required edit classify and archive them After the documents have been archived they are stored in the ecoDMS database and can be requested via the document management system by the respective user Here you can read about the first steps with ecolCE in order to make the initial work with the programme easier 1 Configure your scanner We recommend you use the Scaninput Folder on the ecoDMS server Alternatively you can also scan your documents via the TWAIN WIA SANE interface The device must have PDF and or TIFF as scan formats It is best to scan in the documents in black and white black white 1 bit colour depth or in shades of grey with 200 300 DPI Fig similar 1 1 Configure Scanner 2 In order to scan a whole document batch we recommend you use ecoDMS separator pages Place such a separator p
72. lates are automatically applied for 0 If several classification templates are recognised for a document they are displayed on tabs in the classification dialogue box Delete all tabs that do not apply BEFORE archiving Otherwise the document will be classified and archived several times The DoclD would then occur several times This would result in multiple DocIDs Administrators can define the appropriate classification attributes and mandatory fields for each document type via the Settings dialogue box The display of the attributes therefore depends on the settings PDF and TIFF files during standard and drag amp drop archiving in ecoDMS Windows Ubuntu Debian MacOS PDF and TIFF files of documents scanned in via scaninput Windows Ubuntu Debian MacOS files archived via PDF A printers Windows Ubuntu Debian files archived via Libre OpenOffice plug in Windows Ubuntu Debian MacOS 5 files archived via MS Office plug in including Outlook Windows files archived via Thunderbird add on Windows Ubuntu Debian 9 1 2 Manual Template Selection If several classification templates are recognised for a document they are displayed on tabs in the classification dialogue box Delete all tabs that do not apply BEFORE archiving Otherwise the document will be classified and archived several times The DoclD would then occur several times This would result in multiple DocIDs Administrators can define the
73. le for Windows Ubuntu Debian MacOS according to system requirements ecolCE and the Scaninput folder always read TIFF and PDF files with the recommended resolution of 200 300 DPI recommended black and white or shades of grey After the archiving process the scanned PDF or TIFF files are automatically converted into the readable PDF A format The quality and size of the file determine the conversion time and the feasibility After the successful conversion the PDF A can be opened Until then the original file remains You can open the PDF A via the table You can retrieve the original files via the version management function The Scaninput folder is recommended as the scanning method because only with this method all processes on the server including template recognition can be carried out The TWAIN WIA SANE interface is compatible with many but not all scanner models If you scan via TWAIN WIA SANE interface the pre classification is only possible via the function Search Matching Classification Template Via the TWAIN WIA SANE interface only TIFF files can be scanned To scan a completely new document complete the following steps 1 Select the function Scan New Document with one of the following options a Click menu File Scan Scan New Document or b Click the toolbar icon Scan New Document or c Enter this shortcut F10 User Manual ecolCE 22 5 Scan Process 2 If several sc
74. logue box The display of the attributes therefore depends on the settings Depending on the settings more archives can be set not recommended see ecoDMS Manual archives Before you archive a document definitively the correct archive should be selected 1 Select the Archive from the list in the toolbar After you have selected the correct archive reviewed the document and possibly edited and classification information has been entered correctly the document can be stored in the archive ecoDMS 1 Click the button Archive in the Classification Dialogue Box 2 This process can not be undone 3 Later changes to the document are now no longer possible because of audit proof a The documents are archived as Finalised files You can add any versions User Manual ecolCE 68 11 Delete Documents from the Server 11 Delete Documents from the Server Function component available for Windows Ubuntu Debian MacOS according to system requirements You cannot undo this operation Documents that do not have to be archived can be removed from the server 1 Select the document 2 Click the toolbar icon Delete Document from Server N M Figure 11 1 Icon Delete Document from Server User Manual ecolCE 69 12 Storage Functions 12 Storage Functions There are various functions for saving documents and or changes By default this application is provided for archiving of sc
75. ly classify and archive documents if you have the permission to do so Administrators can define the appropriate classification attributes and mandatory fields for each document type via the Settings dialogue box The display of the attributes therefore depends on the settings A user can only see the folders documents and classifications for which the user has a permission You can install server and clients in different languages The view of the classification attributes and messages depends on the language you have selected for the ecoDMS server component DocID stands for Document Identification Number A sequential document identification number is automatically allocated to each archived document The user cannot edit or enter the DoclD manually 8 2 2 Main Folder Function component available for Windows Ubuntu Debian MacOS according to system requirements You can only classify and archive documents if you have the permission to do so Administrators can define the appropriate classification attributes and mandatory fields for each document type via the Settings dialogue box The display of the attributes therefore depends on the settings A user can only see the folders documents and classifications for which the user has a permission You can install server and clients in different languages The view of the classification attributes and messages depends on the language you have selected for the ecoDMS server compone
76. m requirements ecolCE and the Scaninput folder always read TIFF and PDF files with the recommended resolution of 200 300 DPI recommended black and white or shades of grey The functions cut copy paste export selected pages and add pages are not available for PDF files In order to classify and archive a document the changes must first be saved You can delete selected pages 1 ll Select the pages you want to delete in the Thumbnails area Press and hold the CTRL key to select several documents Use the function Delete Selected Page s To use the function there are several options a Click menu Edit Delete Selected Page s or b Right mouse click a selected page Delete Selected Page s or c Click the toolbar icon Delete Selected Page s or d Enter this shortcut Del Confirm the message with Yes or cancel the process with No Le Fig similar 7 10 Icon Delete Selected Page s Split Pages Function component available for Windows Ubuntu Debian MacOS according to system requirements ecolCE and the Scaninput folder always read TIFF and PDF files with the recommended resolution of 200 300 DPI recommended black and white or shades of grey The functions cut copy paste export selected pages and add pages are not available for PDF files In order to classify and archive a document the changes must first be saved this function you can s
77. milar 3 1 Icon Reload Desktop 3 2 Reset Desktop Function component available for Windows Ubuntu Debian MacOS according to system requirements Please note that these settings refer to the individual workstation and are not stored in the user profile We recommend a screen resolution of at least 1280 x 1024 px You can reset the desktop to the default view if necessary 1 In the menu click View Reset Desktop 2 Confirm then the message in the dialogue box with OK a The desktop will now be reseted into the intial state User Manual ecolCE 13 3 Desktop Settings File Navigation Edit MUEVA H S E Q Fit Ctrl Z Q Zoom Out Alt Thumbnails Q Zoom In Alt Rotate Right Ctrl Shift R Rotate Left Ctrl Shift L Rotate 180 Ctrl R ER Reload Desktop qq Reset Desktop Fig similar 3 2 View Rest Desktop 3 3 Arrange Windows in Tabs Function component available for Windows Ubuntu Debian MacOS according to system requirements Please note that these settings refer to the individual workstation and are not stored in the user profile We recommend a screen resolution of at least 1280 x 1024 px Overlay the windows in tabs like this 1 Use the mouse to grab the window by the title bar 2 Drag the window onto the other window 3 Release the mouse button Fig similar 3 3 Arrange Windows in Tabs User Manual ecolCE 14 3 Desktop Settings 3 4 Arran
78. ndatory fields for each document type via the Settings dialogue box The display of the attributes therefore depends on the settings A user can only see the folders documents and classifications for which the user has a permission You can install server and clients in different languages The view of the classification attributes and messages depends on the language you have selected for the ecoDMS server component The date is automatically assigned when archiving but it can be changed if necessary We recommend you store the actual postal date of receipt of the document as date in ecoDMS When searching for documents the actual date can be included in the search You can either assign a status manually or ecoDMS recognizes it automatically In the following you will learn how to manually select the date User Manual ecol CE 46 8 Classification 8 2 9 1 Classification Dialogue Box Included in all ecoDMS Components 1 Open the Classification dialogue box for the document s 2 Select the entry field for the Date attribute a Either by double clicking or b By entering the letter e edit 3 The calendar dialogue box opens Select the date in the calendar a Use the arrow keys left right to switch between the months b You can change the month and the year using the navigation in the calendar header c Click Today to set the current day d You can also enter the date directly The first number is entered in
79. nguage you have selected for the ecoDMS server component Folders are determined by the folder structure and can either be selected manually or automatically via classification templates and or via the folder recognition The folder determines the virtual file destination in ecoDMS If you have not yet selected a folder the entry Not assigned is displayed In the following you will learn how to select a folder 8 2 3 1 Classification Dialogue Box Included in all ecoDMS Components 1 Select the entry field for the Folder attribute in the Classification dialogue box 2 Open the Folder Structure a Either by double clicking the entry field or b By entering the letter e edit 3 Select the folder a by double clicking it in the Folder Structure or b by entering the folder name the key or deposited keywords into the Folder Structure i In this case an input window opens ii ecoDMS selects the folder you searched for Use the F3 key to continue the search iii Confirm your entry selection with the Enter key Select Folder Sample a Sample Sample Main Folder 01 Folde Sample Sub Folder Ola Sample Sub Folder 02 L Sample Sub Folder 03 Sample Main Folder 02 Sample Sub Folder 01 y Sample SUD rower UL 30 03 Sample Sub Folder 01 67890 Sample Sub Folder 03 34567 Sample Sub Folder 02 23456 Sample Sub Folder Ola 12345 Fig similar 8 1 Searching for Folders 8 2 3 1 1 Copy amp
80. nt The main folders are determined by the folder structure and are allocated automatically The user cannot create the main folder manually If you have not yet selected a folder the entry Not assigned is displayed As soon as you have selected a folder from the folder structure the system automatically recognises and enters the associated main folder For more information on this topic please refer to the chapter on Settings Folder Structure 8 2 3 Folder User Function component available for Windows Ubuntu Debian MacOS according to system requirements You can only classify and archive documents if you have the permission to do so You can also create folders directly through the classification dialogue box or the folder structure if you have the according permission Tip If the folder window is open you can jump directly to the required folder by entering the first letters or numbers of the folder name also see Folder Search Manual ecol CE 41 8 Classification Administrators can define the appropriate classification attributes and mandatory fields for each document type via the Settings dialogue box The display of the attributes therefore depends on the settings A user can only see the folders documents and classifications for which the user has a permission You can install server and clients in different languages The view of the classification attributes and messages depends on the la
81. nt header and footer in the background and saves them as an important attribute for the recognition of the classification template a If no further criteria keywords are stored the document header and footer must match the template to allow automatic pre classification b If you want to enter additional keywords the keywords and the document header and footer must match the template to enable automatic pre classification 7 Keywords Enter the keywords to trigger the automatic classification template The template is only recognised and executed if the document you are searching for contains exactly these keywords If everything matches and recognition is successful the classification information is loaded a Please follow the above notes 8 Barcode When creating a classification template ecoDMS automatically generates a 2D barcode This contains the classification information attributes and their entered values and permissions if assigned You can apply these barcodes to documents independent of keywords or other criteria in the template As a rule you use barcodes for returning documents i e documents created in house which are then signed and returned The classification information and any permissions stored in the 2D barcodes are only read and applied for classification for files that were scanned in via the scaninput folder To use the 2D barcode you generated you have the following options a Copy th
82. ntu Debian MacOS files archived via the MS Office plug in incl Outlook Windows files archived via the Thunderbird add on Windows Ubuntu Debian The template and or folder recognition for the plug ins add ons is enabled individually for each user in the Classification dialogue box The template and or folder recognition for the scanning process via the scaninput folder is enabled by the administrator through the Settings dialogue box in ecoDMS User Manual ecolCE 66 9 Classification Templates Automatic Archiving Classification The keywords deposited in the folder structure can also be used for automatic pre classification If a document is scanned and archived via the printer driver or via the Office Plug in and no template is recognised the document can still be assigned to the respective folder using the keywords Folder recognition can be configured for each workstation 1 on A W N Enter the appropriate keywords for the folders in the Settings dialogue box refer to the Settings chapter in the ecoDMS Manual Click the Classification Dialogue Box to any document Right click the Permissions area in the Classification dialogue box Click the Options function Enable or disable the function with the Keyword Recognition Folder checkbox T Options Options v Template Recognition v Keyword Recognition Folder OK Cancel Figure 9 10 Classification Options Keyword R
83. otes Barcode When creating a classification template ecoDMS automatically generates a 2D barcode This contains the classification information attributes and their entered values and permissions if assigned You can apply these barcodes to documents independent of keywords or other criteria in the template As a rule you use barcodes for returning documents i e documents created in house which are then signed and returned The classification information and any permissions stored in the 2D barcodes are only read and applied for classification for files that were scanned in via the scaninput folder To use the 2D barcode you generated you have the following options a Copy the barcode to the clipboard b Save Barcode As JPG Options Please read the information in the Dark process Archiving Documents Automatically section As an option existing and successfully recognised classification templates can be processed in a dark process User Manual ecolCE 58 9 Classification Templates Automatic Archiving amp Classification a To activate Automatic archiving you must enable the checkbox If recognised automatically store in archive in the Options section of the Template Designer b Then select the Target archive 11 Classification Fill in the Classification dialogue box in the Template Designer Assign values that you want to save as classification template and which you want to be
84. s 2 Use the function Copy To use the function there are several options a Click menu Edit Copy or User Manual ecol CE 29 7 Edit Documents b Right mouse click a selected page Copy or c Enter this shortcut Ctrl C 3 The selection is copied to the clipboard Ls Fig similar 7 4 Icon Copy 7 3 Rotate Pages If necessary you can rotate the pages of a document 7 3 1 Rotate left Function component available for Windows Ubuntu Debian MacOS according to system requirements ecolCE and the Scaninput folder always read TIFF and PDF files with the recommended resolution of 200 300 DPI recommended black and white or shades of grey The functions cut copy paste export selected pages and add pages are not available for PDF files In order to classify and archive a document the changes must first be saved With this tool selected page s can be rotated 90 degrees to the left 1 Select the pages you want to rotate in the Thumbnails area Press and hold the CTRL key to select several documents 2 Use the function Rotate Left To use the function there are several options a Click menu View Rotate Left or b Right mouse click a selected page Rotate Left or c Click the toolbar icon Rotate Left or d Enter this shortcut Ctrl Shift L N Fig similar 7 5 Icon Rotate Left 7 3 2 Rotate Right Function component
85. shortcut As an option you can store a shortcut You can use this shortcut later to open the classification template manually in the Classification dialogue box a Use the Reset button to remove the shortcut Automatic recognition You can only enable this field in combination with a formula template If the Au tomatic Recognition command is enabled the system reads the document header and footer in the background and saves them as an important attribute for the recognition of the classification template a If no further criteria keywords are stored the document header and footer must match the template to allow automatic pre classification b If you want to enter additional keywords the keywords and the document header and footer must match the template to enable automatic pre classification Keywords Enter the keywords to trigger the automatic classification template The template is only recognised and executed if the document you are searching for contains exactly these keywords If everything matches and recognition is successful the classification information is loaded a Please follow the above notes Barcode When creating a classification template ecoDMS automatically generates a 2D barcode This contains the classification information attributes and their entered values and permissions if assigned You can apply these barcodes to documents independent of keywords or other
86. so Administrators can define the appropriate classification attributes and mandatory fields for each document type via the Settings dialogue box The display of the attributes therefore depends on the settings A user can only see the folders documents and classifications for which the user has a permission You can install server and clients in different languages The view of the classification attributes and messages depends on the language you have selected for the ecoDMS server component The Comment box is a free text box which can be filled with any content You can either enter the comment manually or ecoDMS can automatically enter the comment via the classification templates which can be recognised from the filename In the following you will learn how to enter the attribute 8 2 4 1 Classification Dialogue Box Included in all ecoDMS Components 1 Select the entry field for the Comment attribute in the Classification dialogue box a Either by double clicking or b By entering the letter e edit 2 Enter the comment 8 2 4 1 1 Copy amp Paste Preview Content The preview in the classification dialogue box is only displayed for PDF documents and files that are archived via the ecoDMS plug ins or the PDF A printer You can copy content from the view window To do so complete the following steps User Manual ecol CE 43 8 Classification 1 In the Classification dialogue box select the entr
87. tection all detected items must be included in the document in the same notation The preview in the classification dialogue box is only displayed for PDF documents and files that are archived via the ecoDMS plug ins or the PDF A printer If several classification templates are recognised for a document they are displayed on tabs in the classification dialogue box Delete all tabs that do not apply BEFORE archiving Otherwise the document will be classified and archived several times The DoclD would then occur several times This would result in multiple DocIDs A classification template is the basis for automatic document assignment In the template you determine how the document is archived classified in ecoDMS To create a simple template without additional form recognition complete the following steps User Manual ecolCE 55 10 11 12 9 Classification Templates Automatic Archiving amp Classification Open the Classification dialogue box for any document Execute the Save Template function To do this you have the following options a Click the Save Template button b Right click the mouse in the Permissions area and select Save Classification as Template The Template Designer opens To create a simple template without additional form recognition complete the following steps Name Enter a name for the template Use the name to retrieve and recognise the template Keyboard
88. ted only for PDF files Otherwise the form window is not visible in the Template Designer 2D barcodes are read in via the formula recognition function Classification templates stored as barcodes only apply for files that are scanned via the scaninput folder Classification templates can be saved on the server for all users When scanning via the TWAIN WIA SANE interface and also when manually separating documents in ecolCE automatic pre classification is not possible Templates can also be searched for and selected manually Templates are automatically applied for PDF and TIFF files during standard and drag and drop archiving in ecoDMS Windows Ubuntu Debian MacOS PDF and TIFF files for documents scanned in via scaninput Windows Ubuntu Debian MacOS files archived via PDF A printers Windows Ubuntu Debian files archived via the Libre OpenOffice plug in Windows Ubuntu Debian MacOS files archived via the MS Office plug in incl Outlook Windows files archived via the Thunderbird add on Windows Ubuntu Debian The template and or folder recognition for the plug ins add ons is enabled individually for each user in the Classification dialogue box The template and or folder recognition for the scanning process via the scaninput folder is enabled by the administrator through the Settings dialogue box in ecoDMS Enter keywords without a hyphen or a comma The recorded words are And linked For the de
89. the allowed numbers e g 12345 here If for example you want to transfer letters only from a text enter the allowed letters e g AaBbCcEeFf here A combination of numbers letters special characters etc is also possible B Selection is a barcode As an option enable this field if the area you want to read is a barcode The contents stored in the barcode are applied as the value for the attribute The form recognition reads contents from both barcodes and 2D barcodes iv Confirm the operation with OK or cancel the operation with Cancel b A box displays in the document preview in the colour you selected earlier Position the box in the area of the document which you want to read and apply for the selected attribute Make sure that the box frames the exact amount of information you need i You can adjust the height and the width of the box To do so drag the outer points of the box ii Use the Zoom icons to zoom the preview iii Hold the right mouse button to select and zoom in on areas iv Double click the preview to fit the page to the window c Click Test to check the form i The recognised content is entered as a test in the classification dialogue box of the Template Designer d You can repeat this process for any further attributes 13 Permissions As an option you can enable the Permissions for the Classification Template In this case the permissions stored here are also used for c
90. the calendar 4 Confirm your entry and selection with OK Calendar 2 Y A x August 2014 gt Mo Di Mi Do Fr Sa So Today Cancel Fig similar 8 7 Calendar Select Date 8 2 9 1 1 Copy amp Paste Preview Content The preview in the classification dialogue box is only displayed for PDF documents and files that are archived via the ecoDMS plug ins or the PDF A printer You can copy content from the view window To do so complete the following steps 1 In the Classification dialogue box select the entry field for the Date attribute 2 Press the Ctrl key and right click the area where you want to paste the content in the preview ecoDMS recognises the following date formats 1 yyyy MM dd 2 dd MM yyyy dd MM yy a 0 dd MMM yyyy dd MMMM yyyy dd MM yyyy dd MMMM yyyy dd MMyyyy O O N OD Ol ddMMyyyy 10 ddMM yyyy User Manual ecolCE 47 8 Classification B Fig similar 8 8 Icon Copy Text from Document Su Do you want to copy text from the document ES To copy text from a document press and hold the Ctrl key and O select the text while pressing the right mouse button To decode barcodes in a document press and hold the Ctrl Alt keys and select the area while pressing the right mouse button The recognized text or barcode is copied into the selected classification field and to the clipboard Fig similar 8 9 Explan
91. the scanning method because only with this method all processes on the server including template recognition can be carried out In order to access this folder the access rights must be adjusted accordingly Configure the Scaninput Folder as your destination path on your scanner Scaninput Folder The client receives the documents after just a few seconds from the Scaninput Folder a This is the reason why the documents are displayed in the folder just for a few seconds b Depending on the file size it can take a few minutes to request the documents via the client 5 2 3 Manual Access ecolCE and the Scaninput folder always read TIFF and PDF files with the recommended resolution of 200 300 DPI recommended black and white or shades of grey After the archiving process the scanned PDF or TIFF files are automatically converted into the readable PDF A format The quality and size of the file determine the conversion time and the feasibility After the successful conversion the PDF A can be opened Until then the original file remains You can open the PDF A via the table You can retrieve the original files via the version management function The Scaninput folder is recommended as the scanning method because only with this method all processes on the server including template recognition can be carried out In order to access this folder the access rights must be adjusted accordingly Completed TIFFs or
92. the system in the View Only area when the command is enabled 8 3 2 Remove Permissions Function component available for Windows Ubuntu Debian MacOS according to system requirements You can only classify and archive documents if you have the permission to do so When you assign documents and folders we recommend you always work with user groups and not with individual users Please note that at least one user or role group must be assigned to the View and Classify permission field A user can only see the folders documents and classifications for which the user has a permission To remove permissions complete the following steps 8 3 2 1 View and Classify This area contains all roles users groups that are allowed to view and classify the document after the classifi cation is saved To remove a profile from the Roles area complete the following steps 1 Select the roles users groups in the View and Classify area a If you hold the Ctrl key you can select several roles simultaneously 2 Drag and drop the roles into the Available Roles area a Alternatively you can assign the roles to the area with the upper arrow icon arrow right y y 8 8 8 3 2 2 View Only This area contains all roles users groups that are only allowed to view but not classify the document after the classification is saved To remove roles from this area complete the following steps 1
93. tributes therefore depends on the settings The display of the classification attributes depends on the document type Please refer to the section Settings gt Document Types amp Retention Periods in the ecoDMS manual for more details 8 1 3 Undo Function component available for Windows Ubuntu Debian MacOS according to system requirements You can only classify and archive documents if you have the permission to do so Administrators can define the appropriate classification attributes and mandatory fields for each document type via the Settings dialogue box The display of the attributes therefore depends on the settings The Undo button reverts all previously made classification settings and returns the classification of the selected document to its last saved state If for example ecoDMS recognises a classification template you can reset the automatic classification by clicking the Undo button for the specific document User Manual ecolCE 40 8 2 8 Classification Enter Classification Attributes There are various classification attributes available for the classification of archived documents A distinction is made between standard attributes that are integrated in the system and user defined attributes The following chapters explain the Standard Attributes 8 2 1 DociD Function component available for Windows Ubuntu Debian MacOS according to system requirements You can on
94. ts 7 11 2 Select Even Pages Function component available for Windows Ubuntu Debian MacOS according to system requirements ecolCE and the Scaninput folder always read TIFF and PDF files with the recommended resolution of 200 300 DPI recommended black and white or shades of grey With this function you can select all pages with even numbers in a document 1 Click into View area 2 Use the function Select All Pages To use the function there are several options a Click menu Edit Select Even Pages or b Right click on a page Select Even Pages or c Enter this shortcut Crtl Alt G 7 11 3 Select Odd Pages Function component available for Windows Ubuntu Debian MacOS according to system requirements ecolCE and the Scaninput folder always read TIFF and PDF files with the recommended resolution of 200 300 DPI recommended black and white or shades of grey With this function you can select all pages with odd numbers in a document 1 Click into View area 2 Use the function Select Odd Pages To use the function there are several options a Click menu Edit Select Odd Pages or b Right click on a page Select Odd Pages or c Enter this shortcut Crtl Alt U 7 11 4 Undo Selection Function component available for Windows Ubuntu Debian MacOS according to system requirements ecolCE and the Scaninput folder always read TIFF and PDF fil
95. u usto odio don issn aus Band praesent ria m zzril daon nka augue a Gia a acora ja sipati ie ace isi Lorem ipsum dolor sit amet consectetuer adipiscing elit nibh euismod tincidunt ut laoreet do clone magna a iquam erat volutpat Barcode Urwin en im ad minim veniam quis ni ullamcorper suscipit loborts nisl ut aliquip ex ea jo consequat Duis a eum iru n hendrentin vulputate volt esse molestie consequat vel mm dolore eu a rine Bea at vero eros et accumean et ko odio dignissim qul blandit praesent luptatum je duis dolore te feugait nulla facilisi Y Permissions Nam liber tempor cum soluta nobis eleifend option congue nihil imperdiet doming id quod mazim placerat View and Classify 2 ecoSIMSUSER Court of registration London w County Court Register of Companies 1111 Seat of the Company Londor tay J TAX No 123 456 789 122 UID UK45454545 Options x automatically to archive w if detected scaninput D Archive Standard Archive Z A For dassify by all users opo SIEHE Abbildung 9 6 Template Designer Automatic Archiving 9 5 Use Template Function component available for Windows Ubuntu Debian MacOS according to system requirements You can only classify and archive documents if you have the permission to do so This feature requires a licence of the ecoDMS full version but can be tested during the full demo time and is then automatically disa
96. ual ecolCE 63 9 Classification Templates Automatic Archiving amp Classification a If you add the lt ecoDMSForceArchive gt command to the entry the document is classified in a dark process when using the PDF A printer This command only works with the ecoDMS PDF A printer b In this case the classification dialogue box does not open The document is classified and deposited in ecoDMS kecoDMSDesc gt demo document 03 pdf lt ecoDMSDesc gt lt ecoDMSDesc gt demo document 03 pdf lt ecoDMSDesc gt lt ecoDMSStatus gt 1 lt ecoDMSStatus gt lt ecoDMSStatus gt 1 lt ecoDMSStatus gt lt ecoDMSFolder gt 1 1 lt ecoDMSFolder gt lt ecoDMSFolder gt 1 1 lt ecoDMSFolder gt lt ecoDMSDocType gt 15 lt ecoDMSDocType gt lt ecoDMSDocType gt 15 lt ecoDMSDocType gt lt ecoDMSDocDate gt 2014 08 17 lt ecoDMSDocDate gt lt ecoDMSDocDate gt 2014 08 17 lt ecoDMSDocDate gt lt ecoDMSDocRDate gt lt ecoDMSDocRDate gt lt ecoDMSDocRDate gt lt ecoDMSDocRDate gt lt ecoDMSForceArchive gt Figure 9 8 Blind Text Samples 9 8 Create and Use Barcodes Function component available for Windows Ubuntu Debian MacOS according to system requirements You can only classify and archive documents if you have the permission to do so This feature requires a licence of the ecoDMS full version but can be tested during the full demo time and is then automatically disabled until a full licence is activated Only 1 template can
97. ument es Fig similar 7 1 Icon Unlock Document 7 2 Copy Cut and Paste Pages You can copy cut and paste pages 7 2 1 Cut Function component available for Windows Ubuntu Debian MacOS according to system requirements ecolCE and the Scaninput folder always read TIFF and PDF files with the recommended resolution of 200 300 DPI recommended black and white or shades of grey The functions cut copy paste export selected pages and add pages are not available for PDF files In order to classify and archive a document the changes must first be saved If a document includes multiple pages selected pages can be cutted and pasted in another position or document Complete the following steps 1 Select the pages you want to cut in the Thumbnails area Press and hold the CTRL key to select several documents 2 Use the function Cut To use the function there are several options a Click menu Edit Cut or b Right mouse click a selected page Cut or User Manual ecolCE 28 7 Edit Documents c Enter this shortcut Ctrl X 3 The selection is cutted and copied to the clipboard x Fig similar 7 2 Icon Cut 1 2 2 Paste Function component available for Windows Ubuntu Debian MacOS according to system requirements ecolCE and the Scaninput folder always read TIFF and PDF files with the recommended resolution of 200 300 DPI recommended black and
98. untu Debian MacOS according to system requirements You can only classify and archive documents if you have the permission to do so User Manual ecolCE 62 9 Classification Templates Automatic Archiving Classification This feature requires a licence of the ecoDMS full version but can be tested during the full demo time and is then automatically disabled until a full licence is activated Only 1 template can be saved in the Community Edition Free4Three Classification templates can be saved on the server for all users To delete a template complete the following steps L O A O Click the Classification Dialogue Box to any document Click Templates Select the template you want to delete Click Delete Save process with OK or click Cancel to cancel Blind Text Copy Classification to Clipboard Function component available for Windows Ubuntu Debian MacOS according to system requirements You can only classify and archive documents if you have the permission to do so The template and or folder recognition for the plug ins add ons is enabled individually for each user in the Classification dialogue box The template and or folder recognition for the scanning process via the scaninput folder is enabled by the administrator through the Settings dialogue box in ecoDMS Reading copied templates only works when archiving with the ecoDMS PDF A printer under Windows
99. used for classification when the template is executed You can either enter the values manually or read and apply them automatically from the document using a Form Template a Then enable the attributes you want to be used when the classification template is executed Only the enabled attributes are overwritten when the template is executed All other attributes remain untouched by the template 12 To apply the contents and values of the classification with the classification template complete the following steps a Click New in the Form Template area The Form Template dialogue box opens i Select the appropriate attribute from the list of available attributes for form recognition ii Click the Colour box to specify a colour This is then used when selecting and applying the field information Tip Assign a different colour to each attribute A Confirm your selection with OK or cancel the operation with Cancel iii Enable the Options command to add more details to the Form Field A Allowed characters As an option you can save a list of the allowed characters here When reading the selected field only those characters are applied which have previously been allowed for the attribute Enter the allowed characters without separators or blanks All characters in the list are declared as allowed values which also includes blanks If for example you want to transfer numbers only from a text enter
100. utes and mandatory fields for each document type via the Settings dialogue box The display of the attributes therefore depends on the settings A user can only see the folders documents and classifications for which the user has a permission You can install server and clients in different languages The view of the classification attributes and messages depends on the language you have selected for the ecoDMS server component A status provides information about the processing status of a document As a default 3 statuses are deposited in the archive 1 Done 2 Resubmission please read the chapter Resubmissions 3 ToDo These can be renamed or enhanced by the administrator but not deleted You can either assign a status manually or ecoDMS recognises it automatically through the classification templates In the following you will learn how to manually select the status User Manual ecol CE 44 8 Classification 8 2 5 1 Classification Dialogue Box Included in all ecoDMS Components 1 Select the entry field for the Status attribute in the Classification dialogue box a Either by double clicking or b By entering the letter e edit 2 Select the Status a If you select Resubmission the calendar opens to enter the resubmission date b Select the date in the calendar i Use the arrow keys left right to switch between the months ii You can change the month and the year using the navigation in the
101. ution of 200 300 DPI recommended black and white or shades of grey This function is only visible and executable for users with administrator rights The statistics document the document processes and display them in a diagram Using the statistics you can follow each step of the route a document takes within the scan processing software The documents are displayed in the statistics until they have been archived To open statistics complete the following steps 1 Click menu Edit Show Statistics 2 The Statistics dialogue box opens a In the Process List area you can select the desired process document b Click Reload Process List to reload all current processes c Click Reload View to reload the current process d Enable Reload View Automatically to update statistics automatically Statistics v g gt x Process List 2014 09 01 16 09 13 992 a 2014 09 01 16 09 13 955 2014 09 01 16 09 13 829 2014 09 01 16 09 12 715 v Graphical View CheckForB IdentifyD FileSplit ClassifyD MoveToArchive Reload Process List Reload View Reload View Automatically Cancel Fig similar 5 5 Statistics User Manual ecol CE 25 6 Call Up Documents 6 Call Up Documents The documents are loaded and displayed one after the other in this application 6 1 Request Documents Function component available for Windows Ubuntu Debian MacOS
102. via the version management function The Scaninput folder is recommended as the scanning method because only with this method all processes on the server including template recognition can be carried out The TWAIN WIA SANE interface is compatible with many but not all scanner models If you scan via TWAIN WIA SANE interface the pre classification is only possible via the function Search Matching Classification Template Via the TWAIN WIA SANE interface only TIFF files can be scanned To use the interface you have to select a scanner Complete the following steps 1 2 Click menu File Scan Select Scanner The Select Scanner dialogue box opens a Choose from the list of available scanners the required device b Confirm this process with OK or cancel it with Cancel 5 3 2 Configure Scanner Function component available for Windows Ubuntu Debian MacOS according to system requirements ecolCE and the Scaninput folder always read TIFF and PDF files with the recommended resolution of 200 300 DPI recommended black and white or shades of grey After the archiving process the scanned PDF or TIFF files are automatically converted into the readable PDF A format The quality and size of the file determine the conversion time and the feasibility After the successful conversion the PDF A can be opened Until then the original file remains You can open the PDF A via the table You can retriev
103. y field for the Comment attribute 2 The following options are available for copying content a Overwrite existing text in the attribute of a free text field for example comment Press the Ctrl key and right click an area to select it in the scanned document b Add texts to an existing text in the attribute of a free text field for example comment Press the Ctrl key and the Shift key and right click an area to select it in the scanned document c Barcode in a document can be decoded and entered as text To decode barcodes in a document press and hold the Ctrl Alt keys and select the area while pressing the right mouse button Fig similar 8 4 Icon Copy Text from Document Si Do you want to copy text from the document y x select the text while pressing the right mouse button To decode barcodes in a document press and hold the Ctrl Alt keys and select the area while pressing the right mouse button The recognized text or barcode is copied into the selected classification field and to the clipboard ey To copy text from a document press and hold the Ctrl key and Fig similar 8 5 Explanation Copy Text from Document 8 2 5 Status Function component available for Windows Ubuntu Debian MacOS according to system requirements You can only classify and archive documents if you have the permission to do so Administrators can define the appropriate classification attrib
104. ystem requirements You can only classify and archive documents if you have the permission to do so Please note that these settings refer to the individual workstation and are not stored in the user profile You can show or hide individual classification attributes as follows 1 Right click the mouse in the left column where the names of the classification attributes are listed 2 Click the button Show Hide Row s a Select the required attributes by setting the mark tick b Disable the not needed attributes by removing the mark tick 8 7 3 Undo Function component available for Windows Ubuntu Debian MacOS according to system requirements The Undo button erases all settings you just made to the classification and reverts the classification of the selected document to its last saved state User Manual ecol CE 53 9 9 Classification Templates Automatic Archiving Classification Classification Templates Automatic Archiving Classification The classification and barcode templates created with the designer allow automatic assignment classification and archiving of documents Both configuration and recognition are based on forms keywords and or barcodes from previously stored classification templates 9 1 How and When are Templates Applied Templates have various applications Template recognition depends on the file type content and on the readability and quality of the documents 9 1 1 Temp

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