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1. record 212 2 Importing DBASE data Import Export ASCIVANSI on File ane As the ASCII ANSI data data in DBASE format can also be imported into an archive e f the DBASE data is to be imported into the current archive call Settings field selection for dBASE import and consecutively number the field into which the data is to be entered Part 4 21 2 Data exchange Import 355 e f the DBASE data is to be imported into the current archive check under Field selection for data types on the Settings menu that the correct data types e g date number field are entered for the transmission If a new archive is to be created for the DBASE data there is no need to carry out the action above gt Call Database import DBASE gt Enter the path and name of the DBASE file to be imported gt The data will be imported by confirming OK If a field selection for dBASE import is activated data will be imported into the current archive without query If a field selection is not activated you will be asked whether you want to create a new archive If a new archive is being created it will automatically be named according to the DBASE file 356 Part 4 21 3 Data exchange Export 213 Export 213 1 Export in ASCII ANSI format or into another archive Import Expot Dbase File a Profile data optionally with documents is only exported into another archive or a
2. Anonymous user Password Confirm password User must change password at first login This field will appear if you select a group under Group overview and you want to enter a new user for this group User cannot change password Automatic login using network login username 7 login username identical I Access permission for User Manager Select user set entry and path Assignment of substitute allowed IV Membership of group Einkauf Cancel You determine the user s rights under Rights rights pattern 266 Part 4 16 User set Archive Lditor Archive Permission Asyign Workflow Assume Ownership Carvel Wuikfluwe Clear Archive Subsequent changes to user and archive entries Select user or archive under Group overview or Archives and edit properties via Description Changes are automatically applied When you leave the user set you have to save the changes Yerwaltung Demoarchivc enter new archive 2a Assign archives to user groups users Example The Address management and Document management archives are to be assigned to the super group click on Super group in Group Part 4 16 User set 267 overview then select the two archives one after another in Archive associations in the Other archives window and assign with a double click or Add association e Dr D L ADRESSVERWALTUNG User Managcr Verwaltung Dcmoarchivc
3. Daten bergabe Email Exportieren Statistik Zusatzinformationen Profile data can be printed e as print tables and e as print tabs A printout with data transfer to a third party application is also possible This is described in the following chapter Step by P Find Step gt Find the required data Part 3 13 3 Edit Print 189 Q gt Determine options gt When you obtain a select list you can make another selection in it by identifying your choice Then activate the command print If an individual record is called for editing activate the record print amp command In any case you will receive the same print query where you can choose between print tables and print tabs For both printout formats the other queries of the print dialogue are identical Selection 1 Alltecords 2 Mm f Curent Record Print to 3 ae Printer 4 CEBe Select 1 All records for the printout of all selected records 2 current records or selected records for the printout of the record selected on the list or displayed on the screen 3 printer for direct output to the connected printer uses the printer which is identified in Windows as current printer Make changes to the printer settings via Windows 4 File for output to a file which can then be edited further e g via a wordprocessing system Enter drive directory and name of the required f
4. PFAD f r Kommunikation JC DRDOC KOMM max Anzahl an Listbox Eintr gen 100 Quelldatei nach Archivierung l schen inch He a Management file Configuration file for C S archive call The subdirectory CLIENT is preset Do Not Edit b Help files database configuration files Do Not Edit c TD templates Enter the location where the template files for transferring data can be Part 4 Set up archive 257 found in the network as seen by the client d Automatic archiving after TD To call automatic archiving following a data transfer TD from the client you have to enter Host name or IP address of the archive server Port No archive name gt e g SERVER1 9995 Archive1 e Local working directory The local work directory must be available identically and physically on each client f Path for communication Do Not Edit Confirm the client parameter with OK The client parameter can only be edited by the supervisor and only at the archive server Tip If e g a change of the basic delete form after entering new record option is necessary for the clients it must be executed at the archive server and then applies to all Please be aware that this change at the archive server can only be executed if the server process at the archive server was previously terminated Now save the settings with the OK command 258 Part 4 14 Set up archives 14 7 3 Summarising overview of C
5. Select list A select ion list is the hit list which is displayed after a search query It allows you to define the fields and the number of characters per field to be shown in the select list Number fields to be listed consecutively and enter the number of characters after a blank Headings Allows you to enter any heading for the fields shown in the select list Sort Sorting criteria for organising the records found on the select list First enter the sorting order and after a blank the number of characters to be checked when sorting If for example you want to sort according to name then first name and afterwards town enter the following numbers at the corresponding fields Name 1 10 First name 2 10 Town 3 10 Print tables Number the fields to be printed and enter the number of characters for the table width after a blank Maintain field entries This command is only available if the check box for delete form after entering new record is activated under management edit archive parameter All fields of the input mask are then cleared in new entry mode for the next record when saving a new record Tip 226 Part 4 14 Set up archives But it is also possible to determine individual fields where the entry is to be maintained for the next record with the Maintain field entry function Enter any character in the fields concerned Output duplication check The progr
6. Select the required reorganisation runs The reorganisation of leads to Profile data space of non used data blocks within the file being freed Documents space of moved deleted documents being freed Redlining space of non used data blocks in the redlining file being freed Keys Updating and release of non used data blocks in the indices Release record lock Release the record locked message Update document Update the document size information on the select list information Help Release non used data blocks in the current help if a lot of changes were made The reorganisation is now carried out During a document reorganisation the program ocassionally discovers documents Note which cannot be edited A corresponding message will be shown in this case The documents or records concerned are stated in a log file which is created under the name prot 001 in the local working directory and which can be read with any editor The profile data of the record on the basis of which you find the corresponding record in the archive and you can remove the source of the error is found in the log file 396 Part 4 26 Archive maintenance Back up archive 26 BACK UP ARCHIVE Basic considerations A general statement about how often you should backup data cannot be made This varies from case to case Duplicating stocks should only be seen as an additional long term safety measure as this duplicating will not be contin
7. 14 Exit Dr Doc and save the settings 15 Optional configuration of the Dr DOC client icon gt Direct archive call via IP address or host name Minimum configuration lt Path gt drdoc exe lt host or IP address of the archive server gt lt Port No gt lt archive name gt Extended configuration lt Path gt drdoc exe lt host or IP address of the archive server gt lt Port No gt lt archive name gt lt path gt whilfe lt host or IP address of the archive server gt Name of Dr Doc user set gt bvd 16 When Dr Doc is called next time the log on dialogue will appear automatically gt transforming sample archives into C S applications If you have installed the sample archives locally on the archive server and want to make them available to all clients carry out the transformation for every archive as described in chapter 24 gt transformation of local online help into central application If you want to make the online help available centrally to all clients carry out the transformation as described in chapter 24 Part 1 3 Installation in the standard network 47 3 INSTALLATION IN THE STANDARD NETWORK You want to set up Dr DOC in the network to enable several users access to the various archives So the archives are centrally on the server The program can either also be central prerequisite all connected workstations have the same operating system or it can be installed locally on ev
8. Advanced Infarmatian RECZ Achia Con7ec onz Groups rupe rina ad Rights x Dining ich F ghis con hor 3 FOUL 8 9 Fscoc Rigets Ideati e PR THE dv ever 9 Fowich Iderklisn Full Overview of Identifiers for Definition af Rights Fo Arzhise light Iderbie k s Reczid Sich Idert ist 0 Fede Rig by bbe rie 3 Fmt dhls contor 268 Part 4 16 User set gt 2b Assign rights Simplest case Only group specific differentiation the same rights are issued for several archives i e no differentiation within the archives Assign the identifiers group specific rights definitions in the Rights register by selecting the group in the Group overview register and subsequent definition and allocation of the rights properties on the basis of the patterns Advanced Information DC Riy t Ascheve specihic nights eM Seo waleNuchs ensi mi Ades EI Faden alu y di ei m Ensa akal GAT Lagereeiel ig inj Massari m 5 Seb fig Jewel ng atteme Dvbrvibw Falls lo Pd F uil alter tor ecorz hart tfe Field n gva site s for Fon Fight Complex differentiation group specific and archive group specific is done on the basis of identifiers for rights definitions Part 4 16 User set 269 Different archive rights are to be defined for the two archive categories Example modifiable archives includes address management and document management and Thesaurus archives non mo
9. delete swap directory Now delete the swap directory on the computer in the above example c docu1 The location of the archived documents is noted program internally If you additionally would like an overview you create a note in a field of the profile data The quickest way is to activate the replace function on the select list and enter the note in all records Important Note Example Tip 400 Part 4 27 Further tools Move documents Note The basic path details for the CI NCI documents remain untouched by the swap All documents newly archived from now on continue to be in the path stated under edit archive parameter Part 4 27 29 Further tools 401 28 UNSET ARCHIVE management unset archive deletes all data profile data and documents from an archive The archive structure remains and can be filled with new data gt Call management unset archive You will be asked whether you really want to delete all data Confirm if you are sure 29 DELETE ARCHIVE An archive with all data forms etc may no longer be required and you may want to delete it gt Call the archive concerned as usual and then activate management delete archive After a security query all files and data belonging to this archive are deleted 30 COPY ARCHIVE STRUCTURE If you want to use the database settings fields of an archive for another archive call copy archive structure on the management menu a
10. All options for working with Dr DOC are individually described in detail in part 3 and 4 of the manual As an initial overview you will find out about the following e the menu items and functions that Dr DOC offers and how they are appor tioned e the appearance of the user interface e the keyboard and mouse control in Dr DOC e the use of the online help Part 2 8 2 Working with an archive 81 8 3 1 Overview of the menu structure The menu offers Archive Select archive create new archive open archive close archive enter archive in user set log on and log off user workflow activity list and editor exit Dr DOC undo cut copy paste delete select all print field contents field rights reproduce call Thesaurus call additional info Show Hide toolbar status bar tree view and select list Automatically show small and large image show large image floating freely large image in foreground grey scale presentation for black white images adjust large image to window size width height 100 user defined show redlining keep entry position cursor position in profile data for next record Database New entry text retrieval search fields search fields with template Import in ASCII ANSI or DBASE format Export in DBASE format Information on the current archive e g number of records and size of profile data and archived CI NCI documents Save cancel editing next back allocate workflow transf
11. amp FURTHER SUBJECT INFORMATION m Part 4 BASIC NOTES FOR THE C S SYSTEM ADMINISTRATOR Part 2 8 1 Start 75 P Select archive Menu item archive select call on archive menu Select the required archive in ap the list box and invoke by double clicking or with the command OK see also chapter 9 SELECT ARCHIVE If an archive does not yet exist or a new one is to be created call the menu item Archive new for detailled information see chapter 14 SET UP ARCHIVE Attention The program is equipped with the option of a user set in which users with various ac cess rights can be defined To be able to call an archive for the first time a supervisor highest level of access access to entire program is automatically determined If this supervisor exists there will be no further query when the archive is called If a user set is not required this entry should definitely not be deleted in a single user version If the user set is intended to be used in a single user version or if several net licenses exist allowing several users to work at the same time this existing user entry must first be deleted and a personal supervisor user with password must be set up immediately in the same operation Please take note of the corresponding chapter 16 USER SET 76 Part 2 8 1 Start ADVICE Example ADVICE Start a certain archive automatically as soon as a program is called Optionally the names of an archive of
12. Next to LOOK IN the current directory is displayed e g CADRDOC Always check that the directory stated here is the one you require If this is not the case another directory can be selected from the list box below The corresponding icon also allows you to change to the next directory If a document is to be exported to a directory folder that has not yet been created this e can easily be done with the icon 72 Part 2 7 Brief instructions for operating in Windows Part 2 8 Workflow 73 8 WORKFLOW START WORK EXIT Brief information Start Windows Start Dr Doc Select archive Working with an ar Exit Dr Doc 74 Part 2 8 1 Start 81 Start Working with an archive Exit Dr Doc STEP BY P Start Windows STEP If you have not done so yet start Windows Q P Start Dr DOC Double click the Dr Doc icon in the Windows program manager or select the symbol using the direction keys and invoke with ENTER or select the symbol on the programs start menu An authorized user must be logged in with name and password for an active user set For C S mode it is necessary to also run the server program will be set up on the server during the installation while working This program creates the com munication between archive server and individual clients independent of the network protocol Start this program on the archive server with the correspond ing icon in Explorer
13. Q Document Management USER MANUAL The software described in this manual is supplied on the basis of a licence agreement and the obligation not to pass it on No part of this manual may be copied in any form photocopies print microfilm or other process or copied using electronic systems without written agreement from Dr DOC GmbH This manual may be incomplete or contain errors despite our utmost care We are not liable for errors or loss of data as a consequence of this Our software is continually being developed further For this reason new functions are not always described in the manual But brief descriptions of these new functions are included in the continually updated README file Status 01 09 Copyright 1984 2009 Dr DOC GmbH Software from Germany Dr DOC and DOC it are registered trademarks of Dr DOC GmbH Munich All trade and product names may be registered trademarks even if they are not identified as such Manual Division 11 INFORMATION REGARDING THE MANUAL Manual Division 13 DIVISION This manual contains all the details required to instal and to work with Dr DOC The manual applies to use by a single user in a conventional standardnet and in client server operation Modified or extended processes have to be executed for some functions for client server C S This will be indicated by a note at the respective places The content of the manual is structured as follows Int
14. 5 Quick approach Simple workflows 57 3 Karteikarte A5 Ausfahrt Herdecke 3 links 18 11 1995 Gro es Interesse Beratersoziet t Betreuung intensivieren ew 10 09 1995 Infomaterial angeboten Document management 15 001719 COLD Dokument 001719 Beschaffung EDV m 002 27 EDV Anfrage Deutsche Bundesst 002 27 Raumvergabe B D E 003 02 Beschaffung Einri 003 02 Beschaffung Einri 008 50 Marketing 008 50 Marketin 1st tab 008750 Marketing Umweltmagazin in ff 008750 008 50 g InnR hn Marketina Franke amp Partner GE 58 Part 2 5 Quick approach Simple workflows 2nd tab Fenstertitel bei DR DOC Name des Programms sowie des aktiven Archivs Schaltfl che Vollbild mit der Maus k nnen Sie durch Klicken auf diese Schaltfl che das aktive Anwendungsfenster so vergr ern da es den gesamten Bildschirm ausf llt Wenn Sie ein Fenster auf Vollbild vergr ert haben wird die Schaltfl che durch Wiederherstellen ersetzt zwei Pfeile Sie dient dazu da Fenster von Vollbild wieder in die vorherige Gr e zur ckzusetzen Schaltfl che Symbol Durch Klicken auf diese Schaltfl che k nnen Sie das Fenster auf Symbolgr e verkleinern Um das Fenster wieder herzustellen bewegen Sie den Mauszeiger auf das Symbol und doppelklicken mit der linken Taste Symbolleiste Viele Funktionen von DR DQC lasse
15. Append or Overwrite option was already selected on defining a selection list will not be displayed 104 Part 3 11 2 New entry profile data Tip Note Example There may be several reasons for the entered term not being found in the Thesaurus e The cursor is not placed in the relevant field e The entry was incorrect In this case exit the query whether a new Thesaurus entry is to be applied with No and correct the entry e The entry does not yet exist but is to be included in the Thesaurus In this case confirm the query with Yes The programm will then call up the Thesaurus for a new entry Input your new Thesaurus entry and confirm it with Ok You can then exit the Thesaurus entry screen with cancel If you now activate the Thesaurus command in the original archive again the new entry will be applied MORE INFORMATION ON THIS TOPIC IS INCLUDED IN CHAPTER 19 CREATE THESAURUS If the check automatically option is activated an entry must be made in a Thesaurus field as no entry is synonymous with an incorrect entry in this case Any completely nonsensical numbers can be entered in a document management e g in a Reference field The structural order is maintained but not as regards its contents To ensure consistency of the data as regards content a file plan is put down as Thesaurus The file plan includes the exact references with the event name Schriftgutverwaltung Anfrage gt gt
16. As soon as the mouse cursor is moved onto an icon of the toolbar you obtain informa tion on the meaning of the icon Status bar The status bar will show a brief explanation if the mouse cursor is moved onto an icon or a menu command The status bar can be shown and hidden with the menu command Part 2 7 Brief instructions for operating in Windows 69 View toolbar Window corner You can enlarge or reduce the window on two sides at the same time with the window corner Click on one corner hold the left mouse cursor down and enlarge reduce the window to the required size Menu bar shows the available menus Menu command a menu contains the individual functions menu commands which are called by clicking or by selecting using the keyboard Blanked functions are not available A triangle on the right hand side next to a function indicates an overlaid menu which lists additional commands Dialogue field Within programs additional information or commands are shown in dialogue fields A dialogue field may include the following elements Control boxes Option button Command button Command button 70 Part 2 7 Brief instructions for operating in Windows the action stated on the command button will be executed In some cases a dialogue field with another query may also open Option button only one option at a time can be selected here When an option is selected it is identi fied with
17. F1 Select archive ALT F2 Additional information control ALT F3 or via cursor position Ctrl N Thesaurus control via cursor ALT F4 or position T Ctrl A TI l Delete entire profile data on all F4 Text retrieval ALT F5 tabs Previous record F6 or Ctrl Search fields ALT F6 U Next record F7 or Ctrl Search fields with template ALT F7 0 Page up in document F8 Newdocument ALT F110 Page down in document ALT F11 Menu control Archive F10 E mail Ctrl M Document View Ctrl P Save F12 or Ctrl Redline editor Ctrl R S 90 Part 2 8 2 Working with an archive 8 3 5 Context menu The context menu is called with the right mouse button and includes the most essential of the currently possible functions The content differs from dialogue to dialogue 8 3 6 Using help If you ever get stuck while working with the program simply call the Help menu Context help The context help offers immediate direct assistance regarding the current menu item Without leaving the menu item call Help Context in the main menu select the button Help in the respective dialogue or click on the help icon on the toolbar Select Archive x Archive name Belegarchiv Benutzerarchiv Bibliotheks Schlagworte Bibliotheksverwaltung Subject Main Menu Bildarchiv Einkauf Verkauf ou are currently in Dr Dac s main menu To select an archive activate t
18. ImportDocuments 1 Duplications discard replace or change only if ImportDocuments 0 Duplications replace Duplications change NCI_Komp 0 LineSeparator 10 DocumentSeparator 35 49 36 35 PageSeparator 12 DocumentStart 35 50 36 35 DocumentEnd 35 57 36 35 PageStart PageEnd FileStart 35 49 36 35 FileEnd e Two subdirectories spool and work are automatically created by the server in the comm directory spool Destination folder for buffer of the print spool file 366 Part 4 21 4 Data exchange COLD interface Pattern work Server s editing directory for cold archiving the print spool file is moved here from the spool directory prior to archiving The paths can also be defined via an entry in the spoolimp ini FOLDER READ 1 ASCll lt Path f ASCII import files profile data DOCUMENT Path f ASCII import files documents SPOOL Path f SPOOL import files profile data and or documents WORK lt Working path e To activate the SPOOL function start the server process Go to time control via the edit menu item in the server program window and enter the required value in the spool interval in minutes field of the parameter 9 COLD view ini file The ini file is created with the help of an editor according to the following pattern The fonts are determined by control characters which can be defined without restriction Font font size and line spacing are determ
19. Part 3 9 Select archive 93 WORKING WITH DR DOC 9 LOG ON USER The program is protected with a user set with passwordprotection User names and the respective associated passwords are determined by an authorized user under the menu item Management User manager The user is asked for the user name and password when the program is started If the automatic login using network username function was allocated to the user in the user set this query is omitted In addition Archive log on user offers the option to change the user or to log off a user without having to exit the program e g if several users work at the same desktop MORE INFORMATION ON THIS TOPIC IS INCLUDED IN CHAPTER bw 16 2 BRIEF INSTRUCTIONS USER SET gt if the user set specifies a query when the program is started the following dialogue will appear EEE x mIn User Set 2 Verwaltung B roarchive 3 Host 192 168 111 2 4 Port 9995 5 User name 6 Password Display preset archive Name of the user set Host name on archive server Port for C S communication Text field user name Case sensitive entry Text field password Case sensitive entry The password is shown encrypted in contrast to the user name DRUMS 94 Part 3 10 Log on user and select form Tip The user name or the password is not accepted e Is your entry case sensitive e Perhaps you are trying a name or password whic
20. Set the document association third party application or internal viewer 20 Call help cy OO Cree ON In addition some functions have the following extra icons Start search action Activate deactivate duplication check when searching Case sensitive search on off E x bu He Hypersearch 86 Part 2 8 2 Working with an archive Recurse hypersearch Save configuration EN Select form gt Typeface redlining editor Font colour redlining editor The icons for the user set are explained in the corresponding chapter in more detail Part 2 8 2 Working with an archive 87 8 3 4 Keyboard and mouse functions YOU WOULD LIKE TO WITH THE WITH THE KEYBOARD MOUSE call menu item or command ALT underlined letter of the Left mouse button dimmed menu items or commands are menu item or command not available WITHIN THE INPUT MASK go to various positions next field according to tab order TAB ENTER Left mouse button previous field SHIFT TAB Left mouse button next or previous tab Ctrl IMAGE J or IMAGE T Left mouse button or Ctrl tab or Ctrl Shift Tab Beginning or End of the current line POS1 or END Left mouse button at beginning or end of a continuous Ctrl POS1 or Left mouse button field of a table Ctrl END any position of a continuous field eto Left mouse button Edit tables New line eTodl insert line above cursor position Ctrl ENTER Insert Enable
21. Yes gt A new record is now automatically created The document is archived with the same view app which the original document has i e if this app is internal for the original document then the new document is also archived in this way even if it was edited in another program The profile data is also adopted If required you can make changes gt Archive the new record incl document with save 1 180 Part 3 13 2 Edit Change and delete Tip Callprogam gt Third party app Y M versauaa ede gt Editing DOCI Archiving of a modified document Avoid errors with duplication check If a single or duplication key exists in the profile data change the profile data for the new document without saving before you call the document for editing as otherwise a justified message will appear when you try to archive the new document If the error does occur immediately carry out the following action Change the profile data without saving call the record new command then the document new command and archive the modified document You will find the modified document in the local working directory with the name document and the extension of the third party application in which it was created If you do not know this extension call without leaving the new entry Settings Doc Association on the main menu The relevant extension should be stated her
22. e With classes M ae iy er finds Mayer Maier Meier Meyer e With compulsory characters M ei er finds Mayer Maier Meier Meyer Maxer Moper Mauer 2 Select what you want to browse profile data Cl documents or redlining You can also browse several data areas together 3 Apart from the standard search a phonetic or an error tolerant search can be carried out The phonetic search setting looks for phonetically similar i e for similar sounding words The phonetic search is not case sensitive If you search for e g Mayer you could get the following result Mayer mAIEr Meir Moier In the error tolerant search you can also find records where individual characters do not correspond to the search term entered with the help of the permitted number of errors The maximum errors allowed determines the maximum number of characters which may be wrong Example Search command Maier This error tolerant text retrieval with the maximum errors allowed 2 finds all records which have field entries e g S h i Iv E 1 wo mo 1 mo Wo Hei er Meier Bayer Baier Fayer Mayer Search algarithm Error Tolerant Search Maximum errors allowed P a 4 If the remove duplicates option is activated only one of the records which have the same entries in defined areas is displayed the prerequisites for such an output duplication check are in the previous chapter 5 Selec
23. or deactivate it for change locked This option is regarded as a basic setting In addition further differentiation is also Note possible via the user set e Delete form after entering new record Activate the option if you want to see the blank input mask again after entering a new record Deactivate the option if the entered profile data is to remain in the mask This is particularly advantageous if only minor details change in several records and the rest of the records is the same This option is regarded as a basic setting In addition further differentiation is also Note possible by only maintaining entries in selected fields MORE INFORMATION ON THIS SUBJECT IS INCLUDED IN CHAPTER 18 1 7 MAINTAIN FIELD ENTRIES WHEN ENTERING NEW RECORD e Delete source file after archiving After successfully archiving an existing file it is no longer required in the original form and can be deleted This deletion can be automated with the delete source file option e Network mode Activate the option for standard net archives No further path details have to be entered for standard net archives The edit client Note parameter command is not meant to be called the communication path does not have to be taken into consideration either 250 Part 4 14 Set up archives If you have completed all settings save the data with the OK command Part 4 Set up archive 251 14 7 2 Set up paths for C S archives Call man
24. reproduction of the document as well as reduced memory requirement The font font type size and line spacing is determined with a unique control character string Part 4 21 4 Data exchange COLD interface 363 214 3 Using the COLD interface gt Set up COLD server For the automatic time controlled import of spool data the following action is required in addition to the settings stated e ASCII import definition at client or archive server as user SERVER the user SERVER must be created by the system administrator via Management user manager See step 4 e Create spool import file spoolimp ini according to the following pattern This ini file must be in the subdirectory comm When editing the spoolimp ini ensure that the name of the ASCII import definition is in capital letters and that there are no blanks within the parameter definition before and after Part 4 21 4 Data exchange COLD interface 365 SPOOL IMPORT SectionName SectionName FILEHEADER offset length SectionName DOCUMENTHEADER offset length SectionName FILE NAME offset length SectionName EXTENSION offset length Maxnumber Default 20 means the number of records to be imported per interval O all records are processed 1 one record per interval is processed 2 two records etc DEFAULT Archive C DRDOC comm serven testx Field selection SPOOL1 appno 3 Format ASCII
25. restricts the document swap volume to 500MB This size is recommended as the profile data automatically exported with the documents also takes up memory space When the maximum document swap volume is reached a new swap directory can be entered or the process can be cancelled Part 4 27 Further tools Move documents 399 gt Current archive Complete reorganisation Now reorganise the profile data and documents in the current archive Write CD The swap directory in the above example c docu1 is now written onto the CD with a CD writing software If the documents are moved to a subdirectory the entire directory structure must be written Current archive Adjust drive letter Edit the archive files with the extensions svw NCI documents or tvw CI documents with an editor e g Notepad exe and change the drive letter in the last line e g 2 C Docul change in 2 X Docul X stands for the drive letter of the CD ROM drive If you use jukeboxes the data media identification must be inserted before the directory path e g 2 C Docul change in 2 X Disk1 Docul gt Identify CD Now label the CD with the data media number gt Check result Now check the swap process with document view of swapped documents The documents must be read by CD If a jukebox is not used a message appears when viewing the document stating the data media required Please insert data media no 2 into drive E on
26. sixth and eigth page enter the following 1 4 6 8 gt If not done so yet Determine the other options in the print query as described above gt Start printing with OK The printout of the profile data via the data transfer to another application program is described separately in the following chapter 13 4 as it concerns profile data as well as documents Part 3 13 3 Edit Print 193 13 3 3 Print documents Ansicht Andern L schen Profildaten Daten bergabe Email Statistik Zusatzinformationen Documents can be printed out subject to connection e viathe internal connection and viaa third party application In addition it is also possible to print out documents with the data transfer to a third party application as described in the following chapter P Find and call document gt At first find the required records Then call a record for viewing as the document cannot be printed from a select list Call the document as large image with document display As an option you can print out a stamp on scanned images The stamp may include the following details Executing user print date time document ID and version number of the version management a P Printout internal gt Activate the command document large image print The current printer will be shown You can change the printer selection and setup with Settings print setup if required 194
27. special information on the new entry can be entered in the context help MORE INFORMATION ON THIS TOPIC IS INCLUDED IN amp a 31 HELP SELECTION AND MAINTENANCE 92 Part2 8 4 Exit C S 8 4 Exit Start Windows Start Dr Doc I Select archive Working with an archive Close open functions Close any open menu items within Dr DOC Close archive An archive is automatically closed as soon as another is called e g after the address management the document management is called or when the pro gram is shut down In addition an archive can be closed with archive close on the menu If you only want to log off as user call archive user login on the menu and activate the log off command Exit program You exit the program via the menu archive exit by double clicking on the sys tem menu field or by clicking on the Stop icon The query whether the archive settings should be saved refers to the arrangement of the individual windows within Dr DOC and to the archive the user set and the help that were previ ously called In C S mode the Dr Doc server program is operating at the archive server to communicate between the individual workstations This program should only be closed down when there is no other C S application active This process is shut down properly via Server Exit Part 3 91 PART 3 The following describes how to work with an archive
