PaperVision® Xpress User Guide

Transcription

Digitech Systems, Inc.
Paperless that works.
PaperVision
Xpress
User Guide
February 2009
PaperVision Xpress R66
®
Information in this document is subject to change without notice and does not represent a commitment on
the part of Digitech Systems, Inc. The software described in this document is furnished under a license
agreement or nondisclosure agreement. The software may be used or copied only in accordance with the
terms of the agreement. It is against the law to copy the software on any medium except as specifically
allowed in the license or nondisclosure agreement. No part of this manual may be reproduced or
transmitted in any form or by any means, electronic or mechanical, including photocopying and recording,
for any purpose without the express written permission of Digitech Systems, Inc.
Copyright © 1997-2009 Digitech Systems, Inc. All rights reserved.
Printed in the United States of America.
PaperFlow, DataFlow, OCRFlow, QCFlow and the Digitech Systems, Inc. logo
are trademarks of Digitech Systems, Inc.
PaperVision and PaperVision.net
are registered trademarks of Digitech Systems, Inc.
Microsoft, Windows, and Windows XP are registered trademarks of Microsoft Corporation.
All other trademarks and registered trademarks are the property of their respective owners.
PaperVision Xpress contains text search technology provided under license
by dtSearch®. All rights reserved.
PaperVision Xpress contains technology under license
from Autonomy, Inc. All rights reserved.
PaperVision Xpress contains portions of imaging code owned and copyrighted
by Pegasus Imaging Corporation, Tampa, FL. All rights reserved
Digitech Systems, Inc.
8400 E. Crescent Parkway, Suite 500
Greenwood Village, CO 80111
Voice: (303)493-6900
Fax: (303)493-6979
www.digitechsystems.com
Table of Contents
Table of Contents
Product Support ....................................................................................................................... 6
Chapter 1 – Introduction......................................................................................................... 7
Overview ............................................................................................................................ 7
Licensing ............................................................................................................................ 7
Chapter 2 – Installing PaperVision ........................................................................................ 8
System Requirements ......................................................................................................... 8
Running Setup .................................................................................................................... 8
Additional Information ..................................................................................................... 15
Starting the MSDE Database Service ........................................................................ 15
Starting PaperVision for the First Time ............................................................................ 16
Using the Setup Wizard to Configure a Database Server .......................................... 16
Using the Setup Wizard to Connect to an Existing Database Server ......................... 22
Using the Setup Wizard to Connect to Microsoft SQL Server .................................. 25
Logging into PaperVision Xpress ..................................................................................... 30
Obtaining On-Line Help ................................................................................................... 32
Chapter 3 – Searching for Documents ................................................................................. 33
Overview .......................................................................................................................... 33
General Searching Rules ................................................................................................... 33
Searching for Documents.................................................................................................. 35
Global Searching .............................................................................................................. 37
Adding a New Global Search .................................................................................... 38
Performing a Global Search....................................................................................... 39
Chapter 4 – Search Results ................................................................................................... 41
Overview .......................................................................................................................... 41
Printing the Search Results List ........................................................................................ 42
Exporting the Search Results List ..................................................................................... 43
Selecting a Document to View ......................................................................................... 44
Adding New Documents ................................................................................................... 45
Batch Operations .............................................................................................................. 47
Altering Document Index Values .............................................................................. 47
Deleting Documents .................................................................................................. 49
Batch Printing Documents ......................................................................................... 50
Batch Emailing Documents ....................................................................................... 51
Batch Exporting Documents ...................................................................................... 53
Tagging Documents for Migration ............................................................................ 54
Applying Document Security to Documents ............................................................. 55
Chapter 5 – Working with Documents................................................................................. 57
Navigation ........................................................................................................................ 57
Viewing Documents and Images ...................................................................................... 58
Document System Settings ............................................................................................... 59
Annotating Documents ..................................................................................................... 65
Annotation Tool Types .............................................................................................. 65
Editing Annotations ................................................................................................... 66
Viewing/Editing Textual Notes ................................................................................. 67
Printing Textual Notes ............................................................................................... 68
Document Operations ....................................................................................................... 69
Printing Documents ................................................................................................... 69
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Printing the Displayed Region of an Image ............................................................... 70
Printing the Current Page of a Document .................................................................. 70
Adding New Documents ........................................................................................... 71
Exporting Documents ................................................................................................ 72
Opening Files in their Native Application ................................................................. 72
Viewing a Page’s Source File Information ................................................................ 73
Emailing Documents ................................................................................................. 74
Altering Document Index Values .............................................................................. 76
Finding Text in a Document ...................................................................................... 77
Copying Data to the Clipboard .................................................................................. 78
Extracting Files from Archives .................................................................................. 78
Viewing Password Protected Archives ...................................................................... 79
Chapter 6 – User Options ...................................................................................................... 80
Available Options ............................................................................................................. 80
Changing Passwords ......................................................................................................... 81
Chapter 7 – Migration Jobs .................................................................................................. 82
Overview .......................................................................................................................... 82
Submitting Migration Jobs................................................................................................ 83
Deleting Migration Jobs.................................................................................................... 84
Chapter 8 – System Administration ..................................................................................... 85
Active Sessions ................................................................................................................. 85
Data Groups ...................................................................................................................... 86
C.A.R. Data Groups ................................................................................................... 87
XML Data Groups ..................................................................................................... 88
Importing a Data Group ............................................................................................. 88
Viewing and Editing Data Group Properties ............................................................. 90
Purging Data Groups ................................................................................................. 92
System Security ................................................................................................................ 93
System Users ............................................................................................................. 94
System Groups......................................................................................................... 101
Migration Jobs ................................................................................................................ 105
Running a Migration Job ......................................................................................... 106
Deleting Migration Jobs .......................................................................................... 108
Licensing ........................................................................................................................ 109
Adding a New License ............................................................................................ 109
Viewing License Properties ..................................................................................... 112
Auto-Import Paths .......................................................................................................... 113
Creating a New Automated Import Path.................................................................. 114
Editing an Existing Automated Import Path ............................................................ 116
Deleting Automated Import Paths ........................................................................... 116
System Settings ............................................................................................................... 117
Chapter 9 – Project Administration ................................................................................... 119
Working with Projects .................................................................................................... 120
Creating a New Project ............................................................................................ 120
Editing an Existing Project ...................................................................................... 124
Deleting Projects...................................................................................................... 125
Security Access ............................................................................................................... 126
Security Access ............................................................................................................... 126
Granting Security Access Rights ............................................................................. 128
Editing Existing Security Access Rights ................................................................. 130
Deleting Security Access Rights ............................................................................. 133
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Document Security Levels .............................................................................................. 134
Creating a New Document Security Level .............................................................. 135
Editing an Existing Document Security Level......................................................... 138
Deleting Document Security Levels ........................................................................ 140
Applying a Document Security Level ..................................................................... 141
Appendix A – System Hotkeys ............................................................................................ 142
Appendix B – Frequently Asked Questions ....................................................................... 144
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Product Support
Product Support
Digitech takes great pride in providing software that is extremely simple to
use, feature-rich and provides great flexibility both in architecture and in
integration capabilities. If, for some reason, you experience any difficulty,
please do not hesitate to contact us to experience our legendary customer
service toll free at 877.374.3569 (or 402.484.7777) or via email at
[email protected]. Our technical support staff is available to
serve you between the hours of 8:00 AM and 6:00 PM Central Time.
Digitech’s product features and enhancements are driven by you, our
customer. If you have an idea for a future product feature or enhancement,
please pass it along to us by sending an email to [email protected].
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Chapter 1 - Introduction
Chapter 1 – Introduction
Overview
PaperVision Xpress provides you with a single interface for accessing and
manipulating your corporate information.
Licensing
As stated in your End-User License Agreement, PaperVision is licensed perconcurrent user. This allows you the greatest flexibility in licensing as a
license is only used when a user is logged into the system. If all of the licenses
are in use, the user will be prompted that there are no licenses available for
their session.
PaperVision Distribution Assistant is an optional component which is licensed
once for a single database (unlimited entities). PaperVision Distribution
Assistant provides an application that is automatically placed on migrated data
groups to facilitate easy retrieval (view and print) of documents from those
data groups.
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Chapter 2 – Installing PaperVision
This chapter describes the steps to install PaperVision on your computer.
System Requirements
PaperVision requires Windows XP or higher. PaperVision also requires either
Microsoft SQL Server 2000 or MSDE 2000 (or higher). MSDE 2000 is
included as part of the free PaperVision Database Server.
Running Setup
The installation of PaperVision is extremely easy. It simply requires that you
follow the instructions on the screen.
To install PaperVision:
1. From the PaperVision Xpress installation CD, run the SETUP.EXE
program.
The PaperVision Xpress Welcome screen is displayed.
PaperVision Xpress Welcome
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2. Select Next.
The License Agreement screen is displayed.
License Agreement
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3. Carefully read the entire license agreement and select Yes only if you
agree to its terms.
The Customer Information screen is displayed.
Customer Information
4. Enter your name and company name.
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5. Select who may use the application that you are installing and click Next.
The Setup Type screen is displayed.
Setup Type
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6. Select the type of setup you wish to perform and click Next.
The Current Settings screen is displayed.
Current Settings
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7. Click Next to perform the installation.
The Setup Status screen is displayed as the selected components are
installed. The installation process may take as long as 15 minutes,
depending on the selected components.
Setup Status
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Once the installation is finished, the Installation Complete screen is
displayed. Depending on which components you had pre-installed on your
computer, you may be required to reboot.
Installation Complete
8. Select Finish to complete the installation and, if necessary, reboot the
computer.
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Additional Information
Starting the MSDE Database Service
If you selected to install the PaperVision Database Server, the SQL service
must be started. Depending on your operating system, this service may not be
started automatically.
To start the SQL service:
1. From the Start menu, select Programs – Digitech Systems – Microsoft
MSDE Service Manager.
The SQL Server Service Manager screen is displayed.
SQL Server Service Manager
2. Ensure that the SQL Server service is selected in the Services list.
3. Select the Auto-start service when OS starts checkbox.
4. Click the Start/Continue button.
The SQL Server service will be started.
5. From the Services list, select SQL Server Agent.
6. Select the Auto-start service when OS starts checkbox.
7. Click the Start/Continue button.
The SQL Server Agent service will be started.
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Starting PaperVision for the First Time
The first time PaperVision is run, you are presented with a setup wizard. This
wizard is designed to minimize the amount of time it takes to configure
PaperVision for document management functions.
Using the Setup Wizard to Configure a Database Server
To setup this workstation as a database server (using the PaperVision
Database Server):
1. Start the PaperVision Administration Console.
The PaperVision Setup Wizard Welcome screen is displayed.
PaperVision Setup Wizard Welcome
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2. Click Next to continue.
Because you installed the PaperVision Database Server, the Database
Server Installed screen is displayed.
Database Server Installed
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3. Select Yes to configure this computer as a database server and click Next.
The wizard will automatically connect to the database, configure the
database tables, and create a database user account. It will then prompt
you with the configuration information as shown below. It is important to
note that MSDE’s system administrator account (sa) has not been altered.
As such, the sa password will still be blank. You may wish to change this
to provide greater database security by using the PaperVision Database
Manager.
Server Databases Successfully Created
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4. Be sure to record all of this information. This is the database information
that all of the servers and client access workstations will use if connecting
directly to this database server. Once you have recorded the information,
click Next to continue.
The License screen is displayed.
License
5. If you wish to use a 30 day demo license (which grants access for 50
concurrent users for 30 days), click the 30 Day Demo License button.
Otherwise, click Add License to add your purchased license(s).
The New License screen is displayed.
New License
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6. Enter the license code that was provided with your purchased software.
7. If this computer has access to the Internet, click the Web Authorization
button. Otherwise, click the Phone Authorization button.
If you selected Phone Authorization, you will be prompted for your
authorization code.
Obtain Authorization Code
8. As instructed, contact Digitech and obtain your authorization code. Enter
it in the space provided and click OK.
The license will be added and you will return to the License screen.
9. Repeat steps 5 through 8 for any additional licenses you may have.
10. Once you are finished adding licenses, click the Next button.
The Data Path screen is displayed.
Data Path
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11. Select the data path you wish to use. If other computers will be connecting
to this database, it is important to use a UNC path (i.e. \\servername\share)
rather than a drive letter. You will be able to change this information later
on through the System Settings.
The Configuration Complete screen is displayed.
Configuration Complete
13. The configuration is now complete. Click Finish to close the setup wizard.
You are now ready to log into PaperVision Xpress, import a data group
(load some data), and start managing your documents.
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Using the Setup Wizard to Connect to an Existing Database Server
To setup this workstation to connect to an existing PaperVision Database
Server:
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Because you did NOT install the PaperVision Database Server, you will
be prompted to enter the name or IP address of the existing database
server you are connecting to.
Database Server Name/IP Address
3. Enter the name or IP address of the PaperVision Database Server exactly
as it was recorded when that server was configured.
PaperVision will connect to the database server. The Configuration
Complete screen is displayed.
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4. The configuration is now complete. Click Finish to close the setup wizard.
You are now ready to log into PaperVision Xpress, import a data group
(load some data), and start managing your documents.
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Using the Setup Wizard to Connect to Microsoft SQL Server
To setup this workstation to connect to an existing Microsoft SQL Server
database server:
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Because you did NOT install the PaperVision Database Server, you will
be prompted to enter the name or IP address of the existing database
server you are connecting to.
Database Server Name/IP Address
3. Enter the name or IP address of the SQL server and click Next.
PaperVision will attempt to automatically connect itself. However, if it is
unable to connect, you will be prompted to enter your SQL Server
database connection information as shown below:
SQL Server Connection Information
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4. Enter the connection information that has been provided by your database
administrator. If you wish to use SQL Server’s “Trusted Connection”
authentication, simply leave the User Name and Password fields blank.
Click Next.
If this is the first PaperVision workstation to connect to the database, the
database tables will automatically be created and the License screen will
be displayed.
License
5. If you wish to use a 30 day demo license (which grants access for 50
concurrent users), click the 30 Day Demo License button. Otherwise, click
Add License to add your purchased license(s).
New License
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6. Enter the license code that was provided with your purchased software.
7. If this computer has access to the Internet, click the Web Authorization
button. Otherwise, click the Phone Authorization button.
If you selected Phone Authorization, you will be prompted for your
authorization code.
8. As instructed, contact Digitech and obtain your authorization code. Enter
it in the space provided and click OK.
The license will be added and you will return to the License screen.
9. Repeat steps 5 through 8 for any additional licenses you may have.
10. Once you are finished adding licenses, click the Next button.
The Data Path screen is displayed.
Data Path
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11. Select the data path you wish to use. If other servers will be connecting to
this server, it is important to use a UNC path (i.e. \\servername\share)
rather than a drive letter. You will be able to change this information later
on through the Entity Properties.
The Configuration Complete screen is displayed.
The configuration is now complete. Click Finish to close the setup wizard.
You are now ready to log into PaperVision Xpress, import a data group (load
some data), and start managing your documents.
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Logging into PaperVision Xpress
When PaperVision Xpress is started, you will be prompted to log into the
system.
Login
If this is your first time logging in, the user name is ADMIN and the password
is ADMIN.
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Once you have logged in, the main PaperVision Xpress screen is displayed.
PaperVision Xpress
For information on importing documents or setting up projects and security,
refer to Chapter 8 – System Administration.
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Obtaining On-Line Help
PaperVision Xpress includes full on-line documentation in Adobe PDF
format. It can be accessed by selecting On-Line Documentation from the Help
menu.
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Chapter 3 – Searching for Documents
Overview
The key to PaperVision is its extremely easy, yet powerful, search
capabilities, allowing you to locate any desired document in seconds.
PaperVision offers the ability to easily perform either extremely detailed or
very broad searches within a project. You can perform multiple searches
across multiple index fields at the same time, as well as perform limiting
searches (allowing you to specify ranges of values) on dates and numbers.
General Searching Rules
•
You can specify the number of documents to return in a single query through
your Options settings.
•
All numeric and date fields allow you to perform "limiting searches" to limit
the results to a specific range of values. If both range limits are not filled for a
particular index field, PaperVision will search for the one specific value you
have entered.
•
Index field searches are NOT case sensitive. In other words, entering the name
"smith" will find "Smith".
•
PaperVision allows you to utilize the "*" wildcard to specify any number of
unknown characters. For example, searching for T* in a name field would
locate any document that had a name beginning with the letter T. Furthermore,
searching for *T* would locate any document that included a letter T
anywhere in the name. Finally, searching for *T would locate any document
whose name ended with the letter T.
•
PaperVision allows you to utilize the “_” wildcard to specify a single
unknown character. For example, searching for S_N would locate SON, but it
would not locate SOON.
•
PaperVision allows you to search for a single character within a range or list
by using the [ and ] characters. For example, searching for A[456]TEST
would locate A4TEST, A5TEST, and A6TEST. The same thing could also be
accomplished by searching for A[4-6]TEST. You can also utilize letters
within the brackets to search for a range or list of letters (i.e. [a-f]).
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•
You can perform multiple searches within a single index field by using the &
(and) and ^ (or) operators. To perform a search on a name field for names that
begin with an A or Z, you could simply enter A*^Z*. To perform a search on
a name field for names that begin with an A and end with a P, you could enter
either A*P.
•
To search for a document whose index field contains an ampersand, simply
use &&. For example, to find Johnson & Johnson, you would search for
“Johnson && Johnson”.
•
You can perform searches on multiple fields at once. Simply enter the search
criteria into the desired fields and select a Search Type of "And" (to find
documents where all criteria has been met) or "Or" (to find documents where
any of the criteria has been met).
•
During the search, PaperVision will initially sort the results in ascending order
based on the Sort By field selected. Please note that "long text" fields are not
available to be sorted on.
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Searching for Documents
To search for documents within a project:
1. From the main screen, select the Search button
Search from the Actions menu.
on the toolbar or select
The Search Criteria screen is displayed.
Search Criteria
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2. Select the Project you wish to search from the Project list.
The associated document index fields for that project will be displayed.
3. Enter your search criteria in the desired fields.
4. Select the Search button.
PaperVision will search for the requested documents and display the
Search Results screen.
Search Results
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Global Searching
Global Searches allow you to search across multiple document index fields in
multiple projects (or just a single project) at the same time. Each user can
define an unlimited number of global searches.
