Home

Ariel User Manual.book - Document Delivery Service

Contents

1. 3 171 Ariel User Manual v4 1 patron categories setting UP s s 3 141 patron category adding n 3 146 deleting 00 0 3 148 modifying 3 147 viewing ooo e 3 145 patron delivery options entering noonoo 3 116 modifying 3 117 setting UP s s s 3 106 patron list adding at secsetsetinadtess 3 157 creating n o 3 148 deleting gee eer re 3 160 importing 3 161 importing in CSV format 3 165 importing in Excel format 3 164 maintaining 3 148 modifying 3 158 VIEWING cs cfecsirasessas 3 157 patrons importing documents 4 209 sending documents 4 209 4 251 4 255 posted documents removing oss 4 279 preferences window 3 78 print options setting UP s on 4 223 printing documents 4 224 4 225 pages of a document 4 194 publication library about ieee dancin 1 6 Q queue windows archive s ssensneeneeo 4 291 deleting documents 4 204 delivery n os 4 264 received tr ete 4 280 SON annie ee 4 237 Ariel User Manual v4 1 INDEX R received documents modifying 4 289 received queue window managing documents 4 280 modifying document details 4 286 understanding 4 280 registering arielak 2 18 2 24 releasing documents 4 197 4 198 removing documents 4 279 posted documents 4 279 replacing pages of a document 4 92 rescanning pages o
2. You can send the documents to Ariel workstations or patrons and view or print documents in the Archive Queue window Ariel User Manual v4 1 4 291 DOCUMENT MANAGEMENT Field Descriptions The fields in the Archive Queue window are described in the following table Field Name Field Description File Name The name of the file in which the document is saved This information is automatically displayed when the window is accessed Document ID The title or phrase that identifies a document This information is automatically displayed when the window is accessed The Document ID is entered in the Send Save and Send to Patron windows Description Any specific description of the file saved This information is automatically displayed when the window is accessed Pages The total number of pages of the document which is automatically displayed when the window is accessed 4 292 Ariel User Manual v4 1 Ariel User Manual v4 1 DOCUMENT MANAGEMENT Field Name Field Description The color format used when the document was scanned This information is displayed when the window is accessed This is based on the color format set in the Scan window The available options in the Scan window are B amp W Gray Scale and Color If C is displayed it indicates that some or all the pages of the document contain color and they were scanned using the color format If G is displayed it indicates that
3. Document ID The title or phrase that identifies a document which is automatically displayed when this window is accessed You can modify the document ID if required Patron The name of the patron You can enter the patron name or click Patron and select the patron name from the Patron List window Note Any remarks or comments about the document 4 296 Ariel User Manual v4 1 DOCUMENT MANAGEMENT Field Name Field Descriptions Archive Entry Identification File Name A unique file name given to the document when the document is saved in the Archive Queue window This is a mandatory field 1 File name can be more than 8 characters The file name cannot use characters that are invalid for DOS file names 2 Ariel automatically assigns the extension ARV for archive files Description The description given to a file name when you save a document Other Information Pages The total number of pages in a document This information is automatically displayed when the window is accessed Paper Size The paper size of the document This information is automatically displayed when the window is accessed When Archived Step by Step The date and time when the document moved to the Archived Queue window This information is automatically displayed when the window is accessed You can modify the file name description or the document ID of a document using the Arch
4. Field Name Field Description Document ID The title or phrase that identifies a document The document ID is displayed with the status The status is displayed in the icon before the field The Document ID is entered in the Send Save or Send to Patron windows The current status of the document which is automatically displayed For example if the document is not received by the Ariel workstation the status will be Pending Ariel User Manual v4 1 4 239 DOCUMENT MANAGEMENT Field Name Field Description The number of times the application has tried to send the document After 28 unsuccessful tries a document will be kept on hold If the receiving system has acknowledged receipt Sent will be displayed in this field The Internet Protocol address of the Ariel workstation to which the document is sent This information is displayed based on the Internet Protocol address selected in the Send window Date Time The date and time when the document first entered the Send Queue window This information is automatically displayed The date will be displayed based on the format you select in the General tab of the Preferences window The total number of pages of the document 4 240 Ariel User Manual v4 1 DOCUMENT MANAGEMENT Field Name Field Description The color format used when the document was scanned This is based on the color format set in the Scan window The avail
5. Inserting page s 1 Scanner Settings Dither Paper Size No Dither x Letter OK Brightness Resolution Cancel Print Page Light Dark 100 kd Format Contrast L 0 VW J Auto Scan Mode I Auto Scan Preview Restore Defaults Pages Scanned 5 Linking Images With Applications Step 3 Select the required scan options Step 4 Click Scan The scanned page is inserted before the selected page Step 5 Click OK to close the Inserting page window and return to the View Document window Step 6 You can also click Cancel to cancel page insertion and return to the View Document window Step 7 Click Close to close the View Document window Ariel User Manual v4 1 4 193 DOCUMENT MANAGEMENT Deleting Pages of a Document To delete a page in a document Step 1 Navigate to the page you want to delete in the View Document window Step 2 Click Delete Page A confirmation message for page deletion is displayed Step 3 Click Yes to delete the page or click No to cancel the deletion Step 4 Click Close to close the View Document window Printing Pages of a Document To print pages of a document Step 1 Navigate to the page you want to print in the View Document window Step 2 Click Print A message is displayed that the document is printed You can also click Cancel to cancel printing Step 3 Click Close to close the View Documents window You can click Thumbnail View to view multiple pages
6. The options available are 1 TWAIN When you select TWAIN you can select the scanner from the list of scanners displayed in the Select Source window 2 ISIS When you select ISIS the Select Scanner window is displayed with the list of scanners supported by the ISIS driver You can select the required scanner You can also add a new scanner to the list The fields in the Select Source window are described in the following table Field Name Field Description Sources Lists the different scanners configured to the system The list of scanners will be automatically displayed when this window is accessed The fields in the Scanner Selection window are described in the following table This window will be displayed when you select the ISIS option in the Scanner Driver field in the Scan tab of the Preferences window Field Name Field Description Scanner Before You Begin Lists the names of different scanners configured to the system The list of scanners will be automatically displayed when this window is accessed Before you set up preference options for scanning the scanners must be configured in your system Ariel User Manual v4 1 Ariel User Manual v4 1 SETTING UP ARIEL Step by Step You can enter and modify scan options using the Scan tab of the Preferences window You can select a specific TWAIN supported scanner from the Select Source window You can also select and add a specific I
7. n 4 247 sending to ariel workstations 4 243 viewing os 4 186 drop down list 2 34 E email messages updating 4 257 entering advanced options 3 1 8 Ariel User Manual v4 1 auto print options 3 97 firewall options 3 83 general preferences 3 79 mail options 3 105 patron delivery options 3 6 scan options 3 9 send and receive options 3 126 store forward and store retrieve op HONS gustssscqatentdeantees 3 122 error MeSSaES o n 2 52 when checking alias name in add new address window 2 55 when checking database 2 64 when checking document feeder for Scanning oseese 2 55 when checking document ID 2 54 when checking DSN connection 2 59 when checking files in folders 2 67 when checking imported address book sassiisisshinsieies 2 61 when checking internet protocol ad NESS eron iieii 2 56 when checking number of docu MEN S aceite eas 2 67 when checking password 2 63 when checking patron categories 2 60 when checking printer configura HOU e ais 2 53 when checking scanner initializa Hon ne 2 56 when checking SQL server connec TOI oee anais 2 59 when logging off while working with Ariel 0 0 0 0 2 62 when validating dates in biblio graphic window 2 60 when validating dates in log files 2 62 when validating email address 2 66 when validating internet protocol address 2 53 when validating mail servers 2
8. INTRODUCTION This symbol signifies a warning A warning is a message that cautions you about the danger involved in a specific task and the precaution you need to take when performing the task Ariel User Manual v4 1 1 9 INTRODUCTION 1 10 Ariel User Manual v4 1 Chapter 2 Getting Started Getting Started introduces you to Ariel s user interface and helps you start working with it This chapter provides the procedural information step by step instructions and other information that you need for using Ariel It consists of the following sections e Overview e Accessing Ariel e Navigating within Ariel e Database Maintenance e Error Messages Ariel User Manual v4 1 2 11 GETTING STARTED Overview This section explains the tasks involved in accessing Ariel and navigating within it It also provides procedural and task related information for performing database back up and restoration It is recommended that you read this section before you start using the application 2 12 Ariel User Manual v4 1 GETTING STARTED Accessing Ariel Ariel is a client server application used for transferring documents between libraries After Ariel is installed on your computer you can access it from the Windows Start menu You can place a shortcut for Ariel on the desktop or in the Windows taskbar You can perform various document management tasks after you access Ariel This section discusses the various requirem
9. Scan Settings The types of scan dialog that will be displayed for selecting the scanner You can select the required scan dialog option The available options are 1 Ariel s scan dialog Selecting this option will display only the scan dialog box specific to Ariel 2 Scanner specific dialog Selecting this option will display the scan dialog of the scanner configured to the system Dither The dither type for an image You can select the required option from the drop down list Note The values displayed in the drop down list are based on the scanner selected Paper Size 3 86 The size of the paper that will be used for scanning documents You can select the required option from the drop down list Note The values displayed in the drop down list are based on the scanner selected Ariel User Manual v4 1 Ariel User Manual v4 1 Brightness SETTING UP ARIEL Field Name Field Description The extent of brightness used while scanning the document You can use the horizontal scroll bar to adjust the brightness as required This field will be enabled or disabled based on the scanner selected Resolution The resolution that will be used when the documents are scanned You can select a required option Note The values displayed in the drop down list are based on the scanner selected Contrast The extent of contrast used while scanning documents You can use the ho
10. Serk Serk Serk Serk Serk Serk Sert 172 16 22 147 172 16 22 147 172 16 2 147 172 162 147 172 16 2 147 172 16 2 147 172 16 2 147 GETTING STARTED Step 5 Ariel is displayed with the Send Received Delivery and Archive Queue windows 172 162 147 172 162 147 172 162147 172 162 147 via pPodds com wiey cdds com 172 162 147 172 162 147 172 162 147 20107200 21 10 7200 __ ___ Based on the folder name specified by you during the installation of Ariel you have to select the folder to access Ariel For example If you have placed Ariel in the folder Accessories you need to access the application by selecting Programs gt Accessories gt Ariel Ariel User Manual v4 1 2 17 GETTING STARTED Logging Off from Ariel You can exit from Ariel once you have finished using it To prevent any unauthorized use of Ariel especially when you are using a computer that is also used by others ensure that you exit the application after you finish using it Step by Step You can log off from Ariel after you have finished using it Logging Off To log off from Ariel Step 1 Click Document gt Exit Ariel is closed You are now logged off from Ariel You can also click X to log off from Ariel Registering Ariel Registration is an important part of every application where you have to specify the details of the user and your system You can enter the registration details after installing Ariel
11. Status Description Ready Indicates that the document is ready to be printed when Auto Printing is on Active Indicates that the document is currently being printed You cannot select an active document The icon before the Document ID field is highlighted in yellow Held Indicates that the document is waiting in the queue The document can be printed only after it is released Error Field Descriptions Indicates that Auto Printing was On but there was an error and the document could not be printed If this status is displayed you need to check your print and auto print settings which are set up in the Preferences window The fields in the Received Queue window are described in the following table Field Name Field Description Document ID The title or phrase that identifies a document The document ID is displayed with the status The status is displayed in the icon before the field The Document ID is entered in the Send Save and Send to Patron windows Status Ariel User Manual v4 1 The current status of the document in the Received Queue window 4 281 DOCUMENT MANAGEMENT Field Name Field Description The Internet Protocol or email address from which the document was sent Note Only documents that are sent from Ariel workstations will be displayed in the Received Queue window Date Time The date and time when the document entered the Received Queu
12. Understanding Received Queue Window Before you can perform various document management tasks you need to understand how the documents are managed in the Received Queue window The documents that are received from various Ariel workstations are displayed in the Received Queue window You can print the documents you have received from other Ariel workstations if required If Auto Printing is On the document will be automatically printed Otherwise you can print the document by selecting Print from the Document menu The printing options are set in the Preferences window For more information about setting up printing options see Setting Up Auto Print Options You can print and delete the document or print and retain a copy of the document in the Received Queue window depending on the received queue dispositions selected in the Send Receive tab of the Preferences window You can turn the Receiving option on or off using the Settings menu When you select Receiving from the Settings menu you can receive documents sent by other Ariel workstations A tick mark appears before the submenu To suspend receiving of documents for specific time duration you can click this submenu again The tick mark disappears and documents will not be received Ariel User Manual v4 1 DOCUMENT MANAGEMENT Document Status in Received Queue Window The different statuses of a document in the Received Queue window are described in the following table
13. Delivery and Received Queue window Ariel User Manual v4 1 SETTING UP ARIEL The command button in the Change Password window is described in the following table aon Reset the password to the default password specified for accessing the Document Counter window Field Descriptions The fields in the Password Confirmation window are described in the following table Field Name Field Description Enter Password The password to access the Document Counter window The fields in the Document Counter window are described in the following table Field Name Field Description Work Station The Internet Protocol address of the Ariel workstation for which the document count details have to be viewed or reset You can select the required Internet Protocol address from the drop down list By default the Internet Protocol address of your system will be displayed If you select All the window will display the document count details of all documents from all Ariel workstations connected to the network Archive Document count Displays the total number of documents saved since the last reset of document count Ariel User Manual v4 1 3 167 SETTING UP ARIEL Field Name Field Description Send Document count Displays the total number of documents sent to Ariel workstations since the last reset of document count Delivery Document count Displays the tot
14. Select the format by which the document will be sent Step 6 Click OK to save and close the Add Patron Delivery Information window and return to the Patron List window Step 7 You can also click Cancel or xj to close the Add Patron Delivery Information window and return to the Patron List window without saving the details You can also add patron details from the Send window while sending documents Q to patrons Modifying Patron List Details To modify patron list details Step 1 Select the relevant category from the drop down list in the Patron List window The list of patron names are displayed based on the specific category selected Step 2 Select a patron name whose details you want to modify from the List section 3 158 Ariel User Manual v4 1 SETTING UP ARIEL Step 3 Click Edit The Update Patron Delivery Information window is displayed Update Patron Delivery Information X Last Name First Name Ted Merchant Category Alphabet to T 7 E mail Address tedmerchant usa net PIN JCZUD2T Comment V Always send document via E mail SendPDF Send TIFF Update patron information for This transaction only Alltransactions Cancel Help Step 4 Make the necessary changes Step 5 Click OK to save and close the Add Patron Delivery Information window and return to the Patron List window Step 6 You can also click Cancel or x to close the Update Patron Delivery Info
15. Status Description Deleting Indicates that the document is being deleted Will Retry Delete Indicates that deletion was not successful and the application will retry deleting the document The maximum number of times the application will try deleting the document is ten 10 Error Deleting Indicates that there was an error in deleting the document Ready to Delete Held Indicates that the document whose status is Ready to Delete is kept on hold Error Deleting Held Indicates that the document whose status is Error Deleting is kept on hold When the document is released the status of the document will change to Will Retry Delete ye 1 When the document is in Sending Posting Deleting Notifying and Canceling status it is said to be active and cannot be selected You can only cancel the delivery of the document by selecting Cancel Delivery from the Document menu 2 When the document status is Will RetrySend Will RetryPost WillRetryNotify or WillRetry Delete you can hold the document The status of the document will then change to ReadytoSend Held ReadytoPost Held ReadytoNotifv Held and ReadytoDelete Held respectively 4 268 Ariel User Manual v4 1 Field Descriptions DOCUMENT MANAGEMENT The fields in the Delivery Queue window are described in the following table Field Name Field Description Document ID The title or phrase that iden
16. Step 4 Click Apply to save the options as default preferences 3 122 Ariel User Manual v4 1 Step 5 Step 6 SETTING UP ARIEL Click OK to save and close the Preferences window You an also click Cancel or X to close the Preferences window without saving the details Modifying Store Forward and Store Retrieve Options To modify store forward and store retrieve options Step 1 Step 2 Step 3 Step 4 Step 5 Select the Store amp Forward Store amp Retrieve tab The fields are displayed Make the necessary changes Click Apply to save the options as default preferences Click OK to save and close the Preferences window You can also click Cancel or X to close the Preferences window without saving the details Setting Up Send and Receive Options Send and receive options refer to the options set up for sending or receiving documents from Ariel workstations Through the send and receive options you can enable sending or receiving of documents or suspend the sending or receiving process You can specify whether the documents can be retained or deleted from the respective Queue windows after sending or printing them The send and receive options can be used effectively for document management purposes Based on the options selected you can save delete or print documents You can set up the send and receive options based on your requirements In the Send Receive tab only the Lim
17. X to close the Preferences window without saving the details Entering Advanced Options To create the advanced options Step 1 Step 2 Step 3 Advanced Options r Server Information Enter the server address and path where the documents will be stored use FTP regardless of server type as well as the user name and password required for accessing the Server address ftp 172 16 1 188 ariel User name fail Password Password Confirm Navigate to the Preferences window Select Patron Delivery tab in the Preferences window Click Advanced Options The Advance Options window is displayed r Patron Delivery daily maintenance Enter the daily maintenance time for removing files from the server and for deleting entries from the Patron Delivery Queue Choose a time when both Ariel and the server are available but less busy such as late at night or early in the morning Schedule daily maintenance for 9 30 00 AM Cancel Help Step 4 Enter the server information and patron delivery Step 5 Step 6 3 118 daily maintenance details Click OK to save and close the Advanced Option window and return to the Preferences window You can also click Cancel or Ki to close the Advanced Options window without saving the details and return to the Preferences window Ariel User Manual v4 1 SETTING UP ARIEL Modifying Advanced Options To modify patron delivery option
18. drop it in the Send Queue window The Send window will be displayed You can specify the document ID and the address of the Ariel workstation to send the file Ariel User Manual v4 1 DOCUMENT MANAGEMENT Viewing Transaction Information To view the transaction details of a specific document Step 1 Navigate to the Send window Step 2 Click Transaction The transaction details are displayed in the Transaction Information window Transaction Information DOCUMENT EXCHANGE FORMAT INFORMATION Exchange format GEDI Exchange version 3 0 Cover length 2048 Document format TIFF 6 0 Service string DESTINATION AND STORAGE INFORMATION Record name TestDocl ELECTRONIC DELIVERY TRANSACTION INFORMATION Supplier name fghfg DOCUMENT DESCRIPTION Number of pages 4 Step 3 Click Close to close the Transaction Information window You can view the transaction information of documents in the Send and Save windows Ariel User Manual v4 1 4 249 DOCUMENT MANAGEMENT Selecting Destinations To select the destination for an Ariel workstation Step 1 Click Select in the Send window The Select Destinations window is displayed Select Destinations Aliases john osborne manda philips Address List Cancel Help Step 2 Select the required alias name The Internet Protocol address of the selected alias name is displayed in the Address list Step 3 Click OK to select the address The Se
19. 35 mandatory fields 2 37 message box 2 33 Ariel User Manual v4 1 option button 2 33 scroll bar ooe 2 32 spin BOX s d receociens 2 34 text area wo 2 35 text OMA Ai naanuesaane 2 35 window layout arielen eta 2 30 INDEX 6 311
20. 4 180 Ariel User Manual v4 1 DOCUMENT MANAGEMENT Accessing the Scan Window To access the Scan window Step 1 Select Document gt Scan The Scan window is displayed Scanner Settings Dither Paper Size fio Dither 7 Letter Brightness i Cancel Light Dark Rescan View High Print Page ese eee Eza Erez Help I Auto Scan Mode Auto Scan Preview Disposition f Scan then Sead Restore Defaults Scan and Save Es amo Pages Scanned 0 i Step 2 Select the required options and scan the pages of the document as required Scanning Documents To scan a document Step 1 Select the required scanning options Step 2 Select the Auto Scan Mode check box if you want to automatically scan the pages of the document Step 3 Select the Auto Scan Preview check box if you want to view the scanned page Step 4 Select the required option from the Disposition field Step 5 Click Scan The End Rescan View and Print Page buttons are enabled A message is displayed stating that the specific page of the document is Ariel User Manual v4 1 4 181 DOCUMENT MANAGEMENT Step 6 Step 7 Step 8 being scanned After the page is scanned its preview is displayed Adjust the brightness and contrast settings as required Click End when you have scanned all the pages of the document Based on the option you have selected in the Disposition field the Send Save or Send to Patron window
21. Preferences Auto Print General Scan Send Receive NAT Firewall Mail Store amp Forward Store amp Retrieve Patron Delivery Il Delivering On Default document type PDF TIFF Delivery Method C viaE Mail viaFTP r Email notification message Delivery Method FTP 7 Subject line Automated Document Delivery Notification TITLE4 Enter text of message The document you requested is available via FTP at URL To retrieve your document you will need your PIN number PIN gt r Document Management Remove document from server after 1 Days or 1 Views for FTP only For Patron Delivery Queue Delete documents sent via e mail after 1 amp hous days Delete documents removed from server after 1 hous days E Mail Return Address Jiohn cdds com IV Include Copyright Notice as first page of document IV Enable links to ILL Manager Patron database V Auto Forwarding to Patron Advanced Options 3 116 Ariel User Manual v4 1 SETTING UP ARIEL Step 3 Select the required options in the Delivery On Default document type and Delivery method fields Step 4 Enter the relevant details in Email notification message and Document Management sections Step 5 Select the required options for including copyright notice enabling links to ILL Manager Patron database and auto forwarding documents to patrons Step 6 Enter the email return address Step 7 Click Apply
22. Queue Entry window by double clicking a specific document in the Delivery Queue window The window elements in the Patron Delivery Queue Entry window are described in the following table Element Used to Modify the bibliographic details of a document For more information see Creating and Maintaining Bibliographic Details To select a patron name from the patron list Ariel User Manual v4 1 4 273 DOCUMENT MANAGEMENT Field Descriptions The fields in the Patron Delivery Queue Entry window are described in the following table Field Name Field Descriptions Document ID The title or phrase that identifies a document which is automatically displayed when this window is accessed You can modify the document ID if required Patron The name of the patron to whom the document will be sent You can enter the patron name or click Patron and select the patron name from the Patron List window E Mail Subject The subject of the mail sent to the patron E Mail body The information specified in the email sent to the patron Other Information Status The current status of the document which is automatically displayed when the window is accessed Pages The total number of pages in the document This information is automatically displayed when the window is accessed Paper Size The paper size of the document This information is automatically displayed when the window is accesse
23. Queue window can be exchanged between other Ariel workstations when documents are not available in a specific Ariel workstation You can select a document in a Queue window and select Save from the Document menu to save it You can also select a document and right click and select Save from the shortcut menu or click in the toolbar to save a document The document is automatically saved in the Archive Queue window When a document with the same file name is saved a message that the file name already exists and whether you want to overwrite the file will be displayed If you click No in the message box the Save window will be displayed using which you can save the document in the Archive Queue window with a different file name You can also save a document by selecting the Send and Save option in the Disposition field and clicking End in the Scan window When this option is selected the document is automatically saved in the Archive Queue window after the scanning is completed The window elements in the Save window are described in the following table Element Used to Add or modify the bibliographic details of a document For more information see Creating and Maintaining Bibliographic Details View the transaction details of a document To select a patron name from the patron list Ariel User Manual v4 1 4 199 DOCUMENT MANAGEMENT Field Description The fields in the Save window are described in
24. Queued 2004 10 06 17 20 Pages 35 Time of Last Try 2004 10 06 17 43 Paper Size UsLetter Number of Tries Sent Cancel Add to Address Book Help Step 3 Modify the document details as required the shortcut menu The shortcut menu will be displayed when you select and Q You can also access the Send Queue Entry window by selecting Info Edit from right click a specific document Ariel User Manual v4 1 4 261 DOCUMENT MANAGEMENT Modifying Sent Documents To modify the document details Step 1 Modify the document ID or change or add a destination address Step 2 Change the disposition settings in the Disposition field if required Step 3 Click OK A message is displayed asking you to confirm update Step 4 Click Yes to update the changes and close the window You can also click No to cancel update and close the Send Queue Entry window _ You can add or modify the bibliographic details of a document by clicking Bibliographic in the Send Queue Entry window For more information see Creating and Maintaining Bibliographic Details Canceling Documents in Send Queue Window When the documents are active in the Send Queue window you can prevent a document to be sent to a destination by canceling the sending process You can cancel a document when the address specified is invalid or a wrong document is sent to a specific Ariel workstation You can cancel the sending process only for documen
25. SETTING UP ARIEL Field Name Field Description Fo r Patron Delivery Queue Delete documents sent via e mail after The time duration after which the documents with the status Sent in the Delivery Queue window will be deleted The time duration for deleting documents sent via email can be between 1 to 99 hours or days You can select the required option The available options are Hours and Days Note 1 This is a mandatory field 2 Only numeric values and a maximum of two digits can be entered in this field Delete documents removed from server after The time duration after which removed documents will be deleted from the Delivery queue The time duration for deleting documents that are removed from the server can be between 1 to 99 hours or days You can select the required option The available options are Hours and Days This is a mandatory field Note Only numeric values and a maximum of two digits can be entered in this field E Mail Return Address The email address to which a patron may respond after receiving an Ariel email or notification This is a mandatory field 3 113 SETTING UP ARIEL Field Name Field Description Include Copyright Select the check box to include the Notice as first copyright notice as the first page of the page of document document Enable links to Select this check box to use patron ILL Manager information from ILL Manager Patr
26. The registration details have to be entered individually for all the systems where Ariel is installed This is because Ariel automatically sends the Internet Protocol address and machine name of a specific system along with the information you enter in the Site Registration window to the Ariel directory maintained by Infotrieve Inc The registration details that you enter are linked to a single Internet Protocol address If the Internet Protocol address of your system changes you may have to register again with the new address As the Ariel directory provides information to all Ariel users it is important to maintain the registration information up to date 1 To delete the old Internet Protocol address from the Ariel directory you can send an E mail to ariel infotrieve com 2 The information about registration is stored in the Ariel directory maintained by Infotrieve Inc By registering your application you will be listed in Infotrieve s Ariel users database and can also subscribe to the Ariel electronic discussion group to share information and ideas about Ariel You can also search for details of other Ariel users by registering with Ariel 2 18 Ariel User Manual v4 1 Ariel User Manual v4 1 GETTING STARTED You can use a proxy server for working with Ariel You can specify the proxy server details in the Site Registration window A proxy server is a device that manages Internet traffic to and from a local area network and
27. You can move the E up and M down arrow keys to view the text written You can click in the text area and type the required text If the text area already contains text you can delete the existing text and type new text or click wherever necessary and edit the text Enter text of message The document you requested has been posted on the web To a retrieve your document you will need your PIN number PIN gt List Box A list box is a list of values that is displayed in a rectangular box You can select multiple items from the list If the list of values is longer than can be displayed a vertical scroll bar will appear to scroll the list To select a value from the list click on the value The value will be highlighted To select multiple items you can select the values while pressing the Control key on the keyboard To deselect the value select the value again while pressing the Control key on the keyboard Ariel User Manual v4 1 2 35 GETTING STARTED Calendar Lookup A Calendar lookup is used to select month date and year for the date fields When you click M next to the date fields the Calendar lookup is displayed and the current date will be highlighted By default the current month year and day will be displayed in the Calendar lookup The current date will be highlighted in blue To select a date from the Calendar lookup Step 1 Click Ki left or gt right arrow button to select the
28. You can also specify the system name of the incoming mail server The Internet Protocol address of the specified system will be automatically displayed when you click Apply This field will be enabled only when Enable Incoming Mail check box is selected This is a mandatory field 3 102 Ariel User Manual v4 1 SETTING UP ARIEL Field Name Field Description Account name The dedicated Ariel email account from which Ariel documents can be retrieved This field will be enabled only when Enable Incoming Mail check box is selected This is a mandatory field Account password The password assigned to the account name This field will be enabled only when Enable Incoming Mail check box is selected E Mail Return Address The email address that will be displayed upon a REPLY action to a received email from Ariel This is a mandatory field Check for new mail every Ariel User Manual v4 1 The time duration specified for checking new mails The time duration for checking new mails can be between 1 to 999 minutes This field will be enabled only when Enable Incoming Mail check box is selected This is a mandatory field Note Only numeric values and a maximum of three digits can be entered in this field 3 103 SETTING UP ARIEL Field Name Field Description Delete or hold Pending documents after Step by Step The time duration after which the documents wi
29. a lee F 2 gt y Step 6 Click Cancel to close the Rotate Page window and return to the View Document window Step 7 Click Close to close the View Document window Ariel User Manual v4 1 4 191 DOCUMENT MANAGEMENT Replacing Pages in a Document To replace a specific page of a document Step 1 Navigate to the page you want to replace Step 2 Click Replace Page The Replacing page window is displayed with the page number Replacing page 1 r Scanner Settings Dither Paper Size No Dither Letter OK Brightness Resolution Cancel Light Dark i00 al H Er Print Page Contrast e kW Help Low High x F More Ww J AutoScanMode D Auto Scan Preview i WA N Linking Images With Applications Restore Defaults Pages Scanned 1 Step 3 Select the required scanner options Step 4 Click Scan The specific page is replaced with the currently scanned page Step 5 Click OK to close the window and return to the View Document window You can also click Cancel to cancel replacing of pages and close the Replacing page window Step 6 Click Close to close the View Document window 4 192 Ariel User Manual v4 1 DOCUMENT MANAGEMENT Inserting Pages in a Document To insert a page in a document Step 1 Navigate to a specific page from which you need to insert a page Step 2 Click Insert Page The Insert page s window is displayed with the page number
30. a given for the database backups so that the correct version of the backup can be located and restored 7 It is mandatory to specify all the fields in this window 2 50 Ariel User Manual v4 1 GETTING STARTED Checking the Restored Database Checking for restored database using SQL Query Analyzer is given as an example To check for the restored database Step 1 Double click SQL Query Analyzer icon from the desktop The SQL Query Analyzer window is displayed D euD mana Ome JESA n x Juery debwrat r i K 4 Step 2 In the object browsing navigation pane check for the newly created database name 1 Ensure that the complete version of MS SQL server is installed on your system to view the SOL Query Analyzer 2 Ensure that you do not delete the DSN 3 The database driver specified must be SQL driver Ariel will not work without the database driver 4 The database name in both the DSN and winariel ini file must be same for Ariel to work Ariel User Manual v4 1 2 51 GETTING STARTED Error Messages An etror message is a notification from the system or program indicating that an error has occurred and needs to be resolved The error message provides details about the error and how it can be resolved This section discusses the error messages that are displayed in Ariel when Validating Internet Protocol Address Checking Printer Configuration Checking Document ID Checki
31. about the patron based on the patron name selected in the List section Patron List Edit Delete Search ILL Close Cancel Help Comment List section Details section You can also add the patron details by selecting the patron name from the ILL Manager Patron database You can use the Select ILL Patron window to access the ILL Manager Patron database and view the details of the registered patrons Using the patron list you can import the details of the required patrons and send documents to them Ariel User Manual v4 1 3 149 SETTING UP ARIEL The Select ILL Patron window consists of the following sections e Patron List section Lists the details of the patron You can select a patron and add the details to your patron list Select ILL Patron Renne D Souza 312020 Renne yahoo com Jonathan Mac 512095 John hotmail com Cancel Patron List section The command buttons in the Patron List window are described in the following table Button Used to To link the application to the ILL Database Manager The data source name consists of a list of all patrons registered with it This list is accessible to the different Ariel workstations in a network Ariel will automatically display the details of the patron in the Select ILL Patron window when you click Search ILL in the Patron List window You can save the patron details as required Note This button will be enabled only when the Enable links
32. automatically displayed when you select a patron category Email Message Indicates the email message that will be sent when documents are sent to patrons This information is automatically displayed when you select a patron category The fields in the Add Patron Category Information window are described in the following table Field Name Field Description Category Name The name of the category according to which the patrons can be classified This is a mandatory field Custom Copyright The copyright notice text that gets added Notice as a copyright notice page when sending documents to the patrons Ariel User Manual v4 1 3 143 SETTING UP ARIEL Field Name Field Description Subject line The subject line that the patron sees when receiving documents through email or FTP Note 1 If the subject of the email is not specified the subject line information specified in the Patron Delivery tab of the Preferences window will be taken as the default subject line 2 If the subject information is not specified in this field and in the Patron Delivery tab of the Preferences window the application automatically displays the default subject information when the document is sent to a patron Enter text of The email message body that the patron message sees when receiving documents through email or FTP Note 1 If the email text is not specified the text information specified in the Patron Del
33. can assign a unique PIN to identify the patron Otherwise to retrieve documents the patron must log on using a different PIN each time For example you can use the patron s ID number as the PIN Note The maximum number of characters you can enter for a PIN is 16 Comment Displays any remarks or comment about the patron Always send Indicates the mode by which the document via E documents will be sent to patrons mail This information will be displayed when you select Always Send Document via E mail check box in the Add Patron Delivery Information window Last e mail Displays the date and time of the most notification recent email notification sent or posted to the patron 3 152 Ariel User Manual v4 1 Ariel User Manual v4 1 SETTING UP ARIEL The fields in the Add Patron Delivery Information window are described in the following table Field Name Field Description Last Name The last name of the patron This is a mandatory field First Name The first name of the patron Category The classification of the patron You can select the required option from the drop down list The patron categories are added in the Add Patron Category Information window This is a mandatory field E mail Address The email address of the patron This is a mandatory field The Personal Identification Number of the patron which is automatically displayed when this window is accesse