28. the documents COST ASPECTS By efficiently using Dr DOC in many operational fields Purchasing costs Operating costs Subject to and by designing an efficient work station these operating User friendliness Acceptance Brief migration phase Speed Scope costs can also be kept comparably low Part of a holistic software like Dr DOC is a holistic management frame in technical as well as in workstationphilosophical respect Dr DOC should be Seen as a central component of the operational infrastructure as motive and instrument for optimising business processes Dr DOC is only a filing system to a certain degree it is more of a retrieval and transport system Introduction What is Dr DOC 25 How are the documents filed Dr DOC is a container based system That means In contrast to file based systems container based systems only require the memory space for the actual size of the documents Example FILEbased Total memory required 264 KB Cluster 32 6 9 128 160 19 224 256 28 KB CONTAINERbased Total memory required 85 KB In a container based system practically all documents are put into a large container which portrays itself as a file for the operating system This filing principle permits any size of archives independent of the operating system Another advantage is that a container based system like Dr DOC can carry out sequential s
29. whether matching entries are also in existence here If yes an error message will be issued Change the new entry accordingly to achieve uniqueness As a reference may be the same for several documents the input duplication check should also be defined for several fields An address management has a field for Name a field for Town and one for Street The entry Mr Smith may exist several times in London it only becomes unique with the exact address The uniqueness is given in this case if Mr Smith lives in Lord Street in London Mr Smith in Lion Street in London is unique Work with the data from the new record straight away When a record is saved you can execute some editing functions immediately without exiting the new form The functions itself have to be operated as in edit mode therefore we only refer to the corresponding chapters here Part 3 11 2 New entry profile data 111 You can e print the profile data with the record print command RELEVANT INFORMATION IS INCLUDED IN CHAPTER amp 13 3 PRINT e transfer the profile data optionally with or without image document with the record transfer data command to a third party application RELEVANT INFORMATION IS INCLUDED IN CHAPTER amp 13 4 TRANSFER DATA e export the profile data optionally with document using the record export command RELEVANT INFORMATION IS INCLUDED IN CHAPTER a 21 3 1 EXPORT IN ASCII FORMAT e delete the entire record e g
30. which can also be used for viewing documents archived via a scanner In addition it is possible to enter various other types of programs in this column e g raster orientated drawing programs CAD notation etc When the auto associate app option is selected Dr DOC automatically sets the app subject to the file type file extension 116 Part 3 11 3 New entry Documents Example Note Example If a file selected for archiving is named expenses xls Dr DOC automatically selects Excel as association In archives which were created with a previous version of Dr DOC 5 0 the auto associate app function must be activated subsequently Create the following two fields both single line fields data type text ContentType and Extension match case Afterwards reload the archive These fields cannot be inserted in the mask 4 The association for exporting data to third party applications e g word processing is createdin the TD column transfer data This association is not required for archiving documents and is therefore not described in any detail MORE INFORMATION IS INCLUDED IN CHAPTER 18 3 PREPARE DATA TRANSFER TO THIRD PARTY APPLICATION Dr DOC must know the origin of the data to be archived selection Source and how the data is meant to be viewed selection view The source does not have to be identical to the view app of the archived document An Excel spreadsheet is to be archived Exce
31. 12 2 Find Options for all basic searches 153 gt Restrict search A further restricting search can be carried out within the records found through a search Use the mouse to call up a search command from the main menu again without cancelling the selection list and enter more restricting search commands The records selected from the selection list will be displayed in a new selection list This procedure can be repeated as often as required You return to the previous selection list with cancel or via the stop icon However the system only remembers the current and the previous list So if you want to start a completely new search click 2x on the stop icon to reach the Dr Doc basic window Case sensitive A case sensitive search can be selected This setting can be changed in the respective search within the search dialogue or with the corresponding icon Find current date You can search for this automatic field in field template and text retrieval The entry for the automatic field type corresponding to field selection for automatic fields is enclosed by 96 D is replaced by the current date Apart from D Date U User and T Time are also possible Note p Example 154 Part 3 12 4 Find Search fields 23 Tex retrieval Feldspezifisch Feld evtl mit Vorlage Text retrieval you can search e field independent at any position of the profile data within Cl do
32. CI Dokument Feldspezifisch Global ber alle Felder Suchergebnis Auswahlliste eingrenzende Suche innerhalb der Auswahlliste Feldsuche Volltext Daten bearbeiten drucken etc 150 Part 3 12 Find General brief information With the help of the search fields function you can carry out a field orientated search for any entries of the archive You can search fields via indexed and or non indexed fields It is also possible to link search terms in various fields or logically within a field When you search fields with template the search with a template containing predefined search criteria is started This is useful if you frequently look for the same group of records Text retrieval gives you the option to find certain terms or parts of text field independent at any position of the profile data or within Cl documents or in the redlining of NCI documents in contrast to search fields For text retrieval you can choose between standard search phonetic search and error tolerant search and limit the number of hits as a presetting These search functions can also be used in a restricting search within the hits found and in a hypersearch This search automatically starts the basic searches in accordance with a previously determined definition either within an archive or across archives after the search actively selected by the user In addition a loop option can be selected i e the search will continue until n
33. Change 266 New 265 NT loginname 265 User group allocate archive 280 change 275 new 272 Rights 281 User manager 76 93 261 283 User set 74 93 175 261 Brief instructions 264 delete 271 Enter archive 278 new 270 open 271 Properties 271 select 75 Setup archive 249 255 Using the mouse 85 V Version management 219 259 Video images 112 Index 429 Viewer 115 124 edit single text 198 import document 333 W Standard text Windows 66 edit 198 Windows operation 67 Template WinWord 329 create 333 Word processing Work mode 175 249 255 285 Control record file 333 430 Finally FINALLY Extensions There are various extensions of Dr DOC Dr DOC E Single user version for managing any number of documents per archive Dr DOC N Network version incl Client Server Both versions include a learnable professional OCR module with DTC IPC scanner settings line algorithm form management barcode recognition etc as standard Additional module C programming interface for users who themselves want to make further developments on the basis of Dr DOC Service info drdoc com Requests and Suggestions Your opinion counts Please send us your suggestions so the next Dr DOC version can be optimised further oc
34. HAB 1 Enter the path and name of the file to be imported e g c ordenhobbs dat You can also call a file selection dialog via the file command and select the corresponding file 2 Select if you want to import data from another Dr DOC archive 3 Select if the order of data to be imported and the field order in the archive correspond If this does not apply you have to select a field see above 4 Enter the format of the source data ASCII or ANSI 5 If the current archive already contains data it can be discarded replaced or changed with duplicates which may exist in the import file Note 352 Part 4 21 2 Data exchange Import A duplication key must exist in the current archive 6 Under certain conditions documents can also be imported with the individual records These may only be ASCII or Cl documents that are connected with a third party application example see below To be able to identify the document file it must have the same name as the data file with a corresponding different extension Select the option Import documents and enter the extension of the document file into the field Be aware that the documents are archived with the current program link Check the settings under Settings Doc Association 7 f you do not import a Dr DOC archive call the separator command and enter the corresponding ASCII number values for the separators between fields records and documents T
35. INFORMATION 15 VERSION MANAGEMENT 8 Track changes To log changes of the profile data i e text before after track changes must be created This file is created when the option is selected The track changes can also be set up later in an existing archive via management edit Note archive parameter 9 Access log Select this option if you want to record log ins with incorrect password with an access log The access log can also be set up later in an existing archive via management edit Note archive parameter When all options have been set up you can create the new archive with OK Afterwards the Editor Tool window is automatically displayed To define database fields click on the database settings register and continue as described in the next chapter 14 2 Define database fields The database settings window allows you to create new database fields or to change or delete existing fields as well as define a variety of settings Call management set up archive and select database settings tab 220 Part 4 14 Set up archives gt Basic explanations Cditor Tool Database Settings dentifer Field ones Srarh Selertinn ie Calavr Aeads for Pret Tahles Autnratin 3 Tenpletes Fields 4 j 5 fi ET JNachnare 1 30 Voirenie B 15 omame 1 2 Context field or field name and field identifier The database field name 1 is the internal nam
36. Import ANSI 349 ANSI 108 ASCII 349 ASCII 108 DBASE 354 Field selection 354 File 120 Image 126 Paper templates 125 Index 308 Input duplication check 110 309 413 Input field delete content 249 255 Input mask delete content 310 print 319 Installation 33 412 Archive Server 41 Client 43 Client Server 38 Single user 34 Standard network 47 IPC Options 143 ISDN data counter check 374 K Keyboard operation 85 Keys create 308 Duplication 308 Multiple 308 Reorganisation 392 Single 309 Keyword directory 89 L Large image 171 173 193 Legal status 26 letter txt 329 Link 112 115 121 170 automatic 115 Entry 117 Internal 124 Macro for data transfer 117 WinWord 8 0 118 Link rule 322 List box entries max number 169 Local working directory 248 254 Lock Document 186 287 Log file 393 M Maintain field entry 106 310 Mandatory field entry 97 307 Manual Information 13 Mask select 96 Term 16 Match case 94 153 Memory space 411 Menu structure 79 Modifiable number generator delete 305 Mouse 31 Multiple key 308 N NCI archive 247 252 Network mode 250 Network mode C S 256 New entry 101 Batch processing 113 130 display image 135 export 111 log 288 Mandatory field entry 97 307 print 111 Profile data 101 Record 101 transmit data 111 Number field 359 Number generator Automatic field 301 create 302 Index 425 delete 303 modifiable 303 Numeric data type 223 Numeric r
37. It cannot be accessed by other workstations e Network Use Dr DOC in the network to enable several users fully parallel access to the same archives There are two possibilities Standard net The data is kept centrally on a net server A considerable disadvantage is the extra burden on the network up to 1000 times The use as standard net should only be selected if the client server operation is not possible for hardware technical reasons Client Server The use as C S system is preferable to the standard net The burden on the network which is kept as low as possible as well as increased access protection and more data security are important criteria 34 Part 1 1 Installation single user version 1 1 2 3 4 5 6 7 8 9 INSTALLATION SINGLE USER VERSION To install Dr DOC insert the Dr DOC CD into the CD drive If the installation program does not start automatically proceed as follows either select the CD drive in Explorer and double click the file Setup exe or press the Start button and call the command Execute Click on the browse button in the Execute dialogue and select the Setup exe file in the CD drive and click on the Open button Now start the installation process with OK in the Execute dialogue The Dr DOC Setup will be started You can select the required language in the first window Dr DOC Setup main options Select Install Dr DOC Install Dr
38. New entry Documents 145 Resolution As a rule a resolution of 200 300dpi is sufficient for OCR better 300 dpi The available resolutions are subject to the scanner used The resolution can also usually be determined directly in the scanner setup Threshold recognition only for scanner types that are equipped accordingly The value 0 is recommended for activated threshold recognition Higher values 1 3 change the brightness DTC Options only for scanner types that are equipped accordingly These options Dynamic Threshold Circuit apply to the text recognition and can considerably improve the OCR result for poor templates If required select DTC options and other options IPC Options only for scanner types that are equipped accordingly These options Image Processing Circuit apply to the buffer as image If required select IPC options and other options Select scanner Left click the appropriate name for TWAIN select the driver with Selection and confirm the selection with OK If CFM TWAIN drivers are not used and not all scanner functions are supported as Note a consequence you should activate the check box Scan via TWAIN dialog box Application example with the HP TWAIN driver colour scanning is only possible with Scan via TWAIN dialog box Scanner Setup You can define settings here subject to scanner type and driver 146 Part 8 11 3 New entry Documents 2493 Compression Comp
39. Office Offic 3 IV Help ENDIDOC HILFE 4 IV Sample archives EADIDOC DEMOW 5 IV Powerpoint slide show JEADIDOC PRAESENT lt Kofax Scanner support 6 Twain Canes 1 Dr DOC system files Program and system files of Dr DOC Click on this item to install Dr DOC 2 WinWord data transfer select when you want to transfer data from Dr DOC to Winword standard word documents 3 Help Dr DOC offers an extensive help function which can be edited recommended 4 Sample archives To familiarise yourself with Dr DOC you can install sample archives including address management and document management recommended for first installation 5 Powerpoint Presentation A self running presentation which introduces the most important functions of Dr DOC 6 Scanner support If you are using a scanner state whether it is controlled via a Twain or via a Kofax driver 36 Part 1 1 Installation single user version Note 1 If you have problems with the internal Twain driver of your scanner please refer to the enclosed installation notes If required check the demo driver under www cfm de 2 The directories in which the individual components are installed can be modified if required We recommend to apply the suggested Dr DOC directories 10 The following Note will appear if you install the WinWord data transfer component Please check your items in document association when next working wit
40. Part 3 13 3 Edit Print Select what you want to print the current image all images pages or selected pages For the last selection enter the required page numbers separated by semicolons gt Any existing redlining entries can also be printed if view display redlining is activated gt Start printing with OK b gt Printout via third party application This concerns all documents which are archived with another view app than image file internal For these documents the respective third party application is started for document view The options of this program will then be available for printing Part 3 13 4 Edit Transfer data 195 3 4 Transfer data Ansicht ndern L schen Drucken a Statistik Zusatzinformationen Transferring data means importing data profile data and or document from Dr DOC to a form or a template of a another program Print with own layout Tip Use the transfer data function if you require e g a printout of profile data and or documents designed with frame various fonts etc Some preparation work is required for using the transfer data function You must state the fields from which profile data is to be applied in the archive and the third party application to which the data is transferred must have a template for importing the data This basic work which the system administrator usually only has to carry out on
41. Part 4 14 Set up archives 4 6 3 Table One or several fields are presented as columns in tables That means that in contrast to the single line field a record may have several entries repeat field in a table field Fields predefined as table are combined into a table by selecting these fields together and adopting them in the required tab Titelzeile Spalte Spalten Anderungen berschrift 5 Zelle v bad nderungen x ei nderungen Mit dem Schalter kann zwischen Klein und Gro Ansicht der Tabelle hin und hergeschaltet werden The large view is an independent window which can be enlarged and reduced when editing or making new entries while the small view has a fixed position on the tab In record view the cursor automatically moves to the end of the table to the most current entry Editor T ool Editieren des Elementes Datenbankfeldfer IV Am Raster ausrichten IV Zeilenanzahl dynamisch C berschriften C Zellen Datenbankeinstellungen Karteikarte Elemente einf gen Elemente editieren Titelzeile Tabfolge Spalten 3 Ec m m ese Hintergrund mm Vordergrund rp emm Zur cksetzen L schen I wie Karteikarte Fontart MS Sans Serf 12 Wahlen Part 4 Set up archive 243 You can determine the following settings Title line Enter change text Tab order Tab order of the table first column first line within
42. Passwort falsch Example 292 Part 4 17 Access rights Example 17 8 Create messages Archive specific messages with showing the time can be created e for field search or template search e for missing permission for the document view OCR processed text is inserted in an individual field OCR text As it is not post edited or checked it is possible that a term you are looking for is not found as it was recognized incorrectly The corresponding message should therefore appear if a user carries out a field or template search in the OCR text field OCR kann fehlerbehaftet sein und damit auch das Suchergebnis The messages are created via an entry in the archive specific ini file Call the archivename ini file with an editor from the directory which is stated as the path for help files for C S form At the end of the file add to the column MESSAGES case sensitive and your specific messages according to the following pattern For messages when searching fields Field name Message display time in sec For messages in Doc View Documents Message display time in sec Instead of field name enter the name of the field For messages in document view Documents must be entered before the message A new line within the message is identified with never create a paragraph within a message with the ENTER key The message window will be hidden again after the time stated in seconds Part 4 17 Ac
43. Profile data reorganisation 392 PUBLIC user 261 R Range datatype 159 299 Range search 159 Record Author 288 change 175 176 218 289 copy 109 delete 175 176 178 399 duplicate 109 locked 412 New entry 101 Number information 392 Permissions 218 print tables 318 print tabs 192 319 Term 16 Record rights 281 Records reorganise 392 Redlinig print 182 Redlining 181 find 150 154 print 194 Relational association 207 343 Release Document 186 Release document 287 Removable disk system 32 Reorganisation complete 392 Documents 392 Keys 392 Profile data 392 Track changes 393 Resolution 143 411 Restrict number of hits 157 Restricting search 150 153 Rotation 135 S Scan jobs 135 Scanning 125 Scanner 112 supported 31 Scanner Setup 143 Scanner selection 126 143 Screen setup 80 Search Date 153 Search definition 324 Search fields 150 158 buttons 160 244 Message 293 Range relative to system date 160 System date 160 with template 150 Search mode 175 Search key 308 413 Search template 162 314 Select list 169 284 Button as column 243 Field selection 151 315 max number of entries 248 254 Sorting 151 Selection data type 223 Separators 348 352 358 data txt 336 Index 427 Server Program 90 Set section 173 Settings DTC Options 143 IPC Options 143 Resolution 143 Threshold recognition 143 Setup archive Procedure 215 Single key 309 Single line field 101 Single line f
44. RELATIONALLY describes how to create the basis for this relational link of archives Call a record Click with the mouse on the i button in the right corner of the field El Or Move the cursor into the field for which the link is stated Select the edit call additional info command The linked archive is called with the required data If additional information is called up in a table column the information on the entry in the table line where the cursor is positioned will be searched If a corresponding record does not yet exist in the linked archive you now have the option to create it The entry of the original archive is automatically applied in the association field A project management includes a field with officer name as well as a field for affected regulations and acts Various links are set up for these fields Officer Name gt Act abbrev gt Address management Act management Note Example 208 Part 3 13 8 Additional info these links can be used as follows Mr Brown the officer must be called But the telephone number is only in the address management The cursor is placed in the officer field and the address management with the address entry concerned is called with the additional info command If you now also have to write a letter to Mr Brown the data transfer to word processing record transfer data can be started in address management When the process is completed the project managem
45. THESAURUS Aktenplan AZ KC Import 4 AZ 01 4980 Lfd Nr t Vorgangsbez Beschaffung EDV ES Import Vorgangsbez lt Part 3 11 2 New entry profile data 105 To adopt references from the file plan the Thesaurus file plan is called up in the AZ field in the document management It is possible to search for complete entries e g 001 2 partial entries e g 001 or any available references If available the same entry can be adopted in every case as the following illustration shows Document management AZ 001 2 AZ AZ Na No No Process Pr ess Process THESAURUS File plan _ Select list 1 AZ Process T File plan Fil plan p Select list 001 1 Purchase general F AZ Process AZ 001 2 001 2 Purchase IT 001 1 Purchase general A Lfd Nr 001 3 Purchase Office Material P rocess Purchase oLz EDEENSSERTEN 002 1 Room internal 001 3 Purchase Office Material 002 2 Rooms external 003 1 HR planning Import Schriftgutverwaltung AZ 001 2 Lfd Nr Process Purchase IT 106 Part 3 11 2 New entry profile data Maintaining entries After a record has been saved the entries in individual fields are deleted on screen or maintained subject to the archive setup This can be changed on the Management
46. The archiving of the file with the imported data can be automated If the archive is set up accordingly another archive is automatically called after the data transfer is completed gt To enable automatic archiving the file must be saved with the imported data under the preset name archive erw erw e g doc for Winword in the predetermined directory It is easiest if you close this file after completing your work in Winword via file close and if you answer the query whether to save with Yes gt The third party application itself does not have to be terminated Return directly to Dr DOC with ALT TAB Part 3 13 4 Edit Transfer data 199 gt Exitthe data transfer dialogue in the archive with cancel The archive is now automatically called for data transfer If required enter profile data here Activate the save command for archiving gt The archive for data transfer is terminated automatically You are now back in the original archive From Winword 95 and later a document created with data transfer is archived via Note Dr DOC archiving on the menu line of Winword INFORMATION ON THE SUBJECT OF AUTOMATIC ARCHIVING IS INCLUDED IN CHAPTER NSS 14 SET UP ARCHIVE Create letter and archive in document management Example Address management Address Word processing Letterhead Lette Document managemt Document A standard letter is to be written to companies XYZ and ABC an
47. a certain helper application or of a user set can be transferred when the program is started Select the Dr DOC icon i e not a double click Then call the Characteristics com mand Eigenschaften von DrDoc Demo 5 1 HE Allgemein Verkn pfung Sicherheit EA DrDoc Demo 5 1 Zieltyp Anwendung Zielort SYSTEM Ziel CADrdoc SYSTEM Drdoc exe M Getrennterspeicherkereich Arbeitsverzeichnis C Drdoc SYSTEM Tastenkombination Kein Ausf hren Normales Fenster E Ziel suchen Anderes Symbol Abbrechen bemehmen In the print to command input data according to the following pattern drdoc path archive path help path user set c drdoc system drdoc exe_c drdoc letters c drdoc help whilfe c drdoc system bvw Confirm with OK If you now double click the Dr DOC icon the stated archive is automatically called There are also further options for automatically logging in users Please study the corre sponding chapter Automatically restart the archive that was last edited when the program is called Part 2 8 1 Start 77 When the program is exited the archive the help and the user set that have been called are optionally saved If this setting is saved with Yes this combination is auto matically called again when the program is next started Exception if as described in the advice above a certain archive is called when the program is started the last saved setting is ign
48. as text retrieval can only be executed in Note uncompressed documents If you do not require text retrieval enter the corresponding program e g word processing additionally into the column of NCI documents select this app and the compression option Determine the required setting by clicking on it and save with OK Compression and scanner setting Tips e Experiment There is no general recommendation for the right compression It is best to try out various compressions with a template that is typical for your application and save the settings under an individual name before you proceed to actual archiving n principle it is best to have a different scan setting for various template types e You should also know The optimum setting for OCR is not the optimum setting for the image It is not possible to scan both most favourably at the same time as the scanner has to be operated in a different way each time If you nevertheless cannot or will not do without the optimum image quality you have to scan the template twice once with the OCR settings once with the image settings e For the best text images you should decrease the contrast select a high resolution and if possible subject to the scanner dither If the text images are to be shown on screen in best quality the grey scale compression is recommended as it is best to read The disadvantage compared to TIFF compression slightly fuzzy image on printout e f text im
49. available To be able to work with the correct control record the following options are available e A separate path for DATA TRANSFER templates is entered for each archive e g for the address management C WINWORD ADDRESS and for the literature archive C WINWORDI LIT The respective directory must always include the files associated with the particular archive The control record is always called control txt in this case e The control records of different archives have different names e g for the address management control txt and for the literature archive conlit txt The path for DATA TRANSFER templates can be same for all archives in this case But you have to ensure that all the required control files are copied into the local work directory and are available prior to creating forms Part 4 18 3 Settings Prepare data transfer 331 gt Call WinWord and create the control record The field names of the archive in this file are in the selection and order as stated in the archive Save this file in the directory which is named in the archive as path for TV templates and in the directory which is named as the local work directory gt Create one common control record for an archive s template e g for the address management containing the field names of all templates But you have to ensure that the order of the field names correspond with the sequence of the field selection in the archive A control record could be structur
50. basic stock for your new help Part 4 31 Help selection and maintenance 403 Archive specific help for all If you want to use an archive specific help not only on the clients but also on the server convert this help into a C S archive The individual steps for the conversion are included in chapter 22 You can also call an existing special help on an archive directly with the program or the archive call MORE INFORMATION IS INCLUDED IN CHAPTERS 8 1 START 10 SELECT ARCHIVE 312 Change help texts To change the help texts move the cursor to the required position and enter your text Remember that a paragraph within a help text is created with Ctrl J The required changes are applied with the change command Tip Note 404 Part 4 32 Further tools Deinstallation 32 DEINSTALL DR DOC If Dr DOC is to be completely removed from the computer carry out the following actions Start uninstall program Start the Dr DOC uninstall program from the start menu or on the explorer from the Dr DOC system directory Q P Select option Dr DOC Uninstall x Select Uninstall Method Welcome to the Dr DOC uninstall program You can choose to automatically uninstall this software or to choose exactly which changes are made to your system Select the Custom button to select which modifications are to be made during the uninstall Select the Automatic button for the default uninstall opt
51. be saved if there is an entry in the mandatory field Part 4 14 Set up archives 229 Key fields The key management index facilitates quick access when carrying out a field orientated search of certain entries in records Any fields can be determined as key fields by the user A key can be created and or changed at any time Three types of keys can be selected e Multiple key MK A term may be in this key field several times e Duplication key DK A term may be in this key field as often as you like As soon as two records have the same entry in this key field the program searches further fields preset by the user when making new entries to establish whether identical entries exist here too If so an error message will appear also see Input duplication check e Single key SK This is the strictest preset for key fields A term may only be in this key field once Input duplicates As soon as two records have the same entry in a key field the check program searches further fields preset by the user when making a new entry to establish whether identical entries exist here too If So an error message will appear To carry out an input duplication check across determined fields a key field for duplication keys must be defined Enter the required fields for the input duplication check consecutively numbered Additional info Additional information on a certain field entry can be called up from another ar
52. contain an entry e Field selection for Mandatory Fields Enter Edit View Window Help Da Adrefdaten Bankverbindung Vertrieb PLZ Ort 18 15 Key fields create index The key management facilitates quick access in field oriented searches of certain entries in records any fields can be determined for this index For your information Dr DOC does not require reorganisation runs or similar for an index gt Call Settings field selection for key fields or activate the key fields column in database settings There are three types of keys e Multiple key MK A term may appear any number of times in this key field e Duplication key DK A term may appear any number of times in this key field As soon as two records have the same entry in this key field the program searches other fields preset by the user when making a new entry to establish whether there are corresponding entries here too If so an error message will appear e Single key SK This is the stictest preset for key fields A term may only appear in one record in this key field 308 Part 4 Tip Tip 18 1 Settings Entry criteria Enter the corresponding abbreviation in the required fields MK DK or SK Restrict key entries It makes sense to restrict the key entry to a maximum length by stating the number of characters after the abbreviation e g MS 25 only uses the first 25 characters of the field entry for generating
53. data area if not end of file SPOOL FILE FILE HEADER Document 2 Pole 4 Data Range Start Separator Document Header 6 Document Start Page Separator3 8 Page Start 9 Page End 7 Document End 1 Line Separator DataRange 5 End 372 Part 4 21 5 Automatic Server ASCII Import 215 Automatic Server ASCII Import File pairs consisting of data file with associated document file of the same name can be imported automatically by the server It is configured according to chapter 20 4 3 COLD interface as described under point D Set up COLD server only point Please be aware that the entries for the spoolimp ini are as follows ASCII IMPORT SectionName SectionName FILE NAME offset length SectionName EXTENSION offset length MaxNumber Default 20 means the number of records to be imported per interval 0 all records are processed 1 one record per interval is processed 2 two records etc DEFAULT ASCII Archive C DRDOC test import Field selectionZAUTO ASCII IMPORT AppNo 1 AppNo auto associate app AppNo Imagerfilelntern ImportDocuments 1 FileTypeDocuments doc FileTypeDocuments xls FileTypeDocuments Format ASCII Format ANSI Duplication discard replace or change only if ImportDocuments 0 Duplication replace Part 4 21 5 Automatic Server ASCII Import 373 Duplication change FieldSeparator 9 RecordSepara