Global Search Criteria
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Adding a New Global Search
To add/define a new global search:
1. From the Global Search Criteria screen, select Add.
The Add Global Search screen is displayed.
Add Global Search
2. Enter a Name for the new global search.
3. Select the fields in the projects you wish to search by placing a checkmark
in the checkbox to the left of the field. Checking or un-checking the
checkbox to the left of the project will select or deselect all of the fields
for that project.
4. Click Save.
The new global search will be saved and added to your list of Available
Global Searches.
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Performing a Global Search
To perform a global search:
1. From the Global Search Criteria screen, select the global search you wish
to perform from the Available Global Searches list.
2. Enter your Global Search Criteria as if you were performing a normal
search on an index field. The only limitation of global searches is that you
cannot perform multiple searches (using the & or ^ characters).
3. Click Search.
PaperVision Xpress will perform the search and display a list of results.
Global Search Results
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4. Select the appropriate Project from the dropdown list at the top to see the
results from other projects defined.
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Chapter 4 – Search Results
Overview
Based on the criteria you provided, the server performed your search and
displayed a list of documents that met your criteria. The number of documents
that were found is displayed at the bottom of the list. By default, the server
will limit the number of documents returned from a search to the Max. Results
Per Query value in your Options settings. If more documents exist, a More
Available link is provided. Simply click on the More Available text to display
the next group of documents that met your criteria.
Your search results include all of the document index fields for the documents
that PaperVision located.
To easily locate a document in a large results list, you can re-sort columns in
both ascending and descending order by clicking on the column header. Once
the results are re-sorted in ascending order, you can click the column header
again to have that column re-sorted in descending order.
You can also resize columns by resizing the column header. Furthermore, you
can reorder columns by clicking on a column and dragging it to the desired
location.
In addition to selecting a document to view, there are a number of operations
that can be performed from the Search Results screen, including altering
document index values, deleting, printing, emailing, exporting, migrating,
adding new documents, and applying document-level security. Access to the
specific operations is controlled by your administrator.
Please note that the More Available link and document operations are not
available for Global search results. You can, however, view documents from
the global search results.
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Printing the Search Results List
You can print the entire contents of the search results list (exactly as it is
displayed). To print the results list:
1. From the Search Results screen, select Print Entire Results List button
on the toolbar.
The Print Setup screen is displayed.
Print Setup
2. Select the printer you wish to use and click OK.
The list will be printed.
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Exporting the Search Results List
You can export selected items in the search results list to either an XML
formatted file or a tab-delimited text file. To export the search results list:
1. From the Search Results screen, select the items you wish to export.
2. Select the Export Selected Results List Items button
on the toolbar.
The Export Results screen is displayed.
Export Results
3. Enter the name of the file you wish to export and click Save.
If you entered a file with the XML file extension on the end, the selected
items will be exported into an XML formatted text file. Otherwise, the
selected items will be exported into a tab-delimited text file.
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Selecting a Document to View
To view a document, simply double-click on the document you wish to view.
You can also use your up and down arrow keys to scroll through the list and
press <Enter> to display the selected document.
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Adding New Documents
There are a number of methods for documents to be added to the PaperVision
Xpress repository. One of these procedures is accomplished through the
PaperVision Xpress application.
To add a new document:
1. From the Search Results screen, select the Add New Document button
on the toolbar.
The Add New Document screen is displayed. If an existing document is
selected in the Search Results, the selected document’s index values will
be pre-populated for the new document.
Add New Document
2. Enter the document index fields for the new document.
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3. Click the … button and select the new document’s file.
4. Click Save.
The new document will be uploaded to the server. Applicable document
security levels will be applied. Then your search query will be reissued.
Your new document will not show up in the search results list if its index
values do not meet your search criteria.
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Batch Operations
PaperVision Xpress’s batch operations allow you to execute a specific
operation across multiple documents at the same time, saving you
considerable time over performing the same operation multiple times for
multiple documents.
Altering Document Index Values
To alter multiple documents’ index values:
1. From the Search Results screen, select the documents you wish to alter.
2. Click on the Alter Selected Documents’ Index Values button
toolbar.
on the
The Alter Document Index Values screen is displayed.
Alter Document Index Values
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3. Enter the index values that you wish to replace on the selected documents.
Leave the value as "[Current Value]" if you do not want that particular
value to be changed. Entering a blank/empty value will result in the index
value being blanked out for the selected documents.
4. Click the Save button.
The server will update the index values for the documents you selected
and your search query will be reissued. This may result in the documents
you just edited not being listed since their new index values may not meet
your search criteria.
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Deleting Documents
Deleting documents from PaperVision Xpress will remove the documents
(and all associated versions and annotations) from the system. Furthermore,
depending on the way the administrator has the data group for the documents
configured; PaperVision may also delete the physical files from their source
media.
To delete documents:
1. From the Search Results screen, select the documents you wish to delete.
2. Click the Delete Selected Documents button
on the toolbar.
You will be prompted to ensure you wish to delete the selected
documents.
3. Click Yes to permanently delete the documents.
The server will delete the documents you selected and your search query
will be reissued.
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Batch Printing Documents
To batch print multiple documents:
1. From the Search Results screen, select the documents you wish to print.
2. Click the Print Selected Documents button
on the toolbar.
The Printer Setup screen is displayed.
Printer Setup
3. Select the printer you wish to use and click Print.
The documents will be printed.
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Batch Emailing Documents
PaperVision Xpress supports any MAPI-compliant email client, such as
Outlook and Outlook Express.
To batch email multiple documents:
1. From the Search Results screen, select the documents you wish to email.
2. Click the Email Selected Documents button
on the toolbar.
The Email Setup screen is displayed
Email Setup
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3. Select the page range you want to email, the image attachment file format
(for image-based documents) and click Email.
PaperVision Xpress will gather all of the associated files and create an
email message.
Email Message
4. Click Send to send the message.
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Batch Exporting Documents
Exporting documents will convert the document to a specified format (if the
document is comprised of images) and write the files to a specified location
on your computer’s hard drive. If the document is not comprised of images, its
files will still be written out.
To batch export multiple documents:
1. From the Search Results screen, select the documents you wish to export.
2. Click the Export Selected Documents button
on the toolbar.
The Export Setup screen is displayed.
Export Setup
3. Select the Image Format the documents’ images will be converted to.
4. Select how the file names will be created from the File Name Field list –
either based on a date/time stamp or on the documents’ index field values.
5. Select the Output Directory where the exported files will be written.
6. Select the page range you wish to export.
7. Click Export.
PaperVision Xpress will export the selected documents’ pages and will
notify you when the operation is complete.
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Tagging Documents for Migration
PaperVision offers unique functionality to facilitate collection of documents
from your repository into external data groups (CD-ROMs, etc.). This
becomes particularly useful in applications where specific sets of data are
required to give to an end-user (i.e. legal projects where an attorney wishes to
extract information about a specific case and have it placed on a CD-ROM to
take to trial).
Migrating information requires three simple steps:
1. User tags the documents that they wish to migrate.
2. User submits the migration job.
3. Administrator performs the migration process.
To tag documents for migration:
1. From the Search Results screen, select the documents you wish to tag for
migration.
2. Click the Tag Selected Documents for Migration button
toolbar.
on the
You will be prompted to ensure you wish to tag the selected documents.
3. Click Yes to tag the documents.
The documents will be tagged for migration. Submitting the migration job
is described in Chapter 7 – Migration Jobs.
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Applying Document Security to Documents
Document Security is described in detail in Chapter 8 – System
Administration. Administrators can distinguish documents that have
document-level security applied as they are displayed with red text in the
search results list.
To apply document security to documents:
1. From the Search Results screen, select the documents you wish to apply
document security to.
2. Click the Apply Document Security to Selected Documents button
the toolbar.
on
You will be presented with a list of defined document security levels. Any
levels that are currently in use by the selected documents will be selected.
Document Security Levels
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3. Select (or de-select) the document security levels that you want applied to
(or removed from) the selected documents.
4. Click Save.
The new document security level selections will be applied to the selected
documents.
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Chapter 5 – Working with Documents
Navigation
You can navigate through pages within the document as well as through the
documents in your search results list by clicking the appropriate toolbar
buttons.
Displays the first page of the first document in the search results list.
Displays the first page of the previous document in the search results
list.
Displays the first page of the next document in the search results list.
Displays the first page of the last document in the search results list.
Displays the first page of the current document.
Displays the previous page of the current document.
Displays the next page of the current document.
Displays the last page of the current document.
Jumps to a specific page of the current document.
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Viewing Documents and Images
You can manipulate your view of the document by scaling, zooming, and
rotating. To zoom in on a region of an image, simply use your left mouse
button to click and draw a region around the area that you wish to zoom in on
(from top-left corner to bottom-right corner). You can right-mouse click on
the image and select Reset Image to zoom the image to the size of the window
and set the rotation back to zero. While viewing a zoomed portion of an
image, you can hold down your <Ctrl> key and left mouse button and pan the
image. Other display manipulation functions are available through the toolbar
buttons.
Zooms the image or document to display its full width.
Zooms the image to display its full height.
Zooms the image or document to fit inside the window.
Rotates the image 90 degrees.
Toggles the overlay for a COLD/ERM document on and off.
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Document System Settings
Document system settings allow you to configure how documents are
displayed as well as the printing of image headers and footers. Additionally, a
series of options are provided to help you take full advantage of PaperVision’s
scanning and editing capabilities. The document system settings can be
accessed by right-clicking on the document and selecting Options – System
Settings.
Document System Settings – General
ASCII Font: Specifies the font that is used to display ASCII documents
(including COLD/ERM documents)
Filter non-printable Characters: Specifies whether non-printable characters
are filtered out of the view when displaying ASCII documents (including
COLD/ERM documents)
ASCII Margins: Specifies the size of the left, right, top, and bottom margins
in twips (1440 twips = 1 inch) when displaying ASCII documents (including
COLD/ERM documents).
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ASCII Character Set: Specifies the character set used to display ASCII
documents (including COLD/ERM documents). The ANSI Character Set is
the Microsoft Windows default. DOS Code Page should only be used if the
text file was created with a DOS editor.
Display Mode: Specifies whether to display textual documents (i.e. wordprocessing files) to fit within the window (Fit to Window) without full
formatting, or to display the document with full formatting in Page Layout
Mode. When in Fit to Window mode, font sizes can be increased and
decreased for easier viewing.
Page Layout: Specifies the page layout of textual documents (i.e. wordprocessing files) when they are displayed in Page Layout Mode.
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Document System Settings – Scan/Edit
New Document File Type: Specifies how newly scanned documents are to be
saved. Specifying Single-Page TIFF will give you the greatest flexibility in
allowing you to modify scanned documents. Multi-Page PDF’s cannot be
modified within the document viewer (they must be modified in a third-party
application).
Pre-Populate New Fields: Once a document has been scanned, you will be
prompted to enter the documents’ index values (so it can later be located).
Selecting this option will cause the values to be pre-populated with the lastviewed document’s values.
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Prompt to Add Pages: Specifies whether or not to prompt to add additional
pages to the scanned document once the scanner has scanned all of its pages,
giving you the opportunity to add additional pages to the feeder. Note that
once a document has been scanned and indexed, it cannot be modified until it
has been uploaded and checked out.
Annotation/Textual Note Handling for Editing Image-Based Documents:
Specifies how annotations are to be handled when an image-based document
is modified. When a modified document is checked in, this value is used to
determine whether the annotations will remain associated with the image
(useful for annotations that highlight or redact portions of the image) or the
page number (useful where annotations are simply notes). Note that
annotations might be deleted if the image or page that an annotation was
associated with is removed from a modified document. Also note that no
annotation shuffling is performed when rolling back to a previous version
(annotation are left associated with their page numbers).
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Document System Settings – Headers/Footers
PaperVision allows you to print headers and footers when printing images.
You can select the font that is to be used when printing and then for each
position on the image (top left, top center, top right, bottom left, bottom
center, and bottom right) you can select to have one of the following values
printed:
None: No value will be printed in that position.
Current Date: Will cause the current date to be printed in that position.
Current Date and Time: Will cause the current date and time to be
printed in that position.
Current Time: Will cause the current time to be printed in that position.
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Index Fields: Will cause the index fields for the document to be printed in
that position (comma-delimited).
Page Number: Will cause the document page number to be printed in that
position.
User Defined Value: Will cause the specified Value to be printed in that
position.
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Annotating Documents
PaperVision allows for the complete annotation, or markup, of images within
a document. Textual annotations (running notes) are available for all
document types.
Shows/hides the current annotations for an image.
Shows the current running note for a document.
Shows/hides the annotation toolbar to add or edit image
annotations.
Annotation Tool Types
Used to select current annotations.
Draws a straight line on the image.
Draws a highlighting rectangle on the image.
Draws a solid rectangle on the image (often used for redaction).
Draws a polygon on the image.
Draws an ellipse on the image.
Draws text on the image.
Draws multiple connected lines on the image.
Allows freehand drawing on the image.
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Editing Annotations
To edit (or add) annotations to an image:
1. While viewing the page you wish to annotate, select the Edit Annotations
button on the toolbar.
The annotation toolbar is displayed.
2. Select the specific annotation tool you wish to use.
3. Draw the annotation to your specific needs using the left mouse button. If
you are using the Multiple Connected Lines or Polygon tools, doubleclicking with your left mouse button will end the drawing.
If you wish to change the annotation parameters, choose the Annotation
Selector tool, highlight the annotation you wish to change, and then right
mouse click. You will be shown the annotation properties menu.
Annotation Properties
4. Modify the annotation properties to meet your needs.
5. Click on the Edit Annotation button again to save the annotation changes.
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Viewing/Editing Textual Notes
To view or edit the textual notes for a document:
1. While viewing the document you wish to add a note for, click on the
Textual Note button
on the toolbar.
The Textual Note screen is displayed.
Textual Note
2. Enter any information you wish to add to the textual note and click Save.
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Printing Textual Notes
To print the textual notes for a document:
1. While viewing the document you wish to add a note for, click on the
Textual Note button
on the toolbar.
The Textual Note screen is displayed.
2. Select the Print button.
Select the printer you wish to print to and click Print.
The textual note will be printed.
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Document Operations
PaperVision Xpress offers a wide array of operations that can be performed on
documents. Accessibility to specific operations is controlled by your system
administrator.
Printing Documents
To print the current document:
1. While viewing the document you wish to print, select the Print Document
button
on the toolbar.
The Printer Setup screen is displayed.
Printer Setup
2. Select the printer you wish to print to.
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3. Select the page range and number of copies you wish to print and click
Print.
The selected pages will be printed.
Printing the Displayed Region of an Image
Printing the displayed region of an image will print exactly what is shown in
the document viewer to the default printer. Simply click on the Print
Displayed Region to Default Printer button
on the toolbar.
Printing the Current Page of a Document
You can print the currently displayed page of a document to the default printer
(without having to select any print options) by right clicking on the document
and selecting Print Current Page.
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Adding New Documents
To add a new document from within the document viewer:
1. Select the Add New Document button
on the toolbar.
The Add New Document screen is displayed. The currently displayed
document’s index values will be pre-populated for the new document.
Add New Document
2. Enter the document index fields for the new document.
3. Click the … button and select the new document’s file.
Click Save.
The new document will be uploaded to the server. Applicable document
security levels will be applied.
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Exporting Documents
To export the current document:
1. While viewing the document you wish to export, select the Export button
on the toolbar.
The Export Setup screen is displayed.
Export Setup
2. Select the Image Format the document’s images will be converted to.
3. Select how the file names will be created from the File Name Field list –
either based on a date/time stamp or on one of the document’s index field
values.
4. Select the Output Directory where the exported files will be written.
5. Select the page range you wish to export.
6. Click Export.
PaperVision Xpress will export the selected document’s pages and will
notify you when the operation is complete.
Opening Files in their Native Application
Although PaperVision offers document viewing capabilities for over 250
different document and image formats, it is sometimes necessary to open a
document in its native application. PaperVision offers the ability to open the
file that you are viewing in its native application as determined by your
operating system.
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To open the file:
1. While viewing the page of the document you wish to open, select the
Open File in Native Application button
on the toolbar.
2. If you have security access to document versioning and this is an external
document, you will be prompted whether or not you wish to check out the
current document. If you select No, the document will still be opened, it
just will not be checked out to you. If you select Yes, it will be checked out
to you and then opened.
Viewing a Page’s Source File Information
The source file information for any page can be viewed by right-clicking on
the document and selecting Source File Information. This will display the
original data group name that the file resides on as well as the path to the file
from the root path of the source data group.
Source File Information
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Emailing Documents
PaperVision offers the ability to email documents from any MAPI-compliant
email application such as Microsoft Outlook, Outlook Express, and Lotus
Notes (with appropriate options).
To email the document:
1. While viewing the document you wish to email, select the Email button
on the toolbar.
The Email Setup screen is displayed
Email Setup
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2. Select the page range you want to email, the image attachment file format
(for image-based documents) and click Email.
PaperVision Xpress will gather all of the associated files and create an
email message.
Email Message
3. Click Send to send the message.
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Altering Document Index Values
To alter the document’s index values:
1. While viewing the document whose index values you wish to alter, click
on the Alter Document Index Values button
on the toolbar.
The Alter Document Index Values screen is displayed.
Alter Document Index Values
2. Change the index values as desired and select Save to save the changes.
The changes will take place immediately.
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Finding Text in a Document
To find a specific word or phrase within a document:
1. While viewing the document you wish to search, select the Find Text
button
on the toolbar.
The Find Text screen is displayed.
Find Text
2. Enter the text you wish to find and click OK.
The document will be searched and the first occurrence (from the cursor
location) will be highlighted.
3. If you wish to search for the next occurrence of the same text, simply click
on the Find Next Occurrence button
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Copying Data to the Clipboard
Document contents (other than image portions) can be copied to the clipboard
to be re-used in other applications.
To copy data to the clipboard:
1. Use your mouse to highlight the information you wish to copy or right
click on the document and select Select All.
2. Right click on the document and select Copy to Clipboard from the menu.
The information will be copied to the clipboard.
Extracting Files from Archives
Some archive file types (such as ZIP files) contain additional files within their
container. These files can be extracted to your hard drive for further use.
To extract files from archives:
1. While viewing an archive document, use your mouse to highlight the files
you wish to extract.
2. Right click on the document and select Extract Selected Files from the
menu.
You will be prompted to select a directory to extract into.
3. Select the desire directory and click OK.
The selected files will be extracted into the specified directory.
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Viewing Password Protected Archives
Some archive file types (such as ZIP files) contain additional files within their
container. Often times these files are password protected. You can set a
password to be used to open these types of files for viewing. Once a password
is set, it will remain in memory until the document viewing window (or
application) is closed.
To view supported password protected files:
1. While viewing an archive document, right click on the document and
select Set Password from the menu.
You will be prompted to enter the password.
2. Enter the password for the file and click OK.
The document will be redisplayed applying the supplied password for
accessing its contents.
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Chapter 6 – User Options
PaperVision Xpress offers user options to allow users to tailor the application
to their needs. Except where noted, user options are saved in the PaperVision
database and, as such, will be used whenever the user accesses the
PaperVision Xpress system from any location.
Available Options
User options can be accessed by selecting Options from the Actions menu in
the PaperVision Xpress main screen.
User Options
Max. Results per Query: Specifies the maximum number of documents to
return during a search.
Alternate Data Group Retrieval Path: When a document is retrieved,
PaperVision attempts to access the file at the location from which it was
originally loaded. However, if it was loaded from removable media such as a
CD-ROM, the correct CD-ROM may not be inserted in the drive.
Furthermore, one user’s CD-ROM drive letter may be different from another
user’s drive letter. If an Alternate Data Group Retrieval Path is defined,
PaperVision, if unable to locate the necessary file, will prompt the user to
insert the required data group into this location and then check to see if the file
exists. This is a local setting that is saved on the local machine (rather than the
server).
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Changing Passwords
To change your password:
1. From the PaperVision Xpress main screen, select Change Password from
the Actions menu.
The Set Password screen is displayed.
Set Password
2. Enter your Current Password.
3. Enter your New Password.
4. Re-enter your new password in the Confirm Password field.
5. Click OK.
Your password will be changed.
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Chapter 7 – Migration Jobs
Overview
Migration jobs are created whenever you tag documents for migration. A new
migration job is automatically created whenever a document is tagged for a
new project, or if the migration job for that project has already been submitted
for processing. Once your documents have been tagged for migration, the
migration jobs must be submitted to be processed by the administrator.
If the optional PaperVision Distribution Assistant component has been
licensed, the PaperVision Distribution Assistant software will automatically
be copied into any migrated data groups during the migration process.
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Submitting Migration Jobs
To submit migration jobs:
1. From the PaperVision Xpress main screen, select Migration Jobs from the
Actions menu.
The Migration Jobs screen is displayed.
Migration Jobs
2. Select the migration jobs you wish to submit and select Submit.
The selected migration jobs will be submitted for processing.
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Deleting Migration Jobs
To delete migration jobs:
1. From the PaperVision Xpress main screen, select Migration Jobs from the
Actions menu.
The Migration Jobs screen is displayed.
2. Select the migration jobs you wish to delete and select Delete.
You will be prompted to ensure you wish to delete the selected migration
jobs.
3. Click Yes to delete the migration job.
The selected migration jobs will be deleted.
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Chapter 8 – System Administration
Active Sessions
As users log into PaperVision Xpress, a session is started. Every time a user
accesses the server, PaperVision verifies that their session is still valid,
performs the requested operation, and then updates their Last Activity Time. If
a user sits idle for too long (as specified by the administrator), their session
may automatically be terminated. The Active Sessions list contains a list of all
of the sessions currently in use and can be accessed by selecting View Active
Sessions from the Administration menu.
Active Sessions
You can manually kill any of the sessions (essentially, logging the user off) by
highlighting the sessions you wish to kill and selecting the Kill button.
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Data Groups
A data group is a set of documents and their index values. A data group may
contain one document or it may contain thousands of documents; and, those
documents may be grouped into either one or many projects. PaperVision
supports importing data groups from a number of different sources:
•
Digitech’s PaperFlow™ Image Data Group Format
•
Digitech’s DataFlow™ COLD/ERM Data Group Format
•
Digitech’s PaperVision Enterprise Report Management (PVERM)
Data Group Format
•
Digitech’s PaperVision Message Capture (PVMSG) Data Group
Format
•
Digitech’s PaperVision Package File Format
•
ImageMax’s Docu-ROM™ Image Data Group Format
•
ImageMax’s ScanTRAX™ Image Data Group Format
•
C.A.R. (Film-based) formatted text file
•
XML Formatted Data Group
Other than C.A.R. and XML formatted data groups, all other data groups are
produced by their respective applications.
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C.A.R. Data Groups
Computer Aided Retrieval (C.A.R.) allows users to search through both filmbased images as well as digital documents located in data groups. When a
user selects a document that is located on film, they are alerted that the
document is on film and they are given the roll and frame number in which
they can locate the desired image.
PaperVision imports C.A.R. files which are “Pipe-Delimited Text Files”.
These text files contain the index information as well as the roll and frame
number on which to locate a document. Below is a sample C.A.R. File which
can be loaded into PaperVision:
[CAR]
DGNAME=99990001
DEPTNAME=ABC Corporation
PROJNAME=Accounts Payable
ACME CORP.|12/31/98|19421|1
B SQUARE|12/30/98|19421|4
The first four lines of the C.A.R. file should always be formatted as shown.
The “DGNAME” value specifies the unique identifier given to this C.A.R.
data group. No other C.A.R. data group should ever have the same
“DGNAME” value unless you are adding data to an existing one. The
“DEPTNAME” value should contain the department or company name that
the data group belongs to. The “PROJNAME” field contains the name of an
existing project in PaperVision into which the documents will be imported.
Unlike all of the other import data group formats supported by PaperVision,
C.A.R. data groups are the only type that require the project already be
specified. PaperVision will import the index field data based on the order of
the index fields.
Note: the index fields are given, followed by a roll number, then a frame
number. You must supply all index fields defined in a project. If specific
information for a field is not available, the value can be left blank, but be sure
to leave a placeholder for the information.
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XML Data Groups
PaperVision supports importing XML-formatted data groups. This allows any
application capable of creating XML files to be able to import documents of
any type (images, MS Word, PDF files, etc.) into PaperVision. The format
required for an XML data group is specified in the DATAGRP Format.XML
file located in C:\Program Files\Digitech Systems\PaperVision\Docs
directory.
Importing a Data Group
Importing a data group is an extremely easy process. With the exception of
C.A.R. data groups, when a data group is imported, PaperVision checks to see
if the necessary projects already exist and, if not, creates them. It then
compares the names of the index fields in the data group with the names of the
fields in the existing PaperVision project. Below is an example of how this is
handled:
Existing PaperVision Project Fields:
•
Account Number
•
Customer Name
•
Invoice Date
Imported Data Group Fields:
•
Customer Name: Will be populated into the second index field in the
existing project “Customer Name”.
•
Account Number: Will be populated into the first index field in the
existing project “Account Number”.
•
PO Number: Since this field does not exist (but could be added
manually) in the existing project, it will be ignored.
Since the data group does not contain an “Invoice Date” field, it will be
populated with an invoice date value of [Blank].
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To manually import a data group:
1. From the PaperVision Xpress main screen, select Import Data Group from
the Administration menu.
The Import Data Group screen is displayed.
Import Data Group
2. Select the “…” button to select the path of the data group you wish to
import. When browsing for the data group, select DATAGRP.MDB (for
PaperFlow Data Groups), COLDGRP.DAT (for DataFlow Data Groups),
CDSTAMP.MDB (for Docu-ROM Data Groups), PROJECT.MDB (for
ScanTRAX Data Groups), CARFILE.TXT (for C.A.R. Data Groups),
DATAGRP.XML (for XML Data Groups), ERMGROUP.XML (for
PVERM Data Groups), MSGGROUP.XML (for PVMSG Data Groups), or
the PVPGK file (for PaperVision Package Files).
3. Select whether to perform an Append import (to only import documents
that have not been previously loaded from this data group) or a
Full/Reload import (to completely reload all of the documents in the data
group). This setting does not pertain to data groups that have never been
imported into PaperVision, as new data groups are always imported as
appends.
4. Click Start.
PaperVision will import the data group immediately.
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Viewing and Editing Data Group Properties
To view or edit data group properties:
1. From the PaperVision Xpress main screen, select Manage Data Groups
from the Administration menu.
The Manage Data Groups screen is displayed.
Manage Data Groups
2. Highlight the data group you wish to view or edit.
3. Select the Properties button.
The Data Group Properties screen is displayed.
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Data Group Properties
4. Change the Read/Write setting to meet your requirements. If a data group
is marked as Read/Write, when a document is deleted from PaperVision,
the files will be physically deleted from their source data group.
Otherwise, only the reference pointers to that document are deleted from
the PaperVision database (no files are deleted).
5. Click OK to save your changes
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Purging Data Groups
Data groups can be purged from PaperVision to delete all of the documents
related to those data groups from the system. If the data group is marked as
Read/Write, PaperVision will also physically delete all of the files for the data
group from the system.
To purge data groups:
1. From the Manage Data Groups screen, highlight the data groups you wish
to purge and select the Purge button.
The Purge Data Group screen is displayed.
Purge Data Group
2. After reading the warning, click Purge.
The data group will be purged while you wait.
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System Security
PaperVision’s robust security architecture allows entity administrators to
control nearly every aspect of system access. General security properties are
configured through the System Security. Project-level and document-level
security is handled from within the project configuration. However, prior to
configuring project-level and document-level security, system users and
groups must first be defined.
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System Users
Users represent each individual user of the PaperVision system. Although
you can assign project rights to groups, you can also assign project rights to
individual users as well. User accounts can be manually created or a pipedelimited (or tab-delimited) text file can be used to batch load users with (or
without) their passwords.
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Creating a New User
To create a new user:
1. From the PaperVision Xpress main screen, select Manage System Security
The System Users and Groups screen is displayed.
System Users and Groups
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2. Select the New button under System Users.
The New User screen is displayed.
New User
3. Enter the User Name that they will use to login to PaperVision.
4. Enter the user’s full name (optional). The user’s full name is used for
some of PaperVision’s reporting capabilities.
5. Enter the initial password that the user will use to access the system.
6. If you want the user to have to change their password the next time they
login, select the User must change password at next login option.
7. If you want the user to be able to change their passwords at will (rather
than only when forced), select the User can change password when
desired option.
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8. Select the User Type.
Users do not have access to any projects or functionality unless they are
explicitly granted access.
System Administrators can completely administrate a single entity and
have access to all functionality in all projects for that entity.
9. Click OK to save the new user.
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Editing an Existing User
To edit an existing user:
2. Double click on the user you wish to edit.
The User Properties screen is displayed.
User Properties
3. Make the necessary modifications to the user account and click OK.
The modifications will be saved and will take effect the next time the user
logs into PaperVision.
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Deleting Users
To delete existing users:
2. Highlight the users you wish to delete and click the Delete button.
You will be prompted to ensure you wish to delete the selected users.
3. Click Yes to delete the users.
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Setting a User’s Password
There may be times when it is necessary to set (or change) a user’s password.
To set a user’s password:
2. Highlight the user whose password you want to set and select the
Password button.
The Set Password screen is displayed.
Set Password
3. Enter the new password for the user and then confirm the new password
by re-entering the same password (passwords are case-sensitive).
4. Select OK to set the new password.
The new password will be set.
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System Groups
Groups allow you to select similar users and assign a common set of access
rights to those users all at once. In other words, you can create user accounts
and rather than assign each of those users rights to a project, you can add
those users to a group and assign the group rights to a project.
Creating a New Group
To create a new group:
System Users and Groups
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2. Select the New button below System Groups..
The New Group screen is displayed.
New Group
3. Enter the Group Name.
4. Select the users that will be members of the new group.
5. Click OK to save the new group.
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Editing an Existing Group
To edit an existing group:
2. Double click on the group you wish to edit.
The Group Properties screen is displayed.
Group Properties
3. Make the necessary modifications to the group and click OK.
The modifications will be saved and will take effect the next time the
member users log in to PaperVision.
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Deleting Groups
To delete existing groups:
2. Highlight the groups you wish to delete and click the Delete button.
You will be prompted to ensure you wish to delete the selected groups.
3. Click Yes to delete the groups.
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Migration Jobs
PaperVision offers unique functionality to facilitate collection of documents
from your repository into external data groups (CD-ROMs, etc.). This
becomes particularly useful in applications where specific sets of data are
required to give to an end-user (i.e. legal projects where an attorney wishes to
extract information about a specific case and have it placed on a CD-ROM to
take to trial).
Migrating information requires three simple steps:
1. User tags the documents that they wish to migrate.
2. User submits the migration job.
3. Performing the migration process.
Once the user has submitted their migration job, the administrator must run
the job to extract the selected/tagged documents and copy them to a location
which can be burned onto CD-ROM or copied onto some other media. The
extracted information is formatted into a standard PaperFlow™ data group. As
such, COLD/ERM documents and C.A.R. references are not supported for
migration. Migration jobs do NOT export document annotations.
During the migration process, if any errors occur when locating document
files, the errors are written to a “Migration Errors X.txt” file in the data
group’s directory.
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Running a Migration Job
To run the migration job:
1. From the PaperVision Xpress main screen, select Manage Migration Jobs
The Manage Migration Jobs screen is displayed.
Manage Migration Jobs
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2. Double click on the migration job you wish to run.
The Migration Job Properties screen is displayed.
Migration Job Properties
3. Enter the New Data Group name to be used.
4. Enter the name of the New Project that will be created.
5. Enter the Max Size of the new migration data group. When the maximum
size is reached, a new data group will automatically be created
(incrementing the data group name).
6. Click Run Job to perform the migration.
PaperVision will extract the requested documents and perform the
migration, making no changes to the documents in the repository.
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Deleting Migration Jobs
When migration jobs are run, they are not automatically deleted in case they
need to be run again. They must be explicitly deleted by the submitting user or
the administrator.
To delete a migration job:
1. From the PaperVision Xpress main screen, select Manage Migration Jobs
The Manage Migration Jobs screen is displayed.
2. Highlight the migration jobs you wish to delete and select the Delete
button.
You will be prompted to ensure you wish to delete the selected migration
jobs.
3. Select Yes to delete the migration jobs.
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Licensing
PaperVision’s licensing features allow you to easily expand your system by
adding additional licenses.
Adding a New License
To add a new license:
1. From the PaperVision Xpress main screen, select Manage Licenses from
The Manage Licenses screen is displayed.
Manage Licenses
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2. Select the New button.
New License
3. Enter the license code provided with your software documentation.
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4. Select Web Authorization to authorize the software via the internet.
OR
Select Phone Authorization if you do not have access to the internet.
The Obtain Authorization Code screen is displayed.
5. Enter the authorization code provided to you by Digitech’s technical
support staff and click OK.
The license will be added to the database.
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Viewing License Properties
To view a license’s properties:
1. From the PaperVision Xpress main screen, select Manage Licenses from
The Manage Licenses screen is displayed.
2. Double click on the license you want to view.
The License Properties screen is displayed.
License Properties
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Auto-Import Paths
PaperVision Xpress offers the ability to have data automatically imported (see
System Settings later in this chapter for more information on how to enable
this). This can be used to import data groups that are live (are being processed
by another application) or data groups that have been copied (or FTP’ed) to a
location that the application is monitoring. When monitored import paths are
being used, PaperVision looks for the existence of one of the following files in
a monitored import path:
•
DATAGRP.MDB (for PaperFlow data groups)
•
COLDGRP.DAT (for DataFlow data groups)
•
CDSTAMP.MDB (for Docu-ROM data groups)
•
PROJECT.MDB (for ScanTRAX data groups)
•
CARFILE.TXT (for C.A.R. data)
•
DATAGRP.XML (for XML data groups)
•
ERMGROUP.XML (for Report Management data groups)
•
MSGGROUP.XML (for Message Capture data groups)
•
*.PVPKG (for PaperVision Package Files)
The file need not exist in the root of the monitored import path. In fact, it can
be placed at ANY DEPTH below the monitored import path. If one of these
files exists, PaperVision will begin importing the data group. For this reason,
it is recommended that these files be copied (or FTP’ed, etc.) absolutely last,
rather than copying the data group file and then all of the supporting image or
document files. Furthermore, you will need to take care that the application
doesn’t begin to import a data group before the file is completely transmitted.
For instance, if you are FTP’ing the data group to a monitored import path,
you should send all of the supporting image and document files, then send the
file – but name it something else (i.e. DATAGRP.TMP). After the file is
completely transferred, rename the DATAGRP.TMP file back to its original
name. At this point the application will start to process the new data group.
PaperVision provides an easy way around this issue for automated imports of
XML data groups, Report Management Data Groups, and PaperVision
Package Files. When it locates one of these data groups, it checks to see if a
SUBMIT file also exists in the directory (DATAGRP.SUBMIT,
ERMGROUP.SUBMIT, MSGGROUP.SUBMIT,
<packagefilename>.SUBMIT). If not, it leaves that data group unprocessed
until the SUBMIT file has been copied or created in the same directory as the
data group file. The contents of the SUBMIT file are not important – in fact, it
can be an empty file.
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Creating a New Automated Import Path
To create a new automated import path:
1. From the PaperVision Xpress main screen, select Auto-Import Paths from
The Manage Automated Import Paths screen is displayed.
Monitored Import Path List
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2. Select the New.
The New Monitored Import Path screen is displayed.
New Monitored Import Path
3. Click the “…” button to select the path to be monitored.
4. Click the “…” button to select the workstation that will load the data from
the path.
5. If you wish to temporarily disable the monitoring of this path, uncheck the
Active checkbox.
6. Click OK.
The new import path will be created.
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Editing an Existing Automated Import Path
To edit an existing automated import path:
2. Double click on the item you wish to edit.
The Monitored Import Path Properties screen is displayed.
Monitored Import Path Properties
3. Make the necessary changes and click OK.
Deleting Automated Import Paths
To delete automated import paths:
2. Highlight the items you wish to delete and select the Delete button.
You will be prompted to ensure you want to delete the selected item(s).
3. Click Yes to perform the deletion.
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System Settings
System settings can be accessed by selecting System Settings from the
Administration menu.
System Settings
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Maximum Results per
Query
Specifies the maximum results that will be returned to a
user during a search. This is the maximum number of
individual documents returned at once.
Max Session Idle Time
Specifies the number of minutes that a user can sit idle
before the system automatically kills the user session (logs
the user out of the system).
Auto Import Paths
Specifies the period of inactivity on the LOCAL machine
before it will process any automated import paths.
Data Group Path
This path specifies where new (attached) documents are to
be written to.
Migration Job Path
Specifies the path where migration jobs are to be
processed.
Default Import Type
As data groups are imported, PaperVision checks to see if
the data group has been previously imported. If it has, this
option specifies whether PaperVision will import the new
documents that have been added to the data group
(Append), or overwrite the existing documents
(Full/Reload).
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Chapter 9 – Project Administration
A Project is a logical grouping of documents based on a common indexing
schema. When a data group is imported and the project referenced in the data
group does not exist, the project is automatically created. Additionally,
projects can be manually created. Projects support up to 200 named index
fields per document. It is important to note that Microsoft SQL Server only
supports maximum row sizes of 8060 bytes (characters). If the length of all of
the index field data for any given document exceeds 8060 characters, SQL
Server will not accept it and will raise an error.
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Working with Projects
Creating a New Project
To create a new project:
1. From the PaperVision Xpress main screen, select Manage Projects from
The Manage Projects screen is displayed.
Manage Projects
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2. Select the New.
The New Project screen is displayed.
New Project
3. Enter the name for the new project.
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4. Click Add to add a new index field.
The Insert New Field screen is displayed.
Insert New Field
5. Enter the name of the new index field.
6. Select the type of index field.
•
Boolean: Stores boolean values such as yes/no, true/false, etc.
•
Currency: Stores currency (monetary) values.
•
Date: Stores date/time values between Jan. 1, 1753 and Dec. 31, 9999.
•
Double Number: Stores numbers too large for using a Number field or
numbers that require decimal places.
•
Long Text: Stores textual data that is greater than 255 characters in
length. Long text values are not “indexed” by the database server and,
as such, can take a significant amount of time to search when there are
a large number of records.
•
Number: Stores whole number values between -2,147,483,648 and
2,147,483,647.
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•
Text: Stores textual data that does not exceed 255 characters in length.
•
Text(900): Stores textual data that does not exceed 900 characters in
length. It is important to note that when documents containing this
field type are migrated, they will be truncated to 255 characters since
migration databases do not support this field type.
7. If the selected index field type allows formatting, select the format that
you wish to have the index field’s data displayed in.
8. Under normal circumstances, PaperVision requires the user to manually
add any wildcard characters to their search criteria. Select an
Automatically Add Wildcards value to cause PaperVision to automatically
add wildcard characters in the designated position of the field if it is used
during a search.
9. As a data group is imported, PaperVision can verify that index field
information has been provided in the incoming data. By selecting
Required to Continue Importing, imports will immediately stop once a
document that has a blank field is encountered. This is particularly useful
where a data group being imported has not been fully indexed. Please note
that importing a PaperFlow data group with a new project that has not
been created in PaperVision will populate this option automatically if
PaperFlow’s Required for Processing option has been set.
10. Select OK to save the new index field.
11. Repeat steps 4 through 10 for any additional index fields.
12. Click OK to create the project.
The new project will be created.
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Editing an Existing Project
Index fields can be added or removed at any time (even after the project
contains documents). If a new index field is added, all of the existing
documents in that project will have that index field value filled with [Blank]
values. If an index field is removed, all of the existing index field data for that
particular field will be deleted.
To edit an existing project:
2. Highlight the project you wish to edit and select the Properties.
The Project Properties screen is displayed.
Project Properties
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3. Make the necessary changes to the project. Note that when you add or
remove an index field, the changes take place immediately (you will be
forced to select OK).
4. Once you are done making the desired modifications, click OK.
Deleting Projects
Deleting a project will remove all of the project-related data from the system.
Deleting projects does NOT delete physical documents from their respective
data groups.
To delete projects:
2. Highlight the projects you wish to delete and select the Delete.
You will be prompted to ensure that you wish to delete the selected
projects.
3. Select Yes to delete the projects.
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Security Access
PaperVision offers the ability to limit access to the different functionality such
as printing and emailing within a project. Always keep in mind that security
rights are cumulative - users accumulate individual rights as well as all rights
assigned to any group(s) of which they are a member.
New Security Access – Rights
View Documents
Grants the ability to view documents.
View Outside PaperVision
Grants the ability to view documents from outside of
the PaperVision system (i.e. not using the browser
plug-in).
Export/Open Documents
Allows users to export documents and to open the
source documents in their native applications (as
determined by their operating system).
Print/Fax Documents
Allows users to print and fax documents.
Email Documents
Allows users to email documents.
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Tag for Migration
Allows users to tag documents for migration.
Delete Documents
Allows users to delete documents.
Modify Documents
Allows users to alter document index values.
Add Documents
Allows users to add documents to the system.
View Annotations
Allows users to optionally view annotations on
documents.
Force Annotations On
Requires that users view annotations on documents
(useful for enforcing redacted portions of documents).
Create/Modify Annotations
Allows users to create and modify annotations on
documents.
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Granting Security Access Rights
To grant security access rights to a project:
2. Highlight the project you wish to grant security access to and select
Security Access.
The Manage Project Security screen is displayed.
Manage Project Security
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The New Security Access screen is displayed.
New Security Access – General
4. Select the users and groups that you want to apply the new rights to. If you
select a user or group who already has rights in this project, the project
rights will be replaced with the new rights you are defining.
5. Select the Rights tab to assign rights to the selected users and groups.
The Security Access Rights screen is displayed.
6. Select the rights that you wish to grant to the selected users and groups.
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7. Click OK to save the new security access.
The new security access rights will be assigned and any new users or
groups that have access to the project will be listed in the Security Access
List.
Editing Existing Security Access Rights
To edit existing security access rights:
2. Highlight the project you wish to edit security access for and select
Security Access.
The Manage Project Security screen is displayed.
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3. Highlight the user or group you wish to edit security access rights for and
select the Properties button.
The Edit Security Access screen is displayed.
Edit Security Access - General
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4. Select the Rights tab.
The Edit Security Access Rights screen is displayed.
Edit Security Access – Rights
5. Grant/revoke the rights as necessary.
6. Select OK to save the changes.
The security access rights will be granted or revoked.
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Deleting Security Access Rights
Security access rights can be deleted in two ways. The first is to edit the
security access rights for a user or group and deselect all of their rights. The
second, and much quicker manner, is as follows:
To delete security access rights:
2. Highlight the project you wish to delete security access for and select
Security Access.
The Security Access List screen is displayed.
3. Highlight the user or group you wish to delete security access rights for
and select the Delete button.
You will be prompted to ensure you wish to delete the selected security
access rights.
4. Click Yes to delete the rights.
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Document Security Levels
PaperVision provides extensive security measures beyond the project-level
security access rights presented earlier in this chapter. Project security access
rights provide functionality-based security at the project level. Users are
granted (or denied) access to specific projects and functionality within those
projects. Document security, on the other hand, provides much more finegrained tuning of the security all the way down to the individual document
level.
Document security is performed in two steps. First, security levels are
defined. Second, those security levels are applied to documents. When one
(or many) security level is applied to a document, that document is no longer
accessible to all users with security access to the project. Instead, the users
must also have access to at least one of the document security levels assigned
to the document. A document can have an unlimited number of document
security levels assigned to it.
Applying document security levels is accomplished in any one of three
manners:
•
As documents are imported (or added), if any Criteria has been
defined, PaperVision will automatically apply the document security
levels whose criteria matches the document’s index values.
•
Document security levels can be applied in bulk to all of the existing
documents. Any document that meets a level’s Criteria will have the
level assigned to it.
•
Document security levels can be applied manually. Administrators can
search for documents, select specific documents, and then apply or
remove specific security levels.
Administrators can easily detect documents that have been assigned document
security levels by the fact that they are listed in red in the search results list.
One of the many benefits that document security levels can provide is the
ability to provide access to users to only specific documents. In order to
accomplish this, the administrator needs to create a generic “global” document
security level which locks down all of the documents. Then they can create
individual document security levels and grant users access to those levels they
need access to.
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Creating a New Document Security Level
To create a new document security level:
2. Highlight the project you wish to create a document security level for and
select Document Security.
The Manage Document Security screen is displayed.
Manage Document Security
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The New Document Security Level screen is displayed.
New Document Security Level – General
4. Enter the name for the new document security level.
5. Select the users and groups that will have access to any document this
security level is applied to.
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6. If you wish to define criteria, select the Criteria tab. When documents are
imported or added to the system, PaperVision automatically compares
those new documents’ index values to all of the defined criteria for all of
the document security levels within that project. Any security levels
whose criteria matches the documents’ index values will automatically be
applied to the documents. Creating criteria is optional.
The Document Security Level Criteria screen is displayed.
New Document Security Level - Criteria
7. Enter the criteria that will be used to automatically apply this document
security level to documents as they are imported or added to the system
(or when the level is applied to existing documents).
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8. Test your criteria to ensure that it is valid by selecting the Test button.
PaperVision will validate your criteria and notify you if any problems
exist.
9. Click OK to save the new security level.
The new security level will be created but will NOT be applied to any
documents yet.
Editing an Existing Document Security Level
To edit an existing document security level:
2. Highlight the project you wish to edit a document security level for and
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3. Double click on the document security level you wish to edit.