34. can provide other features such as document caching and access control You can use the Site Registration window to enter the registration details Field Description The fields in the Site Registration window are described in the following table Field Name Field Descriptions A unique code given to a CD that is used for installing Ariel You can enter only five characters in each text box The CD key will be available on the CD cover of the application If you purchase the application directly from Infotrieve the CD key is provided in your order confirmation and email order confirmation Note This is a mandatory field Organization The name of your organization This is a mandatory field Organization type The type of organization For example medical library or a university library You can select the required option from the drop down list The options available are Public University Private University Non profit Research Medical Hospital Library and Other These are predefined in the application The name of library This is a mandatory field 2 19 GETTING STARTED 2 20 Field Name Field Descriptions OCLC symbol The Online Computer Library Center ID of the site Address 1 and Address 2 The address details of the library The address details can be entered in the Address 1 and Address 2 fields respectively Entering information in Address 1 is mandatory
35. database A Database backup done succesfully 1 You can also specify the Internet Protocol address of the server in the Server Name and Internet Protocol address of the system where the backup has to be made in the Path field 2 A valid network path has to be specified for saving the back up made 3 If an existing MSDE is being used to create a database then the existing user name and password for the SQL Server must be specified in the Back Up window If MSDE is installed during Ariel installation then the default user ID sa and password ariel must be specified while making the back up of the database 4 The backup file will be saved as a dat file in the location specified 5 In the Server Name field you must specify the server name in the following format System name Server name a a 6 When you specify the database name make sure that appropriate names are Ce given for the database backups so that the correct version of the backup can be located and restored 2 44 Ariel User Manual v4 1 GETTING STARTED Backing Up Database Using External Tool To make a backup of the database using an external back up tool Step 1 Access the DatabaseBackUpRestore tool DatabaseBackUpRestore Options Step 2 Select Options gt Back Up Database The Back Up window will be displayed Server Name User Name Cancel Password Database z Database Pah Bowo Step 3 Enter the
36. document is scanned based on the settings you have specified in this window A message is displayed that the document is being scanned You can also click Cancel to cancel scanning of a page You can also click Cancel to cancel the advanced scanner settings 4 183 DOCUMENT MANAGEMENT Rescanning Pages of a Document To rescan a page of a document Step 1 Click Rescan in the Scan window A message is displayed that the specific page is scanned again and the page number of the rescanned page is displayed in the Pages Scanned field 4 184 Ariel User Manual v4 1 DOCUMENT MANAGEMENT Common Tasks in Document Management In Ariel when you are scanning and sending documents you will perform other related tasks Some of the tasks are common across all windows of Ariel For example the method of adding bibliographic details and viewing document details are common to all windows The following sections describe the various common tasks in Ariel e Viewing Scanned Pages of a Document e Holding Documents e Releasing Documents e Saving Documents in the Archive Queue Window e Deleting Documents e Importing and Saving Documents e Importing and Sending Documents to Ariel Workstations e Importing and Sending Documents to Patrons e Setting Up Log Options e Viewing Log Entries e Setting Up Print Options e Printing Documents e Viewing Document Transfer Status e Creating and Maintaining Bibliograp
37. hierarchical database used to store information nec essary to configure the system for one or more users applications and hard ware devices Resolution Is the fineness of details attained when images or documents are scanned Resolution is measured in dots per inch or dpi or pixels for video display U URL Uniform Resource Locator It specifies the protocol to be used in accessing Ariel User Manual v4 1 GLOSSARY a resource on the Internet http for a www page or ftp for a FTP site name of the server where the resource resides www whitehouse gov and the path to a resource Ariel User Manual v4 1 5 303 GLOSSARY 5 304 Ariel User Manual v4 1 index A about ATIC aaa 1 2 publication library 6 user manual 1 7 accessing adel is einni 2 13 adding address details 3 133 bibliographic details 4 235 ISIS scanner 3 94 patron category 3 146 patron list 0 0 3 157 address book creating 0 0 3 128 importing 3 136 maintaining 3 128 viewing os 3 132 Window eeeeeeeee 3 132 address details adding geneaee re ere 3 133 deleting 4 3 135 importing in CSV format 3 140 importing in Excel format 3 39 advanced options entering onoo 3 118 modifying 3 119 advanced scanner settings Setting UP s on 4 182 archive documents modifying 4 299 archive queue window manag
38. incoming mail Ariel User Manual v4 1 Select this check box to enable incoming emails When this checkbox is selected you can receive mails The Enable outgoing mail checkbox will be automatically selected When you clear this checkbox you will not be able to receive and send mails A message will be displayed stating that IMAP POP will be disabled If you click Yes the fields in the Outgoing mail settings and Incoming mail settings sections will be disabled In addition the fields such as E Mail Return Address and Check for new mail every minute will also be disabled If you click No you will be able to receive and send mails Note If you clear the Enable incoming mail checkbox the outgoing mails settings will also get disabled 3 101 SETTING UP ARIEL Field Name Field Description Incoming mail The mail type used for receiving emails type For example you can use any POP 3 account to receive emails You can select the required option from the drop down list The available options are IMAP and POP3 This field will be enabled only when Enable Incoming Mail check box is selected The number assigned to the POP3 port for the incoming mail server This field will be enabled only when Enable Incoming Mail check box is selected This is a mandatory field Note Only numeric values can be entered in this field Incoming mail The Internet Protocol address of the server incoming mail server
39. is displayed Enter the relevant details in the respective windows and click OK to close the respective window The document is sent or saved in the respective Queue windows You can click More in the Scan window to set up advanced scanner setting s options for scanning specific pages of a document which require a different scanner from the default scanner used for scanning your documents Setting Up Advanced Scanner Settings To set up advanced scanner settings for scanning specific pages ofa document Step 1 Click More in the Scan window Step 2 4 182 Click Scan Based on the scanner driver and scanner you have selected the appropriate scanner settings window is displayed For example if you have selected TWAIN as your scanner driver the Ariel User Manual v4 1 DOCUMENT MANAGEMENT Twain Sample User Interface scanner settings window is displayed TWAIN Sample User Interface version 1 603 Step 3 Step 4 Step 5 Step 6 Step 7 Ariel User Manual v4 1 Scan Settings Resolution US Letter v 1 bit B amp W hd Paper Size Bit Depth Scaling 100 000 i Document Feeder ADF Enabled Jv ADF Loaded J 1 Cancel Number of Images Select the required resolution paper size bit depth and scaling Select the required document feeder by selecting the respective check box Enter the number of images Click Scan The specific page of the
40. managing document count 3 166 documents in archive queue win OW cotin 4 29 documents in delivery queue win dOW A 4 264 documents in received queue win GOW iie anata io 4 280 documents in send queue window 4 237 mandatory fields window elements 2 37 message bOX eee 2 33 modifying advanced options 3 119 archive documents 4 299 auto print options 3 98 bibliographic details 4 236 document details in delivery queue WINdOW ceeeeee 4 273 document details in the archive queue window 4 295 document details in the received queue window 4 286 document details in the send queue WINdOW eee 4 257 documents in the delivery queue WINdOWrciaiciaie 4 277 firewall options 3 84 general preferences 3 80 mail options 3 106 patron category 3 147 patron delivery options 3 117 patron list 3 158 received documents 4 289 scan options 3 92 send and receive options 3 27 sent documents 4 262 store forward and store retrieve op HOS Sesika 3 123 N navigating to a page oo 4 190 navigation PICU ae aes 2 25 main Menu 2 25 new mails checking 4 289 O opening archive queue window 4 295 option button 2 33 organization of chapters user manual 1 7 P page navigating 4 190 pages rotating 2 00 4 190 password changing
41. menu A tick mark will be displayed before the submenu indicating that Sending is On When sending is on documents are sent to the respective destinations To cancel sending of documents for specific time duration you can click Sending again The tick mark will disappear and the documents will not be sent to the destination for the specific time duration Ariel User Manual v4 1 4 263 DOCUMENT MANAGEMENT Managing Documents in Delivery Queue Window The Delivery Queue window displays the list of documents that are waiting to be sent to patrons You can use the Delivery Queue window to send documents to patrons or Ariel workstations or save the document in the Archive Queue window The tasks such as changing document status viewing deleting importing printing documents and viewing transfer status of documents are common to all Queue windows and are discussed in Common Tasks in Document Management In addition you can cancel delivery of documents and remove posted documents from the Delivery Queue window You can also modify the details of documents The procedural and task related information for performing these tasks are discussed in the following sections e Understanding Delivery Queue Window e Sending Documents in Delivery Queue Window e Modifying Document Details in Delive ueue Window e Canceling Delivered Documents e Removing Posted Documents Understanding Delivery Queue Window 4 264 Before you can p
42. of the database from the application using the Back Up window You can also make a backup of the database using an external back up and restore tool 2 42 Ariel User Manual v4 1 GETTING STARTED Backing Up the Database To make a backup of the database Step 1 In Ariel select Tools gt Backup The Back Up window is displayed Back Up Server Name User Name Cancel Password Database z Database Path Bowe Step 2 Specify the name of the server in the server name field You can also specify the Internet Protocol address or the system name in this field For example you can specify the server name as 172 12 09 1 or Ariel workstation 1 Step 3 Specify the valid SQL Server authentication user name in the UserName field Step 4 Specify the valid SQL Server authentication password in the Password field Step 5 Click Database The list of all the databases will be displayed Select the database for which a back up has to be made from the drop down list Step 6 Click Browse to find a location to store the backup You can also specify the Internet Protocol address or the system name in this field followed by the folder name For example you can specify the path as 172 12 09 1 folder1 Ariel User Manual v4 1 2 43 GETTING STARTED Step 7 Click OK The backup of the database will be saved in the dat format A message will be displayed stating the successful backup of the
43. of the server from where information stored can be retrieved by a specific system and messages can be stored for forwarding it to the patrons and Ariel workstations 3 80 Ariel User Manual v4 1 SETTING UP ARIEL Network Address Translation is an Internet standard that enables a Local Area Network LAN to use one set of Internet Protocol addresses for internal traffic and a second set of addresses for external traffic A NAT box is located where the LAN connects to the Internet and makes all necessary Internet Protocol address translations NAT serves three main purposes e Provides a type of firewall by hiding internal Internet Protocol addresses e Enables an organization to use more internal Internet Protocol addresses Since the internal Internet Protocol addresses are hidden an organization can use any number of Internet Protocol addresses without the possibility of conflict with the addresses used by other companies or organizations e Allows a company to combine multiple Integrated Services Digital Network ISDN connections into a single Internet connection The NAT Firewall tab will not be displayed in the Preferences window when the J f So application is in the client mode You can use the NAT Firewall tab of the Preferences window to configure the firewall options Ariel User Manual v4 1 3 81 SETTING UP ARIEL Field Descriptions The fields in the NAT Firewall tab of the Preferences window a
44. specified in this field and in the Add Patron Category Information window or Update Patron Category Information window the application automatically displays the default subject information when the document is sent to a patron 3 110 Ariel User Manual v4 1 Ariel User Manual v4 1 Enter text of message SETTING UP ARIEL Field Name Field Description The message sent to the patron You can provide different text messages for sending documents through email or FTP When sending documents through email you can specify the document ID file name and title of the document You can also mention that the document requested has been attached with the email When sending documents through FTP you can specify the URL of the web server the PIN for accessing the document and the instructions for accessing it Note 1 Information such as document ID file name title URL and PIN must be specified within For example STITLE represents the title of the document which will be automatically displayed from the document s Bibliographic Description in the Bibliographic Info window Similarly PINS represents the PIN that is generated when adding the details of a new patron name 2 The information entered in this field will be taken as the default text message when the email text is not specified in the Enter text of message field for the selected patron category 3 If the email
45. suspend receiving of documents by selecting this option in the Settings menu The tick mark disappears indicating that receiving of documents is suspended Modifying Send and Receive Options To modify send and receive options Step 1 Step 2 Step 3 Step 4 Step 5 Ariel User Manual v4 1 Select the Send Receive tab The fields are displayed Make the necessary changes Click Apply to save the options as default preferences Click OK to save and close the Preferences window You can also click Cancel or xj to close the Preferences window without saving the details 3 127 SETTING UP ARIEL 3 128 Managing the Address Book An email or Internet Protocol address is required for sending or receiving documents from other Ariel workstations In Ariel you can use the Address Book feature to manage the address details of Ariel workstations You can add and maintain the Internet Protocol or email address details of Ariel workstations In addition you can import the address details that are maintained in Excel or Comma Separated Value CSV format The procedural and task related information for performing these tasks are discussed in the following sections e Creating and Maintaining Address Book e Importing into the Address Book Creating and Maintaining Address Book You can create and maintain the address details of various Ariel workstations using the Ariel Address Book feature The address of an Ariel
46. the scanning speed will be faster and the document size will be smaller 3 88 Ariel User Manual v4 1 SETTING UP ARIEL Field Name Field Description Disposition The mode used for sending or saving the scanned documents You can select a required option The available options are 1 Scan and Send Selecting this option will scan and send a document to another Ariel workstation The Send window will be displayed You can select the name of the Ariel workstation or the Internet Protocol address as the destination The details of the document sent will be displayed in the Send Queue window 2 Scan and Save Selecting this option will scan and save the document in the Archive Queue window The Save window will be displayed You can specify the document ID and file name to save the document The document is saved and the details will be displayed in the Archive Queue window 3 Scan and Send to Patron Selecting this option will scan and send the document to a specific patron The Send to Patron window will be displayed You can select the patron category and email address and specify the document ID to send it to a patron The details of the document will be displayed in the Delivery Queue window Ariel User Manual v4 1 3 89 SETTING UP ARIEL Field Name Field Description Scanner Driver The scanner drivers used for configuring and selecting a scanner You can select the required scanner option
47. the various frequently used tasks in the application The toolbar makes it easy to access the various tasks in the application You can perform some of the common tasks using the toolbar buttons that are displayed next to the main menu The toolbar buttons will be displayed when you select Toolbar from the View menu A tick mark appears before the toolbar submenu You can select the Toolbar submenu again to hide the toolbar In Ariel the toolbar buttons are enabled or disabled based on the tasks you can perform in the respective Queue windows For example the Save toolbar button will be enabled in the Send Received and Delivery Queue windows and disabled in the Archive Queue window Field Descriptions The toolbar buttons used in Ariel are discussed in the following table Button Used for Scanning pages of a document The Scan window will be displayed when you click this button Sending documents to Ariel workstations The Send window will be displayed when you click this button You can send documents to Ariel workstations using this window Sending documents to patrons The Send to Patron window will be displayed when you click this button You can send documents to patrons using this window Viewing a selected document The View Document window will be displayed when you click this button 2 28 Ariel User Manual v4 1 Ariel User Manual v4 1 GETTING STARTED Button Used for Saving a selected
48. the Archive Send Received and Delivery Queue windows Before you print the document you must set up the print options To print a document you can select Print from the Document Menu The Print dialog box will be displayed This dialog box will also be displayed when you select Print from the shortcut menu The shortcut menu will be displayed when you right click a specific document You can also click in the toolbar to print documents You can also automatically print the documents you have received in the Received Queue window by selecting the Auto Print check box in the Auto Print tab of the Preferences window When this check box is selected the application automatically prints the document received in the Received Queue window If the Auto Printing On check box is selected for grayscale or color documents ensure that required system settings are already set up in your Ariel workstation and the printer to enable printing of colored pages Step by Step You can print documents using the Print dialog box Ariel User Manual v4 1 DOCUMENT MANAGEMENT Accessing the Print Dialog Box To access the Print dialog box Step 1 Select Document gt Print The Print dialog box is displayed with the default printer selected 2 Print General Select Printer 2 Add Printer Sey HP LaserJet 4000 N PCL 6 on P c Acrobat Distiller HP LaserJet 2200 Series PCL 6 on PC330 gt Status Ready J Print to file Preferences Lo
49. the document using the personal identification number or password 3 108 Ariel User Manual v4 1 SETTING UP ARIEL Field Name Field Description E mail Notification Message Delivery Method The different methods used for sending or posting the document to a patron You can select the required option from the drop down list The available options are 1 E mail When you select this option you can enter the subject line and the text of message that will be displayed when you send the document as an email attachment to a patron 2 FTP When you select this option you can enter the subject line and the text of message that will be displayed in the email sent to the patron notifying that the document is posted on the web server The patron is provided with the URL of the web server with the PIN to access the document Note The options in this field are only for maintaining the different messages for the email and the FTP delivery methods Ariel User Manual v4 1 3 109 SETTING UP ARIEL Field Name Field Description Subject line The subject of the email when a document is sent to a patron Note 1 The maximum character limit for the subject line is 240 characters 2 The information entered in this field will be taken as the default subject when the subject detail is not specified in the Subject Line for the selected patron category name 3 If the subject information for a patron is not
50. the following table Field Name Field Description Header Information Document ID The title or phrase that identifies a document This is a mandatory field Patron The name of the patron to whom the document is sent Note Any additional remark or comment about the document Archive Entry Identification File Name A unique file name given to the document when the document is saved in the Archive Queue window Note 1 File name can be more than 8 characters The file name cannot use characters that are invalid for DOS file names 2 Ariel automatically assigns the extension ARV for archive files This is a mandatory field Description The description given to a file name Step by Step You can save documents to the Archive Queue window using the Save window 4 200 Ariel User Manual v4 1 DOCUMENT MANAGEMENT Accessing the Save Window To access the Save window Step 1 Select the document you want to save from the respective Queue window Step 2 Select Document gt Save The Save window is displayed r Header Information Document ID Test 002 Bibliographic Transaction Patron Patron Note a v gt Archive Entry Identification File Name Description Cancel Step 3 Save the documents as required Q 1 The Save window opens only when a document with the same file name is saved 2 You can also edit the bibliogr
51. the help topic related to the window will be displayed Ariel Windows Layout On logging on to the application the Ariel window is displayed The Ariel windows layout consists of Archive Received Send and Delivery Queue windows All the four Queue windows are displayed when you log on to the application Each Queue performs a different task and has features specific to it For example in the Archive Queue window you can save documents that are scanned imported and are available in the Send Delivery and Received Queue windows The Archive Queue window displays the list of documents saved from the Send Delivery and Received Queue window The documents that are scanned or imported can also be saved in the Archive Queue window The Send Queue window displays the list of documents that are being sent to Ariel workstations The Delivery Queue window displays the list of documents that are being sent to patrons The Received Queue window displays the list of documents received from other Ariel workstations You can view all the Queue windows together by reducing the size of the windows appropriately You can resize the Queue windows by clicking the mouse and dragging the corners of the window You can place the Queue windows in any place within Ariel by clicking on the window and dragging the title bar of the window You can maximize the window by clicking Bj To minimize you can click rf You cannot close the Send Delivery
52. the scanner you must initialize it If the scanner is not initialized properly on your system an appropriate error message will be displayed The error messages can be displayed when e You access the same scanner application used by Ariel and access Ariel simultaneously e The data or power cable is disconnected from the scanner or the system while scanning is in progress 2 56 Ariel User Manual v4 1 Ariel User Manual v4 1 GETTING STARTED e The data or power cable is disconnected from the scanner or the system before scanning documents When you access the same scanner application used by Ariel and access Ariel simultaneously a message will prompt you to restart the application as the copy of the scanner is already in use HP PrecisionScan Pro A HP PrecisionScan Pro is already running Please close down all other copies and try again Click OK A message that the twain scanner could not be initialized will be displayed A The TWAIN scanner driver could not be initialized Click OK You need to close the scanner being used and restart Ariel to initialize the scanner If the data or the power cable is disconnected from the scanner or the system when scanning is in progress the preview of the scanned page will not be displayed and error message stating that the scanner is not initialized will be displayed HP PrecisionScan Pro x Sorry scanner could not be initialized Scanner not found Click OK a
53. three digits can be entered in this field 3 124 Ariel User Manual v4 1 SETTING UP ARIEL Field Name Field Description Receive Auto Print Disposition The various options by which the documents received can be managed You can select the required option The available options are 1 Print and Delete Selecting this option will delete the document from the Received Queue window once it is printed 2 Print and Hold Selecting this option will hold the document in the Received Queue window after it is printed The status of the document will be Held in the Received Queue window Receiving On Select the check box to enable receiving documents at the application level Documents will not be received when this check box is cleared Limit Documents to 100 999 Step by Step The maximum number of documents that can be saved in the Received Queue window The limit for the documents that can be saved in the Received Queue window can be between 100 to 999 This is a mandatory field Note Only numeric values and a maximum of three digits can be entered in this field You can enter and modify the send and receive options using the Send Receive tab of the Preferences window Ariel User Manual v4 1 3 125 SETTING UP ARIEL Entering Send and Receive Options To enter the send and receive options Step 1 Navigate to the Preferences window Step 2 Select the Send Recei
54. to the next and previous page view the log details in a page or in two pages print or close the preview window using the respective command buttons that are displayed in this window Print Setup Set the printing options such as setting up margins paper size orientation and other lay out options before printing the log entries Close the Ariel Log Viewer window Edit Menu Undo the last action performed in the Ariel Log Viewer window for a specific log entry For example you can undo the last entry you have deleted in this window 4 216 Ariel User Manual v4 1 Ariel User Manual v4 1 DOCUMENT MANAGEMENT Sub Menu Used to Remove a section of the selected text from a specific log entry Copy a section of the selected text in a specific log entry Paste the copied contents of the selected text into a different location in the Ariel Log Viewer window Paste Special Insert or embed the contents of a selected text copied in a different location in the format you specify Select All Select all the text in the Ariel Log Viewer window Find Search for a specific text in the Ariel Log Viewer window The Find window will be displayed You can specify the text you want to search in the Find what text box and select the required check box and click Find Next The selected text will be highlighted in the Ariel Log Viewer window Find Next Search for the next occurrence
55. to ILL Manager Patron database check box in the Patron Delivery tab of the Preferences window is selected 3 150 Ariel User Manual v4 1 Ariel User Manual v4 1 SETTING UP ARIEL Field Descriptions The fields in the Patron List window are described in the following table Field Name Field Description All Categories Lists the different patron categories You can select a specific patron category from the drop down list By default All Categories will be displayed in the drop down list Note 1 The categories displayed in this field are set up in the Add Patron Category Information window 2 Based on the patron category selected the patron names are displayed in the List section You can select a name from the list for modifying and deleting the patron details Details Name The name of the patron which is automatically displayed when you select a patron name from the List section E Mail The email address of the patron which is automatically displayed when you select a patron name from the List section 3 151 SETTING UP ARIEL Field Name Field Description The Personal Identification Number PIN number of the patron which is automatically displayed when you select a patron name Ariel automatically generates a personal identification number for a patron to access documents on a server If you use more than one Ariel workstation to deliver documents to your patrons you
56. workstation is the Internet Protocol address of the system where Ariel is installed Using the address book you can maintain address details and also specify whether the coversheet can be removed You can add modify or delete the address details using the Address Book window You can customize the Ariel address book based on your requirements Ariel User Manual v4 1 SETTING UP ARIEL The Address Book window consists of the following sections e Alias section Lists the alias names of Ariel workstations whose addresses are maintained in the Address Book window e Details section Displays the address of the alias name selected from the Aliases list Address Book Address List Details section Aliases section Field Descriptions The fields in the Address Book window are described in the following table Field Name Field Description Aliases Aliases Displays a list of the names of Ariel workstations which are added using the Add New Address window You can select a name from the Aliases list for modifying and deleting the address details Ariel User Manual v4 1 3 129 SETTING UP ARIEL Field Name Field Description Details The pseudo name assigned to an Ariel workstation which is automatically displayed when you select an alias name from the Aliases list Comment Any remark or comment about the Ariel workstation which is automatically displayed when you select an alias name from t
57. 0 00 3 148 cropping image of a page 4 195 D database backup 2 40 2 43 backup using external tool 2 45 restore using external tool 2 48 restoring o oo 2 47 database maintenance 2 40 deleting address details 3 135 documents 4 203 documents in queue windows 4 204 pages of a document 4 194 patron category 3 148 patron list 3 160 delivered documents canceling 4 278 delivery queue window managing documents 4 264 modifying document details 4 273 modifying documents 4 277 sending documents 4 272 understanding 4 264 document count Managing s 3 166 document counter details resetting wceciretcrsets 3 166 viewing os 3 170 document management 4 173 common tasks 4 185 document pages deleting 0 4 194 inserting o o 4 193 replacing saincieecedenis 4 192 document transfer status viewing os 4 226 documents canceling 4 278 deleting 0 0 0 0 4 203 deleting from queue windows 4 204 holding 4 196 4 197 importing and saving 4 204 4 205 importing and sending to ariel workstations 4 206 importing and sending to patrons 4 208 printing 4 224 4 225 printing pages 4 194 releasing 4 197 4 198 TEMOVING o s 4 279 rescanning pages 4 184 saving n os 4 202 saving in archive queue window 4 199 scanning 4 175 4 181 sending
58. 0 20 AIN SUPPORTEDSIZE limit UsLetter matched 3 000000 PORTAIT 11 04 14 50 28 IAIN ORIENTATION set TWOR_PORTRAIT 11 04 14 50 28 AIN ORIENTATION limit 0 3 11 04 14 50 28 AIN RESOLUTION limit 100 65535 65535 ariel 1 04 14 50 28 IAIN YRES limit 100 000000 1 of 1 1 04 14 50 28 AIN XRES limit 100 000000 1 of 1 01 04 14 50 28 AIN PIXELTYPE limit 2 000000 3 of 3 11 04 14 50 28 AIN PIXELTYPE limit 1 000000 2 of 3 11 04 14 50 28 AIN PIXELTYPE limit 0 000000 1 of 3 11 04 14 50 28 AIN AUTOFEED current 0 01 04 14 50 28 01 04 14 50 28 01 04 14 50 28 Ariel Log Ariel Log Viewer Viewer Submenus Menus Ariel User Manual v4 1 4 215 DOCUMENT MANAGEMENT Submenus in the Ariel Log Viewer Window The sub menus in the File Edit View Filters and Help menus displayed in the Ariel Log Viewer window are described in the following table File Menu Save the active log entries in a different file name or location When you click this button the Save As dialog box will be displayed You can specify the location file name and type to save the log entries in a specific location Print log entries that are displayed in the Ariel Log Viewer window When you click this button the Print dialog box is displayed You can select the required options and print the log entries Print Preview View how the log details will be displayed in a page before it is printed You can zoom in or zoom out navigate
59. 1x17 A3 and Any Size SETTING UP ARIEL Field Name Field Description Header Page The size of the header page You can select the required option The options available are 1 None When this option is selected no header page will be printed 2 Short When this option is selected only a single header sheet showing document ID patron name note and copyright text pages time printed and sender s name will be printed 3 Long When this option is selected all Group of Electronic Document Interchange GEDIT header fields will be printed on two or more header sheets Step by Step You can enter and modify auto print options using the Auto Print tab of the Preferences window 3 96 Ariel User Manual v4 1 SETTING UP ARIEL Entering Auto Print Options To enter the auto print options Step 1 Navigate to the Preferences window Step 2 Select the Auto Print tab in the Preferences window The fields for entering the auto print options are displayed Preferences x Store amp Forward Store amp Retrieve General NAT Firewall Auto Print Mail Patron Delivery Scan Send Receive r Auto Print I Auto Printing Ory I Fit Image to Page F Do not Auto Print Color Documents Paper Size Header Page Legal None C Short C Long Cancel Apply Help Step 3 Select the auto print paper size and header page size options Step 4 Click Apply t
60. 2 37 GETTING STARTED enabled only when the application is connected to an external ILL patron database Patron List Michael jones Command Buttons 2 38 Ariel User Manual v4 1 Ariel User Manual v4 1 GETTING STARTED Some of the command buttons used in Ariel are described in the following table Buttons Used to Add new record When you click this button a blank record is displayed in a new window Edit or update an existing record When you click this button the details of the record are displayed in the update window To edit the information you have to select the record to be edited and then click the Edit button Delete a record When you click this button a message is displayed to confirm deletion Click Yes to delete the record or click No to cancel deletion Save and apply the changes made to the various setting options in the Preferences window When you click this button the changes are saved Execute the task in a specific window When you click this button the changes are updated and the window is closed Cancel To close the window without saving the changes Close the window and return to the main window To view the help topics related to a specific window To open a folder or document selected Em To browse the path of a document GETTING STARTED 2 40 Database Maintenance Database is a collection of informa
61. 6 You can also click Cancel or X to close the Add New Address window without saving the details 1 You can also add the address details of an Ariel workstation from the Send Q window while sending documents to the Ariel workstations 2 To add the address details of the Ariel workstations you can also specify the system name of the Ariel workstations in the Addresses field The application will automatically display the Internet Protocol address of the Ariel workstation in the Address Book window Ariel User Manual v4 1 3 133 SETTING UP ARIEL Modifying Address Details To modify address details Step 1 Select an alias name whose details you want to modify from the Aliases list in the Address Book window Step 2 Click Edit The Update Address window is displayed Update Address Alias Jack Comment Addresses 172 16 1 238 JV Auto Remove CoverSheet Cancel Help Step 3 Make the necessary changes Step 4 Click OK to save and close the Update Address window Step 5 You can also click Cancel or X to close the Update Address window without saving the changes 1 You can also modify the address details of an Ariel workstation from the Send eo window while sending documents to the Ariel workstations 2 You can modify only one alias at a time An appropriate error message will be displayed if you click Edit after selecting more than one alias 3 134 Ariel User Manual v4 1 SETTING UP ARI
62. 65 Ariel User Manual v4 1 INDEX F features ariel 0 1 2 firewall options configuring 3 80 entering fa cones 3 83 modifying 3 84 G general preferences entering eee 3 79 modifying 3 80 H holding documents 4 196 4 197 I ILL database selecting patrons 3 161 4 255 image of a page Cropping ee 4 195 imported patron list CHECKING Gigiesaietetes 2 61 importing address book 3 136 documents 4 204 patron list 0 0 3 161 importing address details in CSV format 3 140 in Excel format 3 139 importing and saving documents 4 205 importing and sending documents to ariel workstations 4 206 documents to patrons 4 208 importing documents to patrons 4 209 importing patron list in CSV format 3 165 in Excel format 3 164 inserting pages in a document 4 193 ISIS scanner 6 307 INDEX 6 308 selecting caro 3 93 L TSE BOX iesi ia 2 35 log entries Viewing os 4 214 log options setting up 4 211 4 213 logging off ATIC a ietretncroe nen 2 18 logging on ALLEL aeie tebe 2 16 M mail options entering noonoo 3 105 modifying 3 106 Setting UP o on 3 98 mails checking 4 290 Main MENU oseese 2 25 navigation 2 25 maintaining address book 3 128 bibliographic details 4 232 patron list 2 00 3 148
63. 68 59 3 192 168 57 3 workstation4 0 Roddick Ariel workstations 1 John john yahoo com workstation6 1 Mary mary paul com mary yahoo com workstation 0 Ariel User Manual v4 1 3 137 SETTING UP ARIEL SS You can also save addresses in the notepad and save it as a CSV file While storing the address details it must be listed in a single line format All the field details must be separated by a comma and without any spaces The first detail must contain the name or aliases of the Ariel workstation the second detail must contain the Internet Protocol address system name or the mail ID of the Ariel workstation the third detail must contain the comments for the Ariel workstation and the forth detail must contain validations to enable auto remove coversheet while sending documents to Ariel workstations If you want to enable auto remove coversheet for the Ariel workstation the validation must be 1 and if you wan to disable auto remove coversheet the validation must be 0 All the above mentioned details must be specified within double quotes fj add Notepad rit Edit Format Help john 172 02 6 12 Hi 1 Mary 172 12 09 13 Hello 0 Ronald 172 10 07 19 Hey 1 While saving the notepad file you must specify the file name with the csv extension in double quotes For example address csv The file will be saved in the CSV format that can be imported to Ariel 1 While importing addresses from the CSV format there shoul
64. Ariel User Manual v 4 1 infotrieve Copyright Copyright 2005 Infotrieve All rights reserved This material is confidential and proprietary to Infotrieve No part of this material may be reproduced published in any form by any means electronic or mechanical including photocopy or any information storage or retrieval system nor should the materials be disclosed to third parties without the express written authorization of Infotrieve infotrieve Infotrieve Inc 20 Westport Road Wilton CT 06897 www infotrieve com 203 423 2130 ii Ariel User Manual v4 1 Table of Contents Chapter 1 Introduction sseoesooesooesssesssesssoossoossossssoeesoossoossoossssssssese 1 1 About ATE ccs dina cansaiinand toesauuestuisgea aecmonaeeeave gies E EE ES 1 2 Anel Feature Senasa ie teehee tet ft a tiie tac aan Cede ets 1 2 About Ariel Publication Library 0 0 ceceeecsceeseeeseceeeeeeeeeeeeesseenes 1 6 About Ariel User Manual ccrscy viisedecySuccus nsdaateSeancta ieeacea sce tania 1 7 Organization of Chapters ccisticuiench ata aha eis 1 7 Notational Conventions s vesuccccassncccesade ches ectvedssnsssteesasuvtenelvceeceusts 1 8 Chapter 2 Getting Started seeessoesssssssesssesssocssossssssssesssoessoosssssssse 2 11 OVE VICI assets a ce a a aN gia coded E Ae tacts 2 12 PROCESSING Ariel 2 2 aie nena esl late eG eet ai col a 2 13 System RE QUILETIICMIS neccsser 2 13 Logging On to Ariel asasze sens catehae dads aR 2 16 Loggin
65. City The city where the library is located This is a mandatory field State Province The state or province where the Ariel workstation is located This is a mandatory field Country The country where the Ariel workstation is located Zip Postal code The ZIP or postal code of the area where the Ariel workstation is located This is a mandatory field Station E mail The E mail address of the Ariel workstation to which documents can be sent Prefer over FTP Select this check box if you want to receive documents only through email Contact Person The name of a person who can be contacted for clarifications related to Ariel This is a mandatory field Phone The phone number of the contact person Fax The fax number of the contact person Contact E mail The E mail ID of the contact person This is a mandatory field Ariel User Manual v4 1 GETTING STARTED Field Name Field Descriptions How did you hear about Ariel The information source by which you came to know about Ariel You can select a required source from the drop down list The options available are Web Site Current Customer Mail Piece Advertisement Trade Show and Coworker Year first purchased Ariel The year in which the application was purchased Additional Instructions Any remark or note about the application Use Proxy server Select this check box to
66. Documents in Ariel Common Tasks in Document Management Managing Documents in Send Queue Window Managing Documents in Delivery Queue Window Managing Documents in Received Queue Window Managing Documents in Archive Queue Window 4 173 DOCUMENT MANAGEMENT 4 174 Overview Libraries have a collection of documents books manuals and periodicals related to various fields such as health education science sports politics and historical events which are maintained as hard copies for reference or study When items in a library are maintained in hard copies exchange of documents between libraries becomes difficult In order to share documents between libraries electronic copies are created and maintained using various methods such as microfilming and scanning Different software programs are used for scanning the hard copies and sharing them between libraries Ariel can be used for electronic transfer of documents between public libraries or institutions The application can be used effectively for transferring documents between different Ariel workstations and patrons The systems where Ariel is installed and are used by the customers are termed Ariel workstations Patrons are those who do not have Ariel installed in their system but can receive documents from Ariel workstations through SMTP as emails and FTP In Ariel the electronic transfer is supported through e mails FTP and SMTP modes You can manage the docume
67. EL Deleting Address Details To delete address details Step 1 Select an alias name you want to delete from the Aliases list in the Address Book window Step 2 Click Delete A confirmation message for deletion is displayed Click OK to delete the address Step 3 You can also click Cancel or x to cancel deletion of Ariel workstations Q You can also use the Delete key on your keyboard for deleting the address details Ariel User Manual v4 1 3 135 SETTING UP ARIEL Importing into the Address Book You can import the Internet Protocol addresses or email addresses of Ariel workstations available in other applications such as Microsoft Outlook to Ariel The address book from other applications or POP 3 clients can be exported in the CSV or Excel format and then imported to Ariel For importing addresses from Excel files the details of the Ariel workstation must be listed in a four column format The first column must contain the name or alias of the Ariel workstation the second column must contain the Internet Protocol address system name or the mail ID of the Ariel workstation the third column must contain the comments for the Ariel workstation and the forth column must contain validations to enable auto remove coversheet while sending documents to Ariel workstations If you want to enable auto remove coversheet for the Ariel workstation the validation must be and if you want to disable auto remove coversheet the valida
68. Entry File cannot be opened To avoid this ensure that the data files in the DELIVERY folder are not deleted If the data file of a document in the SAVED folder is deleted and you try to send the document to a patron an error message will be displayed stating that the delivery queue entry cannot be created in the Delivery Queue window i Unable to create file Failed to create delivery entry For test1 Similarly when the data file of a document in the SAVED folder is deleted and you try to send the document to an Ariel workstation an error message will be displayed stating that the source file for the given document does not exist AN The Queue Entry File cannot be opened To avoid this ensure that the data files in the SAVED folder are not deleted If the data files of documents in the SAVED or DELIVERY folder are deleted and you try to send documents to the Ariel workstation the Send GETTING STARTED window will be displayed On selecting the Ariel workstations if you click Send an error message will be displayed stating that the entry for the documents could not be created AN Unable to create entry for test002 2 70 Ariel User Manual v4 1 Chapter 3 Setting Up Ariel Setting up Ariel provides information about configuring the various options required for working with Ariel It also provides information about creating and maintaining address details that are required to start working in Ariel Bef
69. Field Descriptions The fields in the General tab of the Preferences window are described in the following table Field Name Field Description Sender Name Sender Name The name of the person or institution sending the document from an Ariel workstation The sender s name will be displayed in the From field of the Received window Date Format Date Format The format used for entering the date in the application You can select the desired option The available options are DD MM YYYY MM DD YYYY YY YY MM DD Archive Limit Documents The maximum number of documents that to 100 999 can be saved in the Archive Queue window The limit for the documents that can be saved in the Achieve Queue window can be between 100 to 999 This is a mandatory field Note Only numeric values and a maximum of three digits can be entered in this field Copy Right Copyright Notice The copyright notice of your company or institution Step by Step You can enter and modify general preferences using the General tab of the Preferences window Ariel User Manual v4 1 3 77 SETTING UP ARIEL Accessing the Preferences Window To access the Preferences window Step 1 Select Settings gt Preferences The Preferences window is displayed Preferences x Store amp Forward Store amp Retrieve General NAT Firewall Auto Print Mail PatronDelivey Scan Send Receive Auto Pr
70. MENT MANAGEMENT Managing Documents in Archive Queue Window The Archive Queue window displays the list of documents that have been saved directly after scanning or from the Received Send and Delivery Queue windows Through the Archive Queue window you can send documents to a patron or an Ariel workstation You can open the Archive Queue window if it closed in the application The tasks such as sending saving viewing deleting importing and printing documents are common to all the Queue windows and are discussed in Common Tasks in Document Management You can also modify the document details or bibliographic information using the Archive Queue window The procedural and task related information for performing these tasks are discussed in the following sections e Understanding Archive Queue Window e Opening Archive Queue Window e Modifying Document Details in Archive Queue Window Understanding Archive Queue Window Before you can perform various document management tasks you need to understand how the documents are managed in the Archive Queue window The Archive Queue window lists the documents that are saved after scanning or saved from the Send Received and Delivery Queue windows You can send copies of the same document to different Ariel workstations or patrons whenever they request documents if the documents are saved in the Archive Queue windows Ariel automatically assigns the extension ARV for archive documents
71. Make the necessary changes Step 3 Click Apply to save the options as default preferences Step 4 Click OK to save and close the Preferences window Step 5 You can also click Cancel or x to close the Preferences window without saving the details Selecting the TWAIN Scanner To select the scanner Step 1 Navigate to the Preferences window Step 2 Select the Scan tab in the Preferences window Step 3 Click Select Scanner The Select Source window is displayed Select Source q x Sources TWAIN 32 Sample Source Cancel 3 92 Ariel User Manual v4 1 SETTING UP ARIEL Step 4 In the Sources field select the name of the scanner Step 5 Click Select to select the scanner as the default scanner for scanning documents Step 6 You can also click Cancel to cancel selection the Sources section The list of TWAIN scanners that are installed on your system will be displayed in Selecting the ISIS Scanner To select the ISIS scanner Step 1 Navigate to the Preferences window Step 2 Select the Scan tab in the Preferences window Step 3 Select the ISIS option in the Scanner Driver field The Scanner Selection window is displayed You can also access this window by selecting the ISIS option and clicking Select Scanner Scanner Selection 3 x Scanner OK Agfa Duoscan T1200 Any Bell amp Howell with Kofax Kipp 2 1 Cancel Any Bell amp Howell with Kofax Kipp 2 1 Any Fujitsu with Ko
72. SETTING UP ARIEL Accessing the Change Password Window To access the Change Password window Step 1 Select Tools gt Password The Change Password window is displayed Change Password a Old Password New Password Confirm Password OK Cancel Reset Step 2 Change the password as required Changing Password To change the password Step 1 Enter the old password Step 2 Enter the new password of your choice Step 3 Enter the password again to confirm the password change Step 4 Click OK to confirm and save the password and close the Change Password window Step 5 You can also click Cancel or X to close the Change Password window without saving the password Pee You can click Reset to change the password to the default password A message will be displayed that the password has been successfully changed to the default value Ariel User Manual v4 1 3 171 SETTING UP ARIEL 3 172 Ariel User Manual v4 1 Chapter 4 Document Management Document Management discusses the activity of managing documents such as sending delivering receiving and archiving scanned documents using Ariel This chapter provides procedural and task related information for sending delivering receiving and archiving scanned documents In addition it discusses about the common tasks that you can perform using Ariel It consists of the following sections Ariel User Manual v4 1 Overview Scanning
73. SIS supported scanner using the Scanner Selection window Entering Scan Options To enter the scan options Step 1 Navigate to the Preferences window Step 2 Select the Scan tab in the Preferences window The fields for entering the scan options are displayed Preferences Store amp Forward Store amp Retrieve General NAT Fiewal Auto Print Mail Patron Delivery Scan Send Receive Scan Settings Select Scanner Dither Paper Size No Dither 7 Letter Resolution 100 Format Low B amp W gt a More I Auto Scan Mode T Preview Quality Transmission Speed Highest Quality Slowest Speed Medium Quality 7 Medium Speed Minimum Quality Fastest Speed Disposition Scanner Driver Scan and Send Scan and Save Scan and Send to Patron TWAIN Cancel Apply Help Isis 3 91 SETTING UP ARIEL Step 3 Select the scan dialog dither paper size brightness resolution contrast format auto scan mode preview quality transmission speed disposition and scanner driver options from the respective fields Step 4 Click Apply to save the options as default preferences Step 5 Click OK to save and close the Preferences window Step 6 You can also click Cancel or xj to close the Preferences window without saving the details Modifying Scan Options To modify scan options Step 1 Select the Scan tab The fields are displayed Step 2
74. Send Queue window The document will be deleted only if it is received by the intended Ariel workstation If the Ariel workstation is not accessible when the document is sent the application will retry sending the document 28 times Even after that the document will not be deleted in the Send Queue window Send and Hold To send and save a copy of the document in the Send Queue window Destination The alias name or Internet Protocol address or email address of an Ariel workstation This is a mandatory field You can also click Select to select the aliases name and the Internet Protocol address of an Ariel workstation from the Select Destinations window Ariel User Manual v4 1 4 245 DOCUMENT MANAGEMENT The fields in the Select Destinations window are described in the following table Field Name Field Description Aliases The nickname or pseudo name given to an Ariel workstation or an email address of an Ariel workstation which is automatically displayed in the list when this window is accessed Address List The Internet Protocol address of an Ariel workstation which is automatically displayed based on the name selected in the Aliases field Step by Step You can send documents to Ariel workstations using the Send window In addition you can view the transaction details of documents sent to an Ariel workstation Accessing the Send Window To access the Send window Step 1 Sel
75. Step 3 Manage the document counter details as required Ariel User Manual v4 1 3 169 SETTING UP ARIEL Viewing Document Counter Details To view the document counter details Step 1 Step 2 Step 3 Select the specific Internet Protocol address of an Ariel workstation for which you want to view the document counter details from the Work Station field in the Document Counter window The number of documents in the Archive Send Delivery Receive Queue windows since the last reset of document count are displayed in the respective Document Count fields Click Close or ix to close the Document Counter window Resetting Document Counter Details To reset the document counter details Step 1 Step 2 Step 3 Step 4 Step 5 3 170 Select the specific Internet Protocol address of an Ariel workstation for which you want to reset the document counter details from the Work Station field in the Document Counter window Click Reset in the Archive Send Deliver or Received section The document count is reset to zero 0 in the respective section You can also click Reset All to reset the document counts for all the Queue windows The application will ask for a confirmation to reset the document count Click Yes to reset the document count Click Cancel if you do not want to reset the document count Click OK to save Click Close or ix to close the Document Counter window Ariel User Manual v4 1
76. Up Patron Delivery Options eeeeceeeeeeeeteeneeees 3 106 Setting Up Store Forward and Store Retrieve Options 3 119 Setting Up Send and Receive Options ccc eeeeeeeeeeseeeeeeee 3 123 Managing the Address Book cccesesseeseseeceecesecneeeseeeeeeeeaees 3 128 Creating and Maintaining Address Book ceseeseeseereees 3 128 Importing into the Address Book cceseseeseseereeeeeeeeeeeees 3 136 Managing Patron Details 2 2 sccssssssrare siastanieesncsistostessevddaatanaesiacsds 3 141 Setting Up Patron Categories sessesseeessseseesesseseesessessessesee 3 141 Creating and Maintaining the Patron List ee eeeeeeeeees 3 148 Importing Patron Lists soca siscictes Sonate aurea wees 3 161 Managing Document Count ncccccemsamiethaticca kien eters 3 166 Resetting Document Counter Details 0 0 0 eee eeeeeeeeeeeeeeees 3 166 Chapter 4 Document Management ssccssccssscsssssssscssssssseoees 4 173 VME I OW a actos SSE Ait acters A a A celal a aacausiss Spada aes 4 174 iv Ariel User Manual v4 1 TABLE OF CONTENTS Scanning Documents in Ariel 22 c2cnsiccisecasdiiccnde nodieias aun 4 175 Scanning Documents s 4043c0s lt 2ss2ssvessiccsdatdadaseagacaatandoedasaesdncsiast 4 175 Common Tasks in Document Management eceeeceseeetees 4 185 Viewing Scanned Pages of a Document eeeeceeeeeeeeees 4 186 Holding Documents cassisticcyktecnigs actaiayeeastoielatncth este tedendciaasy 4 196 Re
77. User Manual v4 1 Glossary C Client An Ariel workstation that can only scan print and save documents D Dither A technique used in computer graphics to create additional colors and shades from an existing palette by interspersing pixels of different colors F Firewall A security system to protect an organization s network against external threats G GEDI Refers to a Group of Electronic Document Interchange It is a type of doc ument whose header consists of fields stored at the beginning of an Ariel document It can also contain bibliographic and transaction information I ILL Acronym for Inter Loan Library It is a service that allows users to borrow materials from other libraries without having to travel to them It is a mech anism for different libraries to share materials IMAP Internet Message Access Protocol A method for an email program to gain access to email and bulletin board messages stored on a mail server Unlike POP3 IMAP allows a user to retrieve messages efficiently from more than one computer IP Address Internet Protocol address It is a binary number that uniquely identifies a computer connected to the Internet for the purpose of communication through the transfer data broken up into packets ISBN Acronym for International Standard Book Number A unique ten digit num ber assigned for a book ISDN Integrated Services Digital Network It is an international communications Ar
78. able options in the Scan window are B amp W Gray Scale and Color If C is displayed it indicates that some or all the pages of the document contain color and they were scanned using the color format If G is displayed it indicates that some or all the pages in the document contain grayscale and they were scanned using the grayscale format If there is no value displayed in this field it indicates that all the pages in the document are black and white and the pages were scanned in black and white format Paper Size The paper size of the largest page in the document The paper size for scanning the pages of the document is set up in the Scan tab of the Preferences window For example if you have scanned the document using the Letter and A3 paper size A3 will be displayed in this field as this paper size is larger than Letter File size The file size of the document in kilobytes This information is automatically displayed Step by Step You can access and perform various tasks in the Send Queue window Ariel User Manual v4 1 4 241 DOCUMENT MANAGEMENT Accessing the Send Queue Window To access the Send Queue window Step 1 Click the Send Queue window The window is enabled Archive Queue 1 document otek 001 t e 172 162 147 172 162 147 20 10 2004 Reody 172 162 147 20 10 2004 Heii Sent 17216 2147 Held Sent 172 16 2 147 Held Sent 172 16 2 147 S
79. ach page of the scanned document The scanned page will be displayed on the right side of the Scan window This check box will be enabled only if the Auto Scan Mode check box is selected 4 179 DOCUMENT MANAGEMENT Field Name Field Description Disposition The different modes used for sending and saving the scanned documents You can select a required mode from the following options Scan then Send To scan and send a document to another Ariel workstation When you select this option you can select the name of the Ariel workstation and the Internet Protocol address to send documents to Ariel workstations 2 Scan and Save To scan and save a document in the Archive Queue window When you select this option you can specify the document ID and the file name to save the document The document details will be displayed in the Archive Queue window 3 Scan and Send to Patron To scan and send the document to a specific patron When you select this option you can select the patron category and the address and specify the document ID to send the document to a patron The details of the document will be displayed in the Delivery Queue window Pages scanned Step by Step Displays the number of pages scanned You can scan the pages of a document using the Scan window Advanced scanner settings can be set up to scan specific pages of a document You can also rescan the pages of a document if required
80. ages are placed or loaded in the document feeder to resume scanning Checking Alias Name in Add New Address Window To add a new Ariel workstation address you must specify the alias name in the Add New Address window You can click Add to Address Book in the Send window to add the address of an Ariel workstation If the alias name is not specified an error message will be displayed prompting you to enter the alias name Please enter an Alias Press the F1 key for Help Click OK and enter the alias name in the Add New Address window Ariel User Manual v4 1 2 55 GETTING STARTED If the alias name already exists in the address book an error will be displayed that the alias already exists and you can click Edit to modify the alias details AN Alias already present use Edit Checking Internet Protocol Address in Add New Address Window To add the Internet Protocol address of an Ariel workstation you must specify the Internet Protocol address of the Ariel workstation in the Add New Address window If the Internet Protocol address is not specified a message will be displayed prompting you to enter the Internet Protocol address of the Ariel workstation Please enter an Internet address Press the F1 key for Help Click OK and enter the Internet Protocol address in the Add New Address window Checking Scanner Initialization For scanning documents the scanner driver and the scanner must be installed After installing
81. al number of documents sent to patrons since the last reset of document count Receive Document count Displays the total number of documents received since the last reset of document count The fields in the Change Password window are as follows Field Name Field Description Old password The existing password to access the Document Counter window This is a mandatory field New password The new password to access the Document Counter window This is a mandatory field Confirm password Step by Step Enter the new password again to confirm change of password This is a mandatory field You can view and reset the document count using the Document Counter window You can access and change the password to access the document counter window using the Change Password window 3 168 Ariel User Manual v4 1 SETTING UP ARIEL Accessing the Document Counter Window To access the Document Counter window Step 1 Select Tools gt Document Counter The Password Confirmation window is displayed PassWord Confirmation x Enter Password Cancel Step 2 Enter the password and click OK or press the Enter key on your keyboard The Document Counter Window is displayed Document Counter Work Station 172 16 3 38 aa Archive Documents Count od Reset Send Documents Count a Deliver Documents Count a Receive Documents Count
82. also specify the time duration for checking for new mails delete log files and documents from the server which are sent by email or saved in the store and retrieve server To perform these document management tasks the minimum and maximum duration in days hours minutes or views must be specified If the time duration is not specified or if it is less or more than the minimum and maximum range an error message will be displayed prompting you to specify the duration within the range For example you can specify the number of documents that can be saved in the Achieve Queue window by specifying the limits in the General tab of the Preferences window If you have specified a limit of 80 for the Limit Documents to 100 900 field in the Achieve section an error will be displayed prompting you to specify the limits between 100 to 999 5 The limit on the size of the Archive queue must be between 100 and 999 Click OK and specify the limit between 100 to 999 documents Checking Files in OUT DELIVERY and SAVED Folders When you send documents to Ariel workstations or patrons or save documents in the Archive Queue window the document details will be stored in the database and in the OUT DELIVERY and SAVED folders which are in your local drive If any of the data file in these folders are deleted you cannot send or save the document that is associated with the deleted data file The details of the documents can still be viewed in Ariel i
83. an Options You can also set up the scanner options using the Scan window In addition you can rescan the current image if the image is not properly scanned From the Scan window you can send documents directly to Ariel workstations or patrons or save the scanned document in the Archive Queue window by selecting the required option in the Disposition field of the Scan window The documents sent to Ariel workstations will be displayed in the Send Queue window The documents sent to patrons will be displayed in the Delivery Queue window and the documents saved will be displayed in the Archive Queue window 4 175 DOCUMENT MANAGEMENT The window elements in the Scan window are described in the following table Element Used to Scan pages of a document Complete the scanning Rescan a page of a document View a page of a scanned document Print the scanned page of a document Print Page Set up advanced scanner settings before scanning a page of a document For more information see Setting Up Advanced Scanner Settings Note The dialog specific to the default scanner driver and scanner selected in the Scan tab of the Preferences window will be displayed You can change the scanner setting for a specific page if required using this button Set the default scan settings Restore Defaults 4 176 Ariel User Manual v4 1 Ariel User Manual v4 1 DOCUMENT MANAGEMENT Field Descript
84. an select and hold all the documents in a specific Queue window by pressing the Shift key and selecting specific documents Documents will stay in the current Queue window until you release or delete them To hold a document in the Send Received and Delivery Queue windows you can select a specific document and select Hold from the Document menu You can also select the document and right click and select Hold from the shortcut menu or click in the toolbar to hold a document Send Queue 2 documents Sent 172 16 2 147 2004 09 06 2 172 16 1 238 2004 09 06 Step by Step You can hold a document in the Send Received and Delivery Queue windows Ariel User Manual v4 1 DOCUMENT MANAGEMENT Holding Documents To hold a document in a specific Queue window Step 1 Select the document that you want to hold from the required Queue window Step 2 Select Document gt Hold The status of the selected document changes to Held Send Queue 2 documents Document ID T Sent 172 16 2 147 2004 09 06 2 172 16 1 238 2004 09 06 Releasing Documents You can release a document whose status is Held in the Send Received and Delivery Queue windows When you release a document the status of the document will be changed to Ready and indicated by E Once the status of the document is changed to Ready the document will be sent or posted to the specific destination after passing through the va
85. and Mail gt r Receive Mail Off Off Mail check in 2 min 0 i 0 0 i Step 2 View the progress and current status of the documents sent or received Viewing Status of Documents Sent to Ariel Workstations To view the transfer status of documents sent to Ariel workstations Step 1 Navigate to the Transfer Status window from the main menu Step 2 Select the document you want to send from the respective window Step 3 Select Document gt Send The Send window is displayed Step 4 Enter the relevant details in the respective fields 4 230 Ariel User Manual v4 1 Step 5 DOCUMENT MANAGEMENT Click OK You can view the different status through which the document passes through in the Send FTP and Mail Field of the Transfer Status window when it is being sent to the specific Ariel workstation You can view the percentage of the document sent to an Ariel workstation only 77 6 somal when Sending is On Viewing Status of Documents Sent to Patrons To view the transfer status of documents sent to patrons Step 1 Step 2 Step 3 Step 4 Step 5 Navigate to the Transfer Status window from the main menu Select the document you want to send from the respective window Select Document Send to Patron The Send to Patron window is displayed Enter the relevant details in the respective fields Click Send You can view the different status through which the document
86. and Received Queue windows Only the Archive window can be closed by clicking X To restore the window to its original size you can click Ariel User Manual v4 1 GETTING STARTED Ariel Window Elements Ariel User Manual v4 1 In Ariel every window consists of elements that you can use to perform specific tasks For example you can enter data using text boxes or list information using drop down lists The window elements used in Ariel are described in detail in this section The Ariel window elements are Check Box Scroll Bar e Message Box e Option Button e Drop down List e Spin Box e Text Box e Text Area e List Box e Mandatory Field e Calendar Lookup e Command Buttons Check Box A check box is a small square box that you can click to select an option Selecting a check box enables that specific option Multiple check box options can be enabled at the same time within a given set of options When you select a check box a tick mark appears in the box To clear the selected option click the check box again The tick mark disappears MV Sending On GETTING STARTED Scroll Bar The scroll bar is a vertical or horizontal bar at the side or bottom of a display area that can be used with a mouse for moving around in that area Scanner Selection Agfa Duoscan T1200 Any Bell amp Howell with Kofax Kipp 2 1 Any Bell amp Howell with Kofax Kipp 2 1 Any Fujitsu with Kofax Kipp 2 1 Any F
87. and click Print to print multiple pages of the document 4 194 Ariel User Manual v4 1 DOCUMENT MANAGEMENT Cropping Image of a Page To crop the image of a page of a document Step 1 Step 2 Navigate to the page you want to crop in the View Document window Place the cursor on the page and drag it to select the required part of the image to be cropped T alaj xi Cee E tee gmn pase Best Fa Fa To With ene j SotoPem Thrin View _Fisplace Page _tneen Page Delete Page Crop insge j TWAIN Linking Images With Applications Step 3 Step 4 Step 5 Ariel User Manual v4 1 Click Crop Image The extra unwanted white spaces are removed Click Close A confirmation message for save is displayed Click Yes to save and close the View Document window You can also click No to close the window without saving the image Click Close to close the View Documents window 4 195 DOCUMENT MANAGEMENT 4 196 Holding Documents You can hold a document in the Send and Delivery Queue windows so that other documents can be sent or posted to the designated address Similarly you can hold the document in the Received Queue window to suspend automatic printing When you hold a document the status will be changed to Held and indicated by before the Document ID field The documents will stay in their current Queue windows until you release or delete them You c
88. aphic information and view document transaction details by clicking the Bibliographic and Transaction buttons respectively 3 You can select Open Archive from the Document menu to see the list of saved documents and double click on a document to view the document details Ariel User Manual v4 1 4 201 DOCUMENT MANAGEMENT Saving Documents To save the document in the Archive Queue window Step 1 Enter the relevant details in the Header Information and Archive Entry Identification sections Step 2 Click OK to save the document The Save window is closed and the document is saved and displayed in the Archive Queue window Ariel Archive Queue 1 document J Docu nent Settings Address Book Patron List Log View Tools Window Help ota eae SE al Henane TDecaen oesciion T Pages Cor Page see T Fiese e Test001 Test001 UsLetter 270 KB When you save a document with a unique file name the document is automatically saved in the Archive Queue window 4 202 Ariel User Manual v4 1 DOCUMENT MANAGEMENT Deleting Documents You can delete the documents from the Send Delivery Received and Archive Queue windows You can delete only documents whose status is not Active in the respective Queue windows The status of the document is Active when it is being e Sent to a destination in the Send Queue window e Printed in the Received Queue window e Sent to a mail server in the Delivery Queue w
89. ase print and remove coversheet from documents in the Received Queue window In addition you can send documents to Ariel workstations and patrons set up print options print document import and save documents and send them to Ariel workstations patrons or save them in the Archive Queue window You can also check for new mails received or exit the application by selecting the appropriate submenu from the shortcut menu 4 If the received document includes the patron name the patron name is automatically displayed in the From field You can modify the patron information before sending the document by selecting Info Edit from the Document menu 5 When you receive a document from another Ariel workstation which has sent a document to you and to your patron who exists in a different network the application will check whether the patron s name exists in your patrons list and the Autoforward documents to patrons option is selected in the Mail settings If both the conditions satisfy the document will be automatically forwarded to the patron from your system and the details will be displayed in the Delivery Queue window 6 You can print a document either before or after sending it to a patron except where the auto print setting is Print then Delete in which case a document in the window will be printed and automatically deleted from the Received Queue window Ariel User Manual v4 1 4 285 DOCUMENT MANAGEMENT Modifying Document De
90. at format You can also specify the Internet Protocol address or the system name in this field followed by the folder name For example you can specify the path as 172 12 09 1 folder1 Step 8 Click Browse to specify the location of the winariel ini file on your system The DSN in which Ariel is running currently points to the restored database Ariel User Manual v4 1 2 49 GETTING STARTED Step 9 Click OK The database is restored and a message is displayed stating that restoration of the database is successful A Database Restore done succesfully 1 You can also specify the Internet Protocol address of the server in the Server Name and Internet Protocol address of the system where the database has to be restored in the Path field 2 If an existing MSDE is being used to restore a database then the existing user name and password for the SQL Server must be specified in the Restore window If MSDE is installed during Ariel installation then the default user ID sa and password ariel must be specified while restoring the database 3 A valid network path has to be specified to locate the dat file for restoring the database 4 While restoring the backup database search for dat file in the location specified 5 In the Server Name field you must specify the server name in the following format System name Server name 6 When you specify the database name make sure that appropriate names are lt
91. ated server in the Delivery Queue window Removing Documents To remove posted documents Step 1 Select the specific document whose status is Posted from the Delivery Queue window Step 2 Select Document gt Remove Posted Documents The selected document is removed from the Delivery Queue window remove posted documents The shortcut menu will be displayed when you right Q You can also select Remove Posted Documents from the shortcut menu to click a specific document Ariel User Manual v4 1 4 279 DOCUMENT MANAGEMENT 4 280 Managing Documents in Received Queue Window The Received Queue window displays the list of documents that have been received from other Ariel workstations You can save the documents to the Archive Queue window or send the document to a patron or an Ariel workstation The documents displayed in the Received Queue window are received via FTP The tasks such as changing document status viewing deleting importing printing documents and viewing transfer status of documents are common to all Queue windows and are discussed in Common Tasks in Document Management In addition you can modify the documents details and check for new mails in the Received Queue window The procedural and task related information for performing these tasks are discussed in the following sections e Understanding Received Queue Window e Modifying Document Details in Received Queue Window e Checking New Mails
92. base is available and the name specified is correct Otherwise an error message will be displayed stating that the database could not be located A Unable to fetch the database information for the Server refer BackupLog For more details Click OK and check the log entries in the Ariel Log Viewer window to resolve the error Ariel User Manual v4 1 GETTING STARTED While restoring if you are specifying the same database name an error message will be displayed that the database exists with the same name and whether you want to overwrite it The database ariel already exist in the Server do you want to overwrite Cancel Click OK to overwrite the database or click Cancel to cancel the restore process If there is a problem while restoring the database an error message will be displayed A Error while restoring the database refer log for more informations Click OK and check the log entries in the Ariel Log Viewer window to resolve the error Validating Mail Servers In Ariel mail servers act as a gateway for incoming and outgoing mails Mail servers are also important for the store and forward and store and retrieve options in Ariel You can specify the mail server details in the various tabs of the Preferences window For specifying the mail server details for the store and forward and store and retrieve options it is necessary to specify a valid mail server Internet Protocol addre
93. canceled the status of the document is changed to Canceled 1 You can also select a specific active document and select Cancel Delivery from the shortcut menu which will be displayed when you right click a specific document 2 When you cancel the delivery of the document the status of the document will be Canceling and then Canceled 3 If there is a problem in canceling the document delivery the document status will change to Canceled Held and the document will be kept on hold in the Delivery Queue window 4 When you click Retry Delivery the status of the document will change to ReadyToSend or ReadyToPost based on the server to which it is sent 4 278 Ariel User Manual v4 1 DOCUMENT MANAGEMENT Removing Posted Documents You can remove documents from the Delivery Queue window that are posted to the designated server When the number of documents that can be retained in the Delivery Queue window exceeds the limit the document will be automatically deleted from the respective Queue window The documents are deleted based on the number of hours or days specified in the Patron Delivery tab of the Preferences window For more information about patron delivery options see Setting Up Patron Delivery Options You can select Remove Posted Documents from the Document menu to remove documents from the Delivery Queue window Step by Step You can remove documents that are posted to the design
94. category details Step 1 Click Add in the Patron Categories Details window The Add Patron Category Information window is displayed Add Patron Category Information Category Name Custom Copyright Notice Subject line Enter text of message l Cancel Help Step 2 Enter the relevant details in the category name custom copyright notice subject line and enter text of message fields Step 3 Click OK to save and close the Add Patron Delivery window and return to the Patron Categories Details window The category name added is displayed in the Category Details List section Step 4 You can also click Cancel or xj to close the Add Patron Delivery window without saving the details and return to the Patron Categories Details window Step 5 Click Close or xj to close the Patron Categories Details window 3 146 Ariel User Manual v4 1 SETTING UP ARIEL Modifying Patron Category Details To modify patron category details Step 1 Select a category you want to modify from the Category Details List section in the Patron Categories Details window Step 2 Click Edit The Update Patron Category Information window is displayed Update Patron Category Information E xj Category Name alphabet AtoD Custom Copyright Notice This document is copyright of Ariel Subject line Enter text of message l Cancel Help Step 3 Make the necessary changes Step 4 Click OK to save the chan
95. cation Comment Find Printer Page Range All Number of copies fi Selection Current Page Panes Cancel Step 2 Print the documents as required Printing Documents To print a document Step 1 Select the specific document you want to print from the respective Queue window Step 2 Select Document gt Print The Print dialog box is displayed with the default printer selected Step 3 Select the page range and number of copies to be printed Step 4 Click Print to print the document Step 5 You can also click Cancel to cancel printing Ariel User Manual v4 1 4 225 DOCUMENT MANAGEMENT Viewing Document Transfer Status You can view the progress of the documents sent to Ariel workstations or patrons or documents received from other Ariel workstations via email or FTP You can monitor the progress of the document being sent or received based on the percentage specified in the progress indicator which is displayed in the respective fields The progress indicator for sending documents to Ariel workstations and patrons and documents received are indicated with a different font color for easy identification When the size of the document you have sent or received is large you can monitor the progress of the document sent or received using the Transfer Status window This window can be accessed by selecting Transfer Status from the View menu When this submenu is selected a tick mark a
96. cation is in the client mode the Default document type Delivery a axm Method E mail Return Address fields and Enable links to ILL Manager Patron N database check box will be enabled in the Patron Delivery tab of the Preferences amp window Ariel User Manual v4 1 You can use the Patron Delivery tab of the Preferences window to set up the patron delivery options Field Descriptions The fields in the Patron Delivery tab of the Preferences window are described in the following table Field Name Field Description Delivery On Select the check box to enable delivering emails to patrons 3 107 SETTING UP ARIEL Field Name Field Description Default document The document format type used for type sending documents to patrons You can select the required option The available options are 1 PDF Selecting this option indicates that the document will be sent to the patron in PDF format 2 TIFF Selecting this option indicates that the document will be sent to the patron as a TIFF image Delivery Method The mode used for sending documents to patrons You can select the required option from the drop down list The available options are 1 E mail When this option is selected by default the documents will be sent to patrons through email as an attachment 2 FTP When FTP is selected by default the documents will be posted on the specified FTP server from where the patron can view and access
97. ccessed feature You can access any feature from anywhere in the application through the main menu Ariel Document Settings Address Bock Patron List_Log View Tools Window Hep v Receiving B ll ja a Auto Printing 9 3 lol x Pakain Tries To Date Time Pages Cok Preferences Sub Menu Main Menu 2 26 Ariel User Manual v4 1 Ariel User Manual v4 1 GETTING STARTED Shortcut Menu The Shortcut menu is a context sensitive menu that appears when you right click on specific field in a Details window Clicking on a shortcut menu item will display the corresponding secondary window related to the field Archive Queue 1 document Tie xt FileName Document ID Description SC Pages cok est esti Ctrl Ctrl I Save Info Edit Delete Send to Patron Ctrl P Gancel Delivery Remove Posted Documents Retry Delivery Hold Gtrl H Release Ghri R Cancel Current Send Ghi U Print Setup Remove Gaversheet ei a ee i Open Archive Import Check For New Mail Now The shortcut menus are available in all the Queue windows Based on the document management tasks you can perform in each Queue window the items in the shortcut menu will be enabled or disabled For example Hold will be enabled only in the Send Received and Delivery Queue windows 2 27 GETTING STARTED Accessing the Toolbars The toolbar is a graphic user interface with a set of icons representing
98. ceiving documents from Ariel workstations and patrons 3 72 Ariel User Manual v4 1 SETTING UP ARIEL Configuring Ariel Before using Ariel you need to configure various setup options to enable the application to work according to your requirements These options are called preferences in Ariel You can set up the required preferences by clicking the respective tabs in the Preferences window The Preferences window of Ariel can be accessed through the Settings menu The various tabs available in the Preferences window are NAT Firewall Scan Auto Print Mail Patron Delivery Store amp Forward Store amp Retrieve Send Receive and General Preferences fe ei x Store amp Forward Store amp Retrieve General NAT Firewall Auto Print Mail Patron Deliver Scan Send Receive Auto Print T Auto Printing Or I Fit Image to Page J Do not Auto Print Color Documents Paper Size Header Page Legal v None Short C Long Cancel Apply Help Ariel User Manual v4 1 3 73 SETTING UP ARIEL 3 74 Preferences can be set up at the application level and window level The settings saved in the Preferences window of Ariel are called application level settings You can temporarily enable or disable such settings based on your requirements in the windows Such temporary changes are called window level changes These changes are not saved when you close the application On restarting the applicati
99. ces for auto printing documents Ariel User Manual v4 1 3 75 SETTING UP ARIEL This section provides procedural and task related information for setting up preferences for working with Ariel and consists of the following sections e Setting Up General Options e Configuring Firewall Options e Setting Up Scan Options e Setting Up Auto Print Options e Setting Up Mail Options e Setting Up Patron Delivery Options e Setting Up Store Forward and Store Retrieve Options e Setting Up Send and Receive Options Setting Up General Options General options refer to the general details which you can set up to be used throughout the application For example you can specify the date format that can be used in your application In Ariel you can set up the general options required for working with Ariel You can specify the sender s name date format and the number of documents that can be saved in the Archive Queue window In addition you can specify the copyright details of the document sent to the Ariel workstations or patrons These details are useful to identify and track the documents that are sent or received from Ariel workstations or patrons The Sender Name field in the General tab refers to the name of the person or institution sending the document from the Ariel workstation You can use the General tab of the Preferences window to set up the general options 3 76 Ariel User Manual v4 1 SETTING UP ARIEL
100. ckbox or changing the NAT Host IP Address you must empty your Send Queue J Use Net Addressing Translation External IP Address Cancel Apply Help Step 3 Select the Use Net Addressing Translation check box The External Internet Protocol Address field is enabled Step 4 Specify the Internet Protocol address of the system Ariel User Manual v4 1 where the firewall has been installed in the External Internet Protocol Address field 3 83 SETTING UP ARIEL Step 5 Click Apply to save the changes as default preferences Step 6 Click OK to save and close the Preferences window Step 7 You can also click Cancel or xj to close the Preferences window without saving the details Modifying Firewall Options To modify general preferences Step 1 Select the NAT Firewall tab The fields are displayed Step 2 Make the necessary changes Step 3 Click Apply to save the options as default preferences Step 4 Click OK to update the changes and close the Preferences window Step 5 You can also click Cancel or xj to close the Preferences window without saving the details Setting Up Scan Options 3 84 Scan options refers to setting up different preferences for scanning a document in Ariel For example you can specify the scanner which will be used for scanning documents In Ariel you need to configure a scanner and set up the scan options for scanning documents to send them to Ariel workstati
101. col address Checking Printer Configuration For printing documents in Ariel you need to have a printer installed in your system When you access Ariel if the printer is not installed an error message will be displayed stating that the printer is not initialized Unable to initialize printer Press the F1 key for Help The reason why Ariel cannot communicate with your printer can be due the following reasons e You do not have a printer driver installed Use the Windows Control Panel to install and connect the proper driver for your printer Ariel User Manual v4 1 2 53 GETTING STARTED e Your printer is turned off or is off line Check the power switch and power cable and make sure the printer is online e Your printer cable is loose disconnected or plugged into the wrong port Remove the cable from both the PC and the printer check to make sure that the connectors are in good condition and replace the connectors firmly in the proper ports If you continue to have problems your printer cable may need replacing e Ifyou are using a network printer the network printer driver is not loaded Check your AUTOEXEC BAT file to make sure that it is loading the proper driver and reboot If you have not installed a printer on your system or not configured it to Ariel you cannot view the set up options for the document for which a print out has to be taken If you click Print Setup an error message will be displayed prompting
102. cribed in the following table List all the database available You have to click on the database to enable the Database field Field Descriptions The fields in the Back Up window are described in the following table Field Name Field Description Server Name The name of the server where the database resides You can also specify the Internet Protocol address or the system name in this field For example you can specify the server name as 172 12 09 1 or Ariel workstation 1 User Name The name of the user who is authorized to access the SQL database 2 41 GETTING STARTED Field Name Field Description Password The password of the user who is authorized to access the SQL database Database The name of the database You can select the required option from the drop down list You can select the database for which back up needs to be made The location where the database backup file will be saved You can also specify the Internet Protocol address or the system name in this field followed by the folder name For example you can specify the path as 172 12 09 1 folder1 Before You Begin In a network before making the backup create a folder in the system where the database server resides and give full sharing permission to that folder You can write and save the database only if full access permission is given to the folder Step by Step You can make a backup
103. cut menu will be displayed using which you can perform tasks such as scan view save modify print delete cancel and import documents and send them to Ariel workstations patrons or save them in the Archive Queue window You can send documents to patrons cancel currently sent document hold or release a document check for new mails or exit the application by selecting the appropriate submenu from the shortcut menu 2 The Cancel Delivery submenu will be enabled only for active documents Sending Documents in Delivery Queue Window 4 272 You can send documents to other Ariel workstations or patrons from the Delivery Queue window You can specify the Internet Protocol address or the email address of the respective Ariel workstation or patron to send documents You can resend a document in the Delivery Queue window whose status is Sent Removed Canceled or Error in Send Post When a document has to be sent to an Ariel workstation you need to select a specific document from the Delivery Queue window and select Send from the Document menu The Send window will be displayed You can also access the Send window by right clicking the document and selecting Send from the shortcut menu The shortcut menu will be displayed when you right click a specific document For sending documents to other patrons you can select Send to Patron option from the Document menu The Send to Patron window will be displayed Thi
104. d Document type The format in which the document is sent to the patron For example the document can be sent to a patron in PDF format When Queued The date and time when the document is moved into the Delivery Queue window This information is automatically displayed when the window is accessed 4 274 Ariel User Manual v4 1 DOCUMENT MANAGEMENT Field Name Field Descriptions Time of Last Try The time when the application last tried to send the document to the specific destination This information is automatically displayed when the window is accessed Number of Tries The number of times the application tried resending the document to the specific destination This information is automatically displayed when the window is accessed If the document sent is acknowledged by the patron Posted will be displayed in this field Document type Indicates the type of document For example PDF or TIF This information is automatically displayed when the window is accessed Message The current status of the document when it is being sent to the patron or an Ariel workstation The total number of attempts remaining for the document is also displayed in this field The status and the number of attempts remaining for the document are automatically displayed when the window is accessed Step by Step You can modify a destination address document ID or the bibliographic details of a doc
105. d Ariel automatically generates a personal identification number for a patron to access documents on a Web server This is a mandatory field Note 1 The maximum number of characters you can enter for a PIN is 16 2 You can modify the PIN if required Comment Any remarks or comments about the patron 3 153 SETTING UP ARIEL 3 154 Field Name Field Description Select this check box to send documents to patrons only through email Always send document via E mail When this check box is selected the Send PDF and Send TIFF fields are enabled You can select the required option to send the document to the patrons in the PDF or TIFF format When Send PDF is selected the document will be sent to the patrons in the PDF format When Send TIFF is selected the document will be sent to the patrons in the TIFF format Update patron information for Update the patron details for transactions You can select the required option The available options are 1 This transaction only Select this option to apply the changes to the current transaction only 2 All transactions Select this option to apply the changes to all the transactions Note This field will be enabled only while accessing the Update Patron Deliver Information window by clicking Edit in the Send to Patron window For more information see Sending Documents to Patrons The fields in the Select ILL Patron
106. d Queue window and the documents sent to the Store and Forward server will be displayed in the Send Queue window You can set up the store and forward and store and retrieve options based on your requirements Ariel User Manual v4 1 3 119 SETTING UP ARIEL You can use the Store amp Forward Store amp Retrieve tab of the Preferences window to set up the store forward and store retrieve options a 1 The syntax to use the Store and Forward method is the following the sender has to specify the address in the following format lt store and forward server gt lt final address for document gt The two addresses are separated by a slash with no spaces The sender must specify the IP address machine names of Ariel PC or alias defined in the Address Book in the sending system 2 The Store amp Forward Store amp Retrieve tab will not appear when the application is in the client mode Field Descriptions The fields in the Store amp Forward Store amp Retrieve tab of the Preferences window are described in the following table Field Name Field Description Sender Name IP Address of Store and Retrieve Server to request documents from 3 120 The Internet Protocol address of the server from where documents stored can be retrieved You can also specify the system name of the Store and Retrieve server The Internet Protocol address of the specified system will be automatically displayed
107. d be no space between the fields and commas The field must be separated only by commas 2 All the fields in the Address book are mandatory 3 If the address book is not imported an appropriate error message will be displayed 3 138 Ariel will not overwrite any alias name If an alias name that already exists in the address book is imported an error is displayed that some rows were not imported All the alias details except the repeated address will be imported into the address book You can use the Open dialog box to import addresses Ariel User Manual v4 1 SETTING UP ARIEL Step by Step You can import addresses from an Excel and CSV file to Ariel using the Open dialog box Importing Address Details in Excel Format To import address details that are available in Excel format Step 1 Select Address Book gt Get External Data gt Import Excel File The Open dialog box is displayed i 2 Lookin Deskop OE ER My Documents My Computer My Network Places Files of type xls xls 7 Cancel I Open as read only 4 Step 2 Select the location of the file Step 3 Select Open as read only check box if required Step 4 Click Open A message is displayed that the address details are successfully imported The addresses in the Excel file are imported to the address book Step 5 Click OK The details of the imported addresses are available in the Aliases field of the Address Book window Arie
108. date on which a collection of articles research papers or white papers are compiled as a book component and published You can enter the date or select it from the Calendar lookup Note If the component publication date specified is not in the prescribed format an appropriate error message will be displayed prompting you to enter the date in the valid format Call Number A unique number assigned to a book or document based on the category to which it belongs Ariel User Manual v4 1 The International Standard Book Number assigned to the document 4 233 DOCUMENT MANAGEMENT Field Name Field Description ISSN The International Standard Serial Number assigned to the document Page Numbers The total number of pages in the document No Pages The total number of pages of the document scanned which is automatically displayed when this window is accessed Author of Article The author name of the article This is applicable only if the document scanned is an article Title of Article The name of the article Step by Step You can add or modify the bibliographic details of a document using the Bibliographic Info window Accessing the Bibliographic Info Window To access the Bibliographic Info window Step 1 Navigate to the Send Send to Patron or Save window from the main menu 4 234 Ariel User Manual v4 1 DOCUMENT MANAGEMENT Step 2 Click Bibliographic The Bibliogra
109. designated server where it was posted The document will be deleted from the server Ready to Post Indicates that the document whose status Held is Ready to Post is kept on hold When a document is kept on hold the operations that you can perform on a document will be suspended If the document is released the status of the document will change to Ready to Post Error Posting Indicates that the document whose status Held is Will Retry Post is kept on hold If the document is released the status of the document will change to Will Retry Post Error Notifying Indicates that the document whose status Held is Will Retry Notify is kept on hold If the document is released the status of the document will change to Will Retry Notify Posted Held Indicates that the document whose status is Posted is kept on hold In the Patron Delivery tab of the Preferences window if you have specified the duration for posted documents to be removed from the designated web server address documents whose status is Posted will be removed after specific duration If these documents are kept on hold the posted documents will not be removed from the designated server When the document is released the status of the document will be Posted again 4 266 Ariel User Manual v4 1 Ariel User Manual v4 1 DOCUMENT MANAGEMENT Status Description Ready to Send Ind
110. dialog box Importing and Sending Documents To import and send a document Step 1 Select Document gt Import gt Send The Import dialog box is displayed Import Look jn desktp Ff ek Ee My Documents B Projects 4 My Computer ea Scan window tif My Network Places 4riel Index MSTP Files of type TIF tf gt Cancel MA Step 2 Select the location from the Look in drop down list 4 206 Ariel User Manual v4 1 Ariel User Manual v4 1 DOCUMENT MANAGEMENT Step 3 Select the required tif gif jpeg bmp or pdf file The file name is displayed in the File name field Step 4 Click Open The Send window is displayed The name of the file to be imported is displayed in the Document ID field Document ID imaged Bibliographic Iransaction Patron Patron Note a Coversheet Disposition T Include Coversheet C Send then Delete Send and Hold Destination To Select Cancel Add to Address Book Help Step 5 Modify the document ID if required Step 6 Enter the Internet Protocol address of the Ariel workstation 4 207 DOCUMENT MANAGEMENT Step 7 Click OK The document is sent to the specific Ariel workstation and the details of the document are displayed in the Send Queue window Ariel Send Queue 8 documents F Document Settings Address Book Patron List Log View Tools Window Help e Q m 6 3 5 amp F amp 2x Document 1D sta
111. document to the Archive Queue window The Save window will be displayed when you click this button This button is enabled only in the Send Received and Delivery Queue windows Holding a selected document in the Send Delivery and Received Queue windows Releasing a selected document in the Send Delivery and Received Queue windows Once the document is released the status is changed to Ready Ready to be Sent and Ready to be Posted in the respective Queue window Opening the Archive Queue window if the window is closed Creating and maintaining the addresses of Ariel workstations The Address Book window will be displayed You can select the existing address or add modify or delete the address details Viewing the log details of documents sent or received in the application The Ariel Log Viewer window will be displayed when you click this button Checking for new mails you have received in the Received Queue window Printing a document The Print dialog box will be displayed You can select the required options to print the document Viewing the version and copyright information of the application 2 29 GETTING STARTED Button Used for Selecting the help topics related to a specific window in the application A pointer is displayed when you click this button You can use the pointer to navigate to a specific window You can click the specific window and
112. dress for the Ariel PC usually through an Ethernet LAN is required 2 15 GETTING STARTED Logging On to Ariel You can log on to Ariel from the Windows Start menu or you can click the shortcut placed on your desktop Step by Step Logging on to Ariel consists of selecting the application from the Windows Start menu Logging On To log on to Ariel Step 1 Click Start in the Windows taskbar The Windows Start menu is displayed Step 2 Select Programs gt Ariel gt Ariel The Ariel window is displayed The application name is displayed in the title bar If your system is shutdown during the scheduled daily maintenance period for the Delivery Queue window the application prompts you to run the scheduled maintenance at startup Patron delivery queue maintenance did not run during your last scheduled maintenance period Would you like to run patron delivery queue maintenance now Note This process could take a while depending on the size of the queue If you choose not to run this process now scheduled activities such as removing documents from a web server and deleting queue entries will not happen until your next scheduled maintenance time which is 8 30 00 4M Yes Step 3 Step 4 No Click Yes to run the scheduled maintenance at the start of the application You can also click No to run the maintenance at the next scheduled time Ariel User Manual v4 1 CEEE 7 AY Tres
113. dt View Fiters Help U vea 09 08 04 15 27 54 Unable to receive mail check that POPI host account and password are correct 09 08 04 15 27 54 Checking mail server for new messages 09 08 04 15 27 44 09 08 04 15 27 44 09 08 04 15 27 34 09708704 15 27 34 09 08 04 15 27 34 09 08 04 15 27 24 09 08 04 15 27 24 09 08 04 15 27 14 09 08 04 15 27 14 09708704 15 27 04 09708704 15 27 04 09708704 15 26 54 09 08 04 15 26 54 09 08 04 15 26 44 09 08 04 15 26 44 09 08 04 15 26 34 09 08 04 15 26 34 09708704 15 26 34 09708704 15 26 24 09 08 04 15 26 24 09 08 04 15 26 14 09 08 04 15 26 14 09 08 04 15 26 04 09 08 04 15 26 04 09708704 15 25 54 NUNRMA 15 25 54 4 220 Unable to receive mail check that POP3 host account and password are correct Checking mail server for new messages Unable to receive mail check that POP3 host account and password are correct CheckSR client Unable to connect SR server 172 16 2 210 Checking mail server for new messages Unable to receive mail check that POP3 host account and password are correct Checking mail server for new messages Unable to receive mail check that POP3 host account and password are correct Checking mail server for new messages Unable to receive mail check that POP3 host account and password are correct Checking mail server for new messages Unable to receive mail check that POP3 host account and password are correct Checking mail server for new message
114. e Infotrieve s Registration server Ariel can then be used If a negative confirmation message is received an appropriate message is displayed and the application may shut down To register Ariel application you must be connected to the Internet 2 24 Ariel User Manual v4 1 GETTING STARTED Navigating within Ariel This section provides procedural information for navigating through Ariel This section also provides a detailed description of the windows layout and the window elements used in Ariel It consists of the following sections e Navigating through the Main Menu e Accessing the Toolbars e Ariel Windows Layout e Ariel Window Elements Navigating through the Main Menu Navigation within Ariel is primarily done through the main menus The main menus represent the different modules of the application You can use the main menus to set up various options required for managing the document details in all the Queue windows In addition you can manage the address details of the Ariel workstations and patrons view log details and transfer details of documents sent or received Main Menu The Main menu is provided for easy access to all the features of Ariel The main menu consists of submenus Each menu represents a feature of Ariel You can click on a menu to access a specific feature When you click on a submenu it is highlighted indicating Ariel User Manual v4 1 2 25 GETTING STARTED that it is the currently a
115. e Registration i XI coky E od ooo Organization JAMEXInc SS Organization type Public University 0 Library Development sss SSCisS OCLC Syme 32 Address 1 fizovilast ss SSSSCS Address 2 FO City Hill View State Province ea Country jusa Zip Postal Code jon Station E mail jiimsmith amexinc com J Prefer over FTP Contact Person iim Smith ss SSS Phone Doo Fax oo Contact E mail jimsmith amexinc com How did you hear about Ariel Year first O O O purchased Ariel Additional Instructions I Use Proxy Server Proxy Settings Address URL Port User ID Password Don t include me in the Ariel Users List Subscribe to the Ariel electronic discussion group to share information and ideas about using Ariel at http listsery boisestate edu archives arie html Cancel Help j A Step 2 Submit and maintain the registration details 2 23 GETTING STARTED Registering Ariel To enter the registration details Step 1 Enter the relevant details in the respective fields Step 2 Click Send to register Ariel with Infotrieve s Registration server Step 3 Ariel checks if all the mandatory fields have been filled and submits the registration request to Infotrieve s Registration server The server verifies the CD key and saves the CD key product ID and other registration information Step 4 Once the registration confirmation is received from th
116. e Send Received Delivery and Archive Queue windows You can set the password for viewing the document count details In addition you can change the password for accessing the document count details The count of documents will be the total number of documents in a specific Queue window since the last reset of the document count e Window Using this feature you can change the arrangement of the Queue windows to cascade or tile and arrange the icons in Ariel Benefits of Ariel The benefits of Ariel are e Ariel is a flexible application which is compatible with the PC platform It works with a wide range of printers and scanners Using standard hardware a dial up connection and email it can be effectively used by all types of institutions e The various set up options required for executing the document management tasks can be performed easily You can modify the set up options to meet your requirements e Scanning images in Ariel provides higher resolution and superior graphic image quality thus making difficult scripts and minutely detailed images stand out especially the Asian scripts mathematical equations and images from Elizabethan woodcuts to NASA photos The document quality remains intact while forwarding the documents e Ariel can be effectively used for sending or receiving large documents to Ariel workstations or patrons Documents can be exchanged between institutions In addition Ariel can be used for performin
117. e window The date will be displayed based on the format you select in the General tab of the Preferences window The total number of pages of the document received The color format used when the document was scanned This information is displayed when the window is accessed This is based on the color format set in the Scan window The available options in the Scan window are B amp W Gray Scale and Color If C is displayed it indicates that some or all the pages of the document contain color and they were scanned using the color format If G is displayed it indicates that some or all the pages in the document contain grayscale and they were scanned using the grayscale format If there is no value displayed in this field it indicates that all the pages in the document are black and white and the pages were scanned in black and white format 4 282 Ariel User Manual v4 1 Ariel User Manual v4 1 DOCUMENT MANAGEMENT Field Name Field Description Paper Size The paper size of the largest page in the document The information is automatically displayed when this window is accessed The paper size for scanning the pages of the document is set up in the Sean tab of the Preferences window For example if you have scanned the document using the Letter and A3 paper size A3 will be displayed in this field as this paper size is larger than Letter File size Step by Ste
118. ect Document gt Send The Send window is displayed Header Information Document ID Bibliographic Transaction Patron Loo O O Patron Note a Cover Sheet Disposition Include CoverSheet Send then Delete Send and Hold Destination To Select Cancel Add to Address Book Help 4 246 Ariel User Manual v4 1 DOCUMENT MANAGEMENT Step 2 Send the documents as required 1 You can also access the Send window by clicking in the toolbar 2 The Send window can also be accessed by selecting the Scan and Send option in the Disposition field and clicking End in the Scan window You can also access this window by selecting Send from the shortcut menu which will be displayed by right clicking a document Sending Documents To send a scanned document Step 1 Enter the relevant details in the Document ID and Note field Step 2 Select the Include CoverSheet check box if you want to automatically include the cover sheet when the document is sent Step 3 Select the required option from the Disposition field Step 4 Enter the Internet Protocol address or the email address of the Ariel workstation in the Destination To field Step 5 You can also select the alias name through the Select Destinations window which can be accessed by clicking Select in the Send window Select Destinations Aliases john osborne manda philips Address List Cancel Help St
119. ectiGi sais jsccusecednccspeSeatkiesaacestee ick yoeas 2 59 Checking Patron Categories for Sending Documents to Patrons 2 60 Validating Dates in Bibliographic Info Window 0 2 60 Checking for Imported Address Book and Patron List 2 61 Logging Off while Working with Ariel 2 62 Validating Dates in Log Files sc scccacodecesadeedncceccessesseentyeeasdehandents 2 62 Checking the Passwords i aciisotes ode cac ec tsuhecceseettens cadences 2 63 Checking the Database ic iG tsaisacsaesieccssancclistelevestsvancalantiaaiaens 2 64 Validating Mail Servers scs ciisisesveapics ccd snsceasasaatectash ceaveaccd secnea stes 2 65 Validating Email Addresses scsscncscsnedtonwsahtoitcaniatcetantane 2 66 Checking Number of Document ccccscessseeeteeeseeeeeeeesees 2 67 Checking Files in OUT DELIVERY and SAVED Folders 2 67 Chapter 3 Setting Up Ariel seeessoessoesssesssesssossoosssseessesssoessoossossesse 3 71 CV VCEVIC WS dca dectind abet isautileadusdcathaacta aE puesta Ea RE En iasi 3 72 COTES ATI aio Aaaicsatens oN ae a sCanate tives se Succes es aa 3 73 Setting Up General Options sss sosisnsue aes sancti 3 76 Configuring Firewall Options ccccesceeeeseeceteceteeeeeeeeseees 3 80 Setting Up Scan Options isco annecadsiesisteou tenance 3 84 Setting Up Auto Print Options ee eeeceseeseceeeneeeeeeeeeeeeeeees 3 94 Setting Up Mail Options 55 c c ssccccsnsecoseceszeadearsvecenaconsccnanseeenedes 3 98 Setting
120. ed or disabled based on the scanner selected Resolution The resolution that will be used when the documents are scanned You can select a required resolution from the drop down list The default value displayed in this drop down list is based on the resolution selected in the Scan tab of the Preferences window Contrast The extent of contrast used while scanning documents You can use the horizontal scroll bar to adjust the contrast as required This field will be enabled or disabled based on the default contrast preferences set in the Scan tab of the Preferences window Format 4 178 The color format used for scanning a document You can select a required format from the drop down list The default value displayed in this drop down list is based on the color format selected in the Scan tab of the Preferences window Ariel User Manual v4 1 Ariel User Manual v4 1 DOCUMENT MANAGEMENT Field Name Field Description Auto Scan Mode Select this check box to automatically scan all the pages of the document When you select this check box all the pages will be scanned automatically and the respective Send Save or Send to Patron window will be displayed based on the option selected in the Disposition field If this check box is not selected you need to click Scan every time to scan each page of the document Auto Scan Preview Select this check box to automatically display e
121. eive tab of the Preferences window is not selected the sending process is said to be suspended at the application level The documents will not be sent to the Ariel workstations When documents are sent to patrons the different stages of the transaction process are displayed in the Delivery FTP and Mail field The different transaction statuses are described in the following table Status Description Indicates that delivery of documents is currently suspended Indicates that the Delivery option is turned On but documents were not sent to the patron for a specific time duration Ariel User Manual v4 1 Ariel User Manual v4 1 DOCUMENT MANAGEMENT Status Description Connecting Indicates that the application is currently being connected to the designated server or system Connected Indicates that the application is connected to the designated server or system Delivering Posting Indicates that the document sent to the patron is being posted to the designated server Delivering Disabled Indicates that the delivery of documents is suspended at the application level When the Delivering On check box is not selected in the Patron Delivery tab of the Preferences window the delivery of documents is said to be suspended at the application level The documents will not be sent or posted to the designated server When documents are received from other Ariel workstations the differe
122. ent is sent and the details are displayed in the Delivery Queue window g 1 You can send TIF files that are saved in your local drive or folder to a patron You can select the specific file from your local drive and drag and drop it in the Delivery Queue window The Send to Patron window will be displayed You can specify the document ID and the patrons address to send it to a patron 2 If there are no patron names for a selected category Ariel will prompt you to add the patron details before sending a document Selecting Patrons from the ILL Database To select patrons from the ILL database Step 1 Click Search ILL in the Send to Patron window The Select ILL Patron window is displayed Select ILL Patron anne yahoo com arryjones yahoo com Cancel Step 2 Select the required patron address from the list Ariel User Manual v4 1 4 255 DOCUMENT MANAGEMENT Step 3 Click Add The Add Patron Delivery Information window is displayed Add Patron Delivery Information Last Name First Name EE ee Category o E mail Address Po PIN fkeevigy Comment gi I Always send document via E mail C SendPDF Send TIFF Update patron information for This transaction only Alltransactions Cancel Help Step 4 Select the category from the Category field Step 5 Modify the details in the respective fields if required Step 6 Click OK to save and close the Add Patron Category Informatio
123. ents and constraints in working with Ariel and consists of the following sections System Requirements Logging On to Ariel Logging Off from Ariel Registering Ariel System Requirements This section discusses the minimum hardware and software required for Ariel Hardware Requirements Ariel User Manual v4 1 The minimum hardware requirements to access Ariel are described in the following table Hardware Requirements For Server Processor Pentium with speed of 450 MHz or faster For PDF delivery Pentium III with speed of 650 MHz or faster is required Hard Drive Average users need 50 100 MB for managing document files For working with grayscale color documents 50 300 MB is required For PDF delivery up to 20 GB is required depending on usage and retention policies 2 13 GETTING STARTED Hardware Requirements For average usage 128 MB or more is required For working with grayscale color documents 256 MB or more is required A faster processor and more RAM will improve performance of the application Scanner Scanners compatible with ISIS or TWAIN driver Printer Windows compatible Postscript printing not recommended For Clients Processor Pentium with speed of 450 MHz or faster For PDF delivery Pentium III with speed of 650 MHz or faster is required Hard Drive Average users need 50 100 MB for managing program files RAM For average usa
124. ep 6 Select the required address and click OK The selected address is displayed in the Destination To field You can also select multiple addresses if required Ariel User Manual v4 1 4 247 DOCUMENT MANAGEMENT eas 4 248 Step 7 Click OK in the Send window The document is sent to the respective Ariel workstation and the details of the document are displayed in the Send Queue window 1 You can also send documents to patrons from the Send window Click Patron in the Send window The Patron List window will be displayed You can select the required patron name and send the document to a patron 2 You can create and maintain the patron list details in the Patron List window For more information see Creating and Maintaining the Patron List 3 When you click Patron and select the patron name from the patron list the application will check for the patron s first and last name If the patron 5 name exists the document will be sent and the details will be automatically displayed in the Delivery Queue window 4 When you enter the patron s email address in the Patron field the document will be sent to the patron even though the patron 5 address is not included in the patron ss list The details of the document will be displayed in the Delivery Queue window 5 You can send TIF files that are saved in your local drive or folder to an Ariel workstation You can select the specific file from your local drive and drag and
125. ep by Step You can delete documents from the Archive Send Received or Delivery Queue windows Ariel User Manual v4 1 4 203 DOCUMENT MANAGEMENT Deleting Documents from the Queue Windows To delete a document Step 1 Select a specific document that you want to delete from the respective Queue window Step 2 Select Document gt Delete A confirmation message for deletion is displayed Step 3 Click Yes to delete the document or click No to cancel the deletion Importing and Saving Documents In Ariel you can import images of documents in tif gif jpeg bmp and pdf format from an external location and save the document in the Archive Queue window You can use the Import dialog box to import scanned images of a document This dialog box will be displayed when you select Import from the Document menu You can also select a document and right click and select Import from the shortcut menu You can then select the Archive submenu to import and save the image The image that is imported is automatically saved in the Archive Queue window Step by Step You can import and save documents using the Import dialog box 4 204 Ariel User Manual v4 1 DOCUMENT MANAGEMENT Importing and Saving Documents To import and save a document Step 1 Select Document gt Import gt Archive The Import dialog box is displayed Import Look in Desktop gt My Documents Projects 4 My Computer E Scan window tif My Ne
126. erform various document management tasks you need to understand how the documents are managed in the Delivery Queue window The Delivery Queue window displays the list of documents that are being sent to patrons The documents that are sent to patrons are displayed in the Delivery Queue window and they are sent via e mail or FTP At the receiving end the patron will receive the document in any POP3 clients such as Outlook Express that is installed in the system Documents can be sent to patrons by selecting Send to Patron from the Document menu The documents that are sent to patrons can be posted via FTP to a web server The patron can access and view the document from the web server A Personal Identification Number PIN or a password will be provided for the patrons to access the document on the web server When the document is acknowledged by the web server and the notification is sent to the patron the status of the document will be changed to Posted Documents that are sent via email are sent to the email server Ariel User Manual v4 1 DOCUMENT MANAGEMENT When the document is received and acknowledged by the email server the status of the document will be changed to Sent eee Youccan turn the Delivery option on or off using the Settings menu When you select Delivering from the Settings menu the delivery process is turned on A i tick mark appears before the submenu To suspend delivery of documents you can c
127. ess details The Patron List window is displayed Add Edit Delete Search ILL Close Cancel Help Name E Mail PIN Comment Last e mail notification Step 3 Step 4 Step 5 Add a new patron address or modify the existing patron address Click Close to save and close the Patron List window and return to the Patron Delivery Queue Entry window Click OK in the Patron Delivery Queue Entry window A message is displayed asking you to confirm update 4 277 DOCUMENT MANAGEMENT Step 6 Step 7 Click Yes to update the changes and close the window You can also click No to cancel the update and close the Patron Delivery Queue Entry window Canceling Delivered Documents You can cancel delivery of documents whose status is active Documents can be canceled when the address is invalid or when you want the document to be sent later You can select a specific document and select Cancel Delivery from the Document menu to cancel the delivery of a document Step by Step You can cancel the delivery of documents in the Delivery Queue window Canceling Documents To cancel a document in the Delivery Queue window Step 1 Step 2 Select the specific active document you want to cancel in the Delivery Queue Select Document gt Cancel Delivery The canceling process begins and the document is not posted or sent to the designated FTP or email server Once the document is
128. etrieved from the Store and Retrieve server The Internet Protocol address of the server which will act as a store and Retrieve server is set up in the Store amp Forward Store amp Retrieve tab of the Preferences window For more information about the store and retrieve options see Setting Up Store Forward and Store Retrieve Options The time duration for retrieving new mails can be set up in the Store amp Forward Store amp Retrieve tab of the Preferences window If you want to check for new mails within this time duration specified you can use select Check for New Mails Now from the Document menu Step by Step You can check for new mails in the Received Queue window Ariel User Manual v4 1 4 289 DOCUMENT MANAGEMENT Checking Mails To check for mails you have received Step 1 Select the Received Queue window Step 2 Select Document gt Check for New Mails Now If you have received a new mail from an Ariel workstation the details of the document will be displayed in the Received Queue window eee l Specify the Internet Protocol address for the Store and Retrieve server to E receive mails from the Ariel workstations b 2 You can also right click a specific document and select Check for New Mails Now from the shortcut menu The shortcut menu will be displayed when you right click a specific document 3 You can also click in the toolbar to check for new mails 4 290 Ariel User Manual v4 1 DOCU
129. f a document 4 184 resetting document counter details 3 166 restored database CHECKING cescocieee 2 51 restoring database 0 00 eee 2 47 rotating PARES duiiie 4 190 S saving documents 4 202 4 204 documents in archive queue win COW irie 4 199 scan options entering uoo 3 91 modifying 3 92 setting up oo 3 84 scanned pages viewing os 4 186 scanning documents 4 175 4 181 documents in ariel 4 175 scroll bar 0 0 eee 2 32 selecting ISIS scanner 3 93 patrons from ILL database 4 255 6 309 INDEX 6 310 TWAIN scanner 3 92 selecting patrons from ILL database 3 161 send and receive options entering noonoo 3 126 modifying 3 127 setting UP o n 3 123 send queue window canceling documents 4 262 managing documents 4 237 modifying document details 4 257 understanding 4 237 sending documents 4 247 documents in delivery queue win GOW siriar 4 272 documents to ariel workstations 4 243 documents to patrons 4 209 4 251 tis eas Pucnais een aoe 4 255 sent documents canceling u o 4 263 modifying 4 262 setting up advanced scanner settings 4 82 auto print options 3 94 log options 4 2 1 4 213 mail options 3 98 patron categories 3 141 patron delivery options 3 106 print options 4 223 scan options 3 84 se
130. f scanner has a dialog that displays options based on the features available in the scanner In Ariel you can select the Ariel scan dialog or the scanner specific dialog as the default dialog for scanning documents For example if an Epson scanner is configured in your system you can select the scan dialog specific to the Epson scanner This scanner dialog will be displayed when you want to scan documents You can use the Sean tab of the Preferences window to set up the scan options The command buttons in the Scan tab of the Preferences window are described in the following table Button Used to Select Scanner_ Select the Twain scanner type for scanning documents The Select Source window will be displayed from which you can select the required scanner Set up the scanner driver settings before scanning the page For more information see Setting Up Advanced Scanner Settings The command buttons in the Scanner Selection window are described in the following table To add a new scanner driver 3 85 SETTING UP ARIEL Button Used to Field Descriptions To set up the scanner settings When you click this button you can specify the required scanner settings The scanner settings options specific to the scanner selected in the Select Scanner window will be displayed The fields in the Scan tab of the Preferences window are described in the following table Field Name Field Description
131. fax Kipp 2 1 Any Fujitsu with Kofax Kipp 2 1 Add Any Scanner w Adrenaline Any Scanner w PixT WAIN Apple Color One 1200 30 Step 4 In the Scanner field select the specific scanner driver Step 5 Click OK to select the scanner name as the default scanner for scanning documents Step 6 You can also click Cancel to cancel selection Scanner section ji The list of ISIS scanners that are installed on your system will be displayed in the Ariel User Manual v4 1 3 93 SETTING UP ARIEL Adding an ISIS Scanner To add new ISIS supported scanner Step 1 Navigate to the Preferences window Step 2 Select the Scan tab in the Preferences window Step 3 Select the ISIS option in the Scanner Driver field The Scanner Selection window is displayed Step 4 Click Add The Add Scanner window is displayed Add Scanner Insert disk containing scanner drivers in Step 5 Specify the relevant disk or drive containing the scanner driver Step 6 Click OK to add the scanner driver and close the Add Scanner window Step 7 You can also click Cancel to close the window without saving the details Setting Up Auto Print Options Auto printing is an option available in Ariel by which you can automatically print a document on receiving it By setting up auto print options you can print documents immediately when they are received in the Received Queue window The auto print option is useful for Ariel workstation
132. g Off from Ariel ssssssessesessseessessssressessessressessessresseese 2 18 R gistering ATIC tat caurssedehoy tae dapseqeossta renee keane 2 18 Navigating within Atte cc oictex sade cedancaivattadseagneasicesaseedidedaccen ations 2 25 Navigating through the Main Menu eeccescssesseeereeneeeeeees 2 25 Accessing the Toolbars scatucsccace metosuess tay niinn aa 2 28 Ariel Windows Layout cciiscisessececi esse aster tecieamecanees 2 30 Ariel Window BIEMENtS xis cosy acs oie haiintenaenecs by aaeues 2 31 Database Mai tenante srann acta a e ete it a atten oct 2 40 Database Backups yz dsteiaced lansdccheavigaaptiasszalsaslaceatseencebataataaers 2 40 Restoring the Database ccccescceesceeeeesceceseceeeeeseeensecneensees 2 47 Error Messages Feces i Sacaiist satacaiiia Saad aad a Seas at ange ee Saab a coset 2 52 Validating Internet Protocol Address cceccecseesseeeteeeteeeees 2 53 Checking Printer Configuration 0cccceeseeseceteeeeeeeeeeeeseees 2 53 Checking Document UD acid Gicasadeadas deetocsiceeoties auc 2 54 Checking Document Feeder for Scanning Documents 2 55 Ariel User Manual v4 1 TABLE OF CONTENTS Checking Alias Name in Add New Address Window 2 55 Checking Internet Protocol Address in Add New Address Window 2 56 Checking Scanner Initialization cee ceseeseeneeeeeereeeeeeeeeeeees 2 56 Checking SOL Server Connections pctssesceaticinaiwnade 2 59 Checking DSN Conn
133. g file The log entries contain details of successful transfer or receipt of documents The details in the log file are useful to track the transfer status of the documents identify errors and troubleshoot them You can set up the log options to view the log details of documents sent or received You can set the log options using the Ariel Log Options window This window can be accessed by selecting Options from the Log menu You can specify the number of days after which the log entries can be deleted from the Ariel Log Viewer window The document log details are displayed based on the log options set up in the Ariel Log Options window Ariel User Manual v4 1 4 211 DOCUMENT MANAGEMENT Field Descriptions The fields in the Ariel Log Options window are described in the following table Field Name Description Delete log entries The number of days after which the older than document log details will be deleted from the Ariel Log Viewer window Default number of days is 30 This is a mandatory field You can enter an integer value between 7 and 90 Include diagnostic Select this check box if you want the logging Ariel Log Viewer to show additional information about the log entries automatically This can be useful while troubleshooting For example the details of a report can be displayed in the Ariel Log Viewer window every time the application contacts your FTP to check for new mails Step by Step You can
134. g various document management tasks such as modifying printing canceling removing and deleting documents e The preview option in Ariel enables you to preview documents as you scan them This enables the sender to check for any Ariel User Manual v4 1 Ariel User Manual v4 1 INTRODUCTION missing pages The missing pages can then be scanned and inserted or deleted When the documents are sent from Ariel workstations Ariel compresses the data to make transmission faster Documents can be sent or received simultaneously at your convenience Ariel can be effectively used for managing the address details of Ariel workstations and patrons The log entries of documents sent or received can be tracked and monitored With its wide range of activities and features Ariel outperforms the fax in speed quality reliability and cost 1 5 INTRODUCTION 1 6 About Ariel Publication Library The Ariel publication library has been developed as a comprehensive reference for performing various document management tasks It provides all the necessary information to the users for effective usage of the application The publication library for the application includes e User Manual This is intended for the end users of the application It provides conceptual and task based procedural information with screen captures required for optimal usage of the application e Help System This is intended as an online reference for all types of
135. ge 128 MB or more is required For working with grayscale color documents 256 MB or more is required A faster processor and more RAM will improve performance of the application Scanners Scanners compatible with ISIS or TWAIN driver Printer Windows compatible Postscript printing not recommended A CD ROM drive is essential for installing Ariel 2 14 Ariel User Manual v4 1 Ariel User Manual v4 1 GETTING STARTED Software Requirements The minimum software requirements to access Ariel are described in the following table Software Requirements For Server Operating System Windows 2000 or XP Professional Lead Tools Raster Imaging Pro 14 0 Database Microsoft SQL Server 2000 Desktop Engine MSDE 2000 MSDE 2000 is a data engine built and based on core SQL Server technology It is a reliable storage engine and query processor for desktop extensions of enterprise applications It is used for building advanced database features in desktop applications Internet Access Direct high speed connection to the Internet through a Local Area Network LAN For FTP a permanent IP address for the Ariel PC usually through an Ethernet LAN is required For Clients Operating System Windows 2000 or XP Professional Lead Tools Raster Imaging Pro 14 0 Internet Access Direct high speed connection to the Internet through a Local Area Network LAN For FTP a permanent IP ad
136. ges and close the Update Patron Category Information window and return to the Patron Categories Details window Step 5 You can also click Cancel or xj to close the Update Patron Category Information window without saving the details and return to the Patron Categories Details window Step 6 Click Close or X to close the Patron Categories Details window Ariel User Manual v4 1 3 147 SETTING UP ARIEL Deleting Patron Category Details To delete patron category details Step 1 Select a category name you want to delete from the Category Details List section in the Patron Categories Details window Step 2 Click Delete A confirmation message for delete is displayed Click OK to delete the patron category Step 3 You can also click Cancel or x to cancel deletion Step 4 Click Close or x to close the Patron Categories Details window Creating and Maintaining the Patron List In Ariel you can add patron details to an existing patron list You can assign patrons to a specific category for identifying them You can use the Patron List window to add modify or delete the patron details The Patron List window consists of the following sections e List section Lists the patron names based on the patron category selected from the drop down list 3 148 Ariel User Manual v4 1 SETTING UP ARIEL e Details section Displays the patron details such as name email address personal identification number and any remarks
137. gs You can also specify the time duration for checking new emails and delete or hold documents whose status is Pending in the respective Queue windows You can set up the mail options based on your requirements 3 98 Ariel User Manual v4 1 SETTING UP ARIEL When you set up the outgoing mail server options you need to specify the Simple Mail Transfer Protocol SMTP port the Internet Protocol address or DNS name of the outgoing mail server SMTP account name and the password SMTP port is a Transmission Control Protocol Internet Protocol TCP IP for sending messages from one computer to another on a network To enable incoming mails you can specify the mail type the port Internet Protocol address of the mail server and account name with the password Incoming mail can either be received in the Internet Message Access Protocol IMAP or the Post Office Protocol 3 POP3 format The Mail tab will not be displayed in the Preferences window when the J i n application is in the client mode Ariel User Manual v4 1 You can use the Mail tab of the Preferences window to set up the mail options You can select the required options for sending and receiving mails Based on the option selected you can either send and receive mails 3 99 SETTING UP ARIEL Field Descriptions The fields in the Mail tab of the Preferences window are described in the following table Field Name Field Description Outgoing mail set
138. he Aliases list Auto Removal Cover Sheet is Enabled Disabled Indicates the status of the auto removal of cover sheet option This will be displayed based on the selection made in the Auto Remove CoverSheet check box in the Add New Address window When the Auto Remove CoverSheet check box is selected in the Add New Address window Auto Removal Cover Sheet is Enabled will be displayed in this field When the Auto Remove Cover Sheet check box is cleared in the Add New Address window Auto Removal Cover Sheet is Disabled will be displayed in this field Address List Displays the Internet Protocol or email address of the Ariel workstation The fields in the Add New Address window are described in the following table Field Name Field Description Alias The pseudo name assigned to an Ariel workstation This is a mandatory field Comment 3 130 Any remark or comment about the Ariel workstation Ariel User Manual v4 1 Ariel User Manual v4 1 SETTING UP ARIEL Field Name Field Description Address The Internet Protocol or email address of the Ariel workstation You can also specify the system name of an Ariel workstation in this field The application will automatically display the Internet Protocol address of the Ariel workstation in the Address Book window This is a mandatory field Auto Remove CoverSheet Step by Step Select this check box to au
139. he name of the database Path The location of the database where the dat file has to be restored You can also specify the Internet Protocol address or the system name in this field followed by the folder name For example you can specify the path as 172 12 09 1 folder1 Step by Step You can restore the database using an external back up and restore tool In addition you can also check for the restored database through the SQL Query Analyzer Restoring the Database Using External Tool To restore the database using an external restore tool Step 1 Access the DatabaseBackUpRestore tool DatabaseBackUpRestore 2 xj Options 2 48 Ariel User Manual v4 1 GETTING STARTED Step 2 Select Options gt Restore Database The Restore window is displayed Server Name User Name Cancel Password Database Pah o o Application Path Browse Step 3 Enter the name of the server in the Server Name field You can also specify the Internet Protocol address or the system name in this field For example you can specify the server name as 172 12 09 1 or Ariel workstation 1 Step 4 Specify the valid SQL Server authentication user name in the UserName field Step 5 Specify the valid SQL Server authentication password in the Password field Step 6 Specify the database name in the Database field Step 7 Click Open to search and locate the database saved in a d
140. hecking new emails deleting or holding documents in the respective fields Ariel User Manual v4 1 3 105 SETTING UP ARIEL Step 5 Click Apply to save the options as default preferences Step 6 Click OK to save and close the Preferences window Step 7 You can also click Cancel or X to close the Preferences window without saving the details Modifying Mail Options To modify mail options Step 1 Select the Mail tab The fields are displayed Step 2 Make the necessary changes Step 3 Click Apply to save the options as default preferences Step 4 Click OK to save and close the Preferences window Step 5 You can also click Cancel or X to close the Preferences window without saving the details Setting Up Patron Delivery Options 3 106 Patron delivery options refer to the delivery options that can be set up for sending documents to patrons The documents are sent to patrons via email or FTP In Ariel the patron delivery option includes details such as delivery mode document type email notification and document management details You can also specify whether copyright notice has to be included when documents are sent to patrons In addition you can link the application to an external ILL Manager Patron database and specify whether documents can be automatically forwarded to the patrons You can also specify the return email address to receive email responses from patrons You can set up the default docume
141. hic Details Ariel User Manual v4 1 4 185 DOCUMENT MANAGEMENT Viewing Scanned Pages of a Document You can view the pages of a scanned document in the Send Delivery Received and Archive Queue windows You can use the View Document window to view the pages of a document You can directly access this window by selecting a specific document from any of the Queue windows and selecting View from the Document menu You can also view a specific page of a document by right clicking the document and selecting View from the shortcut menu The pages of a document can also be viewed by clicking View in the Scan window The View Document window can also be accessed by clicking aQ in the toolbar When this window is accessed the page number of the currently accessed page and the total number of pages scanned will be displayed The window elements in the View Document window are described in the following table Element Used To Close Close the View Document window Print a specific page of a document which is currently viewed A message will be displayed stating that the specific page is printed View the help topic Increase the size of the page display to get Zoom In a close up view of the page Reduce the size of a page display to view Zoom Out 3 more details of a page Rotate the page The Rotate Page window will be displayed You can select the required option and click OK to rotate the page Ro
142. icates the document is ready to be sent to the patron s email Sending Indicates that the document is being sent to the patron s e mail address Will Retry Send Indicates that the document was not successfully sent to the patron and the application will retry sending the document The maximum number of times the application will try to send the document will be ten 10 Indicates that there was an error while sending the document through mail or FTP posting Sent Indicates that the document has been successfully sent to the patron s email Error Sending Held Indicates that the document with status Error Sending is kept on hold If the document is released the status of the document will change to Error Sending Sent Held Indicates that the document whose status is Sent is kept on hold When the document is kept on hold the documents sent will not be removed from the designated mail server When the document is released the status of the document will be Sent again Canceled Indicates that the document s delivery has been canceled Canceled Held Indicates that the document whose status is Cancelled is kept on hold If the document is released the status will change to Canceled again Ready to Delete Indicates that the document is ready to be deleted from the Delivery Queue window 4 267 DOCUMENT MANAGEMENT
143. iel User Manual v4 1 5 301 GLOSSARY 5 302 standard for sending voice video and data over digital telephone lines or normal telephone wires ISDN supports data transfer rates of 64 kbps 64000 bits per second ISSN Acronym for International Standard Serial Number It is a unique number assigned to a book or document to identify publications including mono graphic series In 1979 the ISSN replaced the ISBN for serials L LAN Local Area Network A group of computers and other devices dispersed over arelatively limited area and connected by a communication link that enables any device to interact with any other on the network M MSDE 2000 Microsoft SQL Server 2000 Desktop Engine is a data engine built and based on core SQL Server technology It is a reliable storage engine and query processor for desktop extensions of enterprise applications N NAT Net Address Translation The process of converting between IP addresses used within an intranet or other private network called a stub domain and Internet IP addresses P POP3 Post Office Protocol It is a protocol for servers on the Internet that receive store and transmit emails and for clients on computers that connect to the servers to download and upload e mail Proxy Server A firewall component that manages Internet traffic to and from a LAN and can provide other features such as document caching and access control R Registry Registry is a central
144. ific document and right click and select Info Edit from the Document menu or the shortcut menu The respective Queue Entry window will be displayed You can then click Bibliographic to modify the bibliographic details of the selected document Ariel User Manual v4 1 DOCUMENT MANAGEMENT Managing Documents in Send Queue Window The Send Queue window displays the list of documents that are waiting to be sent to various Ariel workstations You can use the Send window to send documents to Ariel workstations or patrons or you can save the document in the Archive Queue window The tasks such as changing document status viewing deleting importing printing documents and viewing transfer status of documents are common to all Queue windows and are discussed in Common Tasks in Document Management In addition you can cancel documents whose status is Active in the Send Queue window You can also modify the document details and cancel currently sent documents The procedural and task related information for performing these tasks are discussed in the following sections e Understanding Send Queue Window e Sending Documents to Ariel Workstations e Sending Documents to Patrons e Modifying Document Details in Send Queue Window e Canceling Documents in Send Queue Window Understanding Send Queue Window Before you can perform various document management tasks you need to understand how the documents are managed in the Send Q
145. indow In addition you can update email messages using the Updating E Mail Message window Ariel User Manual v4 1 4 253 DOCUMENT MANAGEMENT Accessing the Send to Patron Window To access the Send to Patron window Step 1 Select Document gt Send to Patron The Send to Patron to window is displayed Send to Patron Categories All Categories Add John Adams Edit Edit E mail Search ILL Send Cancel Document ID TestDoct Bibliographic Details pe a seat eS vied Help p Name E mail PIN Comment Last e mail notificaton Step 2 Send documents to patrons as required You can select a document and right click and select Send to Patron from the shortcut menu to access the Send to Patron window This window can also be accessed by clicking e in the toolbar 4 254 Ariel User Manual v4 1 DOCUMENT MANAGEMENT Sending Documents to Patrons To send a document to a patron Step 1 Select the patron category from the categories field Based on the category selected the list of patron names is displayed in the list below the Categories field Step 2 Select a patron name from the list The name email address personal identification number and remarks about the patron will be displayed in the Details section The last date of e mail notification is also displayed Step 3 Enter the document ID Step 4 Click Send The Send to Patron window is closed and the docum
146. indow When the document is sent though mail server the status of the document will be Sending and when it is posted to a FTP server the status will be Posted You can delete the document in a specific Queue window when the number of documents exceed the limit specified for the Send and Received Queue windows The number of documents that each Queue window can hold is specified in the Limit Documents to field in the Send and Receive Settings For more information see Setting Up Send and Receive Options A document can be deleted based on the time interval specified for deleting the document in the mail settings of the Preferences window For more information see Setting Up Mail Options To delete a document you can select the required document and select Delete from the Document menu The document can also be deleted by selecting Delete from the shortcut menu The shortcut menu can be accessed by right clicking a document In addition you can select the Send and Delete option in the Disposition field of the Send window to directly delete the document after it is sent oie gt 1 The icon before the Document ID field in the respective Queue windows will be highlighted in yellow indicating that the document is active in the specific N Queue 2 Only one document can be active in a specific Queue window 3 The document will be deleted only after it is received by the intended Ariel workstation or patron St
147. ing Document Details in Delivery Queue Window 4 273 Canceling Delivered DOCUMENtS scciissscigesesnscsavieinncsdiscsacase 4 278 Removing Posted Document ccccccesseeeteceeeeeeeeeeteeenaeens 4 279 Managing Documents in Received Queue Window 0 4 280 Understanding Received Queue Window ccceeeeeeeetees 4 280 Modifying Document Details in Received Queue Window 4 286 Checking New Mails asiists cs dium esssedoctisineaitichaesieiiotanen as 4 289 Managing Documents in Archive Queue Window eee 4 291 Understanding Archive Queue Window eeseeeeseeeeeeees 4 291 Opening Archive Queue Window escceecceeseesteeeteeeteeeees 4 295 Modifying Document Details in Archive Queue Window 4 295 GSIOSSAFY scicsscasctindassnspscagnstsesscsbustecons asses eens vudassasecceohuernauesessa densa tates aeee 5 301 PIG C E E EN A A EEA 6 305 Ariel User Manual v4 1 v TABLE OF CONTENTS vi Ariel User Manual v4 1 Chapter 1 Introduction Introduction provides a brief overview of Ariel and the publication library developed for it This chapter provides a brief overview of the application various features of Ariel benefits of using Ariel and the user documentation such as the User Manual and the Help System developed for it It also provides information about the content organization and the notational conventions used It consists of the following sections e About Ariel e About Ariel P
148. ing Page 1 window will be displayed using which you can insert a specific page In this window the same fields as in the Scan window are displayed For more information on fields see Field Descriptions given in Scanning Documents Delete pages in a document When you click this button a confirmation message for delete will be displayed You can click Yes to delete the specific page or click No to cancel deletion Remove a part of a image or unwanted Crop Image sections or extra white spaces in the scanned document Step by Step You can view navigate and rotate images of documents replace insert delete and print pages of a document using the View Document window In addition you can crop the image of a page of document if required 4 188 Ariel User Manual v4 1 DOCUMENT MANAGEMENT Accessing the View Document Window To access the View Document window Step 1 Select a specific document you want to view from the Send Delivery Received or Archive Queue window Step 2 Select Document gt View The View Document window is displayed Linking Images With Applications Step 3 View print or save the document as required ae When you click any of the command buttons in the View document window and perform specific tasks a message prompts you to save the changes Click Yes to update the changes or click No to cancel it For example if you click Rotate Page and then click Next a
149. ing documents 4 29 modifying document details 4 295 OPENING 0 0 4 295 Ariel User Manual v4 1 saving documents 4 199 understanding 4 29 ariel ADO ssevstenaniscaniseseteds 1 2 ACCESSING o oo 2 13 features 552 csenctvtearbooes 1 2 logging off 2 18 logging on n se 2 16 navigation 2 25 registering 2 18 2 24 scanning documents 4 175 system requirements 2 3 window elements 2 31 window layout 2 30 ariel log viewer submenus 4 216 ariel workstations importing and sending documents 4 206 auto print options entering osu tetris 3 97 modifying 3 98 setting UP o on 3 94 B backup database 2 40 2 43 bibliographic details adding x2 scasisbatenteas ss 4 235 creating o o 4 232 maintaining 4 232 modifying 4 236 C calendar lookup 2 36 6 305 INDEX 6 306 canceling delivered documents 4 278 documents 4 278 documents in send queue window 4 262 sent documents 4 263 changing password 4 3 171 check BOX 2c waisted 2 31 checking imported patron list 2 61 mails ooeec 4 290 new mails 4 289 restored database 2 51 command buttons 2 37 common tasks document management 4 185 configuring firewall options 3 80 creating address book 3 128 bibliographic details 4 232 patron list
150. ing documents via e mail you must specify the option as E MAIL You can also specify the FTP option if documents are to be sent through FTP For receiving Ariel User Manual v4 1 3 161 SETTING UP ARIEL documents in the TIFF format you must specify the option as TIFF You can also specify the PDF option for receiving documents in PDF format EJ Microsoft Excel PatronList_Test Ele Edt View Insert Format Tools Data Window Help Acrobat JDSHRSAT SBRS oo BELA MBm Q john m usa net rosepaul ethemet com OZB6 WTM patron 2 E MAIL geoand lycos com patron 3 FTP jimmy hotmail com patron 4 EMAIL For importing addresses from CSV files the details of the Ariel workstation must be listed in a single column format All the field details must be separated by a comma and without any changes The first detail must contain the last name of the patron the second detail must contain the first name of the patron the third detail must contain the category of the patron and the forth detail must contain the email address of the patron the fifth detail must contain the PIN number the sixth detail must contain the comments for the patron the seventh detail must contain the option for sending documents via email the eighth detail must contain the option for sending documents as either in the PDF or TIFF format For sending documents via e mail you must specify the option as E MAIL You can also specify the FTP option if documents are t
151. int J Fit Image to Page Do not Auto Print Color Documents Paper Size Header Page Legal bi None C Short C Long Cancel Apply Help Step 2 Set up the preferences as required 1 By default the Auto Print tab will be selected when you access the Preferences window 2 You can navigate through the various tabs in the Preferences window using the Control and Tab key on the keyboard 3 78 Ariel User Manual v4 1 Ariel User Manual v4 1 SETTING UP ARIEL Entering General Preferences To enter the general preferences Step 1 Select the General tab in the Preferences window The fields for entering the general preferences details are displayed Preferences Mail Store amp Forward Store amp Retrieve Patron Delivery Auto Print General Scan Send Receive NAT Firewall r Sender Name Sender Name J ohn Abraham Date Format C DDAMMAYYY MM DDAYYY YYYY MM DD r Archive Limit Documents to 200 100 999 r Copy Right Copyright Notice This document is the copyright of Ariel Cancel Apply Help Step 2 Enter the sender s name date format number of documents that can be saved in the Archive Queue window and the copyright details Step 3 Click Apply to save the options as default preferences Step 4 Click OK to save and close the Preferences window SETTING UP ARIEL Step 5 You can also click Cancel or X to close the Prefere
152. ions The fields in the Scan window are described in the following table Field Name Field Description Scanner Settings Dither The dither option that can be selected for scanning the document You can select the required option from the drop down list This field will be enabled or disabled based on the default color format selected in the Scan tab of the Preferences window Dithering is a technique used in computer graphics to create additional colors and shades from an existing palette by varying the proportion of different colors In monochrome display gray areas are created by varying the proportion of black and white pixels In color displays colors and textures are created by varying proportions of existing colors There are three types of dithers viz Regular Random and Pseudo random The default value displayed in this field is based on the value selected in the Dither field in the Scan tab of the Preferences window Paper Size The size of the paper that is scanned You can select a required paper size from the drop down list The default value displayed in this drop down list is based on the paper size selected in the Sean tab of the Preferences window 4 177 DOCUMENT MANAGEMENT Field Name Field Description Brightness The extent of brightness used while scanning the document You can use the horizontal scroll bar to adjust the brightness as required This field will be enabl
153. iptions Patron The name of the patron You can enter the patron name or click Patron and select the patron name from the Patron List window Note Any remarks or comments about the document Auto Printing Settings The different modes specified for printing the document in the Received Queue window You can select a required option The available options are Print then Delete Select this option to print the document and delete it in the Received Queue window Print and Hold Select this option to print and retain a copy of the document in the Received Queue window Other Information Status The current status of the document which is automatically displayed when the window is accessed Pages The total number of pages in the document This information is automatically displayed when the window is accessed Paper Size The paper size of the document This information is automatically displayed when the window is accessed The Internet Protocol address from where the document was received The date and time when the document moved into the Received Queue window This information is automatically displayed when the window is accessed Auto Printed The total number of pages printed 4 287 DOCUMENT MANAGEMENT Step by Step You can modify the destination address of a document or document ID using the Received Queue Entry window Accessing the Received Que
154. it Elizabeth Rose Jenny Defoe Delete Search ILL Close Cancel Help Comment Last e mail notification Step 2 Create and maintain the patron details as required 3 156 Ariel User Manual v4 1 SETTING UP ARIEL Viewing Patron List Details To view the patron list details Step 1 Select the relevant patron category from the drop down list in the Patron List window The list of patron names are displayed based on the patron category selected Step 2 Select a patron name from the List section Step 3 The details of the selected patron are displayed in the Details section Creating Patron List Details To create patron list details Step 1 Click Add in the Patron List window The Add Patron Delivery Information window is displayed Add Patron Delivery Information a xj Last Name First Name Category v E mail Address PIN fkceioyY Comment l I Always send document via E mail C SendPDF Send TIFF Update patron information for This transaction only All transactions Cancel Help Step 2 Enter the last name first name email address and comment in the respective fields Step 3 Select the patron category from the drop down list The PIN number is automatically displayed in the PIN field Ariel User Manual v4 1 3 157 SETTING UP ARIEL Step 4 Select Always send document via E mail check box if you want to send the document only through email Step 5
155. it Documents to 100 999 field in the Send section is enabled when the application is in the client mode You can use the Send Receive tab of the Preferences window to set up the send and receive options Ariel User Manual v4 1 3 123 SETTING UP ARIEL Field Descriptions The fields in the Send Receive tab of the Preferences window are described in the following table Field Name Field Description Send Send Disposition The various options by which the documents sent can be managed You can select the required option The available options are 1 Send and Delete Selecting this option will automatically delete the document in the Send Queue window once the receiving system acknowledges receipt of the document 2 Send and Hold Selecting this option will automatically hold the document in the Send Queue window once the receiving system acknowledges receipt of the document The status of the document will be Held in the Send Queue window Sending On Select the check box to enable sending of documents at the application level Documents will not be sent to the respective Ariel workstation when this check box is cleared Limit Documents The maximum number of documents that to 100 999 can be saved in the Send Queue window The limit for the documents that can be saved in the Send Queue window can be between 100 to 999 This is a mandatory field Note Only numeric values and a maximum of
156. ive Entry window Ariel User Manual v4 1 4 297 DOCUMENT MANAGEMENT Accessing the Archive Entry Window To access the Archive Entry window Step 1 Select a specific document from the Archive Queue window Step 2 Select Document gt Info Edit The Archive Entry window is displayed with the file name Archive Entry Header Information Document ID Doc2 Bibliographic Transaction Patron r 0ti lt i C CS S S S SOSSCS Patron Note ra Archive Entry Identification File Name File 2 Description Other Information Pages 24 When Archived 30 12 1899 00 00 Paper Size UsLetter Help Step 3 Modify the details as required right clicking Info Edit from the shortcut menu The shortcut menu will be Q The Archive Entry window can also be accessed by selecting a document and displayed when you select and right click a specific document 4 298 Ariel User Manual v4 1 DOCUMENT MANAGEMENT Modifying Archive Documents To modify the details in the archive document Step 1 Modify the document ID or change the file name and description if required in the Archive Entry window Step 2 Click OK A message is displayed asking you to confirm update Step 3 Click Yes to update the changes and close the Archive Entry window Step 4 You can also click No to cancel update and close the Archive Entry window Ariel User Manual v4 1 4 299 DOCUMENT MANAGEMENT 4 300 Ariel
157. ivery tab of the Preferences window will be taken as the default email text 2 If the email text is not specified in this field and in the Patron Delivery tab of the Preferences window the application automatically displays the default email text when the document is sent to the patron Step by Step You can access view and delete the patron categories using the Patron Categories Details window You can add patron categories using the Add Patron Category Information window and modify the patron categories using Update Patron Category Information window 3 144 Ariel User Manual v4 1 SETTING UP ARIEL Accessing the Patron Categories Details Window To access the Patron Categories Details window Step 1 Select Patron List gt Categories The Patron Categories Details window is displayed PatronCategoriesDetails j xj Category Details Alphabet 4 to D Alphabet E to H Alphabet Ito L Alphabet M to P Alphabet to T Alphabet U to Z r Details CopyRights Subject Line Email Message Step 2 Create and maintain patron categories as required Viewing Patron Category Details To view patron category details Step 1 Select a category from the Category Details List section in the Patron Categories Details window Step 2 The details of the selected category are displayed in the Details section Ariel User Manual v4 1 3 145 SETTING UP ARIEL Adding Patron Category Details To add patron
158. ke frequent backups of the database In case your system crashes you can restore the database to the database server By restoring the database you can make the existing Ariel application work You can also use an external backup and restore tool to make a back up of the database In Ariel you cannot make a backup of the database to which Ariel is connected Therefore an external backup tool can be used to make a back up of the database that is currently being used by Ariel You can Ariel User Manual v4 1 Ariel User Manual v4 1 GETTING STARTED restore the database only through the restore option of the external back up and restore tool For making the back up of the database you need to specify the valid SQL Server authentication user name and password If you are using an existing MSDE to create a database then the existing user name and password for the SQL Server must be specified in the Back Up window If MSDE is installed during Ariel installation then the default user ID sa and password ariel must be specified while making the back up of the database While making a back up of the database you can specify the Internet Protocol address or the system name of the database server You can also specify the Internet Protocol address or the system name of the location where the database has to be made You can use the Back Up window to make a backup of your database The command buttons in the Back Up window are des
159. l User Manual v4 1 3 139 SETTING UP ARIEL Importing Address Details in CSV Format To import address details that are available in CSV format Step 1 Select Address Book Get External Data gt Import CSV File The Open dialog box is displayed Ce lx Look in J Desktop 7 ex FA My Computer My Network Places Files of type xis xls Cancel 7 Open as read only y V Step 2 Select the location of the file Step 3 Select Open as read only check box if required Step 4 Click Open A message that the address details are successfully imported is displayed The addresses in the CSV file are imported to the address book Step 5 Click OK The details of the imported addresses are available in the Aliases field of the Address Book window 3 140 Ariel User Manual v4 1 SETTING UP ARIEL Managing Patron Details In Ariel you can send documents to patrons Documents are sent to patrons through email or FTP You can use the Patron List feature in Ariel to set up patron categories create and maintain patron details and import addresses from Excel or CSV format You can customize the patron details based on your requirements The procedural and task related information for managing the patron details are discussed in the following sections e Setting Up Patron Categories e Creating and Maintaining the Patron List e Importing Patron Lists Setting Up Patron Categories Patron categories refer to
160. l order The oldest entries are automatically deleted based on the number of days specified for deletion of entries in the Ariel Log Options window You can use the horizontal and vertical scroll bar to view the log entries If the window size is adjusted the log details are automatically displayed based on the width of the window and the text will be displayed in the next line The Ariel Log Viewer window consists of various menu and submenu items using which you can perform tasks related to log entries The available options are e File Used to save view and print the log entries e Edit Used to edit undo cut copy paste search for specific details and replace texts e View Used to view the tool bar status bar refresh and update new entries in the Ariel Log Viewer window e Filters Used to set various filter options and save the filter settings Ariel User Manual v4 1 DOCUMENT MANAGEMENT e Help Used to view the help topic bed Ariel Log Viewer 1401 0 able to initialize StartUpNotifications send process StoreForwardiP Address is empty 11 01 04 14 50 ara DCONTRAST implich limit 1 AIN CONTRAST RANGE limit H 1000 000000 L 999 999985 S 1000 000000 AIN AUTOBRIGHT implicit limit 1 1 04 14 50 28 IAIN CHK Operation cap_set_float ICAP_BRIGHTNESS Return Code TWRC_FAILURE Condition oHe TWCC_BADY 1 04 14 50 26 1 04 14 50 28 1 04 14 50 28 11 04 14 50 28 1 04 14 50 28 1 04 14 50 20 11 04 14 5
161. ld it indicates that all the pages in the document are black and white and the pages were scanned in black and white format Paper Size The paper size of the largest page in the document The information is automatically displayed when this window is accessed The paper size for scanning the pages of the document is set up in the Scan tab of the Preferences window For example if you have scanned the document using the Letter and A3 paper size A3 will be displayed in this field as this paper size is larger than Letter File size The file size of the document in kilobytes This information is automatically displayed when the window is accessed 4 270 Ariel User Manual v4 1 DOCUMENT MANAGEMENT Step by Step You can access and perform various tasks related to the document delivery using the Delivery Queue window Accessing the Delivery Queue Window To access the Delivery Queue window Step 1 Click the Delivery Queue window The window is enabled 3 Revere t tte stle Twat 996 Description Pages Cok Document 1D Satus Fron tein Pages Col Ready 172 t6 2 147 172 16 2 147 Ready 172 16 2 147 Held Sekt 172 16 2 147 Held Sert 172 16 2 147 Held Set 172 16 2 147 Ariel User Manual v4 1 4 271 DOCUMENT MANAGEMENT Step 2 Select the required options and perform the required tasks as needed as 1 You can select a document and right click it The short
162. leasing Documents cnisiac ni datsgak facta saucteseed ntataten pounds 4 197 Saving Documents in the Archive Queue Window 4 199 Deleting Documents cuiiccsnatadenneien eeasiaaiedias 4 203 Importing and Saving Document cc eeeeseeseeteeeeeeeeeeeees 4 204 Importing and Sending Documents to Ariel Workstations 4 206 Importing and Sending Documents to Patrons eee 4 208 Setting Up Log Options sissies seccessissacdescseenstassdacancsdecssasassacteets 4 211 Viewing Log ENes ac ssatrisecsisetad toate E E 4 214 Setting Up Print Options i siedsctscerecssssaacacsioea vataseter eves 4 221 Printing Documents andisscsecsee tas wu tehouheots ceaae aad eeaes 4 224 Viewing Document Transfer Status ee eeceseeeteeseeereeeeees 4 226 Creating and Maintaining Bibliographic Details 0 4 232 Managing Documents in Send Queue Window eeeeeeeeeeeeees 4 237 Understanding Send Queue Window cccceccesseeeeeeeteeeteees 4 237 Sending Documents to Ariel Workstations ceeeeeeeeee 4 243 Sending Documents to Patrons cccecseeeseceseeeeceeeteeeteeeeees 4 251 Modifying Document Details in Send Queue Window 4 257 Canceling Documents in Send Queue Window eee 4 262 Managing Documents in Delivery Queue Window eceee 4 264 Understanding Delivery Queue Window eeeeeeereeteeeees 4 264 Sending Documents in Delivery Queue Window 6 4 272 Modify
163. lect Destinations window is closed and you are returned to the Send window Step 4 You can also click Cancel to cancel selection and return to the Send window 4 250 Ariel User Manual v4 1 DOCUMENT MANAGEMENT Sending Documents to Patrons You can send documents to patrons from the Archive Send or Received Queue windows The documents can be sent to patrons through e mail or web posting The details of documents that are sent to patrons are displayed in the Delivery Queue window Documents in the Send Received Delivery or Archive Queue windows can be sent to patrons using the Send to Patron window This window can be accessed by selecting Send to Patron in the Document menu From the Send to Patron window you can also create and maintain patron details using the Add Patron Delivery Information and Update Patron Delivery Information windows respectively You can modify the bibliographic information of the document and update sent email messages in the Update E Mail Message window For more information on creating modifying and deleting the patron details a v l see A Ariel User Manual v4 1 Creating and Maintaining the Patron List You can search and import an external database consisting of patron address in Ariel You can use the Select ILL Patron window to import external database of patrons This window can be accessed by selecting the Search ILL button in the Send to Patron window You can view the details
164. lick this submenu again The tick mark disappears and the documents will not be delivered to the respective destination Document Status in Delivery Queue Window The different statuses of a document in the Delivery Queue window are described in the following table Status Description Ready to Post Indicates that the document is ready to be posted to the designated web server address Posting Indicates that the document is being posted to the designated server Will Retry Post Indicates that posting is not successful and the application will retry posting the document The maximum number of times the application will try to post the document will be ten 10 Indicates that there was an error while posting the document to the designated server address or patron Notifying Indicates that the document is posted to the designated web server and a notification is being sent to the patron Will Retry Notify Indicates that the notification is not successful and the application will retry notifying the patron The maximum number of times the application will try notifying the patron will be ten 10 Error Indicates that there was an error while notifying the patron Posted Ariel User Manual v4 1 Indicates that the document is now available for the patron on the server 4 265 DOCUMENT MANAGEMENT Status Description Removed Indicates that the document is removed from the
165. ll be deleted or kept on hold in the respective Queue windows The time duration for holding or deleting pending mails can be between 1 to 99 hours This is a mandatory field Note Only numeric values and a maximum of two digits can be entered in this field You can enter and modify mail options using the Mail tab of the Preferences window 3 104 Ariel User Manual v4 1 SETTING UP ARIEL Entering Mail Options To enter the mail options Step 1 Navigate to the Preferences window Step 2 Select the Mail tab in the Preferences window The fields for entering the mail options are displayed Preferences Auto Print General Scan Send Receive NAT Firewall Mail Store amp Forward Store amp Retrieve Patron Delivery Mail server information Outgoing mail settings Enable outgoing mail SMTP port Outgoing mail server fi 92 168 59 3 SMTP account name Jariel2 ariel com rs J name domain com SMTP account password Incoming mail settings Enable incoming mail Iv Incoming mail type IMAP Z Port 143 Incoming mail server f 932 168 59 3 Account name ariel2 ariel com Account password E Mail Return Address Jariel2 ariel com Check for new mail every 1 Minute Minutes Delete or hold Pending documents after 1 Hour Hours Step 3 Select the required options in the Outgoing and Incoming mail settings Step 4 Enter the time duration for c
166. m Ariel by clicking Lx or selecting File gt Exit If Ariel is sending receiving or printing documents it will display a message confirming your log off P Ariel is sending receiving or printing a document IF you exit now this process may not be completed Do you still want to exit Ariel If you click Yes the sending receiving and printing operations will be terminated and Ariel will shut down Click No to continue working with Ariel Validating Dates in Log Files In the Ariel Log Viewer window you can use the filters option to view the log details of a specific document that is sent or received You can specify date range in the From and To fields to view the document details within specific duration If the date range is not selected in the From field of the Ariel Log Viewer window an error message will be displayed prompting you to enter a valid date Ariel Log Yiewer AN Please enter a valid date in the FROM field MM DD Click OK and specify the date range in the From field 2 62 Ariel User Manual v4 1 GETTING STARTED Similarly if you do not specify the date range for the To field an error message will be displayed prompting you to enter a valid date Ariel Log Yiewer i x A Please enter a valid date in the TO field MM DD Click OK and enter a valid date in the To field Checking the Passwords A password is required to access the document counter feature of Ariel The passwo
167. me The name of the patron which is automatically displayed when you select a patron name from the patron list E mail 4 252 The email address of the patron which is automatically displayed when you select a patron name from the patron list Ariel User Manual v4 1 DOCUMENT MANAGEMENT Field Name Field Description The Personal Identification Number PIN of the patron which is automatically displayed when you select a patron from the patron list The PIN numbers are assigned to patrons for accessing documents on a Web server Comment Any additional remarks about the patron Always send document via e mail Indicates that the document is sent to the patron only through e mail This will be displayed when you select Always send document via E mail check box in the Add Patron Delivery Information window Last e mail notification Before You Begin The date and time when the last email notification was sent to the patron This information is automatically displayed when the window is accessed To send documents to patrons details of email patron delivery scan settings scan options scan dispositions send and receive settings and store forward and store retrieve settings have to be initially set up in the Preferences window For more information about setting up these details see Setting Up Ariel Step by Step You can send documents to patrons using the Send to Patron w
168. message will be displayed asking you to save the page Ariel User Manual v4 1 4 189 DOCUMENT MANAGEMENT Navigating to a Page in a Document To navigate to a specific page of a document Step 1 Click Go To Page in the View Document window The Go To page window is displayed Go To Page Page Number Cancel Step 2 Enter the page number of the document you want to view Step 3 Click OK The Go To Page window is closed and the specific page is displayed in the View Document window The page number of the document is displayed next to the window name Step 4 You can also click Cancel to cancel page navigation and return to the View Document window Step 5 Click Close to close the View Document window Rotating Pages To rotate a page Step 1 Navigate to the page you want to rotate Step 2 Click Rotate The Rotate Page window is displayed Rotate Page Rotation OK Cancel Help Step 3 Select the required option in the Rotation field 4 190 Ariel User Manual v4 1 DOCUMENT MANAGEMENT Step 4 Click OK A message is displayed stating whether you want to rotate all the pages of the document Step 5 Click Yes to rotate all the pages of the document or click No to rotate only the current page The Rotate Page window is closed and the orientation of the image is changed based on the rotation option selected flew Document Page I of 3 Fa To With Nea Page Go To Paga
169. n the respective Queue windows because the document details are stored in the database Ariel User Manual v4 1 2 67 GETTING STARTED If the data file of a document in the OUT folder is deleted and you try to save a document from the Send Queue window an error message stating that the source file for the given document does not exist will be displayed AN Source file for the given document id document test does not exist Similarly when the data file of a document in the OUT folder is deleted and you try to send the document to a patron an error message will be displayed stating that the delivery queue entry cannot be created in the Delivery Queue window se i Unable to create file Failed to create delivery entry for test1 To avoid this ensure that the data files in the OUT folder are not deleted If the data file of a document in the DELIVERY folder is deleted and you try to save a document from the Delivery Queue window an error message stating that the source file for the given document does not exist will be displayed A Source file For the given document id document test does not exist Similarly when the data file of a document in the DELIVERY folder is deleted and you try to send the document to an Ariel workstation an error 2 68 Ariel User Manual v4 1 Ariel User Manual v4 1 GETTING STARTED message will be displayed stating that the source file for the given document does not exist A The Queue
170. n window The patron s address is added to the list in the Send to Patron window 4 256 Ariel User Manual v4 1 DOCUMENT MANAGEMENT Updating E mail Messages To update the e mail message Step 1 Click Edit Email in the Send to Patron window The Update E mail Message window will be displayed Update E Mail Message You may update the e mail message for this transaction only The document you req DOCUMENTURL2 to ac your document Cancel Step 2 Update the details as required in the text area Step 3 Click OK to save the email details and return to the Send to Patron window You can also click Cancel to cancel update and close the Update E Mail Message window and return to the Send to Patron window Modifying Document Details in Send Queue Window After you send a document to an Ariel workstation you can add or modify the destination address or the document ID from the Send Queue window You can add an Ariel workstation address to send documents to more than one Ariel workstation You can modify the document ID to identify the same documents that are sent to other Ariel workstations You can modify the details of a document using the Send Queue Entry window This window can be accessed by selecting a document in the Send Queue window and selecting Info Edit from the Document menu You can also access the Send Queue Entry window by double clicking a specific document in the Send Queue window Ariel User Ma
171. name of the server in the Server Name field You can also specify the Internet Protocol address or the system name in this field For example you can specify the server name as 172 12 09 1 or Ariel workstation 1 Step 4 Specify the valid SQL Server authentication user name in the UserName field Ariel User Manual v4 1 2 45 GETTING STARTED Step 5 Step 6 Step 7 Step 8 Specify the valid SQL Server authentication password in the Password field Click Database The list of all the databases will be displayed Select the database for which a back up has to be taken from the drop down list Click Browse to specify the location and file name to save the database You can also specify the Internet Protocol address or the system name in this field followed by the folder name For example you can specify the path as 172 12 09 1 folder1 Click OK The backup of the database will be saved in the dat format A message will be displayed stating the successful backup of the database A Database backup done succesfully 1 You can also specify the Internet Protocol address of the server in the Server Name and Internet Protocol address of the system where the backup has to be made in the Path field 2 If an existing MSDE is being used to create a database then the existing user name and password for the SQL Server must be specified in the Back Up window If MSDE is installed during Ariel installation
172. nces window without saving the details Q 1 You can view the preference details by accessing the Preferences window 2 The Sender Name field will be disabled when the application is in the client mode 3 You can also click OK before clicking Apply to save and exit from the Preference window Modifying General Preferences To modify the general preferences Step 1 Select the General tab The fields are displayed Step 2 Make the necessary changes Step 3 Click Apply to update the changes as default preferences Step 4 Click OK to close the Preferences window Step 5 You can also click Cancel or X to close the Preferences window without saving the details Once you apply the preference options the changes will be applied in the application level On clicking Cancel you cannot undo the changes Configuring Firewall Options A firewall is a security system intended to protect a network against external threats coming from another network such as the Internet A firewall prevents computers in the network from communicating directly with computers external to the network and vice versa You can configure the firewall settings based on your requirements through the Network Address Translation NAT by specifying the Internet Protocol address of the system where the firewall has been installed All the documents received or sent would be screened in this system The Internet Protocol IP address specifies the address
173. nd and receive options 3 23 store forward and store retrieve op HONS ire inate 3 119 shortcut menu 04 2 27 spin DOK a a easeeteanves 2 34 store forward and store retrieve options entering noonoo 3 122 modifying 3 123 setting UP o n 3 119 submenus in ariel log viewer window 4 216 system requirements anel copie elect haa 2 13 T textarea nnc ag 2 35 t xt DOK ada 2 35 toolbars eee eeeee eee 2 28 transaction information viewing os 4 249 TWAIN scanner selecting n5 x Soaex 3 92 U understanding archive queue window 4 29 delivery queue window 4 264 received queue window 4 280 send queue window 4 237 updating email messages 4 257 user manual About oieta 1 7 NOE soiseeeseeeesereereeee 1 8 organization of chapters 7 P ieaie ai 1 8 WArnIng ooeosessoesseeseeeee 1 9 Vv viewing address book 3 132 document counter details 3 170 document transfer status 4 226 documents 4 186 log entries 4 214 patron category 3 145 patron list 3 157 scanned pages 4 186 transaction information 4 249 viewing status of documents received 4 232 of documents sent to ariel worksta of documents sent to patrons 4 231 W window elements arel eseina 2 31 Ariel User Manual v4 1 calendar lookup 2 36 check box 4 2 31 command buttons 2 37 drop down list 2 34 MSE DOR ves ran 2
174. nd check if the power and the data cable are connected If the power cable is disconnected connect it and restart the scanner If the data cable is disconnected connect it and restart the scanner and Ariel 2 57 GETTING STARTED When the data or the power cable is not connected before scanning the document an error message stating that the scanner is not initialized will be displayed when you click Sean in the Scan window of Ariel HP PrecisionScan Pro x Sorry scanner could not be initialized Scanner parameter error Click OK and check if the power and the data cable are connected Restart Ariel after you connect the power and data cable If you have selected an ISIS scanner and the ISIS scanner driver or the scanner is not installed on your system an error message stating that the ISIS scanner is not initialized will be displayed A The ISIS scanner driver could not be initialized Click OK and check if the ISIS scanner driver and the scanner is installed on your system 2 58 Ariel User Manual v4 1 GETTING STARTED Checking SQL Server Connection You can perform all the network and document management tasks only when the SQL Server is connected to an Ariel workstation When you try to access Ariel when the SQL Server is shut down an error message will be displayed If the SQL Server is shut down when Ariel is being used you will not be able to perform any network or document management task A runtime err
175. ng Document Feeder for Scanning Documents Checking Alias Name in Add New Address Window Checking Internet Protocol Address in Add New Address Window Checking Scanner Initialization Checking SQL Server Connection Checking DSN Connection Checking Patron Categories for Sending Documents to Patrons Validating Dates in Bibliographic Info Window Checking for Imported Address Book and Patron List Logging Off while Working with Ariel Validating Dates in Log Files Checking the Passwords Checking the Database Validating Mail Servers Validating Email Addresses Checking Number of Documents Checking Files in OUT DELIVERY and SAVED Folders Ariel User Manual v4 1 GETTING STARTED Validating Internet Protocol Address When you send documents to Ariel workstations you need to specify the Internet Protocol address or the system name of the Ariel workstation in the Send window If a valid Internet Protocol address or system name is not specified an error message will be displayed stating that the address is invalid Invalid address 172 5 689 3 Press the F1 key for Help Click OK and enter a valid Internet Protocol address A valid Internet Protocol address consists of four sets of numbers separated by periods For example 204 161 106 157 is a valid Internet Protocol address Similarly if you use a machine name your Domain Name Server must be able to resolve the name to its respective Internet Proto
176. nt exchange and identify the status of the document that is sent delivered and received If a document is not received by the recipient location due to errors or network problems sufficient retries will be done automatically by the application The documents can be saved and images of documents can be imported from external locations or folders The procedural and task related information for managing documents are described in the following sections Ariel User Manual v4 1 DOCUMENT MANAGEMENT Scanning Documents in Ariel In Ariel you can scan documents and send them to Ariel workstations or patrons You can use the Scan feature in Ariel to select the scanner driver and the scanner You can also set up various scanner options to scan documents You can rescan a page if required The procedural and task related information for performing the task is discussed in the following section e Scanning Documents Scanning Documents Ariel User Manual v4 1 You can scan the pages of a document using the Scan window and send it to an Ariel workstation or a patron This window can be accessed by selecting Scan from the Document menu or by right clicking and selecting Scan from the shortcut menu You can also access this window by clicking e in the toolbar You can select the scanner and set up the scanner settings and advanced scanner settings before scanning documents For more information on setting up scanner settings see Setting Up Sc
177. nt stages of the transaction process are displayed in the Receive Mail field The different transaction statuses are described in the following table Status Description Mail Check in min Indicates that the application will check for incoming mails after specific time duration in minutes The time duration for checking incoming mails is specified in the Mail tab of the Preferences window Checking Mails Indicates that the application is currently checking for new mails Retrieving Messages Indicates that application has checked for new mails and is in the process of retrieving all the mails The total number of mails received and the number of mails retrieved currently will be displayed 4 229 DOCUMENT MANAGEMENT Status Description No New Indicates there are no new mails since the Messages last mail check Mail Receive Indicates that all the mails have been Complete received in the Received Queue window Mail Check Indicates that there was an error while Failure checking for mails Step by Step You can view the current status of the document sent to Ariel workstation patron or received in the respective Queue windows using the Transfer Status window Accessing the Transfer Status Window To access the Transfer Status window Step 1 Select View gt Transfer Status The Transfer Status window is displayed Transfer Status m Send FTP and Mail m Delivery FTP
178. nt type as Tagged Image File Format TIFF or Portable Document Format PDF to send documents to patrons The default delivery mode can also be set as email or FTP When documents are sent using FTP they are posted to the specified FTP server and the patrons can access and view the document by specifying the Personal Identification Number PIN or password Ariel User Manual v4 1 SETTING UP ARIEL In the email notification message section you can specify the delivery mode the subject and the text for the email notification message Once the email notification is sent you can set up options for the application to remove posted documents from the server after a specific period in the document management section When the ILL Manager Patron database is enabled the application is linked to the data source name using which the list of registered patron addresses can be viewed and documents can be sent to them by any Ariel workstation in the network You can specify the FTP server information and schedule the time for daily maintenance of the Delivery Queue window in the Advanced Options window You can also specify the server details and the time for daily maintenance The time duration must be specified based on the availability of both the server and the Ariel workstation During maintenance the application will remove files from the server and delete entries in the Delivery Queue window according to the preferences set When the appli
179. nter Field Descriptions Connect to a specific network printer The fields in the Print Setup window are described in the following table Field Name Description Printer The name of the printer You can select the printer name from the drop down list Only the configured printers will be displayed in the drop down list Status The status of the printer which will be automatically displayed when you select a printer name It indicates whether the printer is enabled or disabled Type The model of the printer For example HP Laser Jet 4300 PCL6 Where Indicates the Internet Protocol address of the printer Comment Any additional information about the printer which is automatically displayed 4 221 DOCUMENT MANAGEMENT Field Name Description Paper The paper size which the printer supports You can select a required size from the drop down list The paper size you select must match the size of the tray installed on your printer If you select Any Size as the paper size option and click Print or automatically print the received documents Ariel scales documents vertically and horizontally to match the paper size you have selected based on the available tray sizes Source The paper sources available in your printer for printing the documents For example Auto Select Manual Feed Tray 1 Tray 2 or Tray 3 Orientation Portrait Select this
180. nual v4 1 4 257 DOCUMENT MANAGEMENT The window elements in the Send Queue Entry window are described in the following table Element Used to Bibliographic Modify the bibliographic details of a document For more information see Creating and Maintaining Bibliographic Details Transaction View the transaction details of a document For more information see Viewing Transaction Information Select a patron name from the patron list Select the destination address for sending documents to an Ariel workstation Add to Address Book Field Descriptions Add a new Ariel workstation address For more information see Creating and Maintaining Address Book The fields in the Send Queue Entry window are described in the following table Field Name Field Descriptions Header Information Document ID The title or phrase that identifies a document which is automatically displayed when this window is accessed You can modify the document ID if required Patron The name of the patron to whom the scanned document will be sent You can enter the patron name or click Patron and select the patron name from the Patron List window 4 258 Any remarks or comments about the document Ariel User Manual v4 1 Ariel User Manual v4 1 Field Name DOCUMENT MANAGEMENT Field Descriptions Cover Sheet Include Coversheet Select this option
181. o be sent through FTP For receiving documents in the TIFF format you must specify the option as TIFF You can also specify the PDF option for receiving documents in PDF format Fd Microsoft Excel PatronList_Test File Edit View Insert Format Tools Data Window Help Acrobat DOSE SI4RY s4BRS noae E A AAI S He A mandatory ie ieee ne 1 John Paul john hotmail corm Category I L OZBEVYTM FTP PDF Peter Collins peterc lycos com Category M P OZB6VVTM FTP TIF Mary Clarke mclarke usa net Category M P OZB6VVTM EMAIL TIFF 3 162 Ariel User Manual v4 1 fj add Notepad File Edit Format SETTING UP ARIEL You can also save addresses in the notepad and save it as a CSV file While storing the address details it must be listed in a single column format All the field details must be separated by a comma and without any spaces The first detail must contain the last name of the patron the second detail must contain the first name of the patron the third detail must contain the category of the patron and the forth detail must contain the email address of the patron the fifth detail must contain the PIN number the sixth detail must contain the comments for the patron the seventh detail must contain the option of sending documents via email the eighth detail must contain the option for sending documents as either in the PDF or TIFF format You can also specify the FTP option if documents are sent through FTP For receiving documen
182. o save the options as default preferences Step 5 Click OK to save and close the Preferences window Ariel User Manual v4 1 3 97 SETTING UP ARIEL Step 6 You can also click Cancel or xj to close the Preferences window without saving the details option in the Settings menu will be automatically selected A tick mark is displayed before this option in the Settings menu You can suspend automatic printing of documents temporarily by selecting this option again in the Settings menu The tick mark will disappear and auto printing of documents will be suspended Q When the auto printing option is selected at the application level the Auto print Modifying Auto Print Options To modify auto print options Step 1 Select the Auto Print tab The fields are displayed Step 2 Make the necessary changes Step 3 Click Apply to save the options as default preferences Step 4 Click OK to save and close the Preferences window Step 5 You can also click Cancel or xj to close the Preferences window without saving the details Setting Up Mail Options Mail options refer to the various options set up to receive and send emails to patrons You can specify the SMTP port Internet Protocol address and the account name with the password to enable sending and receiving emails All emails sent or received will be routed through the email server you specify In Ariel you can set up the outgoing and the incoming mail server settin
183. of a previously searched text specified in the Find what text box Replace Replace a specific text with the text in the Ariel Log Viewer window When you select this sub menu the Replace window will be displayed You can specify the text you need to search in the Find what text box and replace it with the text you have entered in the Replace with text box You can use the Replace and Replace All buttons to replace a specific text or all the occurrences of the text 4 217 DOCUMENT MANAGEMENT Sub Menu Used to View Menu Tool Bar Show or hide the toolbar which contains task buttons for performing a specific task in the Ariel Log Viewer window When you select this submenu a tick mark appears before this submenu and the tool bar is displayed below the main menu Clicking the submenu again will hide the toolbar Tip You can also press enter to show or hide the tool bar Status Bar Show or hide the status bar which will be displayed below the Ariel windows when this option is clicked When you click on this submenu a tick mark appears and the status bar is displayed below the main window Clicking the submenu again will hide the status bar Tip You can also press enter to show or hide the status bar Refresh Update the changes made to the log entries or show new log entries in the Ariel Log Viewer window Filters 4 218 Set filters that limit entries shown in the A
184. of documents sent or received from Ariel workstations You can identify the number of documents received or sent to other Ariel workstations or patrons and the documents that are saved in the Archive Queue window The procedural and task related information for performing the task is discussed in the following section e Resetting Document Counter Details Resetting Document Counter Details 3 166 In Ariel the document counter indicates the total number of documents sent or received by an Ariel workstation You can manage documents in the different windows of Ariel and track and monitor the list of documents sent received or saved in the respective Queue windows You can use the Document Counter window to track the number of documents saved sent to Ariel workstations or patrons and the number of documents received from other patrons or Ariel workstations from the last time the count was reset Based on your access rights you can view the document counter details You can use the Document Counter window to view and reset the document count In addition you can change the password for accessing the Document Counter window and reset the password to the default password using the Change Password window The command buttons in the Document Counter window are described in the following table Button Used to C Retan Reset document count for all the Queue at Resat Al the same time Reset the document count for the Archive Send
185. of patrons and import their addresses to the patron list Once the patron addresses are imported you can send documents to them For more information see Creating and Maintaining the Patron List The window elements in the Send to Patron window are described in the following table Element Used to Update the email message sent to a patron Link the ILL patron database to an Ariel workstation to send documents to patrons For more information see Selecting Patrons from the ILL Database Search ILL Send documents to patrons The documents that are sent to patrons are displayed in the Delivery Queue window 4 251 DOCUMENT MANAGEMENT Element Used to Bibliographic Field Descriptions Add or modify the bibliographic details of a document For more information see Creating and Maintaining Bibliographic Details The fields in the Send to Patron window are described in the following table Field Name Field Description Categories Refers to the classification of patrons You can select a patron category from the drop down list The list of patrons names will be displayed in the patron list based on the patron category selected in this field The patron categories are set up in the Patron Categories Details window This is a mandatory field Document ID The title or phrase that identifies a document This is a mandatory field Details Na
186. on Patron database database The details of the patron selected will be included in the Ariel s patron list When this check box is selected the application will be connected to an external patron database You can select a patron name from this list and send documents to patrons Note When this check box is selected the Search ILL button in the Patron List window and Send to Patron window will be enabled Auto Forwarding Select the check box to automatically to Patron forward the received document to a patron if the patron name is specified by the sender Note 1 When the received documents are forwarded to patrons the application will check if the patron details exist in your patron list and the Auto Forwarding to Patron check box is selected If both the conditions are satisfied the documents are sent to patrons 2 Auto forwarding documents to patrons can be done only if the Ariel workstation from where the document has been received has specified the patron s name or email address 3 114 Ariel User Manual v4 1 Ariel User Manual v4 1 SETTING UP ARIEL The fields in the Advanced Options are described in the following table Field Name Field Description Server Information Server address The Internet Protocol address of the FTP server where the documents can be posted to be viewed by the patrons This is a mandatory field User name The account name that will be used fo
187. on the settings will be displayed according to the options set up in the Preferences window The settings for window level changes include enabling or disabling the option of sending documents to Ariel workstations delivering documents to patrons receiving documents from Ariel workstations and auto printing of documents The window level changes can be selected using the Settings menu of Ariel For example you can enable or disable the auto print option to print or suspend printing of documents automatically after they are received Ariel User Manual v4 1 SETTING UP ARIEL Ariel can be set up to run as a server or client In the server mode you can perform all the document management and network related activities such as sending and receiving documents In a client set up you can only perform document management activities such as scanning printing deleting and saving documents In the client mode the tabs available in the Preferences window are General Auto Print Scan Send Receive and Patron Delivery Preferences General Scan Send Receive Patron Delivery Auto Print I Auto Printing On I Fit Image to Page F Donot Auto Print Color Documents Paper Size Header Page any Size None Short C Long Cancel Apply Help While in the client mode you cannot set up preferences in the session level for the sending receiving and delivering options You can only set up session level preferen
188. ons or patrons The quality of the scanned pages will depend on the scan options selected The documents scanned can be saved in the TIFF format Before you set the scan options you need to select the scanner settings You can specify the brightness contrast resolution dither format paper size and transmission speed settings In addition you can select the disposition options to scan and send documents to Ariel workstations or patrons or save them in the Archive Queue window When the documents are sent to an Ariel workstation after scanning the document details are displayed in the Send Queue window When it is sent to a patron it is displayed in the Delivery Queue window and when saved it is displayed in the Archive Queue window Ariel User Manual v4 1 Ariel User Manual v4 1 SETTING UP ARIEL Scanners can be configured in a system with the help of scanner drivers Different scanners drivers support different types of scanners You can select the TWAIN or Image Scanner Interface Specific ISIS scanner driver When you select the ISIS scanner driver the list of scanners supported by ISIS will be automatically displayed You can select a scanner from the list and also select the different properties for scanning the documents You can also set up advanced scanner settings by clicking More in the Scan tab In the scan settings you can specify the type of scanner dialog that will be displayed for scanning documents Each type o
189. option to print the document in the vertical print orientation Landscape Select this option to print the document in the horizontal print orientation The document is printed sideways that is the width of the text on the page will be greater than the height Note When you receive a page that is scanned as Landscape you must select the Landscape option before printing Step by Step You can set up the print options using the Print Setup window 4 222 Ariel User Manual v4 1 DOCUMENT MANAGEMENT Accessing the Print Setup Window To access the Print Setup window Step 1 Select Document gt Print Setup The Print Setup window is displayed Print Setup Printer Name WPC3304HP Lasenlet 2200 Series PCL 6 S4 Properties Status Ready Type HP LaserJet 4300 PCLE Where NPISED980 Comment Orientation e e Portrait Source Auto Select 7 Landscape Network Cancel Step 2 Set up the print options as required Setting Up Print Options To set up the print options Step 1 Select the printer name paper size source and orientation in the Print Setup window Step 2 Click OK to save the print settings and close the Print Setup window Step 3 You can also click Cancel to cancel the print settings and close the Print Setup window Ariel User Manual v4 1 4 223 DOCUMENT MANAGEMENT D 4 224 Printing Documents You can print documents by selecting them from
190. or message will be displayed Microsoft Visual C Runtime Library 2 Runtime Error Program C Windriel Exe WinAriel exe abnormal program termination Click OK The application will close Start the SQL server to work with Ariel again Checking DSN Connection The user name and password specified in the winariel ini file and the DSN must be same If the password or the user name is different a message will prompt you to check the DSN connection x Error while connecting to DataBase check for the DSN Click OK and check for the user name and password specified in the winariel ini file Ariel User Manual v4 1 2 59 GETTING STARTED Checking Patron Categories for Sending Documents to Patrons In Ariel you can specify a patron category and assign the list of patrons to it You if have not set up any categories for the patrons while sending documents to patrons an error message will be displayed prompting you to add patron categories Click OK and enter the patron category details in the Patron Categories Details window Validating Dates in Bibliographic Info Window While entering the bibliographic details of a document you need to specify the publication and the component publication date of the document in the Bibliographic Info window The date can be selected from the Calendar look up or you can enter the date in the specific format If the date specified is invalid an error message will be displayed
191. or restoring the database you need to specify the valid SQL Server authentication user name and password If you are using an existing MSDE to create or restore a database then the existing user name and password for the SQL Server must be specified in the Restore window If MSDE is installed during Ariel installation then the default user ID sa and password ariel must be specified while restoring the database While making a back up of the database and restoring it you can specify the Internet Protocol address or the system name of the database server You can also specify the Internet Protocol address or the system name of the location where the database has to be made You can use the Restore window of the external back up and restore tool to restore the database Field Descriptions The fields in the Restore window are described in the following table Information in all the fields is mandatory Field Name Field Description Server Name The name of the server where the database is to be restored You can also specify the Internet Protocol address or the system name in this field For example you can specify the server name as 172 12 09 1 or Ariel workstation 1 User Name The name of the user who is authorized to access the SQL database 2 47 GETTING STARTED Field Name Field Description Password The password of the user who is authorized to access the SQL database Database T
192. ore you start using Ariel you need to set up scan mail patron delivery store forward and store retrieve send and receive printing firewall and general options for performing various tasks using the application This chapter provides conceptual and procedural information for setting up these options and creating and maintaining addresses in Ariel It consists of the following sections e Overview e Configuring Ariel e Managing the Address Book e Managing Patron Details e Managing Document Count Ariel User Manual v4 1 3 71 SETTING UP ARIEL Overview The Setup feature of Ariel enables you to configure the application in line with your document maintenance process You can start using Ariel only after the setup is completed While setting up Ariel you can specify or modify your preferences and options Ariel can be used to send documents to Ariel workstations as well as patrons Ariel workstations are those systems that have Ariel installed on them Patrons are external clients who do not have Ariel installed on their system but can receive documents from Ariel workstations Documents are sent to patrons through FTP or email Using the Setup feature you can specify the scan print store and forward and store and retrieve send and receive mail patron delivery firewall and general options In addition you can set up the mail addresses of the Ariel workstations and patrons These details are useful for sending and re
193. ortcut menu which will be displayed when you select a specific document and right click it in the Send Received and Delivery Queue windows Modifying Document Details in Archive Queue Window Ariel User Manual v4 1 You can modify the file name document ID and the file description of a document in the Archive Queue window These details can be modified to track and identify documents that are saved from the Send Delivery and Received Queue windows In addition you can send the modified documents to other Ariel workstations or patron when they request for documents You can use the Archive Entry window to modify the document details This window can be accessed by selecting a document in the Archive Queue window and selecting Info Edit from the Document menu You can also access the Archive Entry window by double clicking a specific document in the Archive Queue window 4 295 DOCUMENT MANAGEMENT The window elements in the Archive Entry window are described in the following table Element Used to Modify the bibliographic details of a document For more information see Creating and Maintaining Bibliographic Details Ce View the transaction details of a document For more information see Viewing Transaction Information To select a patron name from the patron list Field Descriptions The fields in the Archive Entry window are described in the following table Field Name Field Descriptions
194. osed and the Add Patron Delivery Information window is displayed with the details of the patron in the respective fields Step 3 Modify the details as required Step 4 Click OK to save and close the Add Patron Delivery Information window and return to the Patron List window The patron name is added to in the List section of the Patron List window Step 5 Click Close or xj to close the Patron List window Importing Patron Lists You can import the email addresses of patrons available in other applications such as Microsoft Outlook to Ariel The address book from other applications or POP 3 clients can be exported in the CSV or Excel format and then imported to Ariel For importing patron list from Excel files the details of the patron must be listed in a multi column format The details must contain information in at least three columns where Last name email ID and the category ID of the patron is specified The first column must contain the last name of the patron the second column must contain the first name of the patron the third column must contain the category of the patron and the forth column must contain the email address of the patron the fifth column must contain the PIN number the sixth column must contain the comments for the patron the seventh column must contain the option for sending documents via email the eighth column must contain the option for sending documents as either in the PDF or TIFF format For send
195. p The file size of the document in kilobytes This information is automatically displayed when the window is accessed You can access and perform various tasks in the Received Queue window 4 283 DOCUMENT MANAGEMENT Accessing the Received Queue Window To access the Received Queue window Step 1 Click the Received Queue window The window is enabled s available imt 996 172 16 2 147 172 16 2 147 172 16 2 147 Held Sak 72 16 2147 Held Sek 172 16 2 147 Heki Sek 17216 2 147 4 284 Ariel User Manual v4 1 cn s A 4 DOCUMENT MANAGEMENT Step 2 Select the options and perform the required tasks as needed 1 When you send documents from the Received Queue window to an Ariel workstation or patron the details of the document will be deleted from the Received queue window and the document details will be displayed in the Send or Delivery Queue window 2 When a document is saved from the Received Queue window to the Archive Queue window the application checks the Internet Protocol address with the address book of the current system from where it was sent If the Auto Remove Coversheet check box is selected the coversheet will be automatically removed from the document when it is saved in the Archive Queue window 3 You can select a document and right click it The shortcut menu will be displayed using which you can perform tasks such as scan send view save modify delete hold rele
196. passes through in the Delivery FTP and Mail Field of the Transfer Status window when it is being sent to the specific patron You can view the percentage of the document sent to a patron only when gt A a 2 s Delivering is On Ariel User Manual v4 1 4 231 DOCUMENT MANAGEMENT Viewing Status of Documents Received To view the transfer status of documents received from other Ariel workstations Step 1 Select the document you have received in the Received Queue window Step 2 Navigate to the Transfer Status window You can view the different status through which the document passes through in the Receive Mail Field You can view the percentage of the document you have received only when PIA z ae CUE Receiving is On A Creating and Maintaining Bibliographic Details Bibliographic information refers to the details of a book such as author name publisher name date of publication volume number International Standard Book Number ISBN and International Standard Serial Number ISSN You can create and maintain the bibliographic details of a document while sending the document to an Ariel workstation in the Send window or to a patron in the Send to Patron window You can also add bibliographic details of a document when you save the document in the Save window Maintaining bibliographic details of a document is useful when scanned pages of a book are transferred between libraries For exam
197. phic Info window is displayed Bibliographic Info pe a f Place of Publication Publisher Publication Date r Edition Volume Issue Component Pub i Call Number ISSN Page Numbers No Pages 300 Author of Article Title of Article Cancel Step 3 Add or modify the bibliographic details as required Adding Bibliographic Details To add bibliographic details of a document Step 1 Enter the relevant details in the respective fields in the Bibliographic Info window Step 2 Click OK to save the bibliographic details and close the window Step 3 You can also click Cancel to close the window without saving the details Ariel User Manual v4 1 4 235 DOCUMENT MANAGEMENT 4 236 Modifying Bibliographic Details To modify the bibliographic information of a document Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Select the specific document whose bibliographic details you want to modify from the required Queue window Select Document gt Info Edit The respective Queue Entry window is displayed Click Bibliographic The Bibliographic Info window is displayed Make the necessary changes as required Click OK to save and update the changes and close the window You can also click Cancel to cancel the update and close the Bibliographic Info window You can also modify the bibliographic details of a document from the Received and Delivery Queue windows You can select a spec
198. ple if an entire book is required from an Ariel workstation or a patron the bibliographic information can be used for identifying and locating the book faster by verifying the author name or ISBN You can use the Bibliographic Info window to create and maintain the bibliographic details The fields in this window form a part of the GEDI header GEDI header stands for a Group of Electronic Document Interchange It consists of fields which are stored at the beginning of a document It can also contain bibliographic and transaction information 4 232 Ariel User Manual v4 1 Field Descriptions DOCUMENT MANAGEMENT The fields in the Bibliographic Info window are described in the following table Field Name Field Description Author The name of the author of the document Title The name of the document Place of Publication The place where the document was published Publisher The name of the publisher of the document Publication Date The date on which the document was published You can enter the date or select the date from the Calendar lookup Note If the publication date specified is not in the prescribed format an appropriate error message will be displayed prompting you to enter the date in the valid date Edition The edition number of the document Volume Issue The number of volumes or issues of the document published till the current year Component Pub Date The
199. ppears before the submenu You can select this submenu again to close the Transfer Status window The tick mark disappears and the Transfer Status window will be closed 4 226 Transfer Status Send FTP and Mad 172 162147 20 10 2004 172 162147 20 10 2004 L a 7 172 162 147 20 10 2004 Delve FTP and Mal Receive Mall 172 16 22 147 z j1oj2004 5 y o via podds com ZL LOZDO4 b via Podds com 21 10 2004 172 162147 2 10 2004 172 162 147 21 Lo 2004 172 162 147 21 10 2004 172 16 2 147 24 0012004 172 16 2 147 21 0204 RewdyToSend 21 10200 172 16 2 147 21 20 2004 172 16 2 147 21 20 2004 172 16 2 147 2102004 172 16 2 147 201042004 172 46 2 147 2010 2004 Ariel User Manual v4 1 Ariel User Manual v4 1 Field Descriptions DOCUMENT MANAGEMENT The fields in the Transfer Status window are described in the following table Field Name Field Description Send FTP and Mail Indicates the current status of the document sent to an Ariel workstation by FTP and email When the document is being sent to an Ariel workstation the different stages of the transaction process are displayed in this field In addition the percentage transferred will also be displayed in this field Delivery FTP and Mail Indicates the current status of the document sent to a patron by FTP and email When the document is being sent to the patron the different stages of the transaction
200. process are displayed in this field In addition the percentage transferred will also be displayed in this field Receive Mail Indicates the current status of the document received by FTP or email in the Received Queue window When the document is being received from another Ariel workstation the different stages of the transaction process are displayed in this field In addition the percentage transferred will also be displayed in this field Note The time duration for receiving the mails can also be specified in this field 4 227 DOCUMENT MANAGEMENT 4 228 When documents are sent to other Ariel workstations the different stages of the transaction process are displayed in the Send FTP and Mail field The different transaction statuses are described in the following table Status Description Indicates that sending of documents is currently suspended Indicates that Sending option is On but documents were not sent for specific time duration Connecting Indicates that the application is currently being connected to the designated server or system Connected Indicates that the application is connected to the designated server or system Sending Indicates that the document is currently being sent to the respective destination Send Disabled Indicates that sending of documents is suspended at the application level When the Sending On check box in the Send Rec
201. prompting you to enter a valid date ca x a Invalid Date Click OK and enter a valid date in the publication date and component publication date fields 2 60 Ariel User Manual v4 1 GETTING STARTED Checking for Imported Address Book and Patron List You can import address details of Ariel workstations and patrons from documents that are in Excel or Comma Separated Values CSV format In case of any error in the document format being imported an error message will be displayed For example for importing the address book and patron list you need to specify the details in a specific format If the format is not clear or the file is corrupted the address book or the patron list will not be imported and an error message will be displayed PE lx A Import Process failed for more details view log file Click OK you can check the log file for the errors and rectify the document for successfully importing the document In address book you cannot overwrite an existing alias detail When existing alias details are imported an error message will be displayed stating that some rows were not imported Click OK and check the log file for the details to rectify the error When existing patrons names are imported an error message will not be displayed and Ariel automatically creates another entry for it t Ariel User Manual v4 1 2 61 GETTING STARTED Logging Off while Working with Ariel You can log off fro
202. r posting the documents to the FTP server Password The password for the account name field above This field will be enabled when you enter an account name in the User name field Password Confirm You must enter the same password specified in the Password field for confirmation This field will be enabled only when you enter the administrator s name in the User name field Patron Delivery daily maintenance Schedule daily maintenance for The time at which the daily maintenance for the application will be carried out You can enter the time in hh mm ss 12 hour format You can also use the up and down arrow buttons for changing the time For example to change the time from 10 30 33 am to 11 30 33 am click on the hour and click the up arrow button When the application is accessed based on the time duration specified a message will be displayed stating that the maintenance is due and can be carried out 3 115 SETTING UP ARIEL Step by Step You can enter and modify patron delivery options using the Patron Delivery tab of the Preferences window You can also enter and modify the advanced options using the Advanced Options window Entering Patron Delivery Options To enter the patron delivery options Step 1 Navigate to the Preferences window Step 2 Select the Patron Delivery tab in the Preferences window The fields for entering the patron delivery options are displayed
203. r to scroll the list Color Grayscale To select a value from the drop down list Step 1 Click M next to the field where the data is to be selected from a drop down list The drop down list is displayed Step 2 Click on an item that you want to select The selected item is displayed in the field Spin Box A spin box is a text box with up and down arrows that the user clicks to move spin through a set of fixed values For example date and time The user can also type a valid value in the box by selecting the relevant field in the spin box The following table explains the spin box used in Ariel Spin Box Used To Set the time duration for daily maintenance of the application You can specify this by entering the time in hh mm ss 12 hour format You can also use the up and down arrow buttons for changing the time For example to change the time from 10 30 33 am to 11 30 33 am click on the hour and click the up arrow button 2 34 Ariel User Manual v4 1 GETTING STARTED Text Box A text box is a rectangular box in which you can enter text You can click the text box and type the required text If the text box already contains text you can delete the existing text and type a new text or click wherever necessary and edit the text Account name Text Area A text area is a rectangular box with up and down arrow keys for navigation In a text area you can write multiple lines of text
204. raphic Details Ariel User Manual v4 1 4 243 DOCUMENT MANAGEMENT Element Used to View the transaction details of a document For more information see Selecting Destinations Patron e To select a patron name from the patron list To select the destination address for sending documents to an Ariel workstation Raa bee Add anew Ariel workstation address For more information see Creating and Maintaining Address Book Field Descriptions The fields in the Send window are described in the following table Field Name Field Descriptions Document ID The title or phrase that identifies a document This is a mandatory field The name of the patron to whom the scanned document will be sent Any remarks or comments about the document Cover Sheet Include Select this option to automatically include CoverSheet the coversheet in the scanned document when the document is sent to an Ariel workstation When this option is selected the coversheet will be automatically attached to the document and sent to the Ariel workstation 4 244 Ariel User Manual v4 1 DOCUMENT MANAGEMENT Field Name Field Descriptions Disposition Disposition The modes for sending the document in the Send Queue window You can select a required mode from the following options Send and Delete To send the document to an Ariel workstation and delete it in the
205. rd in Ariel is case sensitive If you enter a wrong password in the Password Confirmation window or change the case used for the password an error message will be displayed prompting you to enter the correct password and case gt The password is incorrect please retype password Letters must be with correct case Click OK and specify the correct password again You can change you password through the Change Password window in Ariel You must specify your current password in the Old Password field else an error message will be displayed stating that the old password is incorrect and the case for the password must be checked AN The old password is incorrect case must be same Click OK and specify the old password again Ariel User Manual v4 1 2 63 GETTING STARTED After entering your new password in the Change Password window you have to specify the same new password in the Confirm Password field If there is a mismatch in the password specified in the New Password and Confirm Password fields an error message will be displayed prompting you to retype the password The password you entered does not match retype the password Click OK and specify the new password in the Confirm Password field Checking the Database In Ariel it is advisable to take frequent backup of the database so that you can restore the database in case your system crashes While taking a back up of any database you must ensure that the data
206. re described in the following table Field Name Field Description Firewall Use Net Addressing Translation Select this check box to use Net Address Translation NAT for connecting the system to the server where the firewall is installed Network Address Translation is an Internet standard that enables a local area network LAN to use one set of Internet Protocol addresses for internal traffic and a second set of addresses for external traffic A NAT box is located where the LAN meets the Internet and makes all the necessary Internet Protocol address translations External IP address Step by Step You can enter and modify firewall options using the NAT Firewall The Internet Protocol address of the system where the firewall is installed This field will be enabled only if the Use Net Addressing Translation check box is selected tab of the Preferences window 3 82 Ariel User Manual v4 1 SETTING UP ARIEL Entering Firewall Options To enter the firewall options Step 1 Step 2 Preferences Mal Auto Print Navigate to the Preferences window Select the NAT Firewall tab in the Preferences window The fields for entering the firewall details are displayed E Store amp Forward Store amp Retrieve Patron Delivery General Scan Send Receive NAT Firewall Firewall IMPORTANT Prior to enabling or disabling the Net Addressing Translation NAT che
207. re and Retrieve Server can be between 1 to 99 hours This field will be enabled only when This is a Store and Retrieve server check box is selected It is mandatory to specify the time duration for retrieving documents Note Only numeric values and a maximum of two digits can be entered in this field You can enter and modify store forward and store retrieve options using the Store amp Forward Store amp Retrieve tab of the Preferences window 3 121 SETTING UP ARIEL Entering Store Forward and Store Retrieve Options To enter the store forward and store retrieve options Step 1 Navigate to the Preferences window Step 2 Select the Store amp Forward Store amp Retrieve tab in the Preferences window The fields for entering the store forward and store retrieve options are displayed Auto Print Mail Patron Delivery Scan Send Receive Store amp Forward Store amp Retrieve General NAT Firewall r Sender Name IP Address of Store and Retrieve Server to request documents from every fi minutes IP Address of Store and Forward Server to request documents from fi72 16 2 210 r StoreForward StoreRetrieve IV This is a Store and Retrieve server IV This is a Store and Forward server Delete documents from Store and Retrieve server after i hours Cancel Apply Help Step 3 Enter the details in the Sender Name and StoreForward StoreRetrieve sections
208. riel Log Viewer window When you select this submenu the Filters window will be displayed You can specify the date range events or the display order Based on these settings the log entries will be displayed in the Ariel Log Viewer window Ariel User Manual v4 1 DOCUMENT MANAGEMENT Sub Menu Used to Save Filters on Exit Save all the current filter settings set in the Filters window when this window is closed When you select this submenu The Save Filters on Exit option is set to On and a tick mark appears before this submenu Clicking on this submenu again turns the Save Filters on Exit option Off Note When re opening the Log Viewer you must recheck Save Filters on Exit if you wish to retain any change in the Filters dialog box Help Menu Contents Display the various topics in the Help System Using Help Explain how to use Windows help The How to Use Help window will be displayed View the help topics as required About Ariel Log Viewer Step by Step Display the current copyright and version details of the Ariel Log Viewer You can view the log details of documents sent or received using the Ariel Log Viewer window Ariel User Manual v4 1 4 219 W Ariel Log Viewer DOCUMENT MANAGEMENT Accessing the Ariel Log Viewer Window To access the Ariel Log Viewer window Step 1 Select Log gt Show Log The Ariel Log Viewer window is displayed gt 10 xi Fie E
209. rious statuses in the respective Queue windows To release a document you can select a specific document whose status is Held and select Release from the Document menu You can also select a Ariel User Manual v4 1 4 197 DOCUMENT MANAGEMENT document and right click and select Release from the shortcut menu or click in the tool bar to release a document Send Queue 4 documents B oj x Document ID Status Tries To Date Time Pages Col He Held Sent 172 16 2 147 2004 10 06 Held Sent 172 16 2 147 2004 10 06 R TestDocl Ready 0 172 16 2 147 2004 10 07 Step by Step You can release a document whose status is Held in the Send Received and Delivery Queue windows Releasing Documents To release a document Step 1 Select the document that you want to release from the required Queue window Step 2 Select Document gt Release The status of the selected document is changed to Ready When a document is released in the Send Queue window the icon before the Document ID field will be highlighted in yellow indicating that the document is active Once the document is released the status of the document will automatically change to Ready 4 198 Ariel User Manual v4 1 DOCUMENT MANAGEMENT Saving Documents in the Archive Queue Window You can save the document from the Send Received or Delivery Queue windows to the Archive Queue window The documents that are saved in the Archive
210. rizontal scroll bar to adjust the contrast as required This field will be enabled or disabled based on the scanner selected Format The color format used for scanning a document You can select a required format from the drop down list Note The values displayed in the drop down list are based on the scanner selected Auto Scan Mode Select this check box to automatically scan all the pages of a document in an automatic document feeder After the last page is scanned the application automatically sends or saves the document depending on the disposition you have selected Preview Select this check box to view the recently scanned page in the document Note This check box will be displayed only if the Auto Scan Mode check box is selected 3 87 SETTING UP ARIEL Field Name Field Description Quality Specifies the quality of the scanned Transmission document with respect to the file size and Speed transmission speed You can select the required option The options available are 1 Highest Quality Slowest Speed When this option is selected the document quality will be high the scanning speed will be slow and the document size will be larger 2 Medium Quality Medium Speed When this option is selected the document quality scanning speed and the document size will be medium 3 Minimum Quality Fastest Speed When this option is selected the document quality will be lower
211. rmation window without saving the changes and return to the Patron List window 1 You can also modify patron details from the Send window while sending WT documents to patrons 2 You can edit only one patron at a time An appropriate error message will be displayed if you click Edit after selecting more than one patron Ariel User Manual v4 1 3 159 SETTING UP ARIEL Deleting Patron List Details To delete patron list details Step 1 Select the relevant category from the drop down list in the Patron List window The list of patron names are displayed based on the category selected Step 2 Select a patron name you want to delete from the List section Step 3 Click Delete A confirmation message for delete is displayed Click OK to delete the patron details Step 4 You can also click Cancel or x to cancel deletion Accessing Select ILL Patron window To access the Select ILL Patron window Step 1 Navigate to the Patron List window Step 2 Click Search ILL The Select ILL Patron window is displayed Select ILL Patron Renne D Souza 312020 Renne yahoo com Jonathan Mac 512095 John hotmail com Cancel Step 3 Select the required patron names 3 160 Ariel User Manual v4 1 SETTING UP ARIEL Selecting Patrons from ILL Database To select a patron Step 1 Select the patron name from the list displayed in the Select ILL Patron window Step 2 Click Add The Select ILL Patron window is cl
212. rons or save them In addition you can send documents to patrons set up print options print documents and check for new mails by selecting the appropriate submenu from the shortcut menu 2 You can save tif jpeg pdf or bmp files in your local drive or folder to the Archive Queue window You can select a specific document from your local drive or folder and drag and drop the file in the Archive Queue window The file is saved and the document details are displayed in the Archive Queue window 4 294 Ariel User Manual v4 1 DOCUMENT MANAGEMENT Opening Archive Queue Window You can open the Archive Queue window from the Send Received or Delivery Queue windows if you have closed the Archive Queue window in Ariel If the Archive Queue window is closed the window will not be displayed when you access Ariel You can select Open Archive from the Document menu to open the Archive Queue window Step by Step You can open an Archive Queue window from the Send Received or Delivery Queue windows Opening Archive Queue Window To open an Archive Queue window Step 1 Select the Send Received or Delivery Queue window Step 2 Select Document gt Open Archive or right click on any empty window and click Open Archive in the submenu The Archive Queue window is displayed Q 1 You can also click in the toolbar to open the Archive Queue window 2 The Archive Queue window can also be accessed by clicking Open Archive from the sh
213. s Step 1 Navigate to the Advanced Options window Step 2 Make the necessary changes in the relevant fields Step 3 Click OK to save and close the Advanced Options window and return to the Preferences window Step 4 You can also click Cancel or x to close the Advanced Option window without saving the details and return to the Preferences window Setting Up Store Forward and Store Retrieve Options Store and Forward is a process in which documents from different Ariel workstations can be stored temporarily on a server and then forwarded to other Ariel workstations If your institution s network system has a firewall you can take advantage of Ariel s store and forward server option By setting up one Ariel PC outside the firewall the store and forward server and having other Ariel stations act as clients for retrieving documents from the server you can successfully avoid interference during Ariel transmissions As long as the dedicated server is running it can receive documents intended for client stations even if Ariel is not up and running on those stations Store and forward and store and retrieve options in Ariel include setting up of Internet Protocol address from where your system can establish connection to receive and send messages You can also specify whether your system can be a Store and Forward and Store and Retrieve server The documents received into the Store and Retrieve server will be stored in the Receive
214. s Unable to receive mail check that POP3 host account and password are correct Checking mail server for new messages Unable to receive mail check that POP3 host account and password are correct CheckSR client Unable to connect SR server 172 16 2 210 Checking mail server for new messages Unable to receive mail check that POP3 host account and password are correct Checking mail server for new messages Unable to receive mail check that POP3 host account and password are correct Checking mail server for new messages Unable to receive mail check that POP3 host account and password are correct Checking mail server for new messages Unable to receive mail check that POP3 host account and password are correct Checking mail server for new messanes Step 2 View the log details as required Ariel User Manual v4 1 DOCUMENT MANAGEMENT Setting Up Print Options Ariel User Manual v4 1 You can set up the print options to print documents that you receive in the Received Queue window You can set the print options by selecting Print Setup in the Document menu The Print Setup window will be displayed This window can also be accessed by selecting Print Setup from the shortcut menu which will be displayed by right clicking a specific document The window elements in the Print Setup window are described in the following table Element Used to Set up additional printing options for the pri
215. s that receive large number of documents that need to be delivered as hard copies In Ariel you can use the auto print options to set the default printing options for printing documents You can specify the format of the document to be printed paper size and the size of the header page You can set up the auto print options based on your requirements You can use the Auto Print tab of the Preferences window to set up the auto print options 3 94 Ariel User Manual v4 1 Ariel User Manual v4 1 Field Descriptions SETTING UP ARIEL The fields in the Auto Print tab of the Preferences window are described in the following table Field Name Field Description Auto Printing On Select this check box to automatically print all the pages of a document Fit Image to Page Select this check box to automatically adjust the image to fit the selected paper size Do not Auto Print Color Documents Select this check box to print only the grayscale and black and white documents The color documents will not be printed when this check box is selected Note This check box will be enabled only if the Auto Printing On check box is selected Paper Size The size of the paper for printing received documents Only documents whose paper size match with the options selected in this field will be printed You can select the required option from the drop down list The options available are Letter Legal A4 Ledger 1
216. s window can also be accessed by selecting Send to Patron Ariel User Manual v4 1 wo oe DOCUMENT MANAGEMENT from the shortcut menu The shortcut menu will be displayed when you right click a specific document 1 You can also scan and directly send the documents to an Ariel workstation or patron by selecting Scan and Send or Scan and Send to Patron option in the Scan window 2 The field descriptions and the tasks for sending the document to Ariel workstations and patrons are the same as discussed in Sending Documents to Ariel Workstations and Sending Documents to Patrons 3 If the document status is Posted you must first select the document and select Remove Posted Documents from the Document menu Once the document status is Removed you can re deliver the document if required 4 Until a document is deleted from the Delivery Queue window you can resend it either via email or FTP Modifying Document Details in Delivery Queue Window You can modify the document ID email address or the bibliographic details of a document in the Delivery Queue window You can also add these details to send documents to other Ariel workstations or patrons You can use the Patron Delivery Queue Entry window to modify the document details This window can be accessed by selecting a document in the Delivery Queue window and selecting Info Edit from the Document menu You can also access the Patron Delivery
217. set up the log options using the Ariel Log Options window 4 212 Ariel User Manual v4 1 Ariel User Manual v4 1 DOCUMENT MANAGEMENT Accessing the Log Options Window To access the Log Options window Step 1 Select Log gt Options The Ariel Log Options window is displayed Ariel Log Options Delete log entries older than f q days V Include diagnostic logging Cancel Help Step 2 Set up the log options as required Setting Up Log Options To set the log options Step 1 Enter the number of days in the Delete log entries older than field Step 2 Select the Include diagnostic logging check box if required Step 3 Click OK to save the log options and close the window Step 4 You can also click Cancel to close the Ariel Log Options window without saving the log options 4 213 DOCUMENT MANAGEMENT 4 214 Viewing Log Entries After you set up the log options you can view the log details of documents sent or received In addition you can view the details of error messages when documents are not sent to Ariel workstations or patrons or received from other Ariel workstations You can use the Ariel Log Viewer window to view the log details This window can be accessed when you select Show Log from the Log menu You can also access this window by clicking E in the toolbar In the Ariel Log Viewer window by default the filters are set to show you every send and receive entry in the reverse chronologica
218. some or all the pages in the document contain grayscale and they were scanned using the grayscale format If there is no value displayed in this field it indicates that all the pages in the document are black and white and the pages were scanned in black and white format Paper Size The paper size of the largest page in the document This information is displayed when this window is accessed The paper size for scanning the pages of the document is set up in the Scan tab of the Preferences window For example if you have scanned the document using the Letter and A3 paper size A3 will be displayed in this field as this paper size is larger than Letter File size The file size of the document in kilobytes This information is automatically displayed when the window is accessed 4 293 DOCUMENT MANAGEMENT Step by Step You can access and perform various tasks in the Archive Queue window Accessing the Archive Queue Window To access the Archive Queue window Step 1 Click the Archive Queue window The window is enabled Archive Queue 1 document 172 162 147 ZNF1OR2094 172 16 2 147 172 16 2 147 Set 17216 2147 Step 2 Save the documents as needed 1 You can select a document and right click it The shortcut menu will be displayed using which you can perform tasks such as scan send view modify delete print import documents to Ariel workstations and pat
219. specific month and year KE September 2004 Sun Mon Tue Wed Thu Fri 29 30 31 1 2 3 5 6 7 8 9 10 12 EB 14 15 16 17 19 20 21 22 23 24 26 27 28 29 30 1 3 4 5 6 ri Today 9 13 2004 Step 2 Select the required date by clicking it The Calendar lookup is closed and the selected date is displayed in the date field Ariel User Manual v4 1 Ariel User Manual v4 1 GETTING STARTED Mandatory Field Mandatory fields are critical fields in a window for which you must enter data For example in the Add New Address window the Alias and Address fields are mandatory fields If you do not enter data for mandatory fields and try to save the settings a message will prompt you to enter the required data For example In the Mail tab of the Preferences window if you do not specify the SMTP account name for outgoing mails settings a message will be displayed that the SMTP Account name is required AN Smtp Account name is required Command Buttons Command buttons are window elements provided to help you perform tasks such as adding modifying and deleting information in a specific window You can click a command button to perform a specific task For example you can click Add in the Patron List window to add details of a patron In some of the windows of Ariel you may find command buttons that are disabled These buttons are enabled or disabled based on the functional state of the application For example Search ILL is
220. splayed when the window is accessed When Queued The date and time when the document is moved into the Send Queue window This information is automatically displayed when the window is accessed Time of Last Try The time when the application last tried to send the document to the specific destination This information is automatically displayed when the window is accessed Number of Tries The number of times the application tried resending the document to the specific destination This information is automatically displayed when the window is accessed If the document sent is acknowledged by the receiving Ariel workstation Sent will be displayed in this field Step by Step You can modify a destination address or a document ID of a document using the Send Queue Entry window 4 260 Ariel User Manual v4 1 DOCUMENT MANAGEMENT Accessing the Send Queue Entry Window To access the Send Queue Entry window Step 1 Select a specific document from the Send Queue window Step 2 Select Document gt Info Edit The Send Queue Entry window is displayed with the Document ID and the destination Address Send Queue Entry r Header Information Document ID DOC 001 Bibliographic Transaction Patron Patron Note a Cover Sheet _ p Disposition 7 Include CoverSheet C Send then Delete Send and Hold r Destination To fi 72 16 2 147 Select r Other Information Status Held When
221. ss or system name If the Internet Protocol address or the system name is not valid or if Ariel User Manual v4 1 2 65 GETTING STARTED they are not specified an error message will be displayed when you click Apply or OK in the Preferences window AN Invalid mail server Click OK and specify a valid Internet Protocol address or the system name Validating Email Addresses 2 66 In Ariel you need to specify the email addresses to record the return email address SMTP account name incoming server account name and patron details If a valid email address is not specified an error message will be displayed stating that the email address is not valid HD E Mail Address not valid XXX XXx required Click OK and specify a valid email address A valid email address consists of a name that identifies the user to the mail server followed by an at sign and the host name and domain name of the mail server For example if Anne E Oldhacker has an account on the machine called baz at Foo Enterprises the email address of Anne E Oldhacker can be aeo baz foo com which is pronounced as A E O at baz dot foo dot com A valid email address cannot contain more than one at sign and also any other special character Ariel User Manual v4 1 GETTING STARTED Checking Number of Documents In Ariel you can specify the number of documents that can be saved or held in the different Queue windows You can
222. status field The icon before the Document ID field will be highlighted in yellow indicating that the document is active If the Ariel workstation to which the document is sent is not currently accessible the application will try to send the document 28 times within 24 hours Pending 4 238 Indicates that the document has been sent but has not been acknowledged by the receiver The symbol P will be displayed in the icon before the Document ID field Ariel User Manual v4 1 DOCUMENT MANAGEMENT Status Description Indicates the document has been rejected by the FTP or email server This may be due to the size of the document invalid address or when a negative acknowledgement is received from an Ariel workstation ee 1 You cannot choose Send from the Document menu to send documents that are already in the Send Queue window You can save a document in the Archive Queue window and send it from there or change or add a destination for a document which is already in the Send Queue window by choosing Info Edit from the Document menu 2 You can send documents to the required destination only if Sending is On To currently suspend the sending process you can turn Sending Off For more information see Setting Up Send and Receive Options 3 You cannot select a document whose status is Active Field Descriptions The fields in the Send Queue window are described in the following table
223. t options for scanning sending receiving delivering and printing documents In addition you can set the firewall store forward and store retrieve FTP in coming mail settings and other general options e Address book Using this feature you can maintain address details of Ariel workstations using alias names You can also import the address details from Excel or Comma Separated Value CSV files to Ariel You can add a new address modify or delete the existing address details e Patrons list Using this feature you can create and maintain email addresses of patrons for sending documents to them You can also import the patron from Excel or Comma Separated Value CSV files to Ariel You can add a new patron address modify or delete the existing patron address In addition you can link Ariel to an external ILL patron database to import the addresses of patrons and send documents to patrons e Log Using this feature you can view the log entries of documents sent or received in Ariel You can also set up the log options for deleting log entries after a specific time duration Ariel User Manual v4 1 1 3 INTRODUCTION 1 4 e View Using this feature you can view the toolbar status bar and the transfer status of documents that are sent to Ariel workstations or patrons or received from other Ariel workstations e Tools Using this feature you can view the document counter details and reset the document count in th
224. tails in Received Queue Window You can add or change an address for a document ID that is already in the Received Queue window to send a document to a patron The document ID can be modified to identify the list of documents that are sent to a specific patron You can use the Received Queue Entry window to add or modify the document details This window can be accessed by selecting a document in the Received Queue window and selecting Info Edit from the Document menu You can also access the Received Queue Entry window by double clicking a specific document in the Received Queue window The window elements in the Received Queue Entry window are described in the following table Element Used to Modify the bibliographic details of a document For more information see Creating and Maintaining Bibliographic Details ce View the transaction details of a document For more information see Viewing Transaction Information To select a patron name from the patron list Field Descriptions The fields in the Received Queue Entry window are described in the following table Field Name Field Descriptions Header Information Document ID The title or phrase that identifies a document which is automatically displayed when this window is accessed You can modify the document ID if required 4 286 Ariel User Manual v4 1 Ariel User Manual v4 1 DOCUMENT MANAGEMENT Field Name Field Descr
225. tate 4 186 Ariel User Manual v4 1 DOCUMENT MANAGEMENT Element Used To View a complete page of a scanned document Fit To Width Fit the specific page in a document to the width of the viewing window Next Page View the next page of the document View the previous page of the document Go To Page Navigate to a specific page of the document When you click this button the Go To Page window will be displayed You can specify the page number you want to view and click OK to navigate to the specific page Thumbnail View View multiple pages of a scanned document in compressed view When you click this button the Thumbnail window will be displayed with the multiple pages of the document You can click a specific page or press the Shift key and click on a specific page to view the enlarged image of the page Replace Page Ariel User Manual v4 1 Replace pages in a scanned document For example on viewing page 1 if you click this button the Replacing Page 1 window will be displayed using which you can scan and replace the specific page with a newly scanned page In this window the same fields as in the Scan window will be displayed For more information on fields see Field Descriptions given in Scanning Documents 4 187 DOCUMENT MANAGEMENT Element Used To ea Insert pages in a document For example on viewing page 1 if you click this button the Insert
226. tep 1 Select Document gt Import gt Send To Patron The Import dialog box is displayed Import Look in Desktop gt amp ee FA My Documents Projects 4 My Computer E Scan window tif My Network Places Ariel Index MSTP Files of type TIF tif Cancel A Step 2 Select the location from the Look in drop down list Step 3 Select the required tif gif jpeg bmp or pdf file The file name is displayed in the File name field 4 209 DOCUMENT MANAGEMENT Step 4 Click Open The Send to Patron window is displayed The file name is displayed in the Document ID field Send to Patron Categories All Categories Add John Adams Edit Edit E mail Search ILL Document ID Testo oc Bibliographic p pea Seach tt Send poe me Comment Last e mail notificaton Step 5 Select the patron category from the drop down list Step 6 Select the patron name from the list Step 7 Modify the document ID if required 4 210 Ariel User Manual v4 1 DOCUMENT MANAGEMENT Step 8 Click OK The document is sent to the patron and the details of the document are displayed in the Delivery Queue window A Delivery Queue 2 documents Document 1D no ee 2004 10 1 Linda Joseph linda_joseph yahoo 2004 10 1 John Adams john_adams yahoo Setting Up Log Options When documents are sent or received by an Ariel workstation the details of the transfer are maintained in a lo
227. tep 2 Select the required options and send the documents as required 1 You can select a specific document and right click to view the shortcut menu Using the shortcut menu you can perform tasks such as scan view save modify print delete cancel and import documents and send them to Ariel workstations or patrons or save them in the Archive Queue window You can Send documents to patrons cancel currently sent document hold or release a document check for new mails set up print options print documents or exit the application by selecting the appropriate submenu from the shortcut menu 2 The Cancel Current Send submenu will be enabled only for active documents The active documents will be highlighted in yellow in the Send Queue window 4 242 Ariel User Manual v4 1 DOCUMENT MANAGEMENT Sending Documents to Ariel Workstations In Ariel you can send the scanned documents from the Archive Received or Delivery Queue windows You can send the document to an Ariel workstation or a patron The Documents that are sent to Ariel workstations Internet Protocol addresses are sent through FTP or SMTP The details of the document are displayed in the Send Queue window To send documents to Ariel workstations details of email scan settings scan options scan dispositions send and receive settings and store forward and store retrieve settings have to be initially set up in the Preferences window For more information about setting
228. text information for a patron is not specified in this field and in the Add Patron Category Information window or Update Patron Category information window the application automatically displays the default email text information when the document is sent to a patron 3 111 SETTING UP ARIEL Field Name Field Description Document Management Remove The duration after which the document documents from sent through FTP will be removed from server after the server The time duration for removing documents from the server can be between 1 to 99 days or views You can specify the time duration in days or number of views 1 Days When the duration is specified in days the document will be removed from the server after the specified number of days You can select the time duration within the range of 1 to 99 days 2 Views When the duration is specified by the number of times the document can be viewed the document will be removed from the server after the specified number of times it is viewed You can select the number of views within the range of 1 to 99 Note 1 It is mandatory to specify the time duration in days as well as in views 2 The option of deleting the document after the specified number of views is available only for documents that are sent through FTP 3 Only numeric values and a maximum of two digits can be entered in this field 3 112 Ariel User Manual v4 1 Ariel User Manual v4 1
229. the classification of patrons based on the category to which they belong For example you can classify patrons based on the country or state they are located You can use the Patron Categories Details window to set up patron categories You can add modify or delete the patron categories The Patron Categories Details window consists of the following sections e Category Details List section Lists the different categories of patrons Ariel User Manual v4 1 3 141 SETTING UP ARIEL e Details section Displays the copyright subject line and the email message based on the category selected in the Category Details list PatronCategoriesDetails x Category Details Alphabet A to D Alphabet U to Z Email Message Category Details section Details section 3 142 Ariel User Manual v4 1 SETTING UP ARIEL Field Descriptions The fields in the Patron Categories Details window are described in the following table Field Name Field Description Category Details Category Details Displays a list of categories created for a patron group The patron categories are added using the Add Patron Delivery Information window Details Copyrights Indicates the custom copyright notice details when documents are sent to patrons This information is automatically displayed when a patron category is selected Subject Line Indicates the subject specified when documents are sent to patrons This information is
230. then the default user ID sa and password ariel must be specified while making a back up of the database 3 A valid network path has to be specified for saving the back up made 4 The backup file will be saved as a dat file in the location specified 5 In the Server Name field you must specify the server name in the following format System name Server name 6 When you specify the database name make sure that appropriate names are given for the database backups so that the correct version of the backup can be located and restored aq _ 7 While specifying the location where the back up has to be made the data source name in which the ariel application is running automatically points to the restored database 2 46 Ariel User Manual v4 1 GETTING STARTED Restoring the Database Ariel User Manual v4 1 You can restore a database after a backup of it is made A message is displayed stating that database restore is successful You can also check for the restored database using tools such as Enterprise Resource Manager or SQL Query Analyzer You can restore the database only using the external database backup and restore tool You can check for the restored database using tools such as the SQL Query Analyzer In order to use the SQL Query Analyzer you must install the complete version of the Microsoft SQL server Checking for restored database using SQL Query Analyzer is given as an example in this section F
231. tifies a document The document ID is displayed with the status The status is displayed in the icon before the field The Document ID is entered in the Send Save and Send to Patron windows Status The current status of the document in the Delivery Queue window Date Time The date and time when the document first entered the Delivery Queue window The date will be displayed based on the format you select in the General tab of the Preferences window Patron The name of the patron to whom the document is sent To The patron s email address to which the document or notification was sent Remarks about the progress and the final disposition of the document with the time and date Ariel User Manual v4 1 The total number of pages of the document 4 269 DOCUMENT MANAGEMENT Field Name Field Description The color format used when the document was scanned This information is displayed when the window is accessed This is based on the color format set in the Scan window The available options in the Scan window are B amp W Gray Scale and Color If C is displayed it indicates that some or all the pages of the document contain color and they were scanned using the color format If G is displayed it indicates that some or all the pages in the document contain grayscale and they were scanned using the grayscale format If there is no value displayed in this fie
232. tings Enable outgoing Select this check box to enable sending mail mails When you clear this checkbox you will not be able to send mails A message will be displayed stating that IMAP POP will be disabled If you click Yes the fields in the Outgoing mail settings and Incoming mail settings sections will be disabled In addition the fields such as E Mail Return Address and Check for new mail every minute will also be disabled If you click No you will be able to send and receive mails Note On selecting this checkbox the Incoming mail settings will not be selected You need to select the Enable Incoming mail checkbox to receive mails SMTP Port The number assigned to the SMTP port for the outgoing mail server This is a mandatory field Note Only numeric values can be entered in this field 3 100 Ariel User Manual v4 1 SETTING UP ARIEL Field Name Field Description Outgoing mail server The Internet Protocol address of the outgoing mail server You can also specify the system name for the outgoing mail server The Internet Protocol address of the specified system will be automatically displayed when you click Apply This is a mandatory field SMTP account name The name of the email account using which emails will be sent This is a mandatory field SMTP account password The password for the account name in SMTP Account Name above Incoming mail settings Enable
233. tion must be 0 fd Microsoft Excel ADDRESSBOOK File Edit View Insert Format Tools Data Window Help Acrobat OSHA EG6RY BRS O BSrKAHU as U Sz228 8 192 168 69 2 hiii Ronald 192 168 69 3 Hello Rose 192 168 69 2 192 168 69 2 storeforward Michel 192 168 59 3 192 168 57 3 storeretreive Roddick cdds2 systemname John john yahoo com hai Mary mary paul com mary yahoo com hai 3 136 Ariel User Manual v4 1 SETTING UP ARIEL For importing addresses from CSV files the details of the Ariel workstation must be listed in a single column format All the field details must be separated by a comma and without any spaces The first detail must contain the name or alias of the Ariel workstation the second detail must contain the Internet Protocol address system name or the mail ID of the Ariel workstation the third detail must contain the comments for the Ariel workstation and the forth detail must contain validations to enable auto remove coversheet while sending documents to Ariel workstations If you want to enable auto remove coversheet for the Ariel workstation the validation must be 1 and if you wan to disable auto remove coversheet the validation must be 0 F4 Microsoft Excel AddressBook_Test File Edit View Insert Format Tools Data Window Help Acrobat DSH EA S6RY BRSlO BEA 71 i Jack 192 168 69 2 worrkstation1 0 Ronald 192 168 69 3 workstation2 1 Rose 192 168 69 2 192 168 69 2 workstation 0 Michel 192 1
234. tion organized and presented to serve a specific purpose For example a telephone book A computerized database is an updated organized file of machine readable information that is rapidly searched and retrieved by computer Ariel makes use of MSDE Database to maintain all the queue information and statuses Separate database servers will be installed and the application can access the database through network Ariel constantly keeps adding and updating the database as it transmits and receives documents In case of two or more servers you may have a shared database on which multiple servers work The shared databases can be accessed through a network and the path of the Queue windows in the winariel ini file must point to the shared database Only authorized persons can access the shared database to perform database operations This section discusses the procedural and task related information for performing tasks such as database backup and restoring the database e Database Backup e Restoring the Database The tasks discussed in this section are for a single server environment Database Backup You need to make a backup of the database to save and later restore the data from unforeseen catastrophes that might damage your database You can make a backup of the database to setup the database in another network or for maintenance purposes After making a backup you can also restore the database AS a preventive action it is advisable to ma
235. to automatically include coversheet in the scanned document when the document is sent to an Ariel workstation or a patron Disposition Disposition The options for sending the document in the Send Queue window You can select the following options Send and Delete Select this option to send the document to an Ariel workstation and delete the copy of the document in the Send Queue window If the Ariel workstation is not accessible to which the document is sent the application will retry sending the document 28 times in 24 hours Even after that time period if is not received by the Ariel workstation the document will not be deleted in the Send Queue window Send and Hold Select this option to send and save a copy of the document in the Send Queue window Destination The name or Internet Protocol address of an Ariel workstation You can also click Select to select the aliases name and the Internet Protocol address of an Ariel workstation from the Select Destination window This is a mandatory field Other Information Status The current status of the document which is automatically displayed when the window is accessed 4 259 DOCUMENT MANAGEMENT Field Name Field Descriptions The total number of pages in the document The information is automatically displayed when the window is accessed Paper Size The paper size of the document This information is automatically di
236. to save the options as default preferences Step 8 Click OK to save and close the Preferences window Step 9 You can also click Cancel or xj to close the Preferences window without saving the details Delivering option in the Settings menu will be automatically selected A tick mark will be displayed before this option in the Settings menu You can temporarily suspend delivery of documents to the patrons by selecting this option in the Settings menu The tick mark disappears indicating that document delivery is temporarily suspended Q 1 When the Delivering On option is selected at the application level the 2 When the received documents are to be forwarded to the patrons the application will check if the patron details exists in your patron list and the Auto Forwarding to Patron check box is selected If both the conditions are satisfied the documents are sent to patrons 3 Auto forwarding documents to patrons can be done only if the Ariel workstation from where the document has been received has specified the patron s name or email address Modifying Patron Delivery Options To modify patron delivery options Step 1 Select the Patron Delivery tab The fields are displayed Step 2 Make the necessary changes Step 3 Click Apply to save the options as default preferences Step 4 Click OK to save and close the Preferences window Ariel User Manual v4 1 3 117 SETTING UP ARIEL Step 5 You can also click Cancel or
237. tomatically remove the cover sheet for a document when received from the specified Ariel workstation You can access view add modify and delete address details using the Address Book window 3 131 SETTING UP ARIEL Accessing the Address Book Window To access the address book window Step 1 Select Address Book gt Entries The Address Book window is displayed Address Book Aliases Delete Details Alias Comment Address List Step 2 Create and maintain the address details as required Viewing Address Book Details To view the address book details Step 1 Select a name from the Aliases list in the address book Step 2 The Internet Protocol address of the selected alias will be displayed in the Details section 3 132 Ariel User Manual v4 1 SETTING UP ARIEL Adding Address Details To add address details Step 1 Click Add in the Address Book window The Add New Address window is displayed Add New Address A x Alias I Comment Addresses I Auto Remove CoverSheet Cancel Help Step 2 Enter the alias name comment and the Internet Protocol address Step 3 Select the Auto Remove CoverSheet check box if you want to remove the cover page when sending the document to the specific Ariel workstation Step 4 Click OK to save and close the Add New Address window Step 5 The alias name is added to the Aliases list in the Address Book window Step
238. tron List gt Get External Data gt Import Excel File The Open dialog box is displayed Files of type xls xls Cancel I Open as read only 4 Step 2 Select the location of the file Step 3 Click Open A message is displayed stating that the address details are successfully imported The patron details in the Excel file are imported to the patron list Step 4 Click OK The details of the imported patrons names are displayed in the List section of the Patron List window 3 164 Ariel User Manual v4 1 SETTING UP ARIEL Importing Patron Details in CSV Format To import patron details that are available in CSV format Step 1 Select Patron List gt Get External Data gt CSV Excel File The Open dialog box is displayed Te x My Network Places Files of type xis xls Cancel I Open as read only 4 Step 2 Select the location of the file Step 3 Click Open A message is displayed that the patron addresses are successfully imported The patron details in the CSV file are imported to the patron list Step 4 Click OK The details of the imported patrons names are displayed in the List section of the Patron List window If the addresses in the file are not imported an appropriate message will be displayed A R Ariel User Manual v4 1 3 165 SETTING UP ARIEL Managing Document Count In Ariel you can use the Tools feature to track and monitor the list
239. ts in the TIFF format you must specify the option as TIFF You can also specify the PDF option for receiving documents in PDF format Help John Paul john hotmail com Category I L OZB6wTM FTP PDF Pater collins peterc lycos com Category M P OZB6wWTM FTP TIF mclarke usa net Category M P OZB6wWTM EMAIL TIFF mary Clarke While saving the notepad file you must specify the file name with the csv extension in double quotes For example address csv The file will be saved in the CSV format that can be imported in Ariel 1 While importing addresses from the CSV format there should be no space between the fields and commas The field must be separated only by commas 2 The fields Last Name E mail Address and Category are mandatory fields The details to be imported must contain these three details 3 If the patron list is not imported an appropriate error message will be displayed Ariel User Manual v4 1 Ariel will not overwrite an existing patron detail If an existing patron s detail is imported an error message will not be displayed and a new record with the same details will be created You can use the Open dialog box to import patron list 3 163 SETTING UP ARIEL Step by Step You can import addresses from an Excel and CSV file to Ariel using the Open dialog box Importing Patron Details in Excel Format To import patron details that are available in Excel format Step 1 Select Pa
240. ts whose status is Active When the document is active in the Send Queue window the icon before the Document ID field is highlighted in yellow Once you cancel sending the document the status of the document changes to Ready again in the Status field You can cancel the sending process by selecting Cancel Current Send from the Document menu Step by Step You can cancel the sending process for a document in the Send Queue window 4 262 Ariel User Manual v4 1 DOCUMENT MANAGEMENT Canceling Sent Documents To cancel a document Step 1 Select the specific active document you want to cancel from the Send Queue window Step 2 Select Document gt Cancel Current Send The application cancels the sending process for the selected document and the status changes to Ready in the Status field 1 To cancel a currently sent document you can also select a document and right click and select Cancel Current Send from the shortcut menu while the document is in the active state 2 You can also cancel sending of documents by turning the Sending option On or Off You can turn Sending On by selecting the Sending On check box in the Send Receive tab of the Preferences window If this check box is cleared it indicates that Sending is turned Off and you cannot send documents to the respective destinations 3 You can also turn the Sending option on or off using the Settings menu You can click Sending in the Settings
241. tus tres To DateTime Pages Color Page Size File sze _ 172 16 2 147 10 20 2004 UsLetter 172 16 2 147 10 20 2004 UsLetter 172 16 2 147 10 20 2004 UsLetter 172 16 2 147 10 21 2004 UsLetter 172 16 2 147 10 21 2004 UsLetter 172 16 2 147 10 21 2004 UsLetter 172 16 2 147 10 21 2004 UsLetter 172 16 2 59 11 18 2004 UsLetter Importing and Sending Documents to Patrons You can import images of documents in tif gif jpeg bmp and pdf format from an external location and send documents to patrons The details of the documents sent will be displayed in the Delivery Queue window You can import images of the documents using the Import dialog box This dialog box will be displayed when you select Import from the Document menu You can also select a document and right click and select Import from the shortcut menu Documents can be imported and sent to patrons using the Send To Patron submenu The Send to Patron window will be displayed when you select this submenu You can specify the patron category and the document ID and send the document to a patron The details of the document will be displayed in the Delivery Queue window Step by Step You can import images of documents and send them to patrons using the Import dialog box 4 208 Ariel User Manual v4 1 Ariel User Manual v4 1 DOCUMENT MANAGEMENT Importing and Sending Documents to Patrons To import and send a document to a patron S
242. twork Places Ariel Index MSTP Files of type TIF tif Cancel 7 Step 2 Select the location from the Look in drop down list The folders in the location are displayed Step 3 Select the required tif gif jpeg bmp or pdf file from the folder The file name is displayed in the File name field Step 4 Click Open The file name and the document ID is automatically generated for the selected tif image and the details of the imported image are automatically displayed in the Archive Queue window Ariel User Manual v4 1 4 205 DOCUMENT MANAGEMENT Importing and Sending Documents to Ariel Workstations You can import images of the scanned documents in tif gif jpeg bmp and pdf format from an external location and send them to Ariel workstations The details of the documents sent will be displayed in the Send Queue window You can import the files using the Import dialog box This dialog box will be displayed when you select Import from the Document menu You can also select a document and right click and select Import from the shortcut menu Documents can be imported and sent to Ariel workstations using the Send submenu The Send window will be displayed when you select this submenu You can specify the document ID and Internet Protocol address of the Ariel workstation and send the document to an Ariel workstation Step by Step You can import and send images of documents to Ariel workstations using the Import
243. ublication Library e About Ariel User Manual Ariel User Manual v4 1 1 1 INTRODUCTION About Ariel Welcome to Ariel v4 1 a client server application developed to facilitate transfer of documents between libraries that are located in different geographical locations About Ariel Infotrieve s Ariel r gt Version 4 0 g Full new Copyright c 1994 2005 Infotrieve Inc All rights reserved Ariel r is a registered trademark of Ariel Corporation used by INFOTRIEVE Inc under license Portions of the imaging technology of this product are copyrighted by AccuS oft Corporation Portions of this product Copyright c 1990 1996 Pixel Translations Inc Portions of this product are licensed from Apex Internet Software Portions of this product are licensed from Lead Technologies Using Ariel you can scan and send documents to various Ariel workstations or patrons Documents can also be received from other Ariel workstations and saved Ariel workstations are those systems that have Ariel installed on them Patrons are external clients who do not have Ariel installed on their systems but can receive documents from other Ariel workstations This section discusses the various features of Ariel and the benefits of using it and consists of the following e Ariel Features Ariel Features Ariel can be used to scan maintain and exchange documents within Ariel workstations When patrons request for documents the
244. ue Entry Window To access the Received Queue Entry window Step 1 Select a specific document from the Received Queue window Step 2 Select Document gt Info Edit The Received Queue Entry window is displayed with the Document ID Received Queue Entry Header Information Document ID Doc 1 Bibliographic Transaction Patron Patron Note a Auto Printing Settings Print then Delete Print and Hold Other Information Status Ready Queued 10 09 2004 10 33 Pages 200 Auto Printed Paper Size UsLetter From 172 16 2 48 Cancel Help Step 3 Modify the document details as required The Received Queue Entry window can also be accessed by selecting a document and right clicking Info Edit from the shortcut menu The shortcut menu will be displayed when you select and right click a specific document 4 288 Ariel User Manual v4 1 DOCUMENT MANAGEMENT Modifying Received Documents To modify the document details Step 1 Modify the document ID or change or add a destination address Step 2 Change the auto print settings if required Step 3 Click OK A message is displayed asking you to confirm update Step 4 Click Yes to update the changes and close the window Step 5 You can also click No to cancel update and close the Received Queue Entry window Checking New Mails You can check for new mails that you have received from an Ariel workstation The new mails are r
245. ueue window In Ariel documents can be sent to Ariel workstations and patrons using the Send Queue window The Send Queue window displays the list of documents that are in queue and are waiting to be sent to Ariel workstations Documents that are sent to Ariel workstations are sent via FTP and SMTP When the destination address is an Internet Protocol address the document will be sent via FTP and if the address is in the form of an email ID the documents will be sent via SMTP Ariel User Manual v4 1 4 237 DOCUMENT MANAGEMENT Document Status in Send Queue Window The different statuses of a document in the Send Queue window are described in the following table Status Description Indicates that the document is ready to be sent to the Ariel workstation when Sending is On This is the default status The symbol R will be displayed in the icon before the Document ID field Indicates that the document has been sent and the copy of the document is retained in the Send Queue window It also indicates that the document is being held and waiting to be sent in the Send Queue window The symbol H will be displayed in the icon before the Document ID field The status of the document will be Held until you release the document When the document is released the document status will change to Ready again Active Indicates that the document is currently being sent Active will be displayed in the
246. ujitsu with Kofax Kipp 2 1 Any Scanner w Adrenaline Any Scanner w PixT WAIN Apple Color One 1200 30 Vertical scroll bar Archive Queue 1 document File Name DocumentiD Description Pages Color Page Size pal UsLetter Horizontal scroll bar 2 32 Ariel User Manual v4 1 Ariel User Manual v4 1 GETTING STARTED Message Box A message box displays a message seeking your confirmation to execute a task For example when you click Delete on selecting a document in any of the Queue windows a confirmation message for deletion is displayed You can click OK to delete the document or click Cancel to cancel the deletion The following is an example of a message box 2 Do you want to delete the selected documents No Option Button The option button is a small circular button that displays a large dot when you select it Selecting an option enables that specific selection and disables all others in the set of options For example in the Disposition section of the Scan window you can either select the Scan and Send option or Scan and Save option Disposition Scan and Send C Scan and Save GETTING STARTED Drop down List A drop down list is a list of values that is displayed in a rectangular box when you click provided adjacent to certain fields You can select an item from the list to be displayed in the field If the list is longer than can be displayed a vertical scroll bar will appea
247. ument using the Patron Delivery Queue Entry window Ariel User Manual v4 1 4 275 DOCUMENT MANAGEMENT Accessing the Patron Delivery Queue Entry Window To access the Patron Delivery Queue Entry window Step 1 Step 2 Select a specific document from the Delivery Queue window Select Document gt Info Edit The Patron Delivery Queue Entry window is displayed with the Document ID and the destination Address Patron Delivery Queue Entry Header Information Document ID Doct Bibliographic Patron Henry Jones Patron E Mail Subject Requested document attached E Mail body E r Other Information Status Pages Paper Size Document type Message ReadyToSend When Queued 2004 10 06 17 23 199 Time of Last Try 2004 10 06 17 23 UsLetter Number of Tries 0 PDF Entered on 2004 10 06 17 23 Step 3 Modify the document details as required The Patron Delivery Queue Entry can also be accessed by selecting Info Edit from the shortcut menu The shortcut menu will be displayed when you select and right click a specific document 4 276 Ariel User Manual v4 1 Ariel User Manual v4 1 DOCUMENT MANAGEMENT Modifying Documents in the Delivery Queue Window To modify the document details Step 1 Step 2 Patron List John Adams Henry Jones Details Modify the document ID subject and the description of the email if required Click Patron to add or modify the patron addr
248. up these details see Setting Up Ariel You can use the Send window to send documents to Ariel workstations This window can be accessed by selecting Send from the Document menu You can send and delete the document or send and retain a copy of the document in the Send Queue window When you send documents to Ariel workstations you can attach the coversheet of your institution and send it along with the document The cover sheet may include details such as the institution s logo address and a brief detail about the document You can scan the cover sheet created or used by your institution and save it as a TIF image This TIF file will be included in the executable folder when Ariel is installed For sending documents to other Ariel workstations you must select the required destination You can use the Select Destinations window to select the address This window can be accessed by clicking Select in the Send window You can use the Add New Address window to add a new address of an Ariel workstation You also create and maintain the list of patrons using the Patron List window This window can be accessed by clicking Patron in the Send window For more information see Creating and Maintaining the Patron List The window elements in the Send window are described in the following Element Used to Add or modify the bibliographic details of table a document For more information see Creating and Maintaining Bibliog
249. use the proxy server for Ariel on your system Proxy Settings Address URL The URL address of the proxy server This field is enabled only when the Use Proxy Server check box is selected The port number for the proxy server This field is enabled only when the Use Proxy Server check box is selected User ID A unique ID assigned to the user who is authorized to access the proxy server This field is enabled only when the Use Proxy Server check box is selected Password Ariel User Manual v4 1 The password for the accessing the proxy server This field is enabled only when the Use Proxy Server check box is selected 2 21 GETTING STARTED Field Name Field Descriptions Don t include me in the Ariel User s List Step by Step Select this check box if you do not want to be listed in Infotrieve s Ariel users database Infotrieve s Ariel users database maintains a list of all the Ariel users You can search for other Ariel users using the database If you select this check box you will not be included in the Infotrieve s Ariel users database You can access and register Ariel through the Site Registration window 2 22 Ariel User Manual v4 1 Ariel User Manual v4 1 GETTING STARTED Accessing the Site Registration window To access the Site Registration window Step 1 Select Help gt Registration The Site Registration window is displayed Sit
250. users of the application It provides context sensitive help to the users with conceptual and task based procedural and setup information for performing the required tasks Ariel User Manual v4 1 INTRODUCTION About Ariel User Manual The Ariel User Manual is an extensive reference source for the end users of the application in the portable document format pdf It provides both conceptual and task based procedural information Relevant screen captures of the application are also provided for better understanding of the tasks Examples are also used to explain task concepts in an easy manner This section provides information on the organization of the User Manual and the various conventions that are used It consists of the following sections e Organization of Chapters e Notational Conventions Organization of Chapters The Ariel User Manual is organized into chapters in a sequential manner based on the activities performed in the application The first chapter Introduction provides information about Ariel and the benefits of using the application It briefly describes the user documentation and its contents the purpose of developing the User Manual organization of chapters and the notational conventions used in the User Manual The second chapter Getting Started provides information on how to access Ariel and navigate within it The third chapter Setting Up Ariel provides information on setting up
251. various preferences and maintaining address details of the various Ariel workstations and patrons required for working with the application The fourth chapter Document Management provides information about various document management tasks that can be performed using the Queue windows of the application Ariel User Manual v4 1 1 7 INTRODUCTION Notational Conventions The various notational conventions used in the User Manual are explained as follows Menu and submenu items hyperlinks checkboxes and command buttons are marked in bold in procedures and tasks In addition application buttons are marked in bold when stated in notes tips and warnings For example e Click Apply to save the options e Click OK to save and close the window You can navigate within Ariel using the menus and submenus The notational convention used for menu navigation is e Select Settings gt Preferences gt Patron Delivery Notes Tips and Warnings Notes tips and warnings provide additional information about a specific task They help you to have a better understanding of the task and use the application effectively Notes tips and warnings are identified by the following graphics This symbol signifies a note A note provides additional information about a specific task a eel This symbol signifies a tip A tip provides useful hints that you can use to perform Q a specific task more easily 1 8 Ariel User Manual v4 1
252. ve tab in the Preferences window The fields for entering the send and receive options are displayed Preferences xX Store amp Forward Store amp Retrieve General NAT Firewall Auto Print Mail Patron Delivery Scan Send Receive Send Receive settings r Receive Auto Print Disposition Print and Delete Send and Hold Print and Hold MV Sending On V Receiving On Limit Documents to 100 Limit Documents to 100 100 999 100 399 Cancel Apply Help Step 3 Enter the relevant details in the Send and Receive sections Step 4 Click Apply to save the options as default preferences Step 5 Click OK to save and close the Preferences window 3 126 Ariel User Manual v4 1 Step 6 SETTING UP ARIEL You can also click Cancel or X to close the Preferences window without saving the details Settings menu will be automatically selected A tick mark appears before the Q 1 When you select Sending On at the application level the Sending option in the Sending option in the Settings menu You can temporarily suspend sending of documents by selecting this option in the Settings menu The tick mark disappears indicating that the sending process is suspended 2 When you select Receiving On at the application level the Receiving option in the Settings menu will be automatically selected A tick mark appears before the Receiving option in the Settings menu You can temporarily
253. when you click Apply You can specify the time duration for retrieving documents from the Store and Retrieve server in the text box next to this field which will be enabled when you enter the Internet Protocol address The time duration can be between 1 to 99 minutes It is mandatory to specify the time duration for retrieving documents Note Only numeric values and a maximum of two digits can be entered for specifying the time duration Ariel User Manual v4 1 Ariel User Manual v4 1 SETTING UP ARIEL Field Name Field Description IP Address of Store and Forward server to request documents from The Internet Protocol address of the server where documents can be stored and forwarded to Ariel workstations You can also specify the system name of the Store and Forward server The Internet Protocol address of the specified system will be automatically displayed when you click Apply Sto reForward StoreRetrieve This is a Store and Retrieve server Select the check box to specify if your system will act as a store and retrieve server This is a Store and Forward server Select the check box to specify if your system will act as a store and forward server Delete documents from Store and Retrieve server after Step by Step The time duration specified for deleting the documents automatically from the store and retrieve server The time duration for deleting documents from the Sto
254. window are described in the following table This window can be accessed by clicking Search ILL in the Patron List window Field Name Field Description Patron List Lists the patron details You can add the section patron details by clicking Add Ariel User Manual v4 1 SETTING UP ARIEL Before You Begin Before setting up patron details you need to set up the patron categories For information see Setting Up Patron Categories Before you search the patron details by clicking Search ILL ensure that you are connected to the ILL patron database where the list of all the patrons is registered You need to select the Enable links to ILL Manager Patron database check box in the Patron Delivery tab of the Preferences window to enable the application to connect to the data source name Step by Step You can access view and delete the patron list using the Patron List window You can create the patron details using the Add Patron Delivery Information window and modify the patron list details using the Update Patron Delivery Information window In addition you can also access and select a patron from the ILL patron database using the Select ILL Patron window Ariel User Manual v4 1 3 155 SETTING UP ARIEL Accessing the Patron List Window To access the Patron List window Step 1 Select Patron List gt Entries The Patron List window is displayed Patron List Ted Merchant Add Richard Mark Daniel Lace Ed
255. y can be sent to them through email or FTP from Ariel workstations Documents can be received and saved in the respective windows of the application Ariel consists of the following Queue windows using which you can send receive and save documents e Send Queue window Lists documents that are being sent to other Ariel workstations e Delivery Queue window Lists documents that are being sent to patrons 1 2 Ariel User Manual v4 1 INTRODUCTION e Received Queue window Lists documents received from other Ariel workstations e Archive Queue window Lists documents that are saved in Ariel Documents can be saved after scanning or importing them into Ariel You can also save documents from the Send Delivery and Received Queue windows Based on the activities you perform the application consists of the following features e Document Using this feature you can scan view and send documents to Ariel workstations or patrons and print documents received from other Ariel workstations You can save or delete scanned documents which are saved in the respective queue windows Bibliographic and transaction information of a document can also be maintained You can cancel the delivery of documents to patrons and also remove posted documents from the Delivery Queue window You can import images to the Archive Queue window or send them to patrons or other Ariel workstations e Settings Using this feature you can set up the defaul
256. you to install the printer Before you can perform printer related tasks such as page setup or printing a document you need to install a printer Do you want to install a printer now Click Yes to install the printer Checking Document ID 2 54 When you send documents to other Ariel workstations or patrons save the document in the Archive Queue window or modify the document details in the Archive Queue Entry Send Queue Entry Patron Delivery Queue Entry and Received Queue Entry windows you must specify the document ID in the Document ID field If the document ID is not specified in these windows an error message will be displayed prompting you to enter the document ID Please enter a Document ID Press the F1 key for Help Ariel User Manual v4 1 GETTING STARTED Click OK and enter the document ID in the respective window accordingly Checking Document Feeder for Scanning Documents To scan pages of a document the required pages must be placed in the document feeder of the scanner If the document pages are not placed or loaded in the feeder and if you try to scan the pages by selecting the Auto Scan Mode check box and click Scan in the Scan window a message will prompt you to load the pages in the document feeder Please load the document feeder and click Retry to test again for a loaded feeder or click Cancel to stop scanning Press the F1 key for Help cancel _ Check whether the document p

Download Pdf Manuals

Related Search

Related Contents

HP Deskjet D2500 series  6.3 Configure OpenCube XFReader  病院向けヘルスケアシステムご提案  Martha Stewart Living 1914200960 Instructions / Assembly  

Copyright © All rights reserved. Failed to retrieve file