54. delete command 342 Part 4 19 Create Thesaurus Example Receipt of invoice The names of the respective recipient are applied from an address archive into an incoming invoice archive Datum Betreff Empfanger Masch Gl A thesaurus is defined for Absender SB the field receiver Auswahl Satz Nr 1 4 von 4 gefunden Nachname Vorname Anrede Maschinen und Anlagenbau Munc Maschinenbau Walter Jahn Maschinenbau Meier Frau Tahler Maschinenteile AG Bremen Herr Sauer The selected entry is Datumaus Betreff r Empf nger Maschinenbau Meier am Absender SB amp MORE INFORMATION ON THE TOPIC IS INCLUDED IN CHAPTER 11 2 CREATE NEW PROFILE DATA Select list of the thesaurus all records in the connection field starting with Masch AUSGANG taken over in the import field Part 4 20 Connect archives relationally 343 20 CONNECT ARCHIVES RELATIONALLY ADDITIONAL INFORMATION Dr DOC offers the option to call additional information from another archive on a particular record entry What is the difference between Thesaurus and additional information archives Note Any archive can basically be linked and or relationally connected additional information as Thesaurus for any other archive Information is applied from a Thesaurus That means a Thesaurus does not provide information for browsing but a type of text building blocks
55. document management lt Add Connection Other Archives 5 Belegarchiv EP Benutzerarchiv Isles ecu Ef Bibliotheks Schlagworte Connected with Archive Fig Ej Adressverwaltung STANDARD STANDARD ER Schriftgutverwaltung STANDARD STANDARD 284 Part 4 17 Access rights 7 2 Lock entire record If a record is owned only the owner if s he has the corresponding rights can change other users permissions for this record A record may be owned so it can be locked to prevent other users from editing changing it or to make it only generally accessible after subsequent editing after archiving by batch processing in the last case the user can be automatically entered as owner when the new records are saved if the system is set up accordingly Grant Ownership Assume Ownership Lock access for other users Cancel As the owner does not have the right to change other or all users permissions in every case this button access lock for others users makes it possible to automatically lock all other users permissions for this record The relevant owner can be entered with the record owner command within the new entry or when the record is open An efficient document ownership management is also possible from within the select list If a record s owner wants to release it for others s he can do this by selecting the relevant record on the select list and by changing the owner rights
56. e reorganised from time to time e backed up frequently subject to how often the data is changed In addition if a number of data media is used the documents should be moved from time to time 394 Part 4 25 Archive maintenance Reorganise archive Step by Step 25 REORGANISE ARCHIVE You should call the menu item reorganise archive on the management menu e if you have made many changes in the profile data The profile data reorganisation leads to the space which the deleted records take up is freed again You find out in the Info menu item on the database menu whether such deleted records data blocks not used exist If this overview information on the current archive includes a larger number of non used data blocks a profile data reorganisation is recommended e if documents were moved or deleted The reorganisation of documents which must then be carried out leads to the space which is still reserved by the moved or deleted documents in the original container becoming available again e if keys are to be newly established gt Backup archive Prior to any reorganisation you should backup the entire archive or at least the archive data concerned Q Start reorganisation Call management reorganise archive Part 4 25 Archive maintenance Reorganise archive 395 Rebuild Documents I Keps Release record lock Update document information Help OF Cancel
57. entry in the reference field concerned S MORE INFORMATION ON THE THESAURUS IS INCLUDED IN CHAPTER 19 CREATE THESAURUS Part 3 11 2 New entry profile data 103 Simply enter the term from the reference field of the Thesaurus in the field concerned This may be the complete field entry part of a word in connection with the as in the search fields function the sign or nothing at all i e only the cursor flashes if you want to view the complete list or an abbreviation if the Thesaurus is defined accordingly Activate the Edit call Thesaurus command or click on the icon in the right corner of the field Cri Exceptions If the option Autoadopt from Thesaurus is activated the entry will be adopted when the Save command is used If the check automatically option is selected a consistency check to establish whether the same entry exists in the Thesaurus archive is carried out when saving Only then can the record be saved If only one relevant Thesaurus entry is found you have to state whether the entry is to be appended to any already existing entries or whether these are to be overwritten If several entries are found a selection list will be displayed and the required entry can be selected with the Append or Overwrite command Exceptions If the option Autoadopt from Thesaurus is activated it must be possible to clearly allocate the search string to a Thesaurus entry If the
58. export is completed the new local archive can be copied or moved to another computer but to a directory with the same name In addition you should check and correct if required the settings for Thesaurus additional info definitions etc 390 Part 4 24 Transforming archives 24 3 Creating a DR DOC CD search archive P Creating the CD on the original archive PC Creating the search archive archive name e g cdarch by exporting the required records from the original archive into a destination folder in the root directory e g c export Name der Zieldatei E export cdarch M Ziel ist Dr DOC Archiv C NCH Dokumente verlagern M Quell und Zielformat identisch O Ci Dokumente verlagern C Datens tze anf gen Iv Dokumente exportieren C nur markierte Datens tze exportieren C Datens tze nach Export l schen C Export in Einzeldateien M Programmumgebung exportieren This option must Trennzeichen Datei Hilfe Abbrechen absolutely be activated Open export archive i e c export cdarch and the Settings field selection for select list check sorting and column headings Write CD ROM Using a CD ROM writing software write the entire destination folder onto CD in the example the export folder If a Dr DOC help is to be made available for the local CD archive reading station the Help folder must be 1 1 written onto CD Ensure that the path for calling the help on the original archive PC and at
59. fields independent of the data a record contains As access to a mask is subject to the access rights of the respective user forms are together with the record access protection through the user set another means for keeping data which is not supposed to be generally available secret If you create forms which are used at several workstations you should use the biggest Tip in the screen resolution that is used in the network That is the only way to ensure that the net complete mask can be seen at all workstations without having to scroll If very different resolutions are used you should also consider whether two different forms might be more appropriate e g one for the resolution 800x640 and one for the resolution 1024x768 gt When setting up a new archive either exit the database settings with OK The forms editor is called automatically Or call management set up archive card forms Editor Tool Forms x Forms Database Settings m Select List reed Form Identifier Created 02 06 97 Edit Delete Copy Rename Close Enter the new form identifier or select an existing name for editing For a new mask click on the insert new button now Then select the edit command The following other commands are available 232 Part 4 14 Set up archives delete deletes the selected mask copy copies the selected mask enter new name confirm wi
60. following section describes this process 64 Part 2 5 Quick approach Simple workflows Q gt Transfer data create letter and archive Call address management again and find one or several records By Then click on the transfer data icon Sescl Selected records Alrecoids The selected record shall be transferred to brieffor doc the specimen serial file in Winword Import document page PAI po o ielect template L2Ixi Aye zal cil ca ml 4242 in ca Vuilauen Catstep rar i amp bbr2a2a The data is automatically imported The content of the letter is not restricted When the letter is finished saved and is to be registered in Dr Doc click on Dr DOC archiving appears on the WinWord menu bar If you want to save the letter prior to registration simply click on the Save button in Word The letter is then automatically saved under the predetermined name in the prede termined directory After you have clicked on Dr DOC archiving you will automatically return to the Dr Doc document management The name of the recipient is automatically entered in the relevant field You can enter further profile data To finish the process click Save d l To retrieve the letter e g directly in document management call document management and start the text retrieval If you now also activate the search in documents option you can search for any word
61. group or a user s basic settings are changed via the description register in the middle column of the manager In addition membership of a group can be changed via the User groups register add remove membership The current display of the user groups tab always refers to the group or the user which is selected in the left column of the manager Users and groups can also be copied This can save a lot of time if e g another group which only differs slightly from an already existing one regarding its rights is to be created Tip 276 Part 4 16 User set C S 16 5 Automate user login The user login when starting the program can be automated via an entry in the command line of the Dr Doc icon As already described in chapter 8 1 several parameters can be included here Apart from the ones already stated the command line can be extended according to the following pattern drdoc path archive path help path userset autologin drdoclogin The entries for local archives and C S archives are different For the client icon the path must be replaced by host name or IP address of the archive server port no for entering the archives and the user set If the help function is also used via the archive server the path must also be replaced with the above details Example minimum configuration C drdoc System drdoc exe SERVER1 9995 Archive1 Example extended configuration C DrDOC System drdoc exe SERVER1 9
62. gt Batch processing Call Settings batch mode Batch Mode oC p co m a N 1 Multi page documents e g TIF files with several pages are adopted in full otherwise you have to confirm each individual page 2 Any files can be processed in batches But please be aware e A batch may only include files with the same format e A document may only be created from one file exception NCI files which are linked with the internal viewer The other files selected in the batch are automatically displayed in the title line of the input window after the previous one has been archived 3 Scanning paper batches automatically is only possible using scanners with automatic feed 114 Part 3 11 3 New entry Documents 4 The archiving action for batch or individual processing can be further automated here Files or Model pages are archived in set intervals see 5 and 6 e automatic fields for user date number generator and in the case of files the file name Attention if several files are combined into one document for the internal viewer the automatic field file name will not be filled e adoption of manual entries which were entered in the first record prior to starting batch processing possibly in connection with various automatic fields MS MORE INFORMATION ON THIS TOPIC IS INCLUDED IN CHAPTERS a 18 1 2 AUTOMATIC FIELDS a 18 1 7 MAINTAIN FIELD ENTRIES ON ENTERING NEW RECORD 5 Barcode as document separ
63. if you want to search the currency field in connection with the asterisk you have to correctly enter the rest with a blank Search fields with Thesaurus If you work with a Thesaurus you can also use it for the search Apply the entries as described in the new entry and then start the search This saves on typing and avoids a record not being found because of an erroneous entry Save recurring field search queries There are certain search queries that you will repeat In such cases it is considerably easier if you save the search query as search template under a unique name You save a search query under Settings field selection for search templates At first enter a name for the search and then activate the command Edit Now enter your search terms as you would for a normal field search Confirm with OK To use the search template call the menu item database search fields with template or click on the icon select the corresponding name and start the search with OK You will find examples for all search types at the end of the FIND chapter Part 3 Find Examples 163 The following examples illustrate a wide variety of search options with the help of project Examples management e Question What has Mr Brown the officer dealing with the project archived with regards to project New Town Entry in text retrieval find in profile data Brown amp New Town will also find the records showing Mr Brown not as the of
64. in the case of a false entry using the record delete command RELEVANT INFORMATION IS INCLUDED IN CHAPTER amp a 13 2 CHANGE AND DELETE Be aware that these functions only refer to the last record just saved 112 Part 3 11 3 New entry Documents Step by Step 113 Archive documents You can archive e Files of any programs of any type texts graphics etc e Any text and image models via a scanner e Video recordings or similar via a video camera Files of other programs are recalled with the respective program via a so called link 2 connection which is stated on archiving This call via an external Dr DOC program has the big advantage that all of this program s editing options with which as a rule the archived document was also created are available for this document Newly scanned sheets or still videos recorded via a video camera are normally recalled with the internal viewer ON IMPORTING DOCUMENTS VIA THE COLD INTERFACE SEE 21 4 COLD INTERFACE Before entering the new record determine the methods for archiving the various types of documents These basic settings which are defined within the Settings menu on the main menu can be changed at any time even whilst entering the new record The following points should be decided in advance and the relevant settings should be determined 1 Batch processing 2 Document association 3 Document source Part 3 11 3 New entry Documents 113
65. is linked to a Thesaurus Procedure If Autoadopt from Thesaurus is to take place the previous entry in the field must be clearly allocated to one single Thesaurus entry A Access log 219 291 Setup archive 249 255 Additional information 207 Definition 343 link 345 Annotations Document 181 ANSI File Export 356 Import 108 349 Archive backup 392 394 Change path information 251 close 90 copy structure 399 create 216 delete 399 Edit archive parameter 246 new in user set 278 Overview information 392 Preliminary considerations 213 reorganise 392 Rights 281 Term 16 select 59 74 75 95 Set path information 251 set up 399 Setup paths 246 380 unset 399 archive doc WinWord 198 Archive files 247 Index 419 INDEX Path information 252 Archives link 343 Archive Server Hardware 31 Installation 41 ASCII Table 352 ASCII File Export 356 Import 108 349 ASCII Import Automatic Server ASCII Import 372 Author field 288 Auto Link 115 Automatic entry automatic field 305 Automatic field 114 131 301 414 Automatic entry 305 conditional 302 File name 305 Modifiable number generator 303 Number generator 302 Special features 301 B Barcode Document separator 114 132 Recognition 133 supported 133 Batch processing automatic archiving 114 131 File 113 121 131 Scanner 114 130 131 420 Index Browse in select list 169 Button on select list 243 Search fields 160 244 Button field typ
66. name of the field from which the calculation is to be executed The following are valid as operation characters The following are not valid and x Ensure that there are no blanks within the formulas 206 Part 3 13 6 Edit Export data Example pomme Gewinnd5 Summe2 Gewinnsb Gesamt s umme1 Summedz At first all entries in the Profit95 field in the selected records are added as sum1 then all entries in the Profit96 field Sum1 Profit95 is added to sum 2 Profit96 as Total D ab mn 2 Carry out calculations gt At first find the records which are to be used for carrying out calculations You receive a select list in which the command Statistics can be activated and which is used for carrying out the calculation The calculation is always carry out in the entire select list i e is not subject to selections gt A table appears as result e g Statistik Name Summe Mittelwert Minimum Maximum Summel 207923 38 69307 79 6423 38 189000 00 Summe 7801 95 2600 65 848 95 4458 00 Abbrechen gt The displayed list can also be printed using print Part 3 13 8 Additional info 207 13 8 Call additional information Ansicht Andern L schen Drucken Daten bergabe Email Exportieren Statistik You have the option to call additional information on a certain record from another archive Chapter 20 LINK ARCHIVES
67. notes should always be observed All files belonging to an archive must NEVER be moved with the file manager or mportant explorer as otherwise the archive internal management does no longer apply Always make path changes via management edit archive parameter and in accordance with the following instructions e Changing the details for management archive and help files The files concerned are automatically copied to the new path and at the same time deleted in the old path Any existing Cl and NCI archives are not copied or deleted see below For C S applications the subdirectories MUST keep the defined names C S commiserver or client management files dbase archive files and form help files in the new path e Changing the details for data transfer templates This information concerns the directory which is opened when you start the transfer data function The files to be available in the new path must be copied to the new directory by the user e Changing the details for NCI and Cl archive The new details will apply to all documents newly archived from this time Already existing documents remain in the path stated at the time of archiving If this path or this data media cannot be found when viewing a document the document cannot be displayed or a message stating the data media required will be displayed If existing documents are to be moved an extra menu item within the data export is Note used for this see ch
68. only a draft and is not sent until after it has been revised With draft status this document can subsequently be edited and corrected until the ready to send version is achieved and can be archived as locked release If the document had release status from the start a new record with the respective version would be created with each change amp The fields required for version management are created when the archive is created in the mask You find more detailled information in the corresponding chapter 14 SET uP ARCHIVE W More detailled information on locking and releasing is included in the supervisor part in chapter 17 ACCESS RIGHTS AND CHECK Part 3 13 3 Edit Print 187 3 3 Print At first the data is found then the required print action is selected and the various options are determined 13 31 Set up printer The current printer is displayed in Settings print setup Here you can e select a printer e select various print options portrait landscape paper format feed e define various printer settings via Settings different subject to printer and driver Drucker einrichten L2 x r Drucker Name Erson Stylus COLOR 800 Eigenschaften Status Bereit Typ EPSON Stylus COLOR 800 Ort LPT1 Kommentar r Papier Format Gr e A4 210x297 mm 1 Zufuhr Automatische Zufuhr v Querformat 188 Part 3 13 3 Edit Print 13 3 2 Print profile data Ansicht
69. possible You enter Brown in the officer field and initially find all records concerning various projects which Mr Brown has worked on e Question What have Mr Brown and Mr Jones edited in the project New Town i e you are looking for Brown or Jones and the project New Town Entry in text retrieval BrownlJones amp New Town You find all records containing e g one of the three search terms in the comment But in any case the records contain either Brown and New Town or Jones and New Town Entry in search fields In the project field New Town In the officer field BrownlJones You find all records regarding project New Town which have either been edited by Brown or Jones for all search types 164 Part 3 Find Examples Tip e Question What has Mr Brown contributed to the project New Town in the first six months of 1994 Entry in search fields In the project field New Town In the officer field Brown In the date field 01 01 1994 lt gt 31 06 1994 The date can also be entered in a shorter form e g 010194 lt gt 310694 e Question What has Mr Brown written at any time with regards to project New Town in a report on the subject of estimate of cost Entry in text retrieval find in documents Brown amp New Town amp estimate of cost You find all records containing the entries Brown and New Town and estimate of cost in an archived document But you will not find the records which have the name Br
70. server program docserv exe at the archive server in C S mode This program creates the communication to the individual clients independent of the net work protocol e On pausing or exiting the server program all tasks of clients being processed at this time are stopped not cancelled On restarting or stopping the pause of the server program the process will be continued e Some settings and functions can only be defined or executed at the archive server see the corresponding notes e f the system administrator makes changes in an archive at the server nobody should be working at a client with this archive e For some settings you will be reminded when saving that the client parameters still have to be called This is necessary to ensure that the changes will be available at the clients In this case only call Management edit archive parameter and then the Edit client parameter command Do not make any changes here but just confirm with OK Part 4 Set up and manage archives 213 SET UP AND MANAGE ARCHIVE Considerations Before you set up a new archive you should consider the following questions and make brief notes on paper These considerations help to deal quickly with the actual work 3 Collect What data shall be archived Are the documents to be archived images files gt Views Shall all data be filed in an archive or is it more sensible clearer to file certain entries in their own archive w
71. single letter Dr DOC imports the profile data determined by you into the form which you can then expand and edit with any entries 2 Select all records for importing all records of the select list into a series file 3 Importing one page from the document belonging to the record is only possible for image documents which are archived with the document app internally For the data transfer of document pages please ensure that enough memory is available 198 Part 3 Note 13 4 Edit Transfer data the template must include a corresponding annotation stating the position where the document is to be inserted Refer to the note in chapter 18 3 PREPARE DATA TRANSFER TO THIRD PARTY APPLICATION in part 4 4 When a document is transferred please also state the size of the space intended in the template so that the image receives the optimum fit gt Confirm your selection with OK P Select form gt Now select the name of the template file OK starts the import of data into the third party application The query transform file from may appear in connection with the wordprocessing system WINWORD The MS DOS Text option must be selected here You have now the option to edit e g insert individual letter text print and of course also save the text using your word processing system Your texts are initially filed in WINWORD as archive doc gt Optional automatic archiving after data transfer
72. temporarily hold files for various actions and user specific settings Enter this path default c drdoc tmp here In network mode a local drive of the workstation must be stated This directory must be identical on every workstation e Maximum number of list box entries This entry concerns the select list which is shown after a search if several hits exist The maximum default number of entries shown is 100 This entry has no influence on the number of records found but only on the speed of the display or when browsing the list and the records A smaller number may be sensible for very large data stock With the Next and Previous commands the next 100 or the stated number records found are activated e User set If this option is deactivated the archive will be removed from the current user set The archive can only be reentered into a user set via management user manager e Track changes To log changes of the profile data text before after track changes must be created e Access log Part 4 Set up archive 249 To log access attempts with incorrect passwords or unauthorized access to documents an access log must be created e Changes after program start possible Dr Doc offers you various basic work modes The change possible mode allows you to view your records and also make corrections The change locked mode allows you to view the records but not to change Activate the option for change possible
73. the tab Column heading Corresponds to the identifiers of the fields These can also be changed here SWidth Width of the column in small view LWidth Width of the column in large view Pos Position of the column in the table from left to right Colors Font Different colors and fonts can be selected for the title line headings and cells 4 6 4 Button When entering data a button only offers the options on selected or off not selected 1 1 Editor Tool Edit Vorgang Titel Element Database Settings Tab Insert Elements Edit Elements Tab E Identifier Vorgang Titel Undo Delete Use Tab Format IV Snap to Grid _Eoreground HEN Font Aria Background Font Size s Select Identifiers colors and font as well as snap on grid can be entered or changed There is also the option to accept buttons e g onto the select list In this case a Note selected button is identified with 1 and a blank button with 0 Please also consider the particular details when searching button entries while searching fields 244 Part 4 14 Set up archives Tip 14 6 5 Image J u 1 d Editor Tool Edit Yorgang Titel Element Database Settings Tab Insert Elements Edit Elements e conan Border Undo C Yes No Delete El Use Tab Format IV Snap to Grid _Eoreground mam Font Arial Background Font Size 9 Select The field type
74. the CD archive reading station is identical e g c drdoc help A folder e g inifile must be created on the CD which contains the archive specific ini file s from the local working directory e g c drdoc tmp of the export archive in the example cdarch ini In addition this folder must include the archive ini file which is on the original archive PC in the operating system folder windows or winnt Q gt Local CD archive reading station The folder for the local working directory e g c drdoc tmp must be on the PC or must be created Please copy all archive specific ini file s from the inifile folder on the CD into this directory Part 4 24 Transforming archives 391 e Copy the archive ini file into the operating system folder windows or winnt e Create a Dr DOC call icon on the desktop with the command line drive export system drdoc exe drive export archive name Instead of drive enter the letter of the CD ROM drive instead of archive name the name of the archive For the example archive cdarch in the CD drive E the command line would be Example e export system drdoc exe e export cdarch Open the Dr DOC CD search archive Double click on the Dr DOC call icon on the desktop The operating system of the original archive PC and the CD archive reading station Note should be identical to ensure smooth running Part 4 Archive maintenance 393 ARCHIVE MAINTENANCE An archive should be
75. to Dr DOC with ALT Tab Part 3 11 3 New entry Documents 123 The following steps apply to existing as well as newly created files gt Enter the profile data for options to simplify data entry see chap 11 2 CREATE PROFILE DATA If batch processing and automatic archiving are activated for existing files you should be aware of the following As soon as you select save for the first time batch processing and archiving will start An individual record will be created for every file Therefore please ensure that the profile data for every record is available and unique The program offers various possibilities for this The entries in the fields can be completely or partially maintained as soon as a record is saved Create automatic fields e g a number generator and or a field where the file name is automatically entered gt When the profile data has been entered activate the save command The selected existing or the newly created file is now linked with this data and filed as document In batch processing of already existing files the next one will now be automatically made available for archiving All you have to do is enter the profile data In automatic archiving of existing files the batch is automatically processed and saved without further commands being entered Delete source file Tip The files which are archived are no longer required after successful archiving as they are now managed in the archi
76. updated Here you also select the relevant element for which you want to define the settings The user register comprises an alphabetic user overview as well as an alphabetic group overview which again includes the users However the group overview register is only arranged according to groups Finally the archives register includes all archives assigned to the user set in alphabetic order Middle column You can define the settings for the various elements in this column The settings options are divided into several tabs Right column The right column contains a complete overview of all users and user groups archives and settings Its only purpose is to provide clear information the entries are automatically input by the program In addition the user manager has its own toolbar Exit save user manager 3 N B Open create new user set Create new user user group archive mods Delete user user group archive group membership ED ES Help Enter new role described in the separate workflow module illustration wg EE ls Part 4 16 User set 263 The Role definition tab middle column and the Enter new role button are Note described in the separate illustration for the Workflow module The user manager is called up via Management user manager regardless whether an archive is open or not if o auser setis not yet loaded o the user is registered in at least one user set in wh
77. version or several licenses exist for several users to work simultaneously this existing user entry must first be deleted and an individual supervisor user with password must immediately be set up in the same operation User PUBLIC Various settings of an archive are saved user specific that means every user has only acess to his her own settings But usually settings that are generally available are also sensible The user PUBLIC is required for this purpose If you are registered with this user name and you define settings these can be used by all users of the archive Only the user PUBLIC can change these general settings In contrast to the user DRDOC only the user name case sensitive is preset for the user PUBLIC The password and the access rights can be set at liberty 262 Part 4 16 User set The user manager is called under management user manager pre Dr DOC ADNCSSYLNWALTUNG User Mansger Verwaltung Demoarchive T UserSe Cleret Yes iind el Bis I 3 ui Leste Grzuz Archives te Advanced In nmahan Dezciztion C oup Sefiritizns Archive Zennecto Fights Nok Deinko Deciiztion HT Uva LO Msc Burma Nz uier ure group zr erc hie telectez The user manager dialogue is divided into three columns Left column displays users user groups and archives on tabs on lists When inputting a new entry via Element the corresponding list is automatically
78. 2 c Q DrDoc CLIENT Archive2 DA s P DrDoc COMM SERVER Archive2 DA 3 etc e All da files in the client directory By means of editor via find and replace e find P DRDOC e replace by Q DRDOC 376 Part 4 22 ISDN data counter check IMPORTANT If the counter check is not supposed to work solely in the standard mode replace duplications i e corresponding record in the destination archive is overwritten with updated record from source archive Counter check content must be configured by means of ASCII export definition application example Table content in the source archive is to be attached to existing table content in the destination archive This ASCII export definition must be carried out under the user login of the counter check user for the branch archive environment Dr DOC C S communication path structure The Dr DOC server communication path which is identical across the company e g PADrdoc is the core of this communication path structure i e this communication path applies respectively for the Dr DOC server process in the branch as well as in the central archive environment Branch and central archive environment are distinguished via the client communication path for central archives the client communication path is identical to the Dr DOC server communication path e g PADrdoc For branch archives the client communication path is then for example Q Drdoc Dr DOC commu
79. 219 View 170 172 View message 293 Zoom 173 Document source 138 Dongle 40 Dr DOC Data format 348 exit 90 Installation 33 legal 26 Menu structure 79 Philosophy 19 Prerequisites 66 remove from hard disk 402 Screen setup 80 start 73 uninstall 402 DR DOC News 49 DRDOC User 261 DrDocTv Macro 329 DTC Options 143 Duplicates key 308 Additional information 207 Duplication check 152 156 161 309 319 413 Entry 110 E Elements delete 239 edit 239 insert 235 E mail 201 Enter data 101 Error tolerant search 156 Exit program 90 Export ANSI 111 356 ASCII 111 356 DBASE 359 Document 203 Field selection 356 359 New entry 111 Number field 359 Extension field 221 F Field delete content 106 Term 16 Field rights 281 288 Field selection print tables 190 318 Field selection Automatic fields 301 Data export 356 Data transfer archiving 312 Data type 297 DBASE export 359 Headings 316 Import 354 Input duplication check 309 Key fields 308 maintain field entries 310 Mandatory fields 307 Output duplication check 152 319 Print tables 318 414 Select list 151 315 414 Settings 225 Sorting 151 317 414 Transfer data 331 Field selection for Search template 162 314 Field types 222 Buttons 243 continuous field 101 241 Image 244 optional 82 single line field 101 240 Table 101 242 File archive 122 import 120 File archiving Delete source file 250 256 File format 71 Filename 71
80. 4 18 2 Settings Output criteria Start with text bad Text retrieval retrieval intestaw Standard Search HER anora allowed prz Result display with number of matches D ARCHIVSKOMM SERVERSTESTAW Suchebene 0 Treffer D ARCHIVSKOMM SERVERSTESTAW2 Suchebene 1 Treffer 13 D ARCHIVSKOMM SERVER TESTAWS3 Suchebene 2 Treffer 2 Select list with selected data from all three archives Part 4 18 3 Settings Prepare data transfer 329 18 3 Prepare data transfer to third party application In principle a connection with any program that has a macro language is possible Dr DOC has macros for connecting to Microsoft WORD for WINDOWS 6 0 7 0 and 8 0 Office 97 as standard The following details refer to this link To transfer data without any problems some preparation is required Observe the following steps The program requires e The Macro DrDocTv which automatically imports the data into the required file e A temporary file letter txt into which the respective selected word processing template is transferred e The data source data txt into which the data from the archive is initially transferred into the word processing program e The control record always name control txt containing the names of the fields to be imported see note e The templates letter transfer form etc in the word processing program When the archive was set up a path for data transfer templates
81. 995 Archive1 C drdoc help whelp SERVER1 user1 bvd AutoLogin 0 Parameter Explanation drdoc drdoc exe possibly with path path archive Path and name for the archive path help Path and name for the help path user set Path and name for the user set autologin AutoLogin 1 automatic login in all user sets with the same name or password AutoLogin 0 no automatic login drdoclogin DrdocLogin 1 automatic login as DRDOC DrdocLogin 0 no automatic login as DRDOC Part 4 16 User set 277 User information in C S mode Management user information shows the users currently registered in the C S network for the current archive If required a user can also be logged off here 278 Part 4 16 User set 16 6 Enter archives New archives are always entered in the user set then the user groups are assigned gt New entry 5 2 Enter new archives using the icon via the Management user manager element new archives menu or via the context menu of the right mouse button Verwaltung Demoarchive enter new archive rer Pett Corian sa e T ETT Seti eT Enter archive identifier this name then appears on the list of archives under Archive select Enter archive path and file name enter directly or via select For C S archives also enter path from the server s view gt Apply includes the new archive on the archives list left column H Archives BER Adressverwaltung Part 4 16 User se
82. C archive you have the additional option of selecting ASCII or ANSI format Name der Zieldatei Fl Ziel ist Dr DOC Archiv C NCl Dokumente O Quell umi iglformat identisch D Cl Dokumente verl CI Datens tze anf gen C Dokumente exportieren C nur markierte Datens tze exportieren C ASCII Format C Datens tze nach Export l schen 3 Select if the order of data to be imported and the field order in the archive correspond You have to select fields first if these details do not correspond see above 358 Part 4 21 3 Data exchange Export Tip 4 Select if the export file already exists and the new data is to be attached 5 f data is exported into another archive the documents may optionally also be exported 6 Select if you have made another selection on the selection list so that only the selected records are exported 7 Select if the exported records are to be deleted after the export 8 Select if you want to export into individual files 9 f you are not exporting into a Dr DOC archive call the Separator command now and enter the relevant ASCII number values for the separators between fields and records of the destination file 10 Swapping documents is a separate workflow and is described in chapter 25 11 Select this option if the program environment is to be exported too e g when archiving onto CD gt The export is started with the OK command Remove possibl
83. C Ape C C Ap CC Ann fe yO 49 In this section the program is selected to which data is to be transferred a A macro for this program must be available 2 Confirm the selection with OK Part 4 18 3 Settings Prepare data transfer 333 gt In WinWord create text template form gt Call new document gt Select Extras standard print create main document gt Attach as data source data txt with path or as control record control txt with path Attention the path must be the one stated in the database as local work directory Create fields the easiest way is stated but there are also other possibilities Go to required place in the document select the insert data field command and select the required field from the list box If required individual pages from archived documents can also be applied To enable this without errors the template must have a variable for the graphics to be imported Graphics Insert this variable manually at the required position in the template in exactly this form gt Once everything is as required save the text Example MUSTER GmbH SERIENDRUCKFELD vorname SERIENDRUCKFELD namel SERIENDRUCKFELD name2 SERIENDRUCKFELD name3 SERIENDRUCKFELD stra e SERIENDRUCKFELD ort Sehr geehrte r SERIENDRUCKFELD anrede Mit freundlichen GriiBen Muster GmbH 334 Part 4 Notes Tip 18 3 Settings Prepare data transfer You now hav
84. CUMENT_PREVIEW 1 DOCUMENT_DISPLAY 1 DOCUMENT FOREGROUND 1 DOCUMENT SCALETOGRAY 1 DOCUMENT ImageView View 1 DOCUMENT ZOOMFACTOR 1 DOCUMENT INTERPOLATION 1 DOCUMENT REDLINING 0 WINDOWSETTINGS_Toolbar 0 WINDOWSETTINGS_Statusbar 0 WINDOWSETTINGS_MaximizeMDI 0 WINDOWSETTINGS_Inputposition 0 Searchsettings_Duplicates 0 Searchsettings Case 0 Searchsettings_Hypersearch 0 display small image automatically display large image automatically display large image in foreground Grey scale for black white images Adjust large image to window size to window width to window height 100 user defined Zoom factor large image user defined Interpolation large image user defined Redlining Toolbar Statusbar maximize MDI keep input position Duplication check find Match case Hypersearch 338 Part 4 19 Create Thesaurus Examples 19 CREATE THESAURUS To facilitate the input of field entries e g hierarchical orders and to guarantee that these entries are consistent you have the option to apply entries from another archive with the edit call Thesaurus command in new entry or edit mode Important Any archive can be used as Thesaurus archive Reference archive You have a reference archive containing all the bibliographic information To input magazines with publishers and locations you have created a Thesaurus containing a record with the fixed data i e name publish
85. Cl documents which are archived with the view app internally This redlining can be shown or hidden when viewing and when printing and is fully searchable If you select the Redlining option here a field with the same name is created which is only required internally and cannot be inserted in the mask The redlining function can also be included into an existing archive later on via management set up archive by creating a new single line field named Redlining C S Note 218 Part 4 14 Set up archives KS MORE INFORMATION ON THIS SUBJECT IS INCLUDED IN CHAPTER 14 7 EDIT ARCHIVE PARAMETER 5 Record specific permissions This option later allows records and or documents to be allocated to certain owners and permissions which may vary from record to record 6 Change management Modified by date and time can be logged as soon as the record is saved The required fields modified by modified on and modified at are created automatically when the option is selected Note The relevant fields can also be created manually later on Part 4 14 Set up archives 219 7 Version management Documents may be filed in different versions draft can be changed and release cannot be changed but can be copied Documents archived as release can in addition also be optionally in connection with a delay locked or released When this option is selected approx 20 database fields are automatically generated FURTHER
86. DB and WB can include an entry like data types Z D and W or a range For the later search in these fields to run correctly the marginal data must be entered separated by The entry in a range field is thus e g 58 lt gt 456 or 02 06 1994 lt gt 05 07 1995 The search in these range fields will also find numbers or dates within this range You are searching for 08 12 1994 you will also find the record which includes the above range 18 115 Special features data type deadline A deadline field is for calculating a date deadline e g for blocked period delays etc The entry in a deadline field takes place according to the pattern Number unit days D weeks W months M and years Y can be selected as unit 10T means The date to be calculated is ten days after the related date To be able to carry out a deadline calculation the deadline field itself the date field with the respective date and the date field for the result date is necessary With the following calculation definition the result of the deadline calculation when saving the record is entered in the End field Example Example 300 Part 4 18 1 Settings Entry criteria These fields are filled in in case of new entry Seite 1 Seite 2 Data types p Anfang 03 02 1997 Date Dauer aw Duration Ende 17 02 1997 Date After Save the ersult of the calculation is entered here 18 116 Special fe
87. DOC Select Dr DOC single user version and confirm this dialogue with ok Welcome to the Dr DOC installation program Confirm this dialogue with OK Software license agreement Read this agreement carefully and confirm that you agree with the software license agreement with OK Select destination directory The path for the destination directory where Dr DOC will be installed is defined here We recommend the path C drdoc With this path you can use the supplied standard letter templates brief for directly to bring in data from the address management demo archive supplied on CD to Winword If you install Dr Doc in a different destination directory please note that the path for the data source and for the control file must be adapted in the Winword standard letter template Selecting the software components Select the software components you want to install the following dialogue Part 1 1 Installation single user version 35 Attention Important update note DO NOT install the sample archives if you are already using these for archiving your important data and documents When the sample archives are being installed the existing data is overwritten Select software components x Please select the necessary or required software components for the installation type Disk space required 85632 k 1 IV Dr DOC system files EADIDOCNSYSTEMV 2 IV Winword data transfer C Programme Microsoft
88. Data transfer Archiving 248 253 Connection 116 Connection with WinWord 198 Definition 195 Field selection 331 for new entry 111 import document 198 Install macro 330 Macro description 335 Preparations 329 Template 248 253 329 Data transfer archiving 124 198 248 253 312 Datatype 297 355 414 415 Currency 298 Date 297 Date Time 298 Deadline 299 Outline 300 Range 159 299 Datatypes 223 Database field name 220 Database fields define 220 Database settings 225 295 Overview 225 Date Automatic field 301 Find 157 162 Date data type 223 297 Date and Time data type 297 Date range data type 297 Index 421 DBASE Export 359 Import 354 413 DDE 117 Deadline data type 297 Delete Archive 399 Elements 239 Frame configuration 141 Record 176 Delete Record 175 Delete source file 123 250 256 Dialogue field File selection 71 Digit data type 297 Directory 71 Doc Source File 122 OCR Scanner 129 Third party application 122 Document add annotations 181 archiving 112 attach 184 Batch processing 113 130 change 179 Cl 115 Compression 144 delete 183 E mail 201 Export 203 extend 183 Import 183 Large image 171 173 Link 112 115 121 130 170 lock 287 lock 186 NCI 115 422 Index Preview 171 172 print 193 Redlining 181 release 186 287 reorganise 393 rotate 173 Set section 173 Small image 171 172 Source 118 122 129 split small image 244 swap 396 Term 16 Version management
89. File name automatic field 301 305 File pairs 372 File selection dialogue 71 Find 418 after buttons 160 244 after limit data 159 after parts of words 159 Brief info 150 combined 160 Currency 157 Currency 162 Date 157 162 error tolerant 156 Examples 163 excluding 160 field independent 150 154 Index 423 field oriented 150 158 field oriented with template 150 Find key 308 global 150 154 Hypersearch 150 165 321 343 Index 308 logical 155 160 Match case 153 Message when searching field 293 phonetic 156 Redlining 150 154 Restrict number of hits 157 restricting 150 153 Search limit 157 Table 162 Text retrieval 150 154 with 159 with classes 155 with joker 155 159 with mandatory characters 155 with template 162 314 with Thesaurus 162 Find and replace 176 Find templates 162 314 Message 293 Folder 71 Form rights 281 Forms create 231 Formula Statistics 205 Formula 205 Frame change 141 define 245 delete 141 Overview 140 save 140 Frame configuration delete 141 424 Index G Glossary 406 important terms 16 Graphics support 31 H Headings 316 Help 88 archive specific 89 change 401 Context help 88 create 400 Index 89 reorganise 393 select 400 Topics 89 Help files 247 252 Hybrid system 19 Hypersearch 150 165 343 Create new search 321 define 321 Link rule 322 Search definition 165 324 I Icon bar 83 Identifier term 220 Image field type 244 Image document preview 244
90. I ANSI data can be adopted in the new entry of a record with the Record import ASCII command Descriptions for sales articles which do not have to be copied but are simply to be imported in a continuous field in the new record are available The prerequisite is that the field or fields for including the imported data are stated under the menu item Settings field selection for ASCII import gt Call up the Record import ASCII command on the new record Import Data Source file name Dr DOC archive is sounce ANSI ASCII Separator DK File Help Cancel gt If the data is to be imported from another archive select this option When importing external data enter ASCII or ANSI format Enter the file name for the import file If required also enter the ASCII values for the field record and document separators of the import file using the Separator command gt Theimport is executed with OK Only one record is imported in this way To import several data records use Database import ASCII ANSI MORE INFORMATION ON THIS TOPIC IS INCLUDED IN 21 2 1 IMPORT ASCII ANSI FILE Part 3 11 2 New entry profile data 109 Simplifying entries by duplicating existing records A new record which is in large parts identical to an already existing one is easily created in edit mode Find the existing record and duplicate it using record copy A dialogue field allowing you to dete
91. ON THIS TOPIC IS INCLUDED IN CHAPTER 14 6 EDIT ELEMENTS Editor Tool Insert Elements Ea Database Settings Tab Insert Elements Elements Identifier name Insert ce Single Line Field Continuous Fie BE ZOE MG ets C Check Boxes named Radio Buttons Strasse Postfach C Image Docume HP Ort PUE Geburtsort zl C Comment Eoreground EE Fant us Sans Serif Ie Snap to Background Font Size fio Select grid Tip 236 Part 4 14 Set up archives At first determine the element type from the list of elements The adjacent column shows the existing fields for this type Then select the required database field change the color and font setting if required and then click on the paste button The field identifier and the field are transferred to the tab and the database field is removed from the list of available database fields The individual positioning of the fields takes place later see next chapter Special case radio buttons Editor Tool Insert Elements x Database Settings Tab Insert Elements Elements C Single Line Field f Continucus Fie Table C Check Boxes Radio Buttons C Image Docume C Frame acm Forgound PMEII m I ppm Background Font Size fra Select I Insert Identifier Database Field l Auswahlschalter werden automatisch in der angegebenen Anzahl untereinander und umrahmt eingef gt Se
92. Or Call the program according to the notes in chapter 8 1 START with a certain help file Be aware that new help files are only created via Select help as path details are incorrectly applied with other copying options Your network licence is only valid for user Error An attempt was made to call the program at different workstations by more users than permitted at the same time Procedure The maximum number of users permitted for your program licence at the same time is included under Help About Dr DOC Thesaurus entry for field not found Error autoadopt from the Thesaurus is defined for one or several fields When the record was saved the program could not find a suitable entry Procedure Check entries in the corresponding fields Important No entry is regarded as incorrect entry Form could not be opened Error The program tries to find a form which is not yet activated Procedure Select the select form command from the Settings menu to activate the required form Appendix Error messages 419 Cannot open path document ext Error The documents command was activated and the third party application was started with the document This document was not closed For the next record in which a document is to be called with the same third party application this error message will be shown Procedure Documents are always called as document ext when calling via a third party application ext sta
93. Part 2 5 Quick approach Simple workflows 61 P Checking data and working with data The data are Hs S AdreBdaten Bankverbindung Vertrieb divided in tabs Unternehmensberatung Tannh userplatz 9 83450 M nchen The document Kleinbild is displayed by clicking on the window Neme reeen Fox Email FrauEbenerprivat 3 orsus TP Frau Wieser gesch ftlich http wwwanders de Freu Wieserprivat ozusecs The table can also be displayed in large view in a separate window The data can now be edited You will find an icon on the toolbar for the most essential functions to enable you to call up these functions quickly By clicking on the icons you can browse the results Carry on browsing until you 4 b get to the Practice Dr Pichl record AdreBdaten Bankverbindung Vertrieb Arztpraxis Dr Pichl amp Homo pathische Behandlungsmethoden Click on the additional info icon The document management displays a letter belonging to this address Return to the address data by clicking on the Stop icon Enter new data Finish editing existing data by repeatedly clicking on the Stop icon until the Dr Doc start menu is displayed again Then click on the new entry icon Enter the address data of your choice in the new blank form 62 Part 2 5 Quick approach Simple workflows Ei Save the record by clicking on the save i
94. Procedure Commands in Dr Doc Define Doc Source Settings Doc Source OCR Scanner Batch processing Settings batch processing also possible later Call new entry Create new entry new document via icons Check settings vy v e Inthe dialogue area Settings predefined settings or Edit compression OCR settings scanner settings e Select predefined in the Frame dialogue For new definition of a frame scan first e Select options to be executed OCR stop word list etc if a frame has not been defined yet do not select anything Make selection in the Source dialogue ADF flatbed file Y Scan template Start gt template is displayed in the image window v If frame and processes were already selected processes will be executed immediately If frames have not been created or selected enter name in the dialogue area frame if saving is required draw required frame in the image window select frame type OCR image or bar code e select the destination field in which the result is to be entered for OCR and bar code Draw further frames and allocate definition then save e Select required process option OCR bar code e select internal buffer as source and activate processing with start Check OCR result e The result can either be checked and if required improved directly in the profile data or via R
95. RESSVERWALTUNG Dok Quelle WINWORD Datei Ansicht Int Archiv Bearbeiten Ansicht Datenbank Datensatz Dokument Einstellungen v 8m a Auswahl Satz Nr 1 1 von 1 Nachname Andersen Consulting H E 77710 Biberberg 77710 Robbenberg Has S Schillerstra e 46 SP Pfaff Tannh userplatz 9 DA Andersen Consulting 3564 M nchen AdreBdaten Bankverbindung Vertrieb Andersen Consulting Untemehmensberetung Tennh userplatz 8 83450 M nchen 2nd number 3rd number The first number means the sequence according to which the field entries are to Example 84 Part 2 8 2 Working with an archive be shown The second number refers to the number of positions according to which sorting is to be executed in an initial step The third number is the number of positions which are to be shown in the next sorting step The description data profile data of a record may consist of the following field types Endless field clicking in the bottom right corner enlarges the field view Titel al Untertitel ex Abstract Autor Co Autor Sprache Jahr Verlag Ort Seiten In Zeitschrift Single line field can be scrolled horizontallv over the visible ranae Several fields can be grouped optically by means of a frame Signatur Standort Expl Nr T Ausleihbestand T Pr senzbestand Verf
96. S paths The path configuration examples stated apply to both cases NET AND ARCHIVE SERVER ARE ONE DEVICE D NET AND ARCHIVE SERVER ARE TWO DEVICES E G NOVELL NET Path for Devi Server parameter Client ce parameter Management file S C drdoc comm server C drdoc client Archive files S C drdoc dbase Help files S C drdoc form C drdoc form NCI archive S C drdoc dbase NC100 default or Jukebox LW etc Cl archive S C drdoc dbase Clo0 default or Jukebox LW etc Local WD S CI C drdoc tmp C drdoc tmp Communication S C drdoc comm C drdoc comm Part 4 15 Version Management 259 B VERSION MANAGEMENT The Dr Doc version management enables the management of different document versions A document can have various statuses e draft e release o free o locked A draft version can be transformed into a release version but not vice versa i e a release cannot be reset to draft status It is configured via Settings version management Version Management Settings ka ke m m m a K mm m 260 Part 4 15 Version Management Explanations e Only one free release is permitted per document e first option deactivated means New document has draft status Changes to a draft do not lead to a new version e Use common problem with data transfer a letter archived after data transfer is to be edited corrected led to a new document so f
97. The maximum default number of entries shown is 100 This entry has no influence on the number of records found but only on the speed of the display or when browsing the list and the records A smaller number may be sensible for very large data stock Change maximum list box entries subject to requirement If selections are made on a larger select list you should take into consideration that the selections will be deleted if the list is browsed with Next and Previous It is therefore sensible not to set the number too high and only to increase it short term for major changes Part 4 Set up archive 255 e Changes after program start possible Dr Doc offers you various basic work modes The change possible mode allows you to view your records and also make corrections The change locked mode allows you to view the records but not to change Activate the option for change possible or deactivate it for change locked This option is regarded as a basic setting In addition a differentiation is also possible via Note the user set e User set If this option is deactivated the archive will be removed from the current user set The archive can only be reentered into a user set via management user manager e Track changes To log changes of the profile data text before after track changes must be created e Access log To log access attempts with incorrect passwords or unauthorized access to documents an access log
98. a black dot Control boxes any number of control boxes may be activated at the same time To deactivate an op tion click once more on the activated box Printer this button will take you to the standard Windows dialogue where you can setup your printer Further elements in dialogue fields might be Import Image File 2 x Suchen in CX WINDOWS e ek E3 Agypten bmp t3 Kugeln bmp Blaue Noppen bmp M schwarzes Geflecht bmp Dreiecke bmp b f Setup bmp Hahnentritt bmp wu Streifen bmp Kacheln bmp uv Strohmatte bmp Kreise bmp wellen bmp Scroll bar Dateiname W ellen bmp Dateityp Windows 052 Bitmap Abbrechen Text field Single line list field List field Text field A text field allows you to enter text directly In some cases such fields already contain a default entry which can be changed List field Part 2 7 Brief instructions for operating in Windows 71 A list field shows various selection options e g file names If there are more options which do not fit into the list field you can scroll up and down or left and right using the scroll bar You can click with the left mouse key on one of the arrows of the scroll bar or drag the scroll field while holding down the left mouse key Single line list field the initial single line field shows the current selection By clicking with the left mouse key on the arrow symbol next to the field a list box is opened allo
99. a with the overwrite mode for the following record This is particularly convenient for records which only differ slightly In addition individual fields in which the entry is to be kept can also be selected You can save various configurations gt Call Settings field selection for maintain field entry or activate the maintain field entries column in database settings Enter new configuration name or select existing one and edit Enter any character in the required fields and confirm with OK 310 Part4 18 1 Settings Entry criteria Example Note 1st record tind Neueingabe Dokumentenquelle OCR Scanner AdreBdaten Bankverbindung Vertrieb Name M ller Vomame Pr Name2 Name3 Anrede Herr Strasse PLzon 2nd record e Neueingabe Dokumentenquelle OCR Scanner AdreBdaten Bankverbindung Vertrieb Name Vorname Name2 Name3 Anrede Her Strasse PLZ Ort these data are taken over To use an existing configuration call menu item select entry and confirm with OK This setting is user specific which means every user can determine his her own configurations In addition the system administrator can also define general settings which anybody may use but only the PUBLIC user may change So if you want to set up general configurations register as PUBLIC user in the archive and th
100. able you to enlarge reduce move and to close the window with the keyboard as well as enabling you to switch to other application programs You can open the system menu with ALT SPACEBAR These functions can also be executed by clicking and dragging the mouse The system menu field may also be shown in the same way as the program icon Title bar contains the name of the application program If several windows application programs are open the title bar of the active window is in a different colour than the title bar of the unassigned window Window title in Dr DOC Name of the program and of the active archive Button full screen by clicking on this button with the mouse you can enlarge the active application window So that the complete screen is filled When you have enlarged a window to full screen the button is replaced by Restore Its purpose is to restore the window to its previous size again The two buttons look as follows E or Ol Button Icon By clicking this button you can reduce the window to icon size To restore the window move the mouse cursor onto the icon and double click with the left button The button looks as follows Button close In addition the button close is available for exiting the program X Toolbar Many of Dr DOC s functions can be executed with the icons on the toolbar The tool bar can be shown and hidden with the menu command View toolbar Quick information
101. age is entered after the ini file separated by comma Cold name first template image ext name ini file name second template image ext The Cold folder must be created by the system administrator The image names are stated WITH file extension gt Determine import definition Now determine the import definition for applying import data to the profile data Call the spool file e g in the DOS editor and determine the position of the field to be imported line and column no is shown at the bottom right in the DOS editor Then call settings field selection for ASCII import in the archive and enter the position of the field in the spool file in the import field according to the pattern Line No Column No Field length Definition of the first line The numbers are separated by blanks The Definition of the first line is only required if the parameter Dok Start is defined In that case 0 First line starts after document separator 1 First line starts after document start Part 4 21 4 Data exchange COLD interface 369 Example Enter Edit Wiew Window Help In the spool file the Name field D c is in line 31 column 6 dre daten Bankverbindung Vertrieb The field has amaximum length of 15 characters If the value 0 is entered for the field the content will be applied from the column no stated to the end of the line 370 Part 4 21 4 Data exchange COLD interface Exa
102. aged by Dr Doc Data is separated into the file for Cl documents and the file for NCI documents Both files can be created on any data media from the hard disk to the jukebox The data medium you select depends on the number and size of the documents to be archived Enter the corresponding drive or the path here Be aware that it is not possible to archive directly on worm media e Container size Part 4 Set up archive 253 The container size for NCI and Cl documents can be set As soon as the preset container size has been reached Dr Doc automatically creates new containers The container in the directory structure is always created on the same level in accordance with presetting e g Di drdoc dbase NCI00 NCIO1 ANCIO2 NCIOO directory name The default setting is 600 MB The maximum size is 2GB Optionally it is possible to form a container pool with a strictly predefined container structure The path details for NCI and Cl archives can be changed at any time like all other Important details too But you should be aware that already archived documents remain filed in the path stated at the time of archiving If you want to make any changes please refer to chapter 23 CHANGE PATH DETAILS e TD templates To transfer data to other programs e g address data in a standard word processing letter document templates forms must be created in these programs These templates should be filed in a single directory and its
103. agement edit archive parameter at the archive server in the newly set up archive or in the archive in which the changes are to be made Path for management file NDRDOCNKOMMSNSERVER ll Path for archive file JCSDRDOC DBANK oo Es Path for auxiliary files EADRDOCWORM Path for NCI archive JCADRDOC DBANK Ei Path for CI archive CADRDOCSDBANK el Path for data transfer templates ll Path name for Transfer Data archive el Path for local working directory oroctm ts Path for communication EADRDDOCKOMM E Max number of selection list entries 100 max container size MByte for NCI documents 600 max container size MByte for CI documents 600 IV Network mode Track changes IV Changes after program start possible v User set Access log Clear form after entering new record Edit Client Parameters Delete source file after archiving Cancel Hele Check the preset entries and correct them if required You either move from line to line with the TAB key or by clicking with the left mouse button At first enter all path details from the view of the archive server in the following That means If archive and network server are combined in one device enter the local drive name from the view of the server everywhere If archive and network server are separate some details apply to a drive on the network server which then has to have the name from the
104. ages are only rarely required on screen or are to be at optimum quality in printout TIFF compression is recommended Here small fonts can be relatively well read in printout e f black white photos are to be archived please observe the following rules subject to scanner e A grey scale scanner reads the black white template as grey scale image You will achieve good results with 100 150 dpi no dithering JFIF compression and quality in accordance with selection e A black white scanner takes the template as black white image You will achieve good results with 400 dpi dither 2 3 and Dr DOC grey scale compression 148 Part 3 11 3 New entry Documents e OCR settings You should check the corresponding settings for OCR processing OCR Settings Default English Dialogue Text recognition e Stop word list Enter the name of the stop word list here Whether a stop word list is used is defined in the OCR module dialogue itself To edit or to create a stop word list call the start menu programs Dr DOC Important The stop word list must never be edited with a Windows Editor as it must be purely ASCII format e Typographical image Part 3 11 3 New entry Documents 149 The text type is recognized automatically for most texts Set to Automatic for this purpose You can increase the recognition quality of texts from needle printers and typewriters if you select Typewriter or Matrix p
105. also be possible to determine who has archived which documents This can either be ensured organisationally or more simply via the corresponding functions of the document management system DMS The storage is in due form if the data remains complete and stable during the period of storage the storage is ordered and the data is available at any time and can be read again in adequate time The data should therefore only be archived on data media WORM CD that is not rewrite able as the stability is thus guaranteed per se It is completely up to the user which order pattern is realised with the help of the DMS from a legal point of view every verifiable fixed order is an order The reproduction must be readable and must be correct visually and or correct in its contents to be called in due form In addition the commercial code and the fiscal code prescribe that a number of document types e g letters consignment notes and accounting records must be reproduced visually for the other documents a reproduction in substance is sufficient Documents which have to be reproduced visually as a Cl document e g aS a word processing document can also be stored if a visually identical Introduction Legal status 27 printout can be reproduced using word processing functions and that is obviously the case for documents that were created internally Opening balances annual accounts group accounts and supporting documents in connection w
106. am can carry out an output duplication check for global and field searches to stop the output of duplications records where the field entries in the fields stated here are the same on the select list The prerequisite is that the required fields have previously been numbered under output duplication check Transfer data transfer data TD applies to importing data into a form e g standard letter document of a third party application Number the fields to be transferred consecutively Determine the selection of the fields for all forms letter transfer etc together However ensure that you keep to the order of your entries in the control file The first field name of the control file must be entered as the first print field etc TD Archiving It is possible to automatically transfer certain field entries from an archive e g the company name from an address into the associated archive after using the data transfer interface For this purpose the field name of the archive into which the data is to be imported is entered at Data transfer archiving into the field from which the data is to be adopted ASCII Import ASCII ANSI archive files created externally or also other Dr Doc archives can be imported into the current archive with Import ASCII ANSI file At first consecutively number the fields into which the data is to be entered at ASCII ANSI Import NOTE If you want to import a Dr Doc archive you on
107. ange data type 297 0 OCR change scan job 135 create scan job 135 define frame 138 delete scan job 135 display image 135 edit result 134 edit results 147 Error recognition 147 Fonts Training 146 Formatting 147 Frame analysis 148 Languages 146 Page analysis 147 print image text type 147 Recognition quality 134 Scan job dialogue 135 Stop word list 146 User alphabet 146 OCR processing 133 Stop word list 133 OCR settings 146 OCR Software 126 Operating system 31 Outline data type 223 297 300 Output duplication check 152 156 161 319 Overwrite mode 106 310 Owner Automatic field 301 P Password 93 417 426 Index Path information Data transfer archiving 248 253 Data transfer template 248 253 Local working directory 248 254 Path information Archive files 247 252 Archive parameter Client Server 251 change 380 Cl archive 247 252 Help files 247 252 NCI archive 247 252 phonetic search 156 Preview 171 172 244 Print image Text Type 147 Print Document 193 Field content 191 Field selection 190 318 new entry 111 Paper feed 319 Partial selection 189 print tables 190 print tabs 319 Profile data 188 Redlining 182 194 Statistics 206 Tab 192 to file 189 Print tables 190 318 Print tabs Selection 319 Printer setup 187 supported 31 Profile data change 174 delete 174 E mail 201 View 168 find and replace 176 New entry 101 print 188 print tables 190 print tabs 192 reorganise 393 Term 16
108. ap on grid can be changed for this purpose e Comment Fixed i e which cannot be changed by the user comments can be created for the individual fields Text colors font snap on grid and frame can be changed for this purpose Editor Tool Editieren des Elementes Bitte Eingabe gem Datenbankeinstellungen Karteikarte Elemente einf gen Elemente editieren Tabfolge Kommentar ndern Bitte Eingabe gem Umrandung Zur cksetzen Ja Nein L schen Gliederungsschema beachten L schen M Am Raster Yordergrund 5 wie Karteikarte ausrichten Hintergrund Fontgr e fio W hlen Fontname Ms Sans Serif 246 Part 4 14 Set up archives C S Tip 14 7 Edit archive parameter 4 7 1 Set up paths for local and standard net archives Setting up C S archives is described separately under point 14 7 2 Call management edit archive parameter in the newly set up archive or in the archive in which changes are to be made Call standard network archives from a workstation i e not at the server Edit Archive Parameters C PROGRAM MESDRDOC DEMO C PROGRAMMESDRDOC DEMO C PROGRAMMESDRDOC DEMO C PROGR4MMESDRDOC DEMO C PROGRAM MESDRDOC DEMO APROGRAMME DRDOCNVD RLAGEN ROGRAMME DRDDCXDEM OXSGVER C NPROGRAMME SDRDOCT MP BE Gnearnuneatong T a uaea E v n Eri Ute ell eel Check the preset entries and correct them if required You either move from line to li
109. apter 25 The following applies to this instance too NEVER move with the file manager 382 Part 4 23 Change path details C S Changing the details for local working directory For this path change the files with the extension txt should be copied into the new directory to avoid possible errors occuring in the data transfer function In addition the data transfer macro must be set to the new path If you are using the supplied Winword macro it is easiest to call the drdocmak doc file as in the new installation and to change the details here Be aware the local working directory must be identical on all workstations and at the archive server Changing the details for automatic archiving after TD This detail must be changed if the stated archive was moved to a new path or a new connection is to be created In any case you must ensure that the archive stated here does exist Part 4 24 Transforming archives 383 24 TRANSFORMING ARCHIVES 24 1 Transforming a local archive into a C S archive You might have created an archive locally and entered the data into it This archive is now to be accessed by more users and is therefore to be transformed into a C S archive in an existing C S system The following explains the individual steps that are required All steps are explained with an example for better understanding It is of course possible to use other names which then have to be converted accordingly As some ot
110. ar now old version is overwritten Changes to a release leads to new version The version management can be activated on creating a new archive via archive new as Dr Doc function The database fields shown below are automatically generated as approx 20 database fields are generated this option should only be activated if there is a real need so that the database structure is kept small Database fields Mask elements Can be called via i i document history i predecessor i successor Part 4 16 User set 261 1 USER SET 16 1 Basics The user manager is an across archive function for setting up and managing users and their archive specific access rights and rights to use Permissions can be differentiated for archives forms records and fields They can be assigned individually to a single user or to a user group where the permissions then apply to all members of the group Users are usually entered by name in the user set In addition there are anonymous users who are allocated a predefined user profile Two users are always automatically in a new user set or are automatically linked with newly entered archives DRDOC and PUBLIC User DRDOC If this user name with the associated password exists there will be no user query when the archive is called If a user set is not required this entry should not be deleted in a single user version If the user set is supposed to be used in a single user
111. aracter sequence or bocyx zx zy zz i e several control characters and control character sequences gt Set document association for COLD archiving Call Settings document association Determine whether the spool files are filed as Cl searchable or NCI documents subject to your decision the entry is going to be in the Cl or NCI documents column the name of the document form with file extension BMP graphics without extension to be filed in the document view Allowed are e g BMP TIFF JPEG etc the name of the ini file for the graphic import of the archived spool data The entry takes place according to the pattern Cold name graphic name ini file 368 Part 4 21 4 Data exchange COLD interface Example Associate Applications Applications Cl Documents D Seource view COT Appi WINWORGLDOC OrocTy mai CC Appz Cold Coldrect Pfatteold1 C App Epid Spe Prattcnlst CC Apn 4 MO App 5 C C AppE oe en En ee Name of the ini file Identifies a COLD link Name of the BMP file sw bmp The form template image e g BMP file and the ini file must be in the Cold folder which must be one level below the archive specific adm file For C S archives the Cold folder must be in the form folder A second image for the following page can optionally also be created with the Cold viewer A second template image must be defined The name of the second template im
112. arators The string between 2 numbers may look as follows a String Import into same line as previous number all characters apart from are applied b String Import into new line all characters apart from are applied c Other string Import into new line NO character applied Field selection Result a 1 2 Musterman Carl Name 1 Firstname 2 Name Musterman First name Carl b Name 1 Firstname 2 Name Musterman First name Carl c 1 xyz 2 Musterman Carl Attention mportant for the import from other Dr DOC archives Part 4 21 2 Data exchange Import 351 1 The field order for numbering is the sequence in the database settings i e independent of arrangements in masks 2 The numbering starts with 6 for the first field as the field numbers 1 to 5 are issued internally If you want to import an archive you only have to make the field selection if the two archives are not structured identically The field selection is omitted for the same format gt Call Database Import ASCII ANSI Import Data x 1 Source file name Jo programmesdidoc import dat Source File 2 7 Ffaff archive is source Spool file is source 3 Identical source and target format FE viermal definition for spool Import _ source includes fieldnames f 000000 0 0 09800 1 Format Jel File B Import documents Document file type C ANSI sE C ASCII fe
113. archives with text retrieval in profile data and or Cl documents e A term and one or several associated terms are searched for in one or several archives A recourse search is also possible here i e Ioop 322 Teil 4 18 2 Settings Output criteria Q Select archive Call Settings hyper search ire Hypersearch Definition 1 CAPROGRAMNMESDRDOCNDEMO SADRESA E 2 D CUMENTS FULL TEXT 3 CAAPROGRAMME DRDOC DE MO SAD RES40 PROFILDATEN_VOLLTEXT CAPROGRAMMESDROOC DEMO SG ER PROFILDATEN_WOLLTEXT Activate the select command under archive 1 Select the name of the archive which is to be included in the hyper search Confirm the selection with OK P Linking rule e Predefined Under linking rule 2 you can automatically select predefined text retrieval or search template searches and continue with apply linking rules The options Profile data text Documents text and Search templates are already displayed as standard Part 4 18 2 Settings Output criteria 323 Manual definition Please be aware that predefined options are not possible in connection with manually defined links That means you can either only carry out profile data and or document text retrieval with the options already mentioned in all the stated archives or different searches including global and text retrieval in all the stated archives but these will have to be manually defined gt T
114. are 2 options e Deactivate display scan job dialog function If you now go to close and click on the icon for Create new document again the normal enter new image data dialogue will be displayed again e Change settings and return to the scan job selection dialogue with close If the changes were not reassigned to the scan job they will apply temporarily until they are changed again or this dialogue is restarted If the changes were reassigned to the scan job they will apply in future e Close Here the scan job selection dialogue is completed However when you next click on the icon for Create new document the dialogue will be started again until you deactivate display scan job dialog see above 140 Part 3 11 3 New entry Documents e Template source Source File Scan AU Scan flatbed 2 nemal Burer The following are available as template source file e g Tiff scanner ADF or flatoed and internal buffer The program initially copies a read template to an internal buffer so that no repeated reading is required for further editing i e if you determine the frames after scanning select internal buffer and click start The optical character recognition is now executed via the data in the internal buffer and the document does not have to be scanned again e Frames gt Define frames Frame fit Save Overview Delete To edit a template corresp
115. as a general configuration Register as PUBLIC user for this purpose and follow the steps stated above 320 Teil 4 18 2 Settings Output criteria Example Note Tip Enter Edit View Window Ilelp To use an existing configuration call the menu item select entry and confirm with OK If you determine a table for Print Tables the entries of several lines are all entered underneath each other in the table General print table definitions It may be useful to save standard table definitions which are often required by all users as general configuration Register as PUBLIC user for this purpose and follow the steps stated above MORE INFORMATION ON THE TOPIC IS INCLUDED IN CHAPTER 13 3 2 PRINT PROFILE DATA Part 4 18 2 Settings Output criteria 321 18 2 8 Define hypersearch 18 2 8 1 Create search A hypersearch automatically starts the basic searches in accordance with a previously determined definition either within an archive or across archives after the search actively selected by the user In addition a loop option can be selected i e the search will continue until no further hits are found recourse The definition of a hyper search may be simple or very complex subject to requirements Step by gt Consideration step Consider in advance what you want to find in which archives There are two basic options e A term or several logically connected terms are searched for in several
116. ata transfer If you have imported data from an archive e g address management etc into your word processing system for example the new entry of an archive can automatically be called up after exiting the word processing program to administer the text e g document management You enter the profile data of the document as described and Part 3 11 3 New entry Documents 125 confirm the entry with save The document that has just been created in word processing is then automatically archived without further query 126 Part 3 11 3 New entry Documents Tip 1132 Importing documents via a scanner Settings document source OCR scanner Database new entry Document new Scanner settings like OCR processing Compression Bar code recognition Batch mode File as image Scan Job Start scanning Enter profile data Text models can be scanned as images and edited using optical character recognition OCR Dr DOC automatically generates an image frame which initially does not have to be defined The automatic image frame can be disabled via an archive ini entry SCANNER AUTO FRAME 0 Part 3 11 3 New entry Documents 127 The OCR process has the advantage that in subsequent search actions the scanned text can be browsed directly i e no further manual entry of keywords is required in contrast to text that is archived only as image The same applies to bar codes The bar code can be recognized automatically b
117. ator A new record is created when the system recognises a barcode in the barcode frame when using batch processing and bar code recognition 6 Enter the number of pages which are to be combined into a document This information is relevant in conjunction with the automatic archiving 7 You can only select this field if you belong to an owner group which is associated with the archive and if you have the relevant archive rights 8 By activating field 8 lock access automatically can also be operated MS YOU WILL FIND SOME INFORMATION REGARDING THE USER SET IN CHAPTER 16 3 Part 3 11 3 New entry Documents 115 gt Document association program link The following are distinguished Call Documents originating from Cl programs enabling direct searches with text retrieval e g word processing or spreadsheet programs Documents originating from NCI programs or available as raster image i e which are not suitable for text retrieval Settings doc association E A 1 2 Associate Applications r Cl Documents NCI Documents Source view C C mage file internal TD Source view en X 3 essorer app lessopiation depends on document wipe we cma The CI documents column allows you to enter word processors spreadsheets vector orientated drawing programs etc The NCI documents column contains the Dr DOC internal image data viewer
118. atures data type outline The data type outline refers to the subsequent sorting of data The input as data type takes place according to the pattern G alphanum num separator alphanum num separator etc The options state the outline type Examples Outline type Input for data type 1 5 5 6 G ZZZZ A a 1 G S S Z It is possible to enter more outline levels in the field than stated here But sorting will only be carried out up to the level defined as data type Part 4 18 1 Settings Entry criteria 301 18 12 Automatic fields Apart from the field selection for basic data types there is also the option to have the program make automatic entries in selected fields Call Settings field selection for automatic fields or activate the automatic fields column in the database settings gt In the intended field enter B for user i e the current user if using the user set D for current date T for current time for owner the current owner s name will be entered N for number generator automatic numbering see the following chapter 18 1 2 3 NV for modifiable number generator see the following chapter 18 1 2 4 F for file name File the file name will be entered when archiving files V for applying an entry from another field 18 12 1 Special features automatic fields user date and time The user name entered when logging in to the archive will be entered in the automatic field user when makin
119. b name Belege 4507 l Display Settings Assign Settings Delete Close e Job check boxes selection Select one check box 5 possible boxes for the new job e Job Name Change the name or enter a new one If you are only checking the settings for a job or you want to assign modified settings do not make any changes here e Display settings Here you can view the scan settings for the selected job e Assign settings Here you assign the current scan settings for the job selected above e Delete Here the job assigned to the selected check box is deleted again The check box is then available again for a new job e Start scan jobs Activate display scan job dialog in the enter new image data dialogue and exit with close If you now click on the icon for Create new document the selection dialog for scan jobs will be displayed If you then manipulate the button for the required scan job the job will be started Part 3 11 3 New entry Documents 139 Scan Jobs x Jobs Discard Scan Job lt Unassigned gt lt Unassigned gt Settings lt Unassigned gt lt Unassigned gt Close e Discard scan job Discards the current unsaved scan result corresponds to discard in the enter new image data dialogue e Settings You reach the settings options of the enter new image data dialogue via this function To continue there
120. break as an additional option if the chosen column width is narrower than the text length and an automatic line break within the column is required gt If not done so yet Determine the other options in the print query as described above gt Start printing with OK Printer does not print Tip Check whether there is an entry in the field selection for print tables If this field selection is blank Dr DOC cannot print Gb Print field contents The contents of the field where the cursor is positioned will be printed Via record print or the printer icon the field contents are printed as they are saved in the record that means for the new entry the record saved last Edit print field contents or right mouse button prints what is currently in the field 192 Part 3 Example Note 13 3 Edit Print Gc gt Print tabs Print tabs is for printing out the input mask with the profile data as it appears on Screen Call the print or record print command in the record or on the select list after a search fe Print tabs Al tabs C Curent tab C Tabs Use a semi colon ta separate Individual tabs Use a hyphen for ranges Exarnple 123 5 Select the print tabs option Select whether all tabs only the current or certain tabs are printed If selected tabs are to be printed enter the tabs page numbers single pages by semicola and ranges with hyphen Vv If you want print the first fourth fifth
121. but you select date as identifier for both of them By creating a new database field the field identifiers and the field definitions for data types and automatic fields are automatically entered in the corresponding columns of the database settings table If you subsequently want to change these definitions enter them into the table see chapter 1 DETERMINE CHANGE ENTRY CRITERIA Part 4 14 Set up archives 225 4 2 1 Database settings The database settings window not only allows you to define database fields but you can also determine basic settings e g search templates select lists sortings data types import and export definitions You can also determine or change these settings at any time later on When you create a new archive we recommend you initially only determine the basic definitions e g mandatory field and create the mask s immediately The other settings and definitions can then be determined afterwards either in the table or in the mask via Edit or via Settings field selection for The following table provides a brief overview of the various settings options Detailed information and examples of the individual settings are in chapter 18 Search templates Search templates will be used if database search fields with template is called Certain search criteria can be saved as search templates They help to quickly and conveniently call search queries which are required again and again
122. cal character recognition The text type is recognized automatically for most texts Set to Automatic for this purpose You can increase the recognition quality of texts from needle printers and typewriters if you select Typewriter or Matrix printer for needle printers The OCR default settings appear in brackets for the Standard setting The settings here overwrite the preset Important 142 Part 3 11 3 New entry Documents Tip e For OCR and bar code you also have to select whether the text will be attached to any already existing entry or whether it will replace this entry It is necessary to attach it if it is an OCR text which is split into several frames but is to be entered in one continuous field see Tip e With the delete button the entire frame is deleted As the last tab in your set of tabs create a continuous field which is called e g OCR text because most times an entire text complex will be edited with OCR which is then entered here possibly shortened by using the stop word list This field is not meant for subsequent reading therefore it can easily be in the background P Confirm the details with OK In this way further frames can still be set Do not forget that you have to set one or several image frames to archive the image An image will not be archived without an image frame If a frame is not positioned as required or is to be edited later place the mouse cursor in this f
123. cannot be imported In this case try to load the dbase file into another program If this is possible incl memofields save it as ASCII or ANSI file and import it into the archive with ASCII ANSI import If this does not work you can import all fields except for the memo fields Duplications not permitted Error An input duplicates check was defined to be carried out Entries were made which are already in an existing record or a record was duplicated Procedure Change entry check and change field selection for input duplication check if required or determine that a duplication check is not to be carried out Entries in the record do not correspond to the Thesaurus default Error An entry was made manually in a field which does not exist in the Thesaurus The message will only be displayed if the check automatically with Thesaurus option is activatedin Settings Thesaurus definition Procedure If you do not know which entries are permitted by the Thesaurus enter in the corresponding field and activate the Thesaurus command 416 Appendix Error messages More than characters were selected Error There was no character number entered in select list or print tables or it was too large Procedure Check entry a maximum of 253 characters including blanks between the columns are permitted Incorrect data type or format error Error Entry does not correspond in a certain field with preset of the data type as
124. ce is described in detail in part 4 chapter 18 3 PREPARE DATA TRANSFER TO THIRD PARTY APPLICATION Data can be transferred to all programs with a macro language e g word processing applications Dr DOC includes a macro for Winword as standard Various examples refer to this association 196 Part 3 13 4 Edit Transfer data Brief information alle Datens tze markierte Datens tze aktueller Datensatz evtl Dokumentseite n angeben Formular w hlen Dateiwahl Daten werden automatisch in Formular eingespielt Seriendatei bearbeiten Text schreiben Drucken Seriendatei unter dem vorgegebenem Namen speichern In das Archiv wechseln Automatische Archivierung Part 3 13 4 Edit Transfer data 197 ob Find Step by gt Step Find the required data Q gt Determine options gt When you obtain a select list you can make another selection in it by By identifying your choice Then activate the command transfer data or Bl click on the icon on the toolbar If an individual record is called for editing activate the record transfer data command Transfer Data 2 All records 3 Iitsorhderoment page 4 Wee cela sre lmm H fi 00 y fi oo Help Cancel 1 Select current records or selected records appears if you have selected several records for transfer in the select list for importing fixed data of a single record to a template e g transfer carrier or
125. cess rights 293 Example MESSAGES OCR text Attention OCR processing may contain errors 5 Documents Document not released Ask Mr Miller 10 294 Part4 18 Settings Note 18 SEITINGS All settings options described in the following can be found via these two options e the menu item Settings field selection for or e inthe menu item Management setup archive tab Database settings bad Field selection for SORTI Selection List j Editor Tool Database Settings SelectionList SORTI New Delete Identifier Field Types Search Selection Templates OK Abbruch Hilfe Allgemeines Text Vorgang nderungsverwaltung Eigenes AZ 110 Nr TI Select fauLe BOK sont Vorgang Titel 755 ment gesperrt Js Eigenes AZ E Fr fi 10 m E T T AZ Einsender I 07 Dat Einsenn ez Einsender E Datum E In the database settings tables are used for In the field selection the settings are entered the settings In addition you are provided with directly in the mask an overvi w of all settings From within the tabular overview Database settings the current mask can be called with the Edit command for making entries The cursor must be in the corresponding column If no mask is currently set the Edit command is not available Entries in Field selection for can of course only be made in the fields which are available in the current mask Fu
126. characters Confirm the entry with OK Examples c drdoc address Fsurname p Means a field search which finds all records that have the same entry as the one found in the definition field is to be carried out in the local address archive in the surname field lt Hostname gt lt Port number gt lt Archive name G Means a profile data text search which finds all records that do not include the entry of the definition field is to be carried out in the C S project archive M Apply linking rule gt Activate the apply command The link stated will be entered in Search definition 3 in the definition view P Define more searches gt Repeat steps 1 3 until all the searches you require have been defined P Save search definition gt When you have defined all searches save the entire configuration in Search definition Enter a new name above the list box and activate the Save command 18 2 8 2 Change search definition Step by DP Select search definition step Part 4 18 2 Settings Output criteria 325 gt Select the configuration you want to change in the search definition column Change gt You will see the individual defined search queries in the definition view You can select and delete a search query directly on this list gt If you want to add a new search proceed as described in the previous chapter gt f you want to delete a defined link rule se
127. chive The prerequisite for this is e that a field exists in both archives which has the same entry in both archives e and that the corresponding definitions were determined in Settings additional info definition As soon as you click on the i button in the connection field in edit mode you will fork to the additional info archive If a record with identical content in the additional field is found in the additional info archive it will be shown Thesaurus To facilitate the input of field entries and to guarantee the consistency of these entries you can apply entries from another archive in the current archive with the edit call Thesaurus command in the new entry or edit mode The prerequisite for this it e that an archive was created which is supposed to act as Thesaurus archive e that the corresponding settings were defined in the 230 Part 4 14 Set up archives Settings Thesaurus definition dialogue Field types Enter E forsingle line field M for continuous field memo field T fortable S for button max or min field length The number value entered here indicates the minimum or maximum number of characters the field entry may have Part 4 14 Set up archives 231 14 3 Create forms The database fields must be arranged on screen Several different arrangements are possible and are saved as forms A mask does not have to include all available database
128. con a new data record has been cre ated You can create more records or exit the function by clicking on the Stop button It is best to test the archiving of new documents in document management Click on the Stop icon again until the Dr Doc start menu is displayed Then call document management as described under Initially try archiving any file Call the document association using the icon Associate Applications x Cl Documents r NCI Documents TD Souneervien Source view C mage file internal e 7 Appi DriDocNeu mainf App 7 E C C App2 C App amp E CC Amal C C App 9 r IN App 4 vp App 10 g C C Apps CC Appii TEN App 6 ES App 12 7 7 Aite egsociste app lseseciston depends cn documen wpe be mea For source and view mark the Autolink option and confirm with OK Also check the document source menu item Settings Document source the file option must be selected After these preparations you can start with a new entry via Database New en try or the corresponding icon Start archiving the file now with Document New or the corresponding icon Select the file you want to archive from the file selection dialogue Part 2 5 Quick approach Simple workflows 63 Afterwards enter the profile data of the document To make this entry simpler Allgemeines Text Vorgang Anderungsverwaltung Ilf e
129. con must be as follows print to lt path gt docserv exe lt path gt lt name of the user set gt bvd path for Dr Doc communication directory The archive and the user set must be created on the archive server before the server process is started for the first time Start the drdocexe program in the drdoc system directory on the archive server SUBJECT INFORMATION SET UP ARCHIVE SEE CHAPTER 14 USER SET SEE CHAPTER 16 Part 1 2 Installation Client Server 43 22 Client installation Basics There are principally two possibilities for setting up the Dr DOCe clients A Central program and help setup The program with all files and applications must be made available centrally on the archive server or on the network drive To set up the client Dr Doc must be installed locally once Afterwards the local directory drdoc system is removed again B Local part setup of program and help In addition the program and or online help is locally at the archive client The local installation of the program on the client is necessary if the clients are equipped with different operating systems When configuring the Dr Doc client icon you must refer to drdoc exe Installation Starting the setup at the client as described in the installation under 2 1 of 1 7a Setup of the archive server Afterwards proceed as follows 7b Select the type of installation Select the task the computer to be ins
130. content is always displayed when calling data transfer Enter this directory here e D archiving After working with the data transfer interface from within an archive the archive stated here is called automatically for filing the created file Enter drive directory and name of the archive if you require this automatic archiving For C S archives this path must be set in the Edit client parameter dialogue see C S corresponding point in this chapter e Local work directory The local work directory is required to temporarily hold files for various actions and some user specific settings Enter this path default c drdoc tmp here If archive and network server are separate the directory can be on the network server Recommended configuration create on archive server e Path for communication 254 Part 4 14 Set up archives Tip This path contains the different tasks of the clients when working together in the archive The subdirectory must be called COMM This directory is also required for calling an archive at the archive server the file concerned is in the subdirectory COMM SERVER If archive and network server are separate the directory can be on the network server i e Network drive name from the view of the client Recommended configuration create locally on archive server e Maximum number of list box entries This entry concerns the select list which is shown after a search if several hits exist
131. ction list of the available archives is displayed Select the required archive and open it with a double click left mouse button or with the command Ok You want to call an archive which is not entered in the user set Tip Via Archive open select the relevant directory and the name of the archive This is only possible for the single user version in the standard network and at the archive server in C S mode The following must be observed for C S archives C S gt Call at the client Only archives which were allocated in the active user set can be selected via archive select If a user set is not yet active you can log on to one via archive user set additional login gt Call at archive server Archives in the KOMM SERVER subdirectory can be opened here MORE INFORMATION ON THIS TOPIC IS INCLUDED IN CHAPTER 14 SET UP ARCHIVE 96 Part 3 10 Log on user and select form Note 10 2 Select form The text fields of the archive are arranged in so called forms on the screen With the selection of the archive an associated mask is also generally called If no form is active the data cannot be accessed and the icon for form select appears on the toolbar To call a form click on this icon or call the menu item Settings select form Select the required form from the list and confirm with OK The access to forms is subject to the user definition Part 3 11 New entry 97 1 NEW ENTRY So called p
132. cuments e inthe redlining of NCI documents For text retrieval you can choose between standard search phonetic search and error tolerant search and limit the number of hits as a presetting gt Selection list determine sorting In most cases selection list and sorting are maintained If you want to make any changes you have to apply these changes prior to searching See the previous chapter for a detailed description P Find Call database text retrieval or click on the icon for text retrieval Part 3 12 4 Find Search fields 155 id Text retrieval 1 U 2 Iv Js HERE Standard Search Li 4 1 Enter search term You can e search only for part terms e g Bow instead Bowman or Town instead New Town e enter several search terms and link logically Use the following characters for linking and ensure that there are no blanks between search terms and association characters amp for and for or for not to link operators use the brackets In connection with an error tolerant search see 3 the following entries are also possible as joker for one character for classes one of the characters in the bracket should be at this position in the hit for compulsory characters these characters must definitely despite permitted errors be in the hit 1 e With joker Example Ma er finds Mayer Maier Maser Mauer 156 Part 3 12 4 Find Search fields
133. d is to be archived immediately e The workflow begins in address management You are looking with text retrieval for e g XYZ e Activate the transfer data command on the select list with the record found e Select the letter template in the word processing application as form which is called e g inquiry doc e The two addresses are now automatically imported You can supplement the text of the letter if required Then you can print the letter to be sent e Now close and save the file and return to the archive The document management is now started automatically 200 Part 3 13 4 Edit Transfer data e Enter some profile data in document management e g the subject of the letter a resubmission date or similar You do not have to enter a keyword list with the letter contents as you will be able to browse for the archived letter directly with text retrieval You archive the new document The document management is automatically terminated and you will be back in address management Example Create tab from inventory A tab with the essential data and an image of the object e g as packing slip is to be created for the loan transactions from an inventory e Find the object in the inventory e g with the inventory number e Call transfer data in the record Determine Transfer Data State that the first document page is to be transferred z S Gl y n Dicer eli etsy pest tinh nb E LE e State the siz
134. d not have been possible as it would have also been searched in the address archive in connection with Hobbs 344 Part 4 20 Connect archives relationally Examples Second option A hypersearch in the incoming invoices archive is defined in such a way that every entry found in the name field is also immediately searched for in the address archive So you would be looking for Hobbs and 03 1996 in the incoming invoices archive You will only find the required invoice in the invoice archive and immediately the address automatically in the address archive This search automates the process which is carried out manually when using the additional information but requires a little more time As a hit list from both archives is initially shown again another click with the mouse is required to display the data Reference archiv You have found a quotation on a certain topic by an author named Miller in a reference archive containing all the bibliographical information You can now call the version concerned in another indep endent archive containing detailled information or short versions Receipt of invoice You have read a suppliers archived invoice and now require the supplier s address telephone number to query something For this purpose an address management function is connected via the supplier s name containing the necessary data The same address management may also be connected as Thesaurus see example in the previous cha
135. d only the competent clerical staff knows which document was archived on which disk and in which format any senior officer soon realises e g when the clerical staff goes on holiday how much s he is already affected by these problems when s he cannot find anything How can the situation be improved A management software which can facilitate as many of the accrued tasks while at the same spending the minimum amount on the familiarisation process is required Performance characteristic User friendliness The most important performance characteristic of a modern program is by far its user friendliness Because through the related acceptance increase a system s yield and thus its profitability can be increased User friendliness can be defined in the following way User friendliness reducing complexity For example an executive officer works in certain sectors of his comprehensive field he maintains addresses writes a letter and afterwards deals with data security and other work The more of these sectors are included in his field the more frictional loss is caused each time when a sector is changed It must therefore be the task of any software to prevent these losses and to reduce the complexity for the user Introduction What is Dr DOC 21 Which data management concepts exist The key to reduce complexity is in the organisational structure of the data and the corrensponding access philosphy the so called databasing Ther
136. date or digit Procedure Check entry and correct If error message is shown repeatedly check whether an automatic fieldentry does not correspond to a data type setting Error in scanner parameter Error The selected setting in the scanner setup is incompatible with the scanner Procedure The message may occur if paper format A4 landscape is selected for an A4 scanner Some scanner drivers also produce this message if there is not enough memory for the selected setting incl resolution Error in field selection Error An error occured in field numbering in sort field selection or print field selection Procedure Check entry Ensure that the fields are numbered consecutively if several tabs exist Scanning error Error Importing image documents via a scanner was attempted without a correct connection to the scanner Procedure Check scanner connection Appendix Error messages 417 Error when saving please check paths Error When setting up or changing an archive incorrect or non existing directory paths were entered Procedure Check entry If required check whether the stated directories really exist Field on page is a date field Error A field with data type date was filled in an input mask There is an entry in this field that does not correspond to this data type Procedure Check entry and correct Refer to the various valid entry options for dates in the DATA TYPE chapter The error may a
137. delete deletes the tab which is in the foreground This button can only be selected if there is more than one tab OK saves the set definitions of all tabs the forms dialogue will appear again cancel discards all new settings and changes Part 4 14 Set up archives 235 14 5 Insert elements As soon as you have created at least one tab you can include the fields defined in database settings and other elements like frames and comments as well as headings in the tab Click on insert elements in the editor window At first determine the tabs where you want to add elements If the required tab is covered by other tabs and you do not see it behind the editor window it has to be moved into the foreground click on the name for the tab you want to change the required tab is now shown behind the editor window and you can insert the elements We recommend you consider the positioning of the individual elements prior to inserting the database fields Dr Doc positions the elements on the tab from top left to bottom left As soon as the bottom end of the screen is reached any further elements are again inserted on the right half of the screen from top to bottom Therefore we recommend you insert the elements in the required order straight away You can subsequently change the position of the elements but you should consider that each element can only be moved on its own as multiple selection is not possible MORE INFORMATION
138. difiable archives includes Thesaurus archives with determined data stock For this purpose an archive right identifier modifiable archives and Thesaurus archives in the Archive associations register is assigned to these archive groups select archive and enter archive rights identifier Afterwards assign group specific rights definitions to the identifiers by selecting the group in the register group overview and subsequent definition and allocation of the rights properties in the rights register l e archives can be combined virtually into groups via identifier Group specific right definition contents can be assigned to these identifiers Right patterns are not modifiable but can be saved under another name in modified form Identifier User Rights group Address archive modifiable Supervisor Archive right may archives can do knows everything Author May make new entry and modify archive do almost everything change or make new entries 270 Part 4 16 User set Step by step 16 3 User set Several user sets can be used A local user set is automatically created To create a new user set gt Call Management User manager gt Click on User set New or the corresponding icon New User Set U BET obo DENT TEN abel SIE Identifier for the new user set Can be different to the file name Select for operation in client server mode Select if the user
139. ding value e g 20 4 Select whether the search term is to be replaced or whether the entered replacement term is to be attached Within a table attach inserts a new line 5 f you only want to execute the action in certain fields activate field spec Enter any character in the fields concerned and start with OK If the action is to be global across all data activate Global In an address management the abbreviation str is to be replaced by street For this purpose search and replacement terms are entered as in the above illustration As the action is only to be carried out in the Street field the input mask is called with field spec and any character is entered in the Street field Stop changes to automatic fields If an automatic field user date and or time is set up it is of course also changed for changes in a larger number of records As this is not necessarily required it is easiest to take out the respective entries prior to the change in the menu item Settings field selection for automatic fields After the changes enter the respective automatic fields again SEE ALSO THE CHAPTER 18 1 2 AUTOMATIC FIELDS Note Example Tip 178 Part 3 13 2 Edit Change and delete 3 2 15 Delete several records gt If several records are to be deleted incl document select these on the list and activate the command delete and then the option delete selected records If the e
140. doc dbase Help files e drdoc form NCI archive DO NOT CHANGE Cl archive DO NOT CHANGE Communication c drdoc comm e drdoc comm Management file Archive files Now call edit client parameter and change the paths there so that they are correct from the client s view With reference to our example the paths concerned must then be changed in the following way Path for Network archive Network archive server server TWO devices ONE device 386 Part 4 24 Transforming archives Important Management file c drdoc client e drdoc client Help files n drdoc form e drdoc form Communication n drdoc komm e drdoc comm Confirm the client parameter and afterwards the archive parameter with OK If required confirm error message via the non copied file with OK Now call Settings field selection for key fields in the Letters archive and confirm with OK Now check whether you can call the archive s data still at the archive server Start any search and check whether the data can be displayed without error messages Should error messages appear check the above steps again and all path details in particular the drive names If you can view the data without problems you can now move the already existing documents You can do this for identical network and archive server but you have to do it for a separate network and archive server as the documents are currently still on the network serv
141. ds must be a deadline field File data bmp does not exist Error When transferring data document pages were also applied But the selected template does not include a variable for importing documents Procedure To import documents the template must have the variables graphics at the required position Insert manually or automatically with the key combination Ctrl Shift 0 File cannot be opened Error May occur e g after OCR with third party application if the file was not placed in the local working directory Procedure Archive the file manually Call the document new command and find the file in the directory where it was placed The directory and the file name which Dr DOC requires for automatic archiving is in the header of the new record dialogue Record locked Error A record was not closed properly and is now locked for editing Procedure Call the release record lock option in management reorganise archive Appendix Error messages 415 Dbase file dbf cannot be opened Error When importing dbasedata a file was entered that the program cannot find Procedure Check entry and correct The fields of this dbase file are incompatible with the import selection Error The message may be displayed during dbase import Procedure Check all fields of the archive and the dbase file for identical data types and field types For some earlier dbase versions the message may be a result of memo fields that
142. e 298 Part 4 Example 18 1 Settings Entry criteria As a new feature you can enter the century limit in the field selection for data types D or DB D 50 year lt 50 next century gt 50 current D 0 always current century D 100 always next century Apart from the definition option per field there is also the possibility to make definitions in archive ini AUTO DATE DEFAULT lt year gt Default for all fields which have no definition in field selection GLOBAL lt year gt overwrites all other definitions 18 112 Special features data type date and time A single line field with this data type is initially created with the data type date Via Settings field selection for data types it can subsequently be changed to XD This field can be filled automatically via automatic field D or manually via the context menu of the right mouse button and date time In this way the date and time can also be entered in fields with data type S for String e g continuous fields 18 113 Special features data type currency Entries in a currency field are automatically set to two places after the decimal point 45583 has been entered the result is 45 583 00 Special features for text retrieval and search fields are in the corresponding chapters Part 4 18 1 Settings Entry criteria 299 18 114 Special features range data types The range data types ZB
143. e 243 C Calculation Definition 306 Calculation definition 306 Calculations Deadline 299 Statistics 205 Capitals 418 CD ROM Move document 396 Search archive 389 Central directory 334 Change 176 Change management 218 289 301 Change path information 380 Cl archive 247 252 Client Installation 43 Client Server 33 Client parameter 256 Communication path 254 Convert archive 382 in local archive 388 Installation 38 New archive 217 Path information 217 251 258 Select archive 95 Server Program 73 90 212 383 start 73 System administrator 212 temporary directory 257 Term 16 Client parameter 256 COLD Import definition 368 import spool data 370 Overview 361 Set Link 367 Setup Server 363 Spool import ini file 363 View ini file 366 Commentary define 245 Term 245 Communication path 254 Complete reorganisation 392 Compression 144 Container pool C S archives 253 local archives 248 Container size C S archives 253 local archives 248 Content Type field 221 Context field term 220 Context help 88 Context menu 88 Continuous field 101 Continuous field field type 241 control txt WinWord 329 Convert CD ROM search archive 389 C S into local archive 388 local archive in C S 382 Correct 176 Create messages 293 Currency Find 157 162 Currency data type 223 Currency data type 297 Currency range data type 297 D Data exchange 347 COLD 361 Data media supported 32 data txt WinWord 329
144. e COLD documents can be displayed on screen and printed Regardless of the size high presentation quality is achieved by showing the data not as bitmap but as true type fonts The customer specific form is guaranteed by supporting all fixed true type fonts of the operating system 362 21 4 Data exchange COLD interface 214 2 Description of the components COLD archive server Automatic time controlled import of spool files from certain directories These directories and the spool files to be archived can be entered in the spoolimp ini file Document specific form template The document specific form templates must be saved as image e g BMP TIFF or JEPEG file These form templates must already contain all formatting elements e g frames company logo etc Document view To view the document the document specific form image is loaded and the data is shown Conventions for the spool files print files The file name must always remain the same The profile data is generated automatic keywords via the document specific ASCII import definition It can be controlled automatically via the file name the file extension example data 001 pay statement data 002 health insurance certificate or a header entry document or file header containing the document type Header start and end must be defined with unique control characters The spool file only contains the text the data This guarantees faithful
145. e all other Important details too But you should be aware that already archived documents remain filed in the path stated at the time of archiving If you want to make any changes please refer to chapter 23 CHANGE PATH DETAILS e Container size The container size for NCI and Cl documents can be set As soon as the preset container size has been reached Dr Doc automatically creates new containers The container in the directory structure is always created on the same level in accordance with presetting e g Didrdoc dbase NCI00 NCIO1 ANCIO2 NCIOO directory name The default setting is 600 MB The maximum size is 2GB Optionally it is possible to form a container pool with a strictly predefined container structure e Path for TD templates 248 Part 4 14 Set up archives To transfer data to other programs e g address data on a word processing letter form templates forms e g WinWord standard letter documents must be created in these programs These templates should be filed in a single directory and its content is always displayed when calling data transfer Enter this directory here e Path Name for TD archiving The archive stated here is automatically called for archiving the created document after working with the data transfer interface from within an archive Enter drive directory and name of the archive if you require this automatic archiving e Local work directory The local work directory is required to
146. e are two relevant basic types of these data management concepts gt hierarchical strictly relational systems gt object orientated systems Simple object orientated systems in the sense assumed here do not have the disadvantages of strictly relational systems regarding the complexity of data maintenance on the other hand they have no functional capacity for overcoming sectoring separation of the various fields While hierarchical strictly relational systems administer individual records in a very complicated manner they are capable of linking different archives very well this is exactly the other way round for normal object orientated systems Managing the individual record is very easy here but the simple connection between the different archives is not guaranteed What is the solution In Dr DOC object orientated technologies are linked with relational system characteristics This hybrid system meets all the described requirements of a DMS and a data warehouse system HYBRID SYSTEM Dr Doc Object oriented Relational capabilities Processing First of all Dr DOC is like other programs which manage data documents and programs at the same time and also make provisions for future needs i e is object orientated This is the only way of guaranteeing the required flexibility per se Relational or associative capabilities are also integrated in Dr DOC which help to overcome t
147. e barcode can be used as document separator for automatic archiving Batch mode e Processing files in batches Registration of NCI documents with simultaneous OCR recognition possible e Processing files in batches Multipage documents can be completely adopted Bd Expanded e mail interface Compatible with MS Outlook MS Outlook Express and Netscape Messenger Sending e mails from Dr DOC e E mail types mail MS Outlook in addition task appointment e Appendix profile data documents MS Outlook in addition link calling Dr DOC document from MS Outlook e mail Bd Automatic log in with NT log in name Length of the log in name longer than 7 characters The network log in can optionally be coordinated for all users or user specific Adaption option for existing user set Part 1 3 Installation in the standard network 51 COLD viewer e TIFF and JEPEG in addition to BMP are now also allowed as document form image templates New data type XD for date and time Field pre valuation for new entry possible Workflow Apart from the previous ad hoc workflow now renamed transfer data there is now also a complex workflow system with graphic workflow manager for controlling the document flow and for modelling workflows in companies Please find information about the comprehensive new workflow system in the separate amp instructions Part 2 53 PART 2 The following section describes how to gain an
148. e behind the program name Part 3 13 2 Edit Change and delete 181 B 2 2 2 Add annotations redlining For documents which are archived with the view app INTERNAL annotations can be added subsequently These annotations redlining can e be created in various typefaces and colors e be shown or hidden in the document view be made visible for various groups i e the visibility can be restricted for groups and all entries within a group can be viewed by anybody You determine the setting in the user manager groups right record rights redlining create print view MORE INFORMATION ON THE SUBJECT OF USER SET USER GROUPS IS IN CHAPTERS 16 2 AND 16 3 Every user should have an individual font colour to delimitate the entries of different users Chapter 14 describes how the redlining function is activated for the archive concerned OP Activate the large image view of the document you want to equip with annotations Q P Start the redline editor with the menu item document redline editor or the key combination Ctrl R The menu and the toolbar change T Redining Edit View Settings window Daan G P Select the typeface and color for your annotation with the corresponding icon or the menu items Settings typeface or Settings typecolor Place the mouse cursor at the position in the document where the annotation is to be entered and click the left mouse button When the cursor flashes you can enter the
149. e event Where is the event filed Where is the folder Fetch request folder Y Browse folder Document y Profile data CI NCI data Document In addition all previous management workflows should be checked under the aspect of Dr DOC s diverse options In many cases Dr DOC can help you to design workflows more efficiently than before Introduction What is Dr DOC 23 User action automat action by Dr Doc Select address y Start word processing yooo Enter address on letter head Write letter UM Y Start document management Y Enter recipient date etc Y Archive letter Y X Ready for next action 24 Introduction What is Dr DOC When is Dr DOC particularly efficient Dr DOC can be used as a hybrid data managent system in all work areas where electronic data is gathered The profitability is usually highest when Dr DOC is used in as many areas as possible Dr DOC helps to decrease operational costs When using or implementing a data management system the acquisition cost for software and hardware is only a small part of the total costs accrued Cost apportionment Software acquisition Introduction Access Hardware acquisition Coverage System maintenance The largest part of the overheads are accrued through the registration costs for
150. e for the field which cannot be changed after it has been defined The identification for the field 2 as it then appears on screen may be different to this database field name The field names 1 are required for some settings e g Thesaurus Therefore a field name can only be issued once The field identifiers 2 may be used more than once The context field 1 contains if the field identifiers are not being edited the name of the currently selected setting 4 e g the name of the current search template sorting etc The image field name and identifier is already in every archive by default Please do not delete this field here and do not rename it Note not all fields have to be displayed It does not matter if the image field exists for an archive without image documents The fields ContentType and Extension which are required for the document association of Dr Doc internally already exist too These fields cannot be inserted in a mask Note The above illustration already includes the fields which can be automatically created with the Dr Doc assistant when an archive is created redlining document locked modified by on at Part 4 14 Set up archives 221 Column headers are the headings of the individual setting options Click on the relevant name to activate the column and make changes in it Configuration names It is possible to save different configurations for some settings These are then a
151. e made all the necessary preparations and are ready to start with the data transfer Working in the network e For working within the network the files listed under 1 above must be available in a central directory network drive Any changes to the files are only made in this central directory To avoid errors when creating forms the data txt files and the control record file always named control txt should be copied into the local work directory prior to creating the forms IMPORTANT the path information in the macro DrDocTv must correspond to this local work directory If this is not the case re install the macro again please Changing the macro The macro which runs within WinWord to import data can of course also be changed But it must always contain the routines described in the following chapter In addition you could for example determine that the new document is printed straight away 3 3 2 Transferring data to other programs If you want to transfer data to a third party application this program must have a macro language and a standard text function To transfer data and to automatically import into the standard form create a macro This must contain the following basic steps 1 If archive ext is available in the local work directory or this file is open close and delete the file 2 Load the data txt file from the local work directory convert from ASCII into the program s format 3 Load the etter t
152. e of the image on the tab e Select the tab template in word processing as form e The data is now automatically imported into the template Part 3 13 5 Edit Data to e mail program 201 B5 Forward data to e mail program Ansicht Andern L schen Drucken Daten bergabe Exportieren Statistik Zusatzinformationen Profile data documents or links to them can be forwarded to an e mail program and sent Requests to E mail program The program must be MAPI capable oO Find gt Find the required data gt Determine options gt Go to Settings field selection for ASCII export on the menu bar and determine the fields whose content is to be transferred to the e mail gt When you receive a select list you can make another selection Then activate the record e mail command or click on the icon on the toolbar Note Step by Step 202 Part 3 13 5 Edit Data to e mail program Send E Mail x Attachment p E Mail Type 1 Profile data f Mail 7 2 Documents Task 8 3 fo tire Appointment 9 Help Cancel 1 The profile data of the selected records is sent 2 The documents linked to the selected records are sent 3 Links to the selected records are sent for several records ONE link is created and sent for each individual record The prerequisite is that the recipient works with Dr Doco from
153. e settings create tab and insert elements 2 Enter the heading for the tab here If an already existing tab is to be edited click on the tab name behind the Edit tool tab window to activate this tab 3 The way the tabs are arranged from left Number 1 the top one when calling new to right is shown here You can change the preset manually 4 6 These settings do not only apply for the tab itself but also as presetting for the elements to be inserted which can then still be changed individually 4 Click on select and set typeface typesize and further options 5 The x y coordinates determine the spacing of the fields on the tab The X coordinates represent horizontal spacing and the Y coordinates vertical spacing in pixels In addition you can determine whether the 234 Part 4 14 Set up archives Important fields are to be aligned on the grid or not 6 Here you can determine the foreground color for labels e g field identifiers comments and the background color for the tab To create a new tab name tab and define settings then confirm with New To change an existing tab click on it make changes and confirm with change When creating a new archive the first tab created has to be confirmed with change as it represents a change of the always existing Page 1 tab Further commands reset undo all settings not yet entered new definitions as well as changes and set the default values
154. e sources of errors in advance You should know the automatic fields numerical fields date fields key fields and mandatory fields of the destination archive and these should not disagree with entries in the data to be exported An error message will for example appear if you attempt to make another entry in an automatic field or if you want to apply a record without an entry in a mandatory field Part 4 21 3 Data exchange Export 359 213 2 Export in dBase format Document mr isses el Profile data without documents can be exported in DBASE format gt Enter the order in which the fields are to be exported under Settings field selection for DBASE export gt To export in DBASE format without any errors ensure that e records with fields that are longer than the default in the DBASE file are not transferred if you import into an already existing DBASE file e total length and the positions behind the decimal point are entered for number fields behind the digit for the transfer order That means a number s total length is the entire number of characters with decimal point 852 56 consists of six characters and two decimal places If the number field is to be imported third the entry in this field must be 3 6 2 The individual digits are separated by blanks e only lower and upper case letters and underscore is permitted for naming the individual fields in accordanc
155. e with DBASE conventions If other non transferrable characters e g commas etc are included replacement characters will be transferred 360 Part 4 21 3 Data exchange Export Note gt Now enter the name to be given to the file in DBASE format under Database Export dBASE The extension dbf is automatically added If the file does not yet exist a Dbase file with the same name will automatically be created Be aware that memory problems may arise when transmitting a large amount of data as data requires considerably more memory in DBASE format than in Dr DOC Part 4 21 4 Data exchange COLD interface 361 214 COLD interface 214 1 Overview e Definition COLD Computer Output to Laserdisc stands for memory saving archiving of documents with uniform form but different content Form and content are saved separately and in different format the form only once as bitmap the modifiable data in ASCII format e Scope Faithful archiving of documents from payroll accounting and goods management systems e g pay statements delivery notes invoices balance lists etc e Function overview Importing documents There are two start modes for importing documents with optional automatic keywords for quick searches applying data from the spool file into the archive s profile data Manual start of COLD archiving Automatic start through COLD archive server running in the background Presenting documents Th
156. earches considerably more efficiently and therefore requires no index trees for full text retrieval and thus no memory relating to this And finally increased data security is thus also guaranteed The documents can only be called via the archive which can additionally be secured through differentiated access rights The call or the manipulation of a document via a file manager is excluded 26 Introduction Legal status LEGAL STATUS The commercial code the code of civil procedure the fiscal code and the generally accepted accounting principles regulate the filing of all electronically archived data and the corresponding access controls The Federal Data Protection Act regulates the access controls and the maintenance of person related data even more strictly Storage in accordance with commercial and fiscal law The legislator in Germany only stipulates that every businessman is obligated to keep books The legislator does not stipulate any technology regarding the type of data storage the legislator only makes certain process requirements proper transformation proper storage proper reproduction The transfer from one medium to one of the same kind or to a different one is called transformation This transformation is in due form if the storage process is permissible the transformation is complete correct and comprehensible and if the method is defined The process must be documented and verifiable Therefore it must
157. ecognized text e g and with by I you if but and in addition punctuation marks like full stops commas etc so the profile data is not unnecessarily burdened which is especially practical for large quantities of data The other words of the text can of course also be searched as one pleases when the stop word list is used The entire text can be read as generally recommended in the archived image A standard stop word list containing frequently recurring words is supplied This list can be maintained and added to It is also possible to create further stop word lists this may be practical for use in different archives The stop word list to be used if selected is defined in the OCR module in the Settings dialogue via Edit OCR settings see below To edit or to create a stop word list go to start menu programs Dr DOC The stop word list must never be edited with a Windows Editor as it must Important be purely ASCII format 136 Part 3 11 3 New entry Documents e Dialogue OCR processing DER processing Threshold sa X Recognized Result asas 4 After OCR processing is complete the recognized field states the recognition quality in percent A warning signal will alert you if this number is below the threshold default setting 99 50 stated above In this case scanning and optical character recognition can be repeated with modified parameters You will recei
158. ed Further editing options for the new document page are the same as for the new entry If you want to attach another image activate the attach image command i e you do not have to hold Finally you apply the change with record save Part 3 13 2 Edit Change and delete 185 B 2 2 6 Manage document versions draft and releases The Dr DOC version management enables the administration of different document versions The prerequisite is that the version management is set up when creating the archive MORE INFORMATION ON THIS TOPIC IS INCLUDED IN CHAPTER MS ad 15 VERSION MANAGEMENT A document can have various statuses Draft Y free Release d locked A draft version can be transformed into a release version but not vice versa i e a release cannot be reset to draft status The basic configuration is done via the menu item Settings version management 186 Part 3 13 2 Edit Change and delete Version Management Settings RRB EERE In addition please note Only one free release is permitted per document If a release is changed it always leads to a new version i e a new record e For the option Assign new documents release status by default If the option is deactivated it means new documents have draft status If a draft is changed it does not lead to a new version one record is maintained Example A letter automatically archived after data transfer is
159. ed a double click in the small image element will call up e the large image in internal view own window e the corresponding program with the document in external view The large image or external view can also be called independent of the small image 172 Part 3 13 1 Edit View Tip Tip e with the menu item document view e the icon D e for internal view automatically when calling the record with the menu item view display large image automatically External view via third party application If the view app is another application program the third party application concerned is always called with the document Always close documents Please ensure that you always close these documents in the third party application again before returning to Dr DOC to avoid possible messages when the document is called up again The program itself does not have to be exited if it is DDE capable That way you do not need to restart the program for another document it is simply loaded into the already started program Screen setup It may be helpful to arrange various applications next to eachother on screen If you want to view several documents one after another for example which are all associated with a word processing application arrange the windows of Dr DOC and the word processing application next to eachother or underneath eachother to view the documents quicker Internal view If the document was fi
160. ed in the following way to apply to letter as well as transfer form namel name2 name3 ostreet town address bank bank sort code accno Select fields in the archive Dr DOC needs to know from which record fields the entries are to be applied into wordprocessing This can be defined by the user and can also be changed at any time a change to this selection is for example necessary if you have made changes in your control file Call Settings field selection for transferring data gt It is possible to create several configurations but it is usually better if you determine the selection for all forms together Ensure that you keep to the order of your entries in the control record The first field name of the control record must be entered as the first field etc An example of the control record Example firstname name name2 name3 street postcodetown address 332 Part 4 18 3 Settings Prepare data transfer AdreBdaten Bankverbindung Vertrieb Name 2 Vorname E Name2 Name3 Anrede Strasse PLZ Ort Note When you determine a table column for the data transfer the entries of several fields are all applied separated by a block end character Determine program for transferring data gt Call Settings Doc association in the archive Associate Applications Cl Documents Ex D Suume view amp App 1 EUCHE Zs DiDocNeu mai C C Apne Be er CC Apl C
161. ed the hypersearch recurse icon Start the search with OK After the basic search the defined hypersearch is now carried out and a result list will be displayed Part 3 12 5 Hypersearch 167 B EDIT AND EVALUATE Brief information In ste mee Statistik Zusatzinformationen Profildaten Dokument 168 Part 3 13 1 Edit View B 1 View B 11 Profile data Andern L schen Drucken Daten bergabe Statistik Zusatzinformationen The records found are displayed in the select list MORE INFORMATION ON THIS TOPIC IS INCLUDED IN CHAPTER 18 2 2 DETAILS IN THE SELECT LIST momentan in der Liste verf gbare Datens tze Gesamtzahl der gefundenen Datens tze Spalten berschrift A Auswahl Satz Nr 1 6 von 6 Vorname Andersen Consulting Frau Arztpraxis Dr Pichl Martin Herr Dr Pichl Berger Helmut Herr Berger Franke amp Partner Herr Franke Herr Eschmann Werner Herr Pfaff Institut fiir Ornitologie Pfaff Profildaten Byte 4055 Dokumentdaten Byte D Gr e der markierten Profil und Dokumentdaten in Byte Wird nur am Archivserver bzw Einzelplatz nicht am Client angezeigt z B zur berpr fung f r den Export Part 3 13 1 Edit View 169 The view functions within the select list A Seil 1 Enables and disables the buttons shown below 2 Turns the select list into an independent window 3 Close
162. edit archive parameter menu by selecting the option delete form after entering new record e f this option is not selected all entries in all fields are maintained after saving and can be used for the following record With overwrite or delete the new profile data is changed accordingly e f this option is selected all entries in all fields will be deleted when saving This option is recommended if the profile data records to be entered are very different or if there is some danger that certain entries from the previous record will be accepted by mistake and without being questioned e g entries on hidden tabs If you nevertheless want to maintain individual field entries enter any character in the fields concerned under the menu item Settings maintain field selection for field entry You will see an example on the next page Part 3 11 2 New entry profile data 107 1st record Name11XYZ Name2iDept Advert FAO Mrs Miller Street Flow Str 3 Town New Town 2nd record Name1 XYZ Name1 XYZ Name2 Name2 Purchasing FAO FAO Mr Hobbs Street Flow Str 3 Street Flow Str 3 Town New Town Town New Town Before gt After Editing MORE INFORMATION ON THIS TOPIC IS INCLUDED IN CHAPTER NS a 18 1 7 MAINTAIN FIELD ENTRIES ON ENTERING NEW RECORD 108 Part 3 Example Note 11 2 New entry profile data gt Import ASCII ANSI data ASCI
163. elect 2 3 4 Issue field names corresponds to 1 above Select field type explanations of the individual field types see chapter 8 3 2 SCREEN SETUP USER INTERFACE and chapter 14 6 1 to 14 6 6 3 Select data type depending on field type N Important Field types cannot be changed subsequently data types and other identifiers can be changed 4 Select other identification only possible for single line and table fields Subject to data type various selections are available Data type Possible other Explanation Part 4 14 Set up archives 223 identifiers Text field automatic field user when saving automatic entry of the current user automatic field owner when active record specific access right automatic entry of the current owner automatic field import for file archiving when saving automatic entry of the file original file name for the file archived in this record Numeric Range numeric range values within this range can be searched Number generator automatic counting of records Date Range Date range Dates within this range can be searched Automatic field when saving automatic entry of the current date Time Automatic field when saving automatic entry of the current time Currency Range Currency range values within this range can be searched Outline Format enter the format of the outline per data type abbreviation required for correct sorting S
164. election Number of radio only for field type button several option buttons can be buttons created only one of the stated buttons can be activated at one time The names of the individual buttons are stated separated by commas under Database field e g free locked DETAILED INFORMATION AND EXAMPLES OF TYPES AND IDENTIFICATIONS S 18 SETTINGS gt Leave the definition with OK and call the New command again for the next new field Define settings for the fields gt Enter field identifier corresponds to 2 above if it is not be identical to the field name gt Define the basic settings for each column as far as already known These settings can be supplemented or changed at any time see chapters 18 1 and 18 2 A new archive always already contains the database field image With this field Note archived image documents can be shown as so called small image on a tab for preview purposes Please do not delete or rename this field Issue unique field names Tip 224 Part 4 14 Set up archives Note A field name can only be issued once because if you want to use the new archive together with other archives e g as Thesaurus or for Thesaurus adoption for additional info etc many definitions are only determined via the field names and unique allocations would otherwise not be possible Field identifiers however can have the same names e g you create the field names created on and modified on
165. en define the settings MORE INFORMATION ON THE PUBLIC USER IS INCLUDED IN CHAPTER 16 USER SET Part 4 18 1 Settings Entry criteria 311 18 18 Field default User specific field defaults can be defined under Settings field selection for field default This setting must be defined once for every user separately 18 19 Data transfer archiving You have the option of automatically transferring certain field entries from an archive e g the company name from an address into the associated archive for archiving the text after the data transfer e g to word processing gt Call Settings field selection for data transfer archiving or activate the data transfer archiving column in database settings Enter the field name of the archive into which the data is to be imported in the field from which the data is to be applied The name of the archive is not stated here the archive which was stated in the archive parameters as automatic archiving after TD will be called up MORE INFORMATION ON THE TOPICE IS INCLUDED IN CHAPTER amp 14 7 EDIT ARCHIVE PARAMETERS Part 4 18 2 Settings Output criteria 313 18 2 Determine change output criteria The following criteria can be determined for the data output e Search templates Details in select lists e Column headings e Sorting e Selection for printing tables e Output duplication check e Hypersearch configurations The settings for search te
166. ent is active again Or More detailled information on the act abbreviated WHG is required The cursor is placed in the act field and the additional info is started Now the act management with the corresponding record is called Part 4 209 PART 4 System Administration and Management This part includes information for the system administrator Part 4 Preliminary remark 211 PRELIMINARY REMARK We recommend you determine a system administrator for Dr DOC who deals with the setup and the basic management of archives This recommendation applies to the single user version if several users work at one workstation and in particular for standard net and client server net use This 4th part contains information about functions for the system administrator and supervisor which are not required in daily work with Dr Doc You will find out how to st set up and manage an archive e c register users e set up and manage a user set e create a Thesaurus e c link archives relationally additional info e gt set up and maintain application specific help e c import and export data e c secure the data stock 212 Part 4 Notes for the C S system administrator PRINCIPAL NOTES FOR THE CLIENT SERVER SYSTEM ADMINISTRATOR If you work with a client server system please observe the respective notes if C S workflows are somewhat different and the additional special tips e It is necessary to additionally run the
167. er Call all records for this purpose On the select list activate the Export command and within it the Move NCI documents option Enter the new path and start moving the documents with OK The path for moving the documents must not be identical to the path for archive files i e not dbase but e g docu Part 4 24 Transforming archives 387 The NCI and Cl documents should definitely not remain on the network server where Note they currently are if network and archive server are separate The archive server is used for this by default Activate the Export command again and then the Move Cl documents option You can put the Cl documents on the same path as the NCI documents 10 Now call management edit archive parameter again to change the path for the document archives This change must be executed if network and archive server are two devices Path for Network archive server Network archive server ONE device TWO devices NCI archive c drdoc docu c drdoc docu Cl archive c drdoc docu c drdoc docu 11 Then exit Dr DOC After you have started the server program at the archive server carry on working at the client again 12 Now call the Letters archive via archive open archive N DRDOOC CLIENT LETTERS DA Afterwards enter it via management user manager into the user set A user set is required in C S mode If you did not have any users set up in the local archive you will never
168. er location for every magazine Via the Thesaurus command these entries will be applied into the destination archive the reference archive in this case Receipt of invoice All incoming invoices are scanned into an incoming invoice archive The name of the person rendering the invoice is not entered manually but applied from an address archive containing the complete address and other data of the supplier This also guarantees that the name is always spelt identically The basic prerequisite for this is that e another archive exists which is used as Thesaurus e alinkto a certain field of the Thesaurus is entered e you select the field and entries of the Thesaurus to be applied Part 4 19 Create Thesaurus 339 Connect Thesaurus Go to the dialog for connecting the Thesaurus with the current archive in the current archive via Settings Thesaurus Thesaurus Definition Empfaenger CAPROGRAMMESDRD QCSDEMO SADRES4 2 Aere 6 7 Empfaenger Name Empfaenger Name puu i feusucsosn 2 LJ 344 6 7 Shows the field names of the current archive Select the field in which the Thesaurus is to be linked i e the Thesaurus will be launched from this field from the list Select the archive to be linked with this field Search fields Connect the selected Thesaurus field is shown as standard as the first archive field In addition further fields can be connected AND connection Arch
169. er checked at the beginning of the counter checking process can be started with one of the following three search types Search type 2 is recommended as standard configuration Search Name of the search Explanation type type Find with search rule Name of the search rule is to be stated in search rule parameter The search rule field search template must be defined in the branch archive 378 Part 4 22 ISDN data counter check Find with date Find the records which were newly generated or changed since the last counter check from till search in the date search field state database field name in parameter date field 3 Find with search rule and Combination of search type 1 and 2 date combined PT_COUNTERCHECK Number n number of branch archives to be counter checked Start time 02 01 Start time of the counter check Start day 29 09 1998 Start day of the data counter check program Interval 1 time increment in days for data counter check program Search type 1 find with search rule Search type 2 find with date Search type 3 find with search rule and date combined 1 Connection PCNAME release p release name branches Comm Drive Source archive q archive client archive1 call path source archive branch archive Destination archive p archive comm server archive2 call path destination archive central office Search rule TEST 1 if search type 1 or 3 search
170. er data e mail print import and export in ASCII ANSI format copy delete replace per missions owner Document New view export attach discard image redlining editor print export delete zoom rotate 90 180 270 large image back next 82 Part 2 8 2 Working with an archive Settings Document source setting e g file OCR scanner third party application etc and the program association of archived documents Version management Batch mode for file or archiving of paper submissions in addition auto matic archiving video view compression print setup Select mask field selections for search templates selection list column titles sorting print tables preserve field entries new entry output duplica tion check data transfer archiving ASCII import export d BASE im port export data types automatic fields mandatory fields key fields input duplication checks field selection table Formula for statistics automatic calculations etc Hypersearch definition template search Thesaurus and additional information definition calculation definition Workflow Management Edit archive parameter Setup archive all archive forms and field definitions reorganise archive unset delete New numbergenerator Copy archive structure archive rights user information user manager Window Arrange overlay Help Index topics context select help about Dr DOC 8 3 2 Screen setup user interface When an archi
171. ery workstation The installation for the default network operation is always done from one workstation Carry out the following action 1 Place the Dr DOC diskette labelled Disk1 or the Dr DOC CD into the corresponding drive 2 Start your operating system select the CD or disk drive in Explorer and double click on the setup exe file OR Start your operating system select the START button in Explorer call Execute and enter the following in the Execute window drive setup drive stands for the name of your drive e g a 3 Follow the detailed installation instructions and answer the queries according to your requirements Also take a look at the enclosed supplementary installation notes amp 48 Part 1 Changes from earlier versions Note UPDATE INFORMATION If you have already worked with Dr DOC 4 x the existing data fields and forms will be adopted A reorganisation is carried out after a corresponding message to adapt the data If required follow the enclosed separate update information Part 1 3 Installation in the standard network 49 CHANGES FROM EARLIER VERSIONS If you have already worked with previous versions the following will give you an overview about important new additions and changes But even if you have never worked with Dr DOC before this information may be interesting as an initial insight WIN sockets C S communication e Based on Internet standa
172. esult edit OCR text e If the result is not satisfactory at all discard select edit in the Settings dialogue and make adjustments in OCR setting or Scanner setup e g resolution brightness contrast etc and Start again v Scan more pages With Start the previous page is automatically archived and processing of the new page is started Enter profile data and save 130 Part 3 11 3 New entry Documents Tip Advance planning facilitates the task As for all types of document archiving it is surely also most effective for OCR processing to process templates of the same kind one after another in one operation and then to proceed to the next batch of similar templates As a first step arrange the templates to be scanned according to quality brightness of the background and the font etc size of the template and other criteria which varies from case to case It may also be practical to sort the templates by content It is also possible to presort according to template type for automatic feed or the flatbed of the scanner e g thin copies of delivery notes or newspaper cuttings are sometimes not suitable for the automatic feed ADF of the scanner 113 22 Preset Define some basic settings prior to entering a new record These details which are defined within the Settings menu on the main menu can be changed at any time even whilst entering the new record The follow
173. ficer but e g noted in a comment In any case each record contains both terms Brown and New Town Entry in search fields In the project field New Town In the officer field Brown Only the records which have the relevant entries in both fields will be found e Question What has Mr Brown worked on Entry in text retrieval find in profile data Brown will also find the records showing Mr Brown not as the officer but e g noted in a comment or data from various projects Entry in search fields In the officer field Brown will only find the records which explicitly state Mr Brown as officer in the field concerned e Question What has Mr Brown worked on and what is available regarding project New Town i e you are looking for Brown or New Town Entry in text retrieval find in profile data BrownINew Town will also find the records containing Brown or New Town e g in the comment Entry in search fields In the project field New Town At first you will find all records regarding project New Town with various officers Do you now want to differenciate further e g and which of this data has Mr Brown edited then you select search fields again on the main menu and enter Brown in the officer field The selection list for the project New Town is then searched again and a new selection list with all records which Mr Brown has worked on with regards to project New Town will be displayed The reverse case is of course also
174. field for the file name automatic field the rest of the entries project title etc is identical everywhere Image files with view archive internally Archive image files e g TIFF BMP with the view app Internal even if you may want to continue editing these later This link has several advantages e When viewing the archived documents you have quicker access via this internal Viewer as a third party application is not started e Varied compression options are available e For further processing and new archiving set the view app on the corresponding program and activate the document view command to load the document or the document page into the third party application The program uses the associations for the original document when rearchiving the edited documents i e the new document is also associated with the internal view as standard Browse images containing text Cl documents can be browsed directly with text retrieval i e you do not have to enter any further keywords or contents This relates to text documents e g word processing spreadsheet etc as well as e g drawings of certain programs provided these include text A prerequisite is that the original program works in a vector orientated manner in contrast to raster orientated programs It is a prerequiste within Dr DOC that the corresponding program is entered in the CI documents column and selected as association Automatic archiving after d
175. firm that you agree with the software license agreement with OK 7a For a N2 version the two keys will now be queried enter these without blanks and confirm with ok for better legibility we supply the keys with a blank after every third character 7b Select the type of installation Select which task the computer to be installed is intended to have Whether itis used as Client or as Archive server 21 Installation Archive Server 7b Select the Archive Server item and confirm with ok 8 Select destination directory The path for the destination directory where Dr DOC will be installed is defined here We recommend the path C drdoc 9 Selecting the software components Select the software components you want to install in this dialogue Part 1 2 Installation Client Server 41 Select software components xl Please select the necessary or required software components for the installation type Disk space required 85426 k IV Dr DOC system files cwoiDOCWYSTEMV VW Winword data transfer CAProgramme Microsoft Office Ofic Compound functions for Winword Iv Help EippochHurev v Sample archives cwDDOCWEMOY IV Powerpoint slide show CNDIDOCWPRAESENTV Scanner support cava 1 Dr DOC system files Program and system files of Dr DOC This item must be clicked to install Dr DOC 2 WinWord data transfer Deacti
176. for setting up new archives Neues Archiv anlegen ES Men punkt Archiv Neu Men punkt Organisation Archiv einrichten Datenbankfelder definieren Datenbankeinstellungen Men punkt Organisation Archiv einrichten Masken Schaltflache Neu einf gen Masken erstellen Men punkt Organisation Archiv einrichten Masken Schaltfl che Bearbeiten Karteikarte Schaltfl che Neu Karteikarten f r Masken definieren Men punkt Organisation Archiv einrichten Elemente auf Karteikarten einf gen Ed Masken Schaltfl che Bearbeiten Elemente einf gen Schaltfl che Einf gen Pfade etc festlegen Men punkt Organisation Archivparameter editieren Archiv in Benutzerverw eintragen und Benutzerrechte bestimmen Men punkt Organisation Benutzermanager Men punkte Einstellungen Feldauswahl f r Evil weitere Einstellungen bzw Einstellungen Feldauswahl Tabelle 216 Part 4 14 Set up archives Al Create new archive Call archive new to create a new archive The Dr Doc assistant already offers basic settings DrDoc Wizard 1 Archive name EADrDoc adiess Browse Archive Options 2 Client server mode 3 Workflow 4 Bedining 5 Recerd specific permissions 6 Change management Y o Yersion management 8 Track changes 9 Access log Heb _ Cams 1 Enter the directory and the name for the new archive here You can also cl
177. from your letter To view the record and the document follow the steps described above Finally Part 2 5 Quick approach Simple workflows 65 You have now met some of the basic principles of Dr DOC The respective chapters of the manual describe in detail the procedures for individual workflows and include examples 66 Part 2 6 Prerequisites Basics 6 PREREQUISITES FOR WORKING WITH DR DOC Before you work with Dr DOC you should familiarise yourself with the basic Windows operating sequences Knowledge of how to use the individually different programs from which documents are intended to be archived is mostly assumed The basic work flows for Winword are explained with examples e g for transferring data to word processing If you are not yet familiar with Windows the following chapter will provide a brief introduction of the most important basic elements Part 2 7 Brief instructions for operating in Windows 67 7 BRIEF INSTRUCTIONS OPERATING IN WINDOWS This chapter describes the basic elements for operating in Windows You can find more information on working with Windows in the Windows user guide Window A window may look like this PECES B i mand ce ZA Icon button Indicates an over lapping menu Button clo Icon c System menu field 68 Part 2 7 Brief instructions for operating in Windows The commands of the system menu en
178. g you click on T here Vorgang kyou obtain a list of file indicators to be taken over Eigenes AZ m from the file plan Nr EEE Vorgang Titel f Ex Eingang Enter further data as required and then save the record with the save button 1 Redisplay change and save record with document again When you exit the new entry you can retrieve the record again To do this call d text retrieval Enter any partial term of your record s profile data The following association characters are available amp for and l for or for logical delimitation Do not allow any blanks between keywords and association characters Start searching with OK The record can now be viewed again Click on the Text tab The name of the program where the document was created and where it can be viewed appears in the window for the document If you click on this document window the corre sponding program will be started and the document will be displayed The document can now be changed If the document was modified save and close it When you return to the Dr Doc screen you will be asked whether you want to save the modified document Confirm with yes to also save the changes in Dr Doc This is only one example for archiving any type of document The document management is associated with the address management to automatically archive letters WinWord documents can be created from within address management The
179. g a new entry or changing an entry The automatic fields date and time contain the respective current data of the computer Log all changes Change management Tip If you want to log all changes to a record i e as soon as Save is activated set up a table and enter the automatic field identifications concerned A new line is then automatically created after each change showing the last modified data 302 Part 4 Example Step by step 18 1 Settings Entry criteria 18 122 Special features Conditional automatic fields Conditional automatic fields are only filled if other fields have an entry The names of the database fields are enclosed by and separated with blanks B field1 field2 The automatic field user is only entered if there is an entry in field1 AND field2 18 12 3 Special features automatic field Number generator A number generator issues an individual number to each new record the numbers of any deleted records are not re issued P Create gt Call Settings field selection for automatic fields Enter N in the required field and confirm with OK Any records entered from now will be numbered gt If records already exist and you want to number them Call Management number generator new Any existing records will be issued with a number in the field selected with N Any existing entries in these fields will be overwritten If a number generator is created subsequently the clie
180. h DrDOC call via the menu bar Settings document association Please replace any existing item WINWORD DOC DrDocTv DrDoc Openfile s DrDocNew with WINWORD DOC DrDocTv main DrDoc WEITERSUCHE s DrDocNe w main Confirm this note with ok and check after exiting the installation The installation will now be executed 11 Install program symbols Select whether you want to add the Dr DOC program symbol to the start menu If you are working with MS Office 97 or later versions the installation is now completed The Winword macros are installed with the template file drdoc dot In older versions the macros are installed as follows 12 Winword macros installation e Word processing macro Determine whether the Winword macros for transferring data are to be installed now e f you have answered the question with Yes Winword will be automatically started and the document drdocmak doc will be opened If you receive a Word query asking whether the document should be opened without macros be sure to select No Part 1 1 Installation single user version 37 e The window Transfer data macro Dr DOC contains some basic information on transferring data e Set path details The local working directory is c drdoc tmp as standard We recommend that it is adopted e When the installation of macros is completed please ensure you close the Winword program again to complete the Dr DOC i
181. h documents into another archive e The export of profile data in Dbase format e The import of spool files via COLD interface INFORMATION ON IMPORTING DOCUMENTS OF ALL TYPES IS INCLUDED IN CHAPTER amp 11 3 ARCHIVE DOCUMENTS INFORMATION ON EXPORTING INDIVIDUAL DOCUMENTS IS INCLUDED IN CHAPTER amp a 13 6 1 EXPORTING DOCUMENTS AS FILE Other format Tip If your import file is in another format you can nevertheless import it Such a data file can usually either be converted in ASCII ANSI or Dbase format this converted file is then imported The same also applies to the export export the data in ASCII or Dbase format and then import it to the other system in a second step 348 Part4 21 1 Data exchange Data format DR DOC 211 Preliminary remark data format in DR DOC For importing and exporting within Dr DOC you need data as separator information from Dr DOC only the details for fields and records are required The following separators are also used in the profile data within Dr DOC Separator ASCII value Field 9 Record 14 Paragraph withina 13 10 continuous field Table line 1 Paragraph mark 32 11 Document separator 10 212 212 1 Import Part 4 21 2 Data exchange Import 349 Importing ASCII ANSI file or from another archive ipu qup J Import Export Dbase Import ASCII ANSI allows you to e import externally created ASCII data record files
182. h is not set up in the current user set e f you cannot solve the problem the system administrator can read the authorised correct entries in the user manager except the password gt When the menu item Archive user login is called the following dialogue appears User Login Login Information You are lagged an as in user set DRDOL Vervaltung Demoarchive tg on Using a Different Name Log Ott Change Passwere 2 s Additional Login 3 6 Log off Ewerwhere Ok 7 1 Display current user cannot be changed Change password for current user Enter the new password twice with confirmation The current user is logged off a new user is not logged on Log off current user and log on new user with name and password Log on current or other user in a user set to be selected Log off curent user in all user sets Exit user login changes will be applied m POG o Part 3 9 Select archive 95 MORE INFORMATION ON THIS TOPIC IS INCLUDED IN CHAPTER MS m 16 USER SET 10 SELECT FORM AND ARCHIVE 10 1 Select archive If you call an archive or if you want to change to another archive activate the a menu item Archive select When you call an archive you do not need to know a the drive or the directory where certain archives are stored once this entry has been made once This makes it considerable easier particularly for C S applications When the menu item Archive select is called a sele
183. h the archive and if you have the relevant archive rights By activating field 8 lock access automatically can also be operated 184 Part 3 11 3 New entry Documents Note 113 2 3 The functions of the OCR dialogue nter New Image Data Images Transferred O Scanner interface Twain Ema Str om L Zi Seu ABE fe s Saini Jui Ld Ee Ep Cac list Jo Ber code recoonucts This column allows you to define the process to be executed e OCR processing bar code recognition Select OCR processing and or bar code recognition if required If this these option s are activated they will be executed immediately after scanning provided the relevant frame have been defined If a relevant frame has not been defined yet this can be done subsequently see below Further options for OCR processing are selected in the OCR module in the Settings dialogue edit OCR settings see below The bar code can be used as document separator for batch processing see batch processing The following codes are currently supported as bar codes Check code 39 check interleaved 25 code 128 code 39 EAN 13 EAN 8 and interleaved 25 If the bar code cannot be recognized a message is issued In this case it is often enough to increase the bar code frame a little Part 3 11 3 New entry Documents 135 Stop word list A stop word list filters frequently occuring words which are not search words out of the r
184. hat means Total length of a number is the entire number of characters with decimal point and positions after the comma 852 56 e g has the character number 6 There are 2 positions after the comma in the previous example If the number field is to be transferred as the third item in the sequence the entry in this field must be 3 6 2 The individual numbers are separated by blanks Linking rule Please follow the detailled instructions for linking rules of hypersearch definitions in chapter 12 5 DEFINE HYPERSEARCH 228 Part 4 14 Set up archives Data types Enter S for string letters digits U for string letters digits for workflow Z for digit NR for numeric range D for date DR for date range C for currency CR for currency range O for outline F for deadline XD for date time boolean for button on activated 1 or off blank 0 Automatic fields Apart from determining basic data types for the database fields there is also the possibility to have the program make automatic entries in selected fields The following are available for user name for current date for current time for file name a 140 8 for number generator NV for changeable number generator V for adopting an entry from another field Mandatory fields If a field always has to have an entry this can be defined by entering any character in the fields concerned under mandatory fields A record can only
185. he Lagerverwaltung Atchive Select menu item Pressearchiv If you are already in an archive the following menus are also available Schriftgutverwaltung Edit Open thesaurus and Get additional info VIEW Show Hide Toolbar Show Hide Status Bar Settings for Thumbnail and Full size View DATABASE New ent for creating new records and archiving files and scanned documents search fields with or without a template global search and retrieval fulltext search and retrieval combined global and full text search and retrieval ASCII import and DBASE import and export Information on the current archive Change Part 2 8 2 Working with an archive 91 With the OK command you will return to the selected menu item gt Keyword directory Via the menu item Help Index you will arrive at a keyword directory from which you can select a certain key term Select the required keyword and activate the command View to obtain detailled information about this term Exit the menu item with the command OK Topic directory The menu item Help Topics shows various program topics When you select a topic a keyword overview of this specific subject area allowing you to make another selection with the View command is provided With the command OK you can exit the menu item Archive specific help ADVICE Special help can be set up for every archive for standard texts to be added to and changed as desired E g
186. he default setting field 9 record 14 applies to importing Dr DOC archives The following separators are also often used Part 4 21 2 Data exchange Import 353 ASCII Code ASCII Code 8 To archive spool files select this option If the spool import is defined externally also select the option and enter the corresponding ini file MORE INFORMATION ON IMPORTING SPOOL DATA A 21 4 COLD interface gt The import is started with the OK command The file customer dat with customer addresses is to be imported as profile data In Example addition there is a file called customers asc with invoices to these customers The address file and the invoice file are structured identically regarding the order the first invoices are associated with the first address etc 354 Part 4 21 2 Data exchange Import Source File Source file name Pfaff archive is source Spool file is source Identical source and target format M Etema definition for spool import m source includes fieldnames em Define Separator Character F3 S Field separator Record separator Document separator Paragraph mark EE 47 jis 1310 Duplicates Discard Document file type Il les m Help Cancel An editor is entered as document association In this way every address is applied into the archive with the associated invoices as one
187. he entry is to be applied The destination field automatic field is only filled automatically if it does not contain another entry Special feature in table columns as automatic field V a new line is created if an entry does already exist If the destination field is always to be filled automatically and any existing entry is to be overwritten identify the field as VU field name Part 4 18 1 Settings Entry criteria 305 Instead of field name enter the name of the field from which the entry is to be applied In a document management the document s author is always to be entered for new Example documents as the first reproduction as standard For this purpose the field reproduce is defined as an automatic field with the entry V Author When a new entry is made the reproduce field will be filled with the entry of the author field on saving 18 13 Calculation definition Fields which carry out a calculation with entries of other fields and automatically enter the result can be defined The calculation is carried out automatically when making a new entry as soon as Save is activated Call Settings calculation definition Calculation Field Definition C When saying C When searching Delete Help f 1 The program automatically numbers an archive s calculation definitions 2 Select the field for entering the result from the list box A date field can only be used as a res
188. he problem of sectoring with a hyperlink In addition the user also has the advantage of not having to work strictly hierarchically due to the link of object orientated work and relational capabilities 22 Introduction What is Dr DOC That is very advantageous in particularly for the user when carrying out searches quer for possible hierarchies as the search query can be formulated much easier and the search generally also proceeds considerably faster The third component ist the so called workflow capability under which it is intended to assume workflow editing in the widest sense in this case Based on these characteristics it is possible to work with Dr DOC in an object related or a project related manner How does the management change when Dr DOC is used Dr DOC can ensure a logical comprehensive workflow This should of course ultimately also be implemented organisationally e g by keeping a document as far as is permitted by law only in electronic format on the system When a document is required again the executive officer can make a purely project and subject related query without having to deal with the location of the file the program with which it has to be called or the folder in which the concerning information can be found Question What was agreed with XYZ regarding 1 With Dr Doc Without Dr Doc Find company XYZ and subject L When was th
189. he profile data and document text options will find one term or a logic link of several terms across all archives only in profile data or documents gt The defined link option finds a term and one or several related terms in one or several archives in a different way Enter a name for the definition and then select edit The input form of the selected archive will be shown Now enter the search rule in a defined field That means the term which is displayed by the record found in this field will be used for the next search You determine the way this next search is carried out according to the following pattern Path archive name search type identical or non identical entry Path archive name the path and the name of the archive in which the next search with the field entry found here is to be carried out Search type Profile data text or field search For profile data text search enter G for field search enter F and behind it the name of the field to be searched e g Fsurname Ensure that there is no blank or other character between F and the field name Identical or non identical entry The entry found in this definition field is used for the next search Here you enter whether the same entry or anything but this entry is to be found in this next search The input for identical entry is 324 Teil 4 18 2 Settings Output criteria for non identical entry There must be no blank between the two
190. hen the delete documents option In addition individual pages can also be deleted for documents with internal view gt Call the document with document display and activate the large image view gt The current page will be deleted with the command document large image delete 13 2 2 4 Rearchive documents subsequently A document can also be attached subsequently in records which so far had no document gt Call the record where a document is to be added gt Any further action is corresponding to the process described in chapter 11 3 ARCHIVE DOCUMENTS B 2 2 5 Extend existing documents for view app internal gt Check the document source using Settings Doc Source on the main menu You can attach an existing image file with the file option scan a new image and attach with the option OCR scanner create a new file in a NCI program and attach with the option third party application 184 Part 3 Ei 13 2 Edit Change and delete Confirm the selection with OK Afterwards check the settings in Settings Doc Association Any program from the NCI column can be selected as source app Image file internal is automatically taken as view app for attaching If you have not done so yet Call the record where the document is to be extended Activate the command document attach image Subject to the Doc Source activated a file can be selected or created or a template can be scann
191. her paths have to be stated for a separate archive and network server this will also be dealt with at the corresponding positions The example is based on the following prerequisites There is a C S system where Dr DOC is set up on the archive server in the directory CADRDOC A client s local drive has an archive with the name Letters in the directory D TEST This archive is to be available to all clients as C S archive in the future If network and archive server are one device the corresponding archive server drive is the NX drive from the client s view from the server s view it is the C drive If network and archive server are two devices the network server drive from the client s view is contacted via EA the archive server is contacted via C 384 Part 4 24 Transforming archives At first you are working at the client points 1 4 1 You open the Letter archive and call all records e g by entering ina field with an entry in every record The records of this select list is completely exported into the drive or directory which also contains the other archives at the server In our example it is called Network and archive server one device N DRDOC COMM SERVER LETTERS DAT Network and archive server are two devices E DRDOC COMM SERVER LETTERS DAT The following options have to be selected for the export e Dr DOC archive is the destination identical source and target format export document
192. hich is linked relationally Example The artists biographies in a picture collection are filed separately in their own archive and not with each picture Or The entire recipients address data of an invoice output archive is not saved with each invoice but uniquely in an address archive gt Sorting Determine the order of the data fields Decide which fields are combined on a tab by subject and which fields are for example defined as continuous text or as table If necessary plan further fields for e User registration fields for created on created by tables fields for modified on modified by e Definition of the access right to a record with document one field e Number generator one field e File name if the original file name is to be entered automatically when archiving files one field e Due date calculation one field for output date one field for the due date and one field for result date e OCR edited text especially when using the OCR module one continuous field 214 Part 4 Set up and manage archives e Check box This field only offers the options on selected or off not selected for data entry gt More questions Should one or several Thesaurus be created e g as hierarchical Thesaurus for checking the consistency of an entry etc What is the best field to link the Thesaurus to Part 4 14 Set up archives 215 rR 4 SETUP ARCHIVE Brief information Procedure
193. iar program environment During the archiving process the documents are given a note program app indicating with which program they are associated When the document is called again it is automatically opened in the associated program and can be edited immediately without the user having to know the path or program name PHILOSOPHY OF Dr DOC With Dr DOC a revolutionary document management concept has been realised The following describes the basic ideas on which the development of Dr DOC is based 20 Introduction What is Dr DOC What is the actual situation In the individual operational fields many varied types of data are accrued ranging from personnel data to written documents and all kinds of supporting documents which have to be recorded A wide variety of programs are then used to log and or to process this data ranging from wage and salary programs to wordprocessing and invoicing or bookkeeping programs In addition there is progressive decentralisation in the area of data processing The decentralisation does not reduce the overwhelming quantity of data but with continual acceleration moves it over to the user As a result the user is increasingly confronted with the management of data s he produced Where is the problem An individual file or a handful of files can surely still be managed by data processing without any additional assistance But as soon as the papers leaving the company are archived on disks an
194. ich s he has access permission for the manager 264 Part 4 16 User set 16 2 Brief instructions user set Procedure 1 Create user groups enter users into user groups and enter archives 2 Assign user groups the following properties a Archives b Rights archive record field and form gt 1 Create user enter user groups and archives Click on Group overview register in the left column of the user manager Call up the context menu with the right mouse button or use icons Adynnean Infnumatinn Dno ripr ee m User 9 User Groupe Beno EGU ema Ts mE Part 4 16 User set 265 Enter new user The following dialogue will appear when a new user is created if the steps described above are followed and if you click on new user on the context menu The login name may have more than 7 characters If the Automatic login with network login name option is activated the user does not have to separately log onto Dr Doc when Dr Doc is started If the network login name is different to the Dr Doc login name this can be controlled by deactivating the Identical login names field and entering the network login name into the field to adapt existing user sets Automatic login with network login name is optional for all users or can be activated user specific Management user manager and then User set properties Demo new user xj Login name Full name Comment
195. ick on the browse command to display the file selection dialogue a Suchen in 4 bibnc za cl Demo Hilfe Bu System ITmp Yorlagen c m Dateiname Ok Dateityp da Abbrechen 2 9 Part 4 14 Set up archives 217 a Shows the current directory If you do not want to create the new archive in this directory select your required directory b The file type shown here must not be changed c Enter the name for the new archive here Select the required settings Client Server Mode Select for client server archives Do not forget that C S applications can only be set up at the archive server to obtain correct path details If archive and network server are separate the archive must first be created on the network server in the subdirectory COMM SERVER drive name from the client s view For C S archives several subdirectories are set up on the path stated C S applications are then called at the archive server from the subdirectory comm server on the path stated at the client Only archives which were assigned in the active user set can be selected here via archive select If a user set is not yet active it is possible to log on via archive user set additional login BASIC INFORMATION ABOUT SEPARATING ARCHIVE AND NETWORK SERVER 2 INSTALLATION CLIENT SERVER Workflow Select if you want to use the workflow manager Redlining Every user can add annotations as redlining to N
196. identifier for field rights or create a new identifier and allocate it to the corresponding fields Afterwards select the rights tab in the user manager s middle column Select the field rights button and the identifier used in identifier for field rights Determine the rights in field rights under permitted gt Don t forget to save your settings Part 4 17 Access rights 289 17 6 Log changes gt Log current user User date and time can be logged as soon as the record is saved If only the last change is to be entered the required fields must be created as single line fields with the corresponding option see above If all changes are to remain registered the fields must not be single line but should be created as table fields and combined in a table on the mask This change management with the corresponding fields can be directly selected for new archives in the Dr Doc assistant DrDoc Wizard x Archive name E Pragramme DrDOC Dem f Browse r Archive Options T Client server mode T Workflow Redlining Recard specific permissions Change management Version management Track changes Access log OK Help Cancel Example en gm we ner menersor 10 09 1997 1423 30 09 1997 15 48 gt Log text changes To log changes of profile data a change log must be created The change log function is activated e either when creati
197. ield field type 240 Single text 197 Single user 33 Installation 34 Small image 171 172 Small letters 418 Sorting 317 Field selection 151 Spellings used in the manual 15 Split small image 244 Spool data 370 Spool import ini file 363 Standard letter 197 Standard network 33 Start program 73 Statistics 205 Formula 205 print 206 Stop word list 133 146 String data type 297 System administrator 211 System date Search field 160 T Tab 101 print 192 Term 16 428 Index Table 101 Find 162 in data transfer 332 in print tables 320 Table field type 242 Tables Heading 316 on select list 316 Select list 151 Tabs create 233 Technical specifications 31 Template source 138 Temporary directory 257 Text field data type 223 Text retrieval 124 150 154 Text template 412 create 333 Thesaurus 102 338 415 automatic check 103 340 apply automatically 103 340 apply manually 340 connect 339 create 338 Definition 338 delete link 341 Find with 162 Term 16 Thesaurus Term 409 Thesaurus definition 415 Third party application 122 Threshold recognition 143 Thumb nail 244 Time automatic field 301 Time data type 223 Track changes 219 249 255 282 289 Tree view Configuration 81 View 80 81 U Uninstall 402 User allocate archive 280 automatic login 276 change 275 C S Info 277 DRDOC 261 new 272 PUBLIC 261 Rights 281 User automatic field 301 User data type 297 User login
198. ields so called continuous fields for continuous text d i memo field and tables e g for a distributor Tab On screen the fields are arranged in tabs Mask The grouping of fields and tabs on the screen Profile data Descriptive part of a record for entering mostly ordering features for example reference subject person responsible etc for easy retrieval of the document Thesaurus dictionary of possible entries in the profile data fields Introduction 17 INTRODUCTION The following section provides some introductory information Dr DOC and its philosophy Legal status Introduction What is Dr DOC 19 WHAT IS DR DOC2 Dr DOC could simplistically be called a very efficient database which offers more than just simple data management Dr DOC manages illustrations so called NCI documents and active documents e g CAD drawings tables of a table calculation or formatted coded wordprocessing files so called Cl documents In addition Dr DOC also manages the associated programs and offers workflow components for workflow automations Dr DOC is a hybrid system which combines the advantages of object orientated and relational systems Pr Doc object oriented relational capabilities work flow With which programs does Dr DOC work together Dr DOC works with all application programs so the user can carry on working in the famil
199. ies C and D and complete the inquiry Part 3 12 5 Hypersearch 165 12 5 Hypersearch A hypersearch automatically starts the basic searches in accordance with a previously determined definition either within an archive or across archives after the search actively selected by the user In addition a loop option can be selected i e the search will continue until no more hits are found recurse DEFINITION INFORMATION IS INCLUDED IN CHAPTER 18 2 8 DEFINE HYPERSEARCH Step by gt Start search Step Call the following dialogue via database hypersearch Hypersearch with Definition TEST 1 2 6 3 Standard Search Iw 4 Ja Consina seach sauna TRI BYE 5 1 Enter search term 2 Select predefined search 166 Part 3 12 5 Hypersearch Mala MORE INFORMATION ON THIS TOPIC IS INCLUDED IN CHAPTER 18 2 2 1 Create new search Shows the setting of the selected search Select required search algorithms If a hit limit is required the field for the number regarding the entry is released 6 Shows whether the selected search is a text retrieval or a template search a The search is started with Ok Q P Second option for starting a search Select a search type field or text retrieval on the database menu enter search term Select the hypersearch with search definition option in text retrieval and if required recurse Activate the hypersearch icon in the field search and if requir
200. iew frame Inserts a frame which may also have a title The frame can be positioned around several fields comment Inserts a text which has to be entered here which may contain an explanation on an entry into a certain field If you have already automatically created the modified by on at fields with the Note Dr DOC assistant These fields are defined as table fields which you insert into the mask 238 Part 4 14 Set up archives EJ Save When all elements required in the mask have been inserted you should hold with the save button in the top command line Part 4 Set up archive 239 4 6 Edit elements You can select between various presentation types e g typeface size color and frame etc for each individual element with the edit elements function It is also possible to subsequently change or delete elements You reach Edit elements by double clicking on the element concerned on the tab Keep hiding the editor window with the Tool small command mmn Tip in the upper command line to have the screen free for the positioning of elements Important Do not click on the close icon in the editor window as this completely closes the editor There is an individual edit window for each field type which are described in the following subchapters The positioning process is the same for all elements LP Double click on the element The element is activated which is identified by handles at the eleme
201. ile in the following query Qa Print tables Print tables enables a printout in columns with freely selected fields e g 190 Part 3 13 3 Edit Print DATA DIRECTORY Dr DOC Customer management Status 10 12 1996 Selection A lt gt H Name Turnover Customer 01 05 1986 Berger 05 06 1985 Elliot 23 10 1990 Huber 04 08 1984 END gt Determine fields for print tables The fields to appear on a printout of the profile data in columns are defined under Settings field selection for print tables on the main menu Enter the order of the fields to be printed and after a blank the number of characters to be printed in the field selection in the fields concerned Ensure that the number of characters is restricted to 253 where Dr DOC automatically adds a character for each selected field to contrast the columns from eachother Confirm the entry with OK NSS YOU FIND AN EXAMPLE IN CHAPTER a 18 2 5 SELECTION FOR PRINT TABLES gt Determine the options specially for the print tables in the print query Printer HP LaserJet BP BP Select Hard Copy ce d int tables wv With heading w with line break Part 3 13 3 Edit Print 191 Select the print tables option Select print tables with heading as additional option if required as in the above example It takes the heading which is entered in the menu item Settings field selection for table heading Select print tables with line
202. ilmung Zustand Ausleihfrist max Verl ngerung m glich Switch on off Schlagw rter Ebene 1 Ebene 2 Ebene 3 Table arrangement of several fields In addition fixed i e which cannot be changed by the user comments can be created for the individual fields amp FURTHER SUBJECT INFORMATION A Windows User Guide CHAPTER 14 SET UP ARCHIVE CHAPTER 18 2 DEFINE CHANGE OUTPUT CRITERIA Part 2 8 2 Working with an archive 85 8 3 3 Toolbar The most important commands and functions in Dr DOC can also be executed via the toolbar CENCE Ole lt gt NORIMA Select archive New entry mode Text retrieval Search fields Search fields with template Cancel respective action Save record with archived document menu item record save Go back to previous record on selection list Go to next record on selection list 0 Archive documents menu item Document New The basic setting for the docu ment source is defined under the menu item Settings Doc source 11 Document Display View the archived document in the relevant third party applica tion or for images show via the internal viewer 12 Page up for multi page image documents 13 Page down for multi page image documents 14 Start data transfer workflow to third party application 15 Start E mail function 16 Display activity list workflow 17 Display workflow manager 18 Print 19 Settings Doc Association
203. image can only be assigned once per mask It does not have to be predefined in the database settings but can be added directly via image document in the insert elements card of the mask Colors and font as well as snap on grid can be changed for showing the small image The identifier is firmly preset here In addition several pages of the image document are shown at the same time in the small image window as preview thumbnail by using image splitting Select how many pages can be viewed in one go by entering the columns and lines Memory management for the small image The larger the number of image pages displayed at the same time the more memory is required We recommend you do not use splitting too much so that the main memory does not become overloaded The number of previews loaded into the memory at the same time is determined in an entry in the Dr Doc initialising file archive ini The default value is 1 i e when browsing 250 images only one image stays in the memory If images are split the value is increased accordingly e g for 3 columns and 3 lines the entered value is 12 The maximum number of small images can also be changed manually Change the entry MAX SMALLIMAGE NUMBER 1 to the required number Part 4 Set up archive 245 14 6 6 Further elements Apart from the elements already listed the following are also available e Frame for visually grouping individual elements Title colors font and sn
204. ined at the same time by a control character string Formats going beyond the standard character format of the font standard italic bold bold italic are not supported e g style attributes like underlined etc All fixed true type fonts of the operating system are supported The ini file can be opened with the shortcut Ctrl Shift C in the COLD document view Definition of the form size and the text start Unit mm Start Base line of the first coordinates line Font def with control characters Commentary for explanatory documentation Entry under 1 is used as default fon Control character ASCII decimal Control characters to be ignored in doc view Part 4 21 4 Data exchange COLD interface 367 FORMULAR Pattern Breite 210 Hoehe 297 TextLinks 32 00 TextOben 53 00 FONTS 9 13 CPI 1 Courier Neu 0 0 2 77 1 95 3 46 35 57 35 9a 2 Courier New 0 0 2 77 1 95 3 86 35 57 97 35 9b 3 Courier New 0 0 2 77 1 95 4 26 35 57 98 35 fett an 4 1 35 70 35 fett aus 5 0 35 102 35 EXTRAS ZeilenTrenner 13 10 SeitenTrenner 12 Ignorieren Format ASCII or ANSI Font entry sequence n Fontname bold italics underline character height x xx character spacing x xx line spacing x xx control character for font definitic Syntax for entering the control characters for font definition line separator page separator and xx or xx xx xx control ch
205. ing points should be decided in advance and the corresponding settings should be determined 1 Document source 2 Document association 3 Batch processing gt Define document source Call Settings Doc Source There are various possibilities for the origin of a document You determine the origin of a document to be archived with Doc Source on the menu Part 3 11 3 New entry Documents 131 Document Source Fie C OCR scanner c 7 Third party application Help Cancel 1 The OCR scanner document source applies to e scan with OCR e scan without OCR e OCR in files e bar code recognition e etc P gt Doc Association Call Settings Doc Association and select as source and view app image file internal s gt Batch processing If a larger number of paper templates is to be archived in the same way you should consider whether these e are to be processed as a batch only possible for scanners with ADF and or e whether they should be archived automatically Call Settings batch mode The batch mode settings can also be called directly from the OCR module dialogue Note 132 Part 3 11 3 New entry Documents Batch Mode 1 Multi page documents e g TIFF files with several pages are adopted in full otherwise you have to confirm each individual page 2 Any files can be processed in batches But please be aware A document may only be created from
206. ing the record an automatic check determines whether a record with a matching entry exists in the connection field in the Thesaurus archive If so the record may be saved Otherwise the messages No Thesaurus entry for field found and Entries in the record do not correspond to Thesaurus definitions will appear Automatic check On saving the record the field contents in the calling archive s connection field is compared to the Thesaurus archive s connection field Only if the Thesaurus archive has at least one record with identical entry the record can be saved This guarantees consistent data management and prevents the input of incorrect data If apply manually is activated different modes can be selected Overwrite The Thesaurus entry found overwrites the search entry without displaying a selection list Attach The Thesaurus entry found is attached to the existing entry without displaying a selection list Select A selection list is always shown Save the Thesaurus definition with Save Follow steps 1 9 for each connection and do not forget that each individual connection must be saved step 9 Part 4 19 Create Thesaurus 341 If a field is already connected the connection will be shown as soon as you select the field You can change this connection or redefine the import fields The modified connection must be confirmed with Save If you want to completely delete the connection for this field activate the
207. ings outgoings with shortcut to address manage ment The most important and most used sample archives are address management and document management The following chapter shows initial simple work flows based on these two archives Address management 56 Part 2 5 Quick approach Simple workflows Dr DOC ADRESSVERWALTUNG Dok Quelle WINWORD Datei Ansicht Intern laj xl f Archiv Bearbeiten Ansicht Datenbank Datensatz Dokument Einstelungen Organisation Fenster Hife la x E N a F Sl Adressverwaltung ELE 4 B B 3m ag v Ol Andersen C C3 Arztpraxis Auswahl Satz Nr 1 6 von 6 Ci Berger Nachname Vorname Anrede E Franke amp P Andersen Consulting Frau E institutt Arztpraxis Dr Pichl Martin Herr Dr Pichl Pfaff Berger Helmut Herr Berger Franke amp Partner Herr Franke Institut f r Ornitologie Herr Eschmann Pfaff Werner Herr Pfaff 1st tab AdreBdaten Bankverbindung Vertrieb Franke amp Partner Beratersoziet t Herm Franke Her Franke BehnhotstreBe 13 58041 Herdecke privat 02330 74145 02330 74145 M ller 02330 74140 02330 74143 gesch ftlich 02330 74130 02330 74120 12058 65 compuserve ct 2nd tah Bankverbindung Miller Vertiebsieiung oarspassed nass LLL T T T L S EEE BEE BEER IE Rm Reuschel Bank 80060070 4546474756 Il Umfangreiche Clientel im Norddeutschen Raum 3rd tab Part 2
208. initial insight into Dr DOC how to start and exit Dr DOC how to call menus and activate commands Part 2 5 Quick approach Simple workflows 55 QUICK APPROACH 4 SAMPLE ARCHIVES OVERVIEW Before you start As you already know Dr Doc allows you to create your own applications da tabases archives according to your exact ideas Some preproduced sample archives are available to facilitate your first attempts You may keep these as they are or redesign them for your purposes The following is supplied Address management for addresses bank details photos marketing information with WinWord data transfer standard letter document and subsequent archiving in document managment File plan as a Thesaurus for document management Supporting documents as a Thesaurus for document management and pur archive chase sales User archive for information on individual users with additional informa tion shortcut to address management Library management for bibliographic data drawing up inventories acquisition lending out Thesaurus for keywords Image archive for sample purposes for different documents Purchase Sales With archiving of supporting documents stock management dunning shortcut to address management as Thesaurus Stock management for merchandise stock shortcut to address management as Thesaurus Press archive for bibliographic data keywords archiving newspaper arti cles etc Document management for incom
209. into an archive e combine two Dr DOC archives into one without document import e import spool data see chapter 21 4 3 COLD INTERFACE Follow these steps 2 File Import any type Step by step Call Settings field selection for import ASCII in the archive into which data in ASCII ANSI format is to be imported and consecutively number the fields into which the data is to be entered You can also combine several source fields into one destination field enter the corresponding field numbers into the one new destination field for this purpose and separate with any character which is then also applied in the import 350 Part 4 21 2 Data exchange Import Example For records in format Name gt Firstname gt Name2 the following field selection should be stated fag Field selection fur ASCH Impuit Enter Edit View window Help D Adie daten Rankwerhindung Vertrieh Name Vorname Narre But if first name and name in this order are to be combined into one field the entry in the field Name should be 2 1 In this case a blank acts as separator Example for continuous fields For records in the continuous field the following field selection can be made Name 1 First name 2 The result looks as follows Name Musterman First name Carl The blanks entered as separators were applied Example for table fields For table fields there are special features for the sep
210. ions Press the Next button to continue 1 Select this option to uninstall the complete program without any further queries 2 Select this option if only certain components are to be uninstalled gt Select components to be removed If you had selected the Custom option you can now select files and directories to uninstall Part 4 32 Further tools Deinstallation 405 Dr DOC Uninstall CADDOC SYSTEM DOCSERV EXE C DrDOC TMPSHINWEIS HLP C DrDOC TMPSREADME HLP C ADrDOC TMPASETUP EXE CNDIDOCATMPNSETUP32 EXE C ADrDOC TMPSWIBUKE32 CP CADIDOC TMPAWIBUKEY CP__ DADIDDPSTMPSURI IK ES IME Select the corresponding entries in the list box To select all entries choose the Select All command The Continue command takes you to the next selection After the last selection the program will be uninstalled Appendix 407 APPENDIX The appendix contains a glossary a description of possible error messages an index 408 Appendix Glossary GLOSSARY The following briefly explains technical terms used in the manual Links to other terms within the glossary are identified with an arrow gt ADF Automatic Document Feeder automatic document feeder for scanners and copiers Archive The term archive describes the data stock of an archiving solution for example a document collection and the respective available process editing potential for example the interface to a word processing pr
211. ite 1 O tre Part 4 14 Set up archives 237 Special case table Geben Sie hier den Titel der Tabelle ein Markieren Sie die Felder die in eine Tabelle zusammen gefaBt werden sollen mit der linken Maustaste Editor Tool Insert Elements Database Settings Tab Insert Ele Identifier f Single Line Field Dat Field a 2 abase Field s fe ile Re Gesendert am Die Anzahl der Spalten wird um eenden von automatisch hochgez hlt Check Boxes Gieaendert Uhrzeit f Radio Buttons C Image Docume Rows E 4 Geben Sie an wieviele Zeilen Frame sichtbar sein sollen f Comment Foreground E 2 8 Font ws Ss sollte die Tabelle langer werden kann gescrollt werden m Snap to Background O Font Size po Select grid W hlen Sie Farbe und Schrift der Tabelle Differenzierte Einstellungen innerhalb der Tabelle sind beim sp teren edtiieren m glich The column width can be changed individually when editing later Tables and continuous fields can be increased when entering data via a button in the Tip lower right field area You can then view them in their own large window It is not necessary to accommodate as much as possible in small view In addition to the defined database fields the following are available as elements image Inserts the so called small image element in which the documents archived with internal view are shown as prev
212. ith turnover tax on imports i e customs documents are excluded from being archived purely electronically These documents must also be available in paper format To meet the stated requirements it is necessary to stipulate the entire process flow in writing This also includes data localisation data security and error handling Dr DOC meets the described requirements in accordance with the commercial code code of civil procedure fiscal code and the generally accepted accounting principals and can thus be used for purposes pursuant to commercial and fiscal law The longterm service life of data media which is often guaranteed for 30 years is of high quality Nevertheless a second provision of security should not be forgotten because of the danger of theft and fire If you want to or have to familiarise yourself in more detail with the subject obligation to Note preserve and record retention periods we recommend specialist literature as regards this e g by the Working group for commercial administration registered society AWV Eschborn Part 1 29 PART 1 The following chapters include Information on technical specifications Installation instructions Part 1 Technical Specifications 31 TECHNICAL SPECIFICATIONS To work with Dr DOC you require the following components O Client or single user hardware PC 32 BIT Memory e atleast 16 MB RAM 64 MB RAM recommended e if using the OCR module at
213. iv Felder Datumken Dokumentart EigenesAZ Sicht Andersperre Einsender Feld Rechte Zugrdnen L Bezeichner f r Feld Rechte Rechte Abteilung B2 C Archiv Rechte Bezeichner f r Feld Rechte Sicht Andersperre STANDARD Datensatz Rechte Feld Rechte C Masken Rechte Feld Rechte berechtigt Feldinhalt ndern NEIN Feldinhalt drucken JA Feldinhalt exportieren JA Feldinhalt sehen NEIN Feldinhalt suchen JA Feldinhalