Web User`s Guide

Web User’s Guide 7.2
File360
Web User's Guide
Version 7.2
Web Guide
www.global360.com
Publication A1156
August 2012
Web User’s Guide 7.2
Disclaimer of Warranties and Limitation of Liabilities
Nothing contained herein modifies or alters in any way the standard terms and conditions of the purchase,
lease, or license agreement by which the product was acquired, nor increases in any way the liability of
the supplier of the software, its affiliates or suppliers (“the Supplier”). In no event shall the Supplier be
liable for incidental or consequential damages in connection with or arising from the use of the product,
the accompanying manual, or any related materials.
Software Notice
All software must be licensed to customers in accordance with the terms and conditions of any approved
and authorized license. No title or ownership of the software is transferred, and any use of the software
beyond the terms of the aforesaid license, without written authorization of the publisher, is prohibited.
Restricted Rights Legend
The Licensed Product and accompanying documentation are Commercial Computer Software and
documentation as defined under Federal Acquisition Regulations and agency supplements to them. Use,
duplication, or disclosure by the U.S. Government is subject to the restrictions of these licensing terms
and conditions as prescribed in DFAR 227.7202-3(a) and DFAR 227.7202-4 or, as applicable, the
Commercial Computer Software Restricted Rights clause at FAR 52.227-19. Manufacturer is Global 360,
Inc., One Lincoln Center, Suite 300, 5400 LBJ Freeway, Dallas, TX 75240, USA.
Microsoft, Internet Explorer, and Silverlight are registered trademarks of the Microsoft Corporation in the
United States and/or other countries.
Oracle and Java are registered trademarks of Oracle and/or its affiliates.
Other product names mentioned in this guide may be trademarks or registered trademarks of their
respective companies.
Web User’s Guide 7.2
Contents
1 File360 Web ............................................................................................................................................. 1
Introduction ...................................................................................................................................... 1
Features ............................................................................................................................... 1
Requirements ................................................................................................................................... 1
Starting/exiting File360 Web ............................................................................................................ 1
Starting File360 Web ............................................................................................................ 1
Remember me ...................................................................................................................... 2
Exiting File360 Web ............................................................................................................. 2
File360 Web main elements and functions ...................................................................................... 2
Main interface window .......................................................................................................... 2
Search after indexing ........................................................................................................... 4
Additional features ................................................................................................................ 4
File360 Web data entry .................................................................................................................... 6
Data entry template .............................................................................................................. 6
Applications .......................................................................................................................... 7
Caches ................................................................................................................................. 7
Fields .................................................................................................................................... 7
Folder data entry .................................................................................................................. 7
File indexing options ........................................................................................................... 10
File data entry ..................................................................................................................... 11
Entering index data ............................................................................................................ 12
File management ................................................................................................................ 14
File360 Web retrieval ..................................................................................................................... 15
Performing a retrieval ......................................................................................................... 15
Retrieval template on the navigation pane ......................................................................... 15
Setting search criteria ......................................................................................................... 16
Performing a retrieval using a URL .................................................................................... 20
Hit list actions ..................................................................................................................... 20
Append documents to a hit list ........................................................................................... 24
Document Actions menu .................................................................................................... 25
Viewing a document ........................................................................................................... 26
Viewing a document with options ....................................................................................... 26
Downloading a document ................................................................................................... 26
Downloading a document as user or group ....................................................................... 27
Editing a document ............................................................................................................. 27
Creating a suffix from the hit list ......................................................................................... 27
Removing a document from the hit list ............................................................................... 27
Deleting a document from the hit list .................................................................................. 28
Destroying a document from the hit list .............................................................................. 28
Adding or changing remarks to a document ...................................................................... 28
Managing keywords ........................................................................................................... 28
Duplicating a document ...................................................................................................... 29
Routing a document ........................................................................................................... 29
Emailing a document .......................................................................................................... 30
Emailing a document as user or group .............................................................................. 30
Creating a new document from an existing document ....................................................... 31
Assigning and managing default hit list layouts ................................................................. 31
Generating a document URL.............................................................................................. 32
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2 File360 Classic Web .............................................................................................................................. 33
Introduction .................................................................................................................................... 33
Logging on to File360 Classic Web ............................................................................................... 33
File360 Classic Web main window ................................................................................................ 34
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Web User’s Guide 7.2
1 File360 Web
Introduction
The File360 Web retrieval client, designed to reflect current software trends, provides a centralized
starting point to access functions. It allows for easy tailoring to maximize your production.
Features
The following list highlights some of the key features of File360 Web:
flexibility to move functional panes where you need them on the retrieval interface
easy-to-move columns to suit your requirements on the hit list
increased grouping ability of applications, and quick viewing capability of thumbnail sketches of
documents.
streamlined and easy-to-use functions
availability of export on the hit list
capability of document download
optional Swedish user interface
Requirements
The following item is required to run File360 Web on your client PC:
Microsoft Silverlight 4 or higher browser plug-in—obtained from http://www.microsoft.com/silverlight/ .
NOTE: Refer to http://www.microsoft.com/silverlight/resources/faq/ under “System Requirements” for
a list of Microsoft’s requirements for Silverlight software.
Starting/exiting File360 Web
Starting File360 Web
To access the File360 Web retrieval software, launch your browser and navigate to the URL of the web
server where File360 Web is installed.
When the File360 Authentication dialog appears, log on with your user name and password.
After you log on, the status bar on the main interface window displays the current user’s user name and
the logon date and time.
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Remember me
When Remember me is selected, the File360 user name and encrypted password are saved in
Silverlight Local Storage. The next time the web page is opened, the saved information is used to
automatically log on to File360 Web.
When deselected, any previously saved File360 user name and encrypted password are deleted from
Silverlight Local Storage and subsequent page reloads do not automatically fill in the fields and log on.
If you use the Log Off command after logging on with Remember me selected, the File360
Authentication dialog appears and you may enter a different File360 user name and password to override
the previously saved credentials. If you leave Remember me checked, the new credentials are saved
instead.
Exiting File360 Web
To exit File360 Web, click on the File menu and then click Log Off, or click Log Off in the upper righthand corner of the page. It is recommended that you always explicitly log off from the system instead of
just exiting the browser.
File360 Web main elements and functions
Main interface window
After logging on to File360 Web, the main interface window appears. All functions can be accessed from
the main interface. A Busy Bar, located between the menu bar and the navigation pane, animates when
the system is busy.
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Main interface window menu
Menu
Option
File
Log Off
Logs off the current user.
View
Save Layout
Saves the current layout.
Restore Default Layout
Resets the layout to the default configuration. This does not
overwrite the user settings unless Save Layout is
subsequently selected.
Change Password
Allows you to change your password provided that you have
been granted the necessary permission.
Options
General
tab
Themes
Allows you to change
themes (color
schemes).
1. Click arrow to the
right of Themes to
display a dropdown
list of available
choices.
2. Select a theme.
3. Click Save, log off
and then log back
on.
Retrieval
Template
Max Hits sets the maximum number of items to show on the
hit list.
Indexing
If Search after indexing is selected, runs a search after
each indexing operation.
If Open viewer automatically is selected when indexing
folders, causes the viewer to open and display the pages
each time indexing of a document is started. Does not apply
to file indexing.
Open viewer
if count less
than
Defines if the viewer
should open and show
the resulting items after
a search when the
count is less than the
specified value.
Lookup
display mode
Click on the dropdown arrow to select from Short, Long, or
both Short (Long) to display hit list records containing lookup
values.
Default
thumbnail
size
Defines the initial thumbnail size to use (in pixels).
Tools
Options
Hit List
tab
Description
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Menu
Help
Option
Description
Debug
Enabled
Save As
Delete
Server debug enabled
Allows you to enable, save, and delete client-side debug
logging.
Help Topics
Displays help topics.
About File360 Web
Displays the File360 Web version being used.
If you are an administrator, you can also remotely enable and
disable debug logging on the File360 Web server.
Search after indexing
After an index has been created by indexing or suffixing, by choosing this option on the Tools menu >
Options > General > Indexing, you can automatically perform a search of your currently selected
retrieval template with all criteria and output options.
Hint: To see your most recent index at the top of the hit list, select Output options > Created time and
sort in descending order.
Additional features
Function selector
Use the function selector, shown highlighted on the illustration of the navigation pane, to select one of the
available functions: Retrieval or Document Routing.
Navigation pane options/features
Button/
Feature
Option/Graphic
Description
Floating
Undocks a pane from its current position and
allows the user to resize and move it to any
screen location.
Dockable
Allows you to “dock” the floating pane to one of
the available docking stations that appear.
Tabbed document
Creates a tab of the current pane and adds it to
the list of tabbed documents, allowing it to inherit
all functionality of tabs.
Auto hide
Collapses the pane to the left side of the screen.
Hover over the collapsed pane on the word
“Navigation” to momentarily display the window.
Hover off the pane to hide it again. Click pushpin
to keep pane open, which will turn off Auto Hide
for that pane.
Hide
Closes a pane and hides all contents. Select
Restore Default Layout from the View menu in
the menu bar to redisplay the hidden window.
Down arrow
(to the
right of
Navigation)
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Button/
Feature
Option/Graphic
Description
Pushpin
Locks and unlocks the docking/undocking of the
navigation pane. Click on Navigation to
redisplay the pane.
X
Closes the open pane.
X located in right corner of
navigation pane
Ability to change position of
navigation pane
Allows you to move the navigation pane to a
position that is convenient for you.
Click on Navigation on the Navigation pane and
drag with your mouse to display docking
locations. Drag a pane to a docking point (see
arrow squares in illustration below), positioning
the mouse on one of the arrows to preview the
revised layout. Release the mouse to dock the
currently selected window in that position.
To undock and return it to its original position,
click the pushpin button.
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Web User’s Guide 7.2
File360 Web data entry
To add or introduce documents into File360, a process called data entry is used. Using data entry creates
an index which allows a document to be retrieved from the system at a later time.
File360 provides multiple options for adding or introducing documents. The method you choose depends
on the type of document, folder, or media you want to index. Currently File360 Web indexes PC files.
File360 is able to index various types of media – from PC files to microfilm formats and more. It may also
depend on already existing index data for indexing within the document description, or indexing settings,
e.g., the automatic feature. The application you use also depends on available hardware on the
workstation and on settings controlled by the administrator.
Folders, documents, and document descriptions for indexing can be obtained from the File360 scanner
system, providing the File360 folder structure; from a scanner system providing the Kodak Imagelink
Business Solutions/PCPlus Version 2.x batch structure; or from the routing system. The folder/batch
structure can be formatted or unformatted. For more information about the input format, refer to Scanner
Subsystem Indexing in Publication A1011, the User’s Guide.
The table below lists a basic method of performing data entry tasks. Please read further to find all the
information you need about indexing, the data entry template, how to start the data entry and indexing
process, and step-by-step directions on how to index folders and files. Check the chart under the basic
data entry method table for the page number and steps for your application.
Step
Indexing summary
1.
Start the data entry process.
2.
Choose a template from the template list.
4.
Choose the files to index into a document.
5.
Complete the index information on the data entry template.
6.
Save the information.
Data entry template
When the template name is clicked, a dropdown menu displays
all data entry templates—ordered by application—available to
the current user. Use the keyboard to quickly filter and autoselect templates. Start by typing the first few letters of the
desired application. The template list hides all applications that
do not start with those letters.
Use the data entry template to enter indexing information for any
document. The data entry template is the main element in
creating a data entry index. Specific steps that will allow you to
access the data entry template for folders and files follow later in
the chapter. Refer to table on previous page for locating
instructions for your application.
The specific template is created during the application definition
or with the template generator. For more information on these
functions, refer to Publication A1013, the Administrator’s Guide.
The appearance of the data entry template may be different
depending on the indexing application. Available menu items are
also controlled through the user profile.
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The results of indexing are directly dependent upon correctly
using the data entry template.
Applications
Applications are specific types of documents that are indexed, for example, Invoices, Accounts Payable,
etc. Multiple applications can exist on a File360 system.
Caches
A cache is the storage area where your index selections are stored. The Device selection defaults to the
application’s cache. To change the device, click on the dropdown arrow to the right and select a different
cache.
Fields
Fields are containers for index information that a user can later search on to retrieve a document.
Folder data entry
Select Indexing. Depending on which tab was last used, the Folder Indexing tab is selected (and a list
of folders available to index will be presented) or the File Indexing tab is selected.
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From the folder list, select the “filter”
icon next to a column name to set
the filter options that control which
folders are displayed.
Right-click on a folder to see the
menu of options for that folder.
To change the application, user or
group that a folder is assigned to,
select Assign to and then
Application or User or group. Next
select the new application or
user/group.
On the folder list, select the plus (+)
sign next to the folder name to
expand the list of documents in the
folder.
Right-click on a document to see the
menu of options for that document.
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To change the application that a
document in a folder is assigned to,
select Assign to > Application and
select the new application from the
list.
Double-click a folder to open it, or
right-click and select Index. The File
Indexing tab is selected and the first
document to be indexed is displayed.
NOTE: File360 Web cannot display TIFF images on the File Indexing tab. To view these images, click
the magnifier at the top of the Document area. The document pages are then displayed in the full
viewer.
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File indexing options
Select View to access available options.

Document thumbnails – When checked, document thumbnails are displayed in sets of 25
pages. Click the First Page (
), Previous Page (
), Next Page (
), and Last Page (
)
buttons to navigate between the page sets, or enter the number of the page set you want to see.

Staging thumbnails – When checked, the staging thumbnails are displayed. These pages can
be inserted in the document or in a different document.
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
Image toolbar – When checked, the Image Toolbar is displayed. The toolbar contains controls to
zoom, rotate and fit-to-page.
File data entry
To index files in File360 Web, complete the following steps.
1. Select Indexing on the navigation pane.
2. Choose your desired template from the list that is displayed which is based on your permissions.
3. If not already selected, select the File Indexing tab.
4. Select Add files… and then select Browse to locate the file(s) you wish to index.
5. Select the files you want to index and click Open.
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NOTE: When selecting multiple files, the order of the document’s pages matches the order of the
files selected in the Open dialog.
Drag and drop files to index
Drag files from a folder or the desktop and drop them into the indicated area on the File Indexing pane.
The order of the pages in the document can be changed by dragging and dropping the document
thumbnails.
Entering index data
Enter the desired information into the document index fields that apply to the current document. Hover
your mouse over a template field (such as Order #, PO #, Invoice #, etc.) to display the hint for that field.
Refer to the Administrator’s Guide, Chapter 8, for directions on setting hints.
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General indexing notes

Check the Dup? checkbox to the far left to retain information in associated fields after each indexing
operation. An administrator may set up fields to duplicate by default. Refer to the Administrator’s
Guide, Template Administration chapter.

The default cache for the application is displayed in the Device dropdown. Change the selection if
you wish to use a different destination cache.

Click Index to index the document or Suffix to index more than one set of data for the same
document.

Click Clear to clear all template fields except fields with Dup? checked.

The following shortcuts are available within the data entry template. A field must have focus for the
shortcuts to work.
Shortcut
Description
ESC+ESC+T
Opens the template chooser.
ESC+ESC+S Creates suffix.
ESC+ESC+E Exits indexing mode.
Folder indexing notes

When indexing folders, the name of the open folder is displayed along with the document sequence
number and the total number of documents in the folder. The left and right arrows can be used to step
through the available documents.

The Stop using this folder button can be used to close the open folder and return to the Folder
Indexing tab. If the folder was partially indexed, it is displayed in the list with only the remaining
documents. You can continue indexing the remaining documents at a later point.

The Delete this document button can be used to delete the currently displayed document from the
open folder. The next document in the folder, if one is still available to index, is then displayed.

The following shortcuts are available within different parts of the user interface when indexing folders.
Actions in the folder list require that something is selected in the list when the shortcut is used and
actions in the data entry template require that a field has focus.
Location
Shortcut
Description
Folder list
R
Refreshes folder list.
SPACE
Expands/collapses selected folder.
ESC+ESC+J
Goes to the previous document within the current
folder.
ESC+ESC+K
Goes to the next document within the current folder.
Data entry
template
ESC+ESC+D Deletes the current document.
ESC+ESC+R Stops using the current folder.
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File management
Viewable files
The File360 Web viewer can display the following types of image files:







TIFF Group 4 (CCITT Group 4)
TIFF Group 3 (CCITT Group 3 1D, Group 3 2D)
TIFF containing JPEG compressed image
ASCII data (COLD) with softform overlay
GIF image files
BMP image files
JPEG image files
For all other file types, a default image of the program icon is displayed in the viewer (instead of the
actual document pages).
File operations
With the File360 Web, you can append, delete, or rearrange files within the File Indexing pane. You
cannot copy files. Inserted files appear at the end of the thumbnail strip. After files are inserted, they can
be dragged and dropped to a desired location.
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File360 Web retrieval
Performing a retrieval
1. Select a retrieval template from the retrieval template chooser by clicking the down arrow to the right
of the template currently shown in the navigation pane.
When the template name is clicked, a dropdown menu displays all retrieval templates—ordered by
application—available to the current user. Use the keyboard to quickly filter and auto-select
templates. Start by typing the first few letters of the desired application. The template list hides all
applications that do not start with those letters.
2. Click on the template you wish to select.
Retrieval template on the navigation pane
Operators
Allow you to specify search criteria with
delimiters such as equal to, greater than, etc. To
change the operator click on the operator to
display a dropdown menu. Click on the operator
you wish to use.
List of
available
output field
options to
tailor your
retrieval
template
Select the output fields to apply to the resulting
hit list.
Search
button
Click Search when you have input information in
your index fields and are ready to perform a
retrieval and generate a hit list.
Clear button
Empties the input fields on this template.
NOTE: All modifications to the retrieval
template’s input fields are automatically
saved for the current user’s session.
Clicking the Clear button will overwrite
any changes made to the current
retrieval template.
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Reset
button
Resets the output field options to the default
state for this template.
NOTE: All modifications to the retrieval
template’s output fields are
automatically saved for the current
user’s session. Clicking the Reset
button will overwrite any changes made
to the current retrieval template.
Setting search criteria
You have the option of setting the following search criteria before doing a retrieval search.
Date Masking
The date masking feature allows the user to set a date for a particular date field. The mask ensures that
the user inputs the date only in the correct format, thereby ensuring a valid date is entered. Refer to the
Administrator’s Guide for more information on creating date fields.
1. Click in the empty date field—this shows you an example of the correct date format.
2. If you want to use the date that appears upon clicking on the empty date field, either type that date
over it or select it from the date selector to the right of the field. You need to do one of these actions
to set the date before searching.
3. To select another date, click on the date selector and select another date or type over it.
4. To remove a date from a specified date field and clear the value click on the red X.
NOTE: When typing another date over the date in the mask, type the separators as well as the figures in
the correct format.
Customizing output fields
You may customize the retrieval template with specific output fields that you want to appear in the hit list.
1. Click on Output options to display a list of available output fields. From this list you may choose
which fields will be displayed in the hit list and the order the resulting hits are displayed.
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This list contains application-level and system-level fields. By default, all application-level fields are
checked and all system-level fields are unchecked. To change this default setting, see “Save Hit List
Layout,” under Hit List Actions tab.
NOTE: Max hits 100 indicates that a maximum of 100 documents are shown on the hit list.
2. Click Reset to revert the template’s output fields back to their original state.
Available options of output fields list
Option
Description
Field
Indicates the name of the output field.
Display
Check box if you wish to display the field in the hit list. Uncheck box if you wish
not to display the field in the hit list.
Sort Order
Assign a number (1, 2, 3, or etc.) to indicate sort order of output fields in hit list.
Direction
Click on the Sort direction drop-down for the desired field. Click on either
Ascending, Descending, or No Sort to choose the order.
List of available output fields
Name
Description
Pages
Displays the number of pages in a document.
Expiration date
Displays the expiration date of a document—if it has one.
Modified time
Displays the date and time that a document was last modified.
Modifier ID
Displays the user ID of the person who last modified a document.
Modifier name
Displays the user name of the person who last modified a document.
Created time
Displays the time that a document was created.
Creator ID
Displays the creator name of the person who created a document.
Creator name
Displays the user name of the person who created a document.
Version
Displays the version number of the document.
Version label
Displays the version label for a document.
Version time stamp
Displays the time stamp for the date and time a version of a document
was created.
Suffix
Displays a suffix number for a document.
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Name
Description
Device
Displays the storage location device for a document.
No device name is displayed if a document exists on either microfilm,
Centera, or Keyfile.
Only a cache name will be displayed if a document exists on multiple
devices if one of them is a cache.
“Offline” and the respective volume label are displayed as the device
name if a document exists on an offline device.
The device name is displayed followed by its volume label if a document
exists on a jukebox or local CD-ROM.
Batch name
Displays the batch name used when a document was indexed.
Application
Displays the name of the application.
Archive
Displays the archive name.
Description
Internal use.
Roll ID
Displays the internal ID for the microfilm roll (media).
Film
Displays the name of the microfilm roll.
Large blip
Displays the address of the large microfilm image mark—if it has one.
Medium blip
Displays the address of the medium microfilm image mark—if it has one.
Small blip
Displays the address of the small microfilm image mark—if it has one.
Volume ID
Displays the ID of the volume that a document is on.
Document ID
Displays the document ID of a document.
Start address
Displays the byte count address of the start of an ASCII report.
Medium type
Displays the type of media used.
ASCII length
Displays the byte count of the length of the report.
Master ID
Displays the Master ID of a document.
File format
Displays the format of a document object that is stored.
Softform ID
Displays the ID of the overlay of a report.
Remarks ID
Displays the ID of the remark.
Keywords indicator*
Indicates documents with keywords.
Lock indicator*
Indicates documents that are locked.
Annotations
indicator*
Indicates documents with annotations.
Remarks indicator*
Indicates documents with remarks.
Versions indicator*
Indicates documents that have more than one version.
Expired indicator*
Indicates documents that have expired. Checkbox for Include expired
documents must be selected also.
*Sorting by output field from the retrieval template is not supported.
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3. Click in the area to the right of the operators to enter search criteria in the input fields on the retrieval
template. Use the scroll bar to access all fields.
4. Search Criteria
a. When entering search criteria in one of the available fields, you can use wildcard characters
to refine your retrieval. For example, in the Vendor Name field:
 String wildcard search—to search for a vendor name beginning with the letter “b”, enter
“b*” in the vendor name field
 String wildcard search—to search for a vendor name ending with the letter “y”, enter "*y"
in the vendor name field
 Positional wildcard search—to search for a vendor name for which you know the exact
letters except the third letter, enter "Bo?nty" in the vendor name field
b. Implied wildcards from empty fields
 If the field will match all documents, an asterisk (*) will be displayed to the left of the first
input field. A field is wildcarded (matches all documents) if no criteria is specified and the
compare operator is 'equals' and the conjunction is AND
 If the field will match NO documents, an x will be displayed to the left of the first input field.
A field is NOT wildcarded (matches no documents) if no criteria is specified and the
operator is 'not equals' and the conjunction is AND
 If the conjunction for a field is OR, it is wildcarded (*) if NO search criteria is specified for
the entire template
 If the conjunction for a field is OR, it is NOT wildcarded (x) if at least one criteria is specified
in any OTHER field except this one
 For the first field in the template (no conjunction) the second field's conjunction is used for
these determinations.
 The 'keywords' field's compare operator is ignored and is assumed to be 'equals.'
c. Change the operators (=, >, etc.) as required for your retrieval.
d. The operator box
defaults to the operator set up for this field by an administrator.
e. Select the “between” operator (-) to display a second editable field by which to search. This
field is hidden unless the “between” operator is selected.
f. The “conjunction” operator set up by an administrator is displayed for each field, with the
exception of the first field in the template.
g. If a set of fields is grouped, parentheses are displayed to the left and right of the appropriate
fields.
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5. Click Search. A hit list is displayed in the right pane. See “Hit list actions” for more information about
hit lists.
Performing a retrieval using a URL
See the User’s Guide for information on how to generate File360 Web URLs using File360 Client.
Hit list actions
The following chart describes the various features and actions you can apply to a hit list.
Feature
Description
Max hits reached
This warning is visible only if your max hits setting is less than the total
number of documents that meet your search criteria. “Warning: Max
hits reached” alerts the user that some of the hits were not received
during a search. The options shown under the warning allow the user to
easily request more hits. For more information on Maximum hit list
items, see “Available Options of output fields list."
Add x hits (5 in this example) performs the same search again and
increases the max hits by this value (in this case, 5, making the total
hits displayed 10).
Show all hits performs the same search again with no limit for the total
number of hits.
NOTE: Show all hits may take a considerable time if many documents
meet the search criteria.
Dismiss warning hides the “Warning: Max hits reached” message
for the current search.
Resizing columns
Click and drag the vertical bar separating the column headers to resize
the columns.
Reordering columns
Click and drag a column header to move a column from one location to
another.
Display a column not
displayed
To show a column that is not currently displayed in the hit list, select it
from the output field list on the navigation pane and perform the search
again.
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Feature
Description
Hiding a column
To hide a column, deselect it from the output field list and perform the
search again.
Sorting
Sorting from the hit list only re-sorts data currently visible in the hit list.
To perform a sort that considers all data, set the output field to be
sorted in the retrieval template’s output fields. See “Available options of
output fields list”: Sort Order and Direction.
The first click on a column header will perform an ascending sort by
that column.
The second click will perform a descending sort by that column.
The third click will remove the sorting criteria for that column. The
default sorting criteria will be used.
Grouping
Click and drag a column header to the “Drag a column header and
drop it here to group by that column.” area above the hit list to group
the data by that column.
Drag multiple columns to the “Drag a column header and drop it here
to group by that column.” area to perform multilevel grouping.
Grouped columns can be rearranged to change the multilevel group
order.
Drag the column from the “Drag a column header and drop it here to
group by that column.” back to the hit list to end grouping by that
column.
Filtering
Click the filter button within a column header to filter search results. A
new search is not performed when a filter is applied. Filters only apply
to existing search results.
Filtering Options
The filtering dialog lists distinct values for that column. Mark the
checkboxes to filter results for the values you wish to display.
To restrict visible rows further, add additional filter criteria. Use
dropdown menus and text fields to further define your selection. For
example, see below:
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Feature
Description
For text fields, toggle
to make criteria case-sensitive.
Click Filter to apply the filter. Click Clear Filter to remove the filter.
The icon
Showing thumbnails
indicates that a filter is being applied.
Click on the plus sign (+) on the far left of a row to display all
thumbnails for that document immediately below the current row.
Click and drag the slider to resize the thumbnails to the desired size.
Click on the minus sign (-) to hide all thumbnails from view.
Showing versions
Click on the plus sign (+) next to the document you wish to display a list
of versions. Click on the Version List tab that appears.
Versions of the document will be displayed below the currently selected
row. The most recent version of the document is on the top of this list.
This hit list has all of the same display, grouping, and sorting features
as the normal hit list.
Click again on the minus (-) sign to hide all previous versions from view.
Hit List Actions menu
Expand All Groups
Expands all grouped items on the hit list. Do the following: Click on a
column head and drag it to the area labeled, “Drag a column header
and drop it here to group by that column.” Click Hit List Actions,
then Expand All Groups.
Collapse All Groups
Collapses all grouped items on the hit list. After expanding all groups,
click on Hit List Actions, then Collapse All Groups.
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Set Column Width
Allows you the choice of Auto or Fit width for columns. Auto
represents the space each column would need; Fit width represents
spacing the columns out and filling up all available space.
Save hit list layout
Saves layout of hit list, including output fields, sort order (specified from
the output options), sort direction, column groupings and column
widths.
Delete hit list layout
Deletes any saved hit list layout. All sorting, column order, column
width, grouping, and saved search criteria will be deleted. The default
search settings will be used.
Assign default layout…
Assigns the current layout as the default for users in one or more
groups. For more information see assigning or managing default hit list
layouts.
Manage default layout…
Deletes any assigned layout for one or more groups. For more
information see assigning or managing default hit list layouts.
Export (CSV)
Allows you to export your hit list into a comma-separated values (CSV)
rd
file, readable by Excel or other 3 party software.
Generate hit list URL
Creates URL file in the location of the user’s choice representing the
current search. When opened, it performs the same search using
File360 Web, if it is available. The URL is also saved on the user’s
clipboard.
For information on how to configure your system to allow for URL
generation, see the Installation and Configuration Guide, chapter 4.9,
“Configuring File360 Web to allow for URL generation.”
For information on the format of the URL, see the Application Program
Interface Guide, chapter 6, “Performing a retrieval using a URL.”
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Append documents to a hit list
To append documents to build a specialized hit list, complete the following steps:
1. Perform a search to create a hit list.
2. Check the checkbox, Append results to hit list, located under Output options.
3. Perform another search—perhaps using a different application. The results of that search will be
appended to your hit list.
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Document Actions menu
Feature
Keyboard
Shortcut
Enter
View
Description
Enables you to view documents
(annotations if they exist, will be
included if you have permission to
see them).
View with
options
> without
annotations
as user or
group
Allows you to view a document with
either of the options: without
annotations or as user or group
(impersonating another user or
group).
Download
Allows you to save the selected
documents in their native format (if
one-page) or packaged PDF or ZIP
file.
Download as
user or group
Allows a user to download a
document as another user or group
(impersonating another user or
group).
Edit
F2
Create suffix
Allows you to edit a document.
Allows you to create a suffix(s) for
a document.
Remove from
hit list
Del
Allows you to remove a document
from the hit list for this session.
Delete
Allows you to delete a document.
Destroy
this version
all versions
Allows you to permanently destroy
a document if you have the proper
permissions.
Remarks…
Allows you to add remarks to a
document.
Keywords…
Allows you to manage keywords for
a document.
Duplicate
Document
Allows you to create a duplicate
copy of the selected document(s).
Route…
Allows you to route a document to
a desired user or group.
Email…
Allows you to email a document.
Email as user
or group
Allows you to email a document as
user or group (impersonating a
user or group)
Generate
document
URL
Generates a URL for the selected
document.
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Viewing a document
1. To view a document in the hit list, double-click on a row and click View on the context menu.
This launches the viewer and displays the document. You cannot view a document while the grid is in
edit mode.
2. Select multiple rows (hold down CTRL or SHIFT) before selecting View in the dropdown menu to
display all selected documents in the viewer.
Viewing a document with options
…without annotations
To view a document without annotations, right-click on the row and click on Viewing a document with
options > on the context menu. Next click …without annotations.
…as user or group
The impersonation feature allows a user with permissions to request pages for view or email from another
user’s or group’s perspective.
1. Right-click the document with annotations.
2. Click on View with options.
3. Click on as user or group. Select user or group you wish to view the annotation for.
4. Click OK. The Viewer opens and displays the document allowing you to view it as the selected user
or group will view it.
Downloading a document
1. To download a document from the hit list, right click on the row, and click Download on the context
menu. This allows you to save a document in its native format (if one page, or a PDF or ZIP file of
non-images).
Important: Document export permission is required to download a document.
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2. The dialog below opens. Click Save.
3. Type in a file name in the Save As window and select the folder you want to save it in. When
finished, click Close in the dialog.
Downloading a document as user or group
To download a document as user or group, select the document action Download as user or group on
the context menu. A dialog opens which allows you to specify the user or group you want to download the
document as (impersonation).
Important: Document export permission is required to download a document.
Editing a document
1. To edit a document, right-click on the selected row and click on Edit on the context menu.
2. Follow these basic guidelines for placing a document into Edit Mode.
Right-click on a selected row and navigate to Edit on the context menu (or hit F2) to put the row into
Edit Mode. The selected cell changes into a field that you can edit.
Navigate off a row to automatically exit the row from “Edit Mode.”
Double-click a cell whose row is in edit mode to select the contents of the cell.
Creating a suffix from the hit list
1. A suffix is multiple index data that points to the same shared source document. To create a suffix for
a document, right-click on the row of the document, and click Create suffix on the context menu.
2. When you select Create suffix, it locks the document and displays the default data entry template for
the application in which the document resides.
3. The document you selected opens.
4. The Indexing Preview tab opens.
5. Enter or edit index data for the suffix. Click Suffix to save your changes.
6. Click on the Retrieval tab to see the generated hit list with your suffixes.
7. Continue entering suffixes for this document by clicking Suffix after each entry. Click the Retrieval
tab to view the added suffixes.
8. Use the Dup? checkbox to specify fields you wish to duplicate from one suffix to the next.
9. Click Cancel when finished entering suffixes for this document.
Removing a document from the hit list
1. To remove a document from the hit list, right click on the row, and click Remove from hit list on the
context menu.
2. The selected document is removed from the hit list for the current session (hidden from view; the
document is not actually deleted).
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Deleting a document from the hit list
1. To delete a document from the hit list, right click on the row and click Delete on the context menu.
Important: If another user changed data while your hit list is visible and it has not been refreshed,
then it’s possible to delete a document without seeing the latest index data changes
made by the other user.
2. A dialog appears asking you if you want to delete your selected document(s)? Click Yes or No
accordingly. This action deletes the document(s).
Destroying a document from the hit list
1. To destroy a document from the hit list, right click on the row and click Destroy on the context menu.
Refer to the Administrator’s Guide to review the precepts for Destroy.
2. A dialog appears asking if you are sure you want to destroy index data, pages, and suffixes for this
version of the selected documents? This action cannot be undone. Click Yes or No accordingly. This
action permanently deletes the document(s).
Adding or changing remarks to a document
1. To add remarks to a document, right-click on a selected row and click on Remarks on the context
menu to launch a Remarks dialog box.
2. Type in your remarks for the specific document.
3. After typing in your remarks, click Save Remark to save them. A remarks icon is placed to the left of
your document indicating that the document contains remarks.
4. You may append a remark by selecting a document with the remarks icon, right-clicking on it, and
clicking on Remarks. Add your remarks and click Save Remark.
Managing keywords
File360 enables the capability of adding, editing, or deleting keywords that you assign to your documents.
To do so requires a few simple steps:
1. To edit or delete existing keywords, click on a document row that displays the keywords symbol
2. To add keywords to a document that does not currently have them, click on the document in which
you wish to add them.
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3. Click on Keywords… to display dialog box.
4. In the dialog box you may add, edit, or delete keywords for your document. Type in distinct words
using either spaces or punctuation (such as commas or semicolons) to separate each word.
5. Click Save and close.
Duplicating a document
File360 enables the capability of making a duplicate copy of an existing document. To do so requires a
few simple steps:
1. Click on one or more document rows that are displayed in the hit list.
2. Right-click on a selected row or select the Document Actions menu item.
3. Click Duplicate Document.
4. A confirmation box is displayed in order to confirm that you wish to duplicate the selected documents.
5. Click OK to continue, otherwise click Cancel.
6. To see the newly created document, perform a new search that will result in the document being
displayed.
NOTES:
 Data Entry permission for the user and for the application and archive are required. For
information on how to set data entry permissions, see the Administrator’s Guide.
 ASCII documents cannot be duplicated.
 Duplicating a document will not modify the existing document in any way.
 The newly created document will be created in the same cache as the existing document, if it is
available. If the cache is unavailable or the existing document did not reside in cache, the new
document will be created in the first available cache associated with the document’s application.
 Only annotations, keywords, full-text data, suffixes, and index data are copied to the new
document.
 All document pages are copied to the new document. To make a copy that only consists of a
subset of pages, see Creating a new document from an existing document.
Routing a document
1. To route documents to a user or group: select one or more documents, then navigate to Document
Actions or use the right-click context menu and select Route.
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2. Select a user from the list of available users. You may select multiple users to receive the
document set
and/or
select a group from the list of available groups. You may select multiple groups to receive the
document set.
NOTE: If a user is assigned to a group, and both the user and his/her group are selected, the user will
only receive one document set.
You may enter a title in the title field that will be attached to the document set.
You may enter comments in the comment field that will be attached to the document set.
3. Click Route to route the document set to the selected user(s) and/or group(s).
4. Click Cancel to close the window without routing any documents.
5. Click on Document Routing on the function selector on the navigation pane to view routed
documents. The routed documents appear in the Routed Documents pane. Click on an item to view
the routed documents. Unread items are listed in boldface type and the count of unread items is
shown on the Document Routing tab.
Clicking on a routed document set displays the routed documents in a grid similar to a hit list. All
functionality in a hit list is available in this list.
Emailing a document
1. To email a document(s), right-click on the row(s), and click Email on the context menu.
Important: This function requires that email is configured for the Web. For more information, refer to
the Administrator’s Guide, System Administration, Settings table.
2. A dialog opens; enter the email addressee, subject, and message in the body of the email. Click
Send Email. File360 Web sends the email as a PDF (or ZIP file of non-images).
Emailing a document as user or group
To email a document as user or group, select the document action Email as user or group on the
context menu. A dialog opens which allows you to specify the user or group you want to send the email
as (impersonation).
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Creating a new document from an existing document
File360 offers the capability of creating a new document from a subset of pages of an existing document.
If you wish the duplicate a document in its entirety, see Duplicate Document. To create a new document
using a subset of pages from an existing document, complete the following steps:
1. Do a retrieval search.
2. Click the Show Thumbnails icon for a document to display its page thumbnails.
3. Select one or more visible documents. Use the shift or control keys to select contiguous or noncontiguous pages respectively.
4. Right-click on a thumbnail to display the context menu.
5. Select Create new document.
6. A confirmation box is displayed in order to confirm that you wish to create a new document using the
selected pages.
7. Click OK to continue, otherwise click Cancel.
8. To see the newly created document, perform a new search that includes the document.
NOTE: For restrictions and information on how the new documents gets created, see the notes found
under Duplicate Document.
Assigning and managing default hit list layouts
File360 offers an administrator the ability to assign a default hit list layout to one or more defined groups.
Each user belonging to that group sees the customized layout and has the ability to make further changes
to his/her own layout using the save hit list layout feature. The user assigning a default layout must be an
administrator or be granted user/group administration permission.
To assign a default layout, complete the following steps:
1. Perform a search using the desired retrieval template. Use the output options so that the layout is
customized to your preference.
2. Select Hit List Actions, then select Assign default layout. A Users/Groups dialog is displayed.
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3. Check the groups to which you would like to assign your current layout and click OK. Groups that
appear in bold already have an assigned default layout and it is overwritten when you click OK.
When searching, the order of precedence that default layouts are used is:
1. A user’s saved layout. See save hit list layout.
2. A group’s default layout. If a user exists in more than one group, the group order is not
guaranteed.
3. The “Everyone” group default layout.
4. The system’s default layout.
To delete an assigned layout, complete the following steps:
1. Perform a search using the desired retrieval template.
2. Select Hit List Actions, then select Manage default layout. A Users/Groups dialog is displayed.
3. Only groups that have default layouts assigned for the current retrieval template are displayed.
Check the groups for which the layout should be deleted and click OK.
Generating a document URL
To generate a URL for a document, right-click on the row, and click Generate document URL on the
context menu. This creates a URL file in the location of your choice that, when opened, performs a search
of the selected document using File360 Web. The document label is used to name the URL shortcut file.
The URL is also saved on the user’s clipboard.
For information on how to configure your system to allow for URL generation, see the Installation and
Configuration Guide, chapter 4.9, “Configuring File360 Web to allow for URL generation.”
For information on the format of the URL, see the Application Program Interface Guide, chapter 6,
“Performing a retrieval using a URL.”
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2 File360 Classic Web
Introduction
File360 Classic Web provides you with the following functionality:

retrieve and view documents stored in the database

process items in your personal Inbox

perform File360 data entry

manage your password
Logging on to File360 Classic Web
From your workstation, launch your web browser in the usual way. (Microsoft Internet Explorer 8 or higher
is recommended.) Your system administrator will provide you with the proper URL.
The Logon page has the following appearance:
To log on:
1. Enter your Username.
2. Enter your Password (it will not be displayed).
3. Click Logon.
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File360 Classic Web main window
When you log on, the main File360 Classic Web page is displayed:
The following functions are available in the left pane:
Retrieval—Allows you to retrieve documents based on an application and
corresponding template. Retrieval is the default function available upon launching
File360 Classic Web.
Inbox—Allows you to process items in your personal File360 Inbox.
Data Entry—Allows you to perform data entry functions based on an application
and corresponding template.
Change Password—Allows you to manage your user password.
User Admin—Allows you to access User Administrator functions if you are an
Administrator.
Logout—You must always logout after your session. If you simply close your
browser window without logging out, you are prompted to do so.
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www.global360.com
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