The Edit Document Security Level screen is displayed.
Edit Document Security Level
4. Make the necessary changes to the document security level.
5. Click OK to save the changes.
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Deleting Document Security Levels
Deleting document security levels will delete the level (so it cannot be applied
to any additional documents) and will remove the level from all documents it
is already applied to.
To delete a document security level:
2. Highlight the project you wish to delete a document security level from
and select Document Security.
3. Highlight the desired security levels and select the Delete button.
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Applying a Document Security Level
As stated previously, there are three ways that document security levels are
applied to documents:
•
Applying the levels to documents as they are imported or added based
on the levels’ criteria.
•
Manually applying the levels to specific documents from the search
results list.
•
Applying the levels to all existing documents in the project that meet
the levels’ criteria.
To apply a security level to all existing documents in a project that meet the
level’s criteria:
2. Highlight the project you wish to apply a document security level for and
3. Highlight the desired security level and select the Apply button.
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Appendix A – System Hotkeys
Hotkey
Function
Ctrl + E
Displays the Search screen.
Ctrl + W
Displays a new WorkFlow screen.
Ctrl + Q
Displays the Worksteps Waiting in Queue screen.
Ctrl + F
Displays the first page of the first document in the search results
list.
Ctrl + P
Displays the first page of the previous document in the search
results list.
Ctrl + N
Displays the first page of the next document in the search results
list.
Ctrl + L
Displays the first page of the last document in the search results list.
F
Displays the first page of the current document.
P
Displays the previous page of the current document.
N
Displays the next page of the current document.
L
Displays the last page of the current document.
J
Jumps to a specific page of the current document.
W
Zooms the image or document to display its full width.
H
Zooms the image to display its full height.
Spacebar
Zooms the image or document to fit inside the window and sets the
rotation to zero.
R
Rotates the image 90 degrees.
O
Toggles the overlay for a COLD/ERM document on and off.
Ctrl + T
Finds a specific word or phrase within the current document.
F3
Finds the next occurrence of text searched for.
G
Creates a document grant.
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S
Shows/Hides the annotations for an image.
A
Edits the annotations for an image.
Ctrl + A
Shows the textual annotation for a document.
Ctrl + Z
Prints the current document.
Z
Prints the current page of the document to the default printer.
Ctrl + R
Prints the displayed region of the current image.
E
Emails the current document.
I
Alters the current document’s index values.
X
Exports the current document.
Esc
Closes the current screen.
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Appendix B – Frequently Asked Questions
This section is intended to answer questions that are not specifically tied to
any particular section of the manual, but may be of interest to you.
What document file formats are supported for native viewing within
PaperVision, without requiring any additional software?
Archive Formats
•
7-Zip version 4.57
•
BinHex
•
GZIP version 2
•
Java Archive
•
Legato EMailXtender Archive
•
Microsoft Cabinet format version 1.3
•
PKZIP versions through 9.0
•
WinZip versions through 10
•
Tape Archive
•
UNIX Compress
•
UUEncoding all versions
Binary Formats
•
Executable
•
Link Library
Computer-Aided Design Formats
•
AutoCAD Drawing versions R13, R14, 2000 (R15), 2004 (R18), 2007
(R21)
•
AutoCAD Drawing Exchange versions R13, R14, 2000 (R15), 2004
(R18), 2007 (R21)
•
Microsoft Visio versions 5, 2000, 2002, 2003, 2007
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Database Formats
•
Microsoft Access versions 95, 97, 2000, 2002, 2003
Display Formats
•
Adobe PDF versions 1.1 to 1.7
Graphic Formats
•
Computer Graphics Metafile
•
CorelDRAW versions through 9.0
•
DCX Fax System
•
Encapsulated Postscript (raster) – TIFF header
•
Enhanced Metafile
•
GIF versions 87 and 89
•
JPEG
•
Lotus AMIDraw Graphics
•
Lotus Pic
•
Macintosh Raster version 2
•
MacPaint
•
Microsoft Office Drawing
•
PC PaintBrush version 3
•
Portable Network Graphics (PNG)
•
SGI RGB Image
•
Sun Raster Image
•
Tagged Image File (TIFF) versions through 6.0
•
Truevision Targa version 2
•
Windows Animated Cursor
•
Windows Bitmap
•
Windows Icon Cursor
•
Windows Metafile version 3
•
WordPerfect Graphics 1 version 1
•
WordPerfect Graphics 2 version 2 and 7
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Mail Formats
•
Domino XML Language (non-encrypted embedded files)
•
Legato Extender
•
Lotus Notes Database versions 4, 5, 6.0, 6.5, 7.0
•
Mailbox (MBX) created by Eudora 6.2 and Thunderbird 1.0
•
Microsoft Outlook Message (MSG) versions 97, 2000, 2002, 2003, 2007
•
Microsoft Outlook Express (EML) versions 5 (Mac) and 6 (Windows)
•
Text Mail (MIME)
Multimedia Formats (note: multimedia files are played using the Windows
Media Control Interface)
•
Audio Interchange File Format (AIFF)
•
Microsoft Wave Sound (WAV)
•
MIDI
•
MPEG-1 Video version 2 and 3
•
MPEG-2 Audio
•
NeXT/Sun Audio
•
QuickTime Movie version 2, 3, 4
•
Windows Video (AVI) version 2.1
Presentation Formats
•
Applix Presents versions 4.0, 4.2, 4.3, 4.4
•
Corel Presentations versions 6, 7, 8, 9, 10, 11, 12, X3
•
IBM Lotus Symphony Presentation 3.0
•
Lotus Freelance Graphics 2
•
Lotus Freelance Graphics versions 96, 97, 98, R9, 9.8
•
Macromedia Flash versions through 8.0
•
Microsoft PowerPoint PC version 4
•
Microsoft PowerPoint Windows versions 95, 97, 2000, 2002, 2003
•
Microsoft PowerPoint Windows XML version 2007
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•
Microsoft PowerPoint Macintosh versions 98, 2001, v.X, 2004
•
Oasis Open Document Format version 2.0
•
OpenOffice Impress versions 1, 1.1, 2.0
•
StarOffice Impress versions 6, 7, 8
Spreadsheet Formats
•
Applix Spreadsheets versions 4.2, 4.3, 4.4
•
Comma Separated Values (CSV)
•
Corel Quattro Pro versions 5, 6, 7, 8
•
Data Interchange Format
•
IBM Lotus Symphony Spreadsheet 3.0
•
Lotus 1-2-3 versions 2, 3, 4, 5, 96, 97, R9, 9.8
•
Lotus 1-2-3 Charts versions 2, 3, 4, 5
•
Microsoft Excel Windows versions 2.2 through 2007
•
Microsoft Excel Windows XML version 2007
•
Microsoft Excel Charts versions 2, 3, 4, 5, 6, 7
•
Microsoft Excel Macintosh versions 98, 2001, v.X, 2004
•
Microsoft Works Spreadsheet versions 2, 3, 4
•
Oasis Open Document Format versions 1, 2
•
OpenOffice Calc versions 1, 1.1, 2.0
•
StarOffice Calc versions 6, 7, 8
Text and Markup Formats
•
ANSI
•
ASCII
•
HTML versions 3, 4
•
Microsoft Excel Windows XML version 2003
•
Microsoft Word Windows XML version 2003
•
Microsoft Visio XML version 2003
•
Rich Text Format versions 1 through 1.7
•
Unicode Text version 3, 4
®
PaperVision Xpress
147
User Guide
•
XHTML version 1.0
•
XML (generic) version 1.0
Word Processing Formats
•
Adobe FrameMaker Interchange Format versions 5, 5.5, 6, 7
•
Applix Words versions 3.11, 4, 4.1, 4.2, 4.3, 4.4
•
Corel WordPerfect Linux versions 6.0, 8.1
•
Corel WordPerfect Macintosh versions 1.02, 2, 2.1, 2.2, 3, 3.1
•
Corel WordPerfect Windows versions 5, 5.1, 6, 7, 8, 9, 10, 11, 12, X3
•
DisplayWrite version 4
•
Folio Flat File version 3.1
•
Fujitsu Oasys version 7
•
IBM DCA/RFT version SC23-0758-1
•
IBM Lotus Symphony Documents 3.0
•
JustSystems Ichitaro versions 8 through 2005
•
Lotus AMI Pro versions 2, 3
•
Lotus AMI Professional Write Plus version 2.1
•
Lotus Word Pro versions 96, 97, R9
•
Lotus SmartMaster versions 96, 97
•
Microsoft Word PC versions 4, 5, 5.5, 6
•
Microsoft Word Windows versions 1.0, 2.0, 6, 7, 8, 95, 97, 2000, 2003
•
Microsoft Word Windows XML version 2007
•
Microsoft Word Macintosh versions 4, 5, 6, 98, 2001, v.X, 2004
•
Microsoft Works versions 2, 3, 4, 6, 2000
•
Microsoft Windows Write versions 1, 2, 3
•
Oasis Open Document Format versions 1, 2
•
OpenOffice Writer versions 1, 1.1, 2.0
•
StarOffice Writer versions 6, 7, 8
•
WordPad versions through 2003
•
XyWrite version 4.12
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PaperVision Xpress
148
User Guide

PaperVision® Xpress User Guide

Transcription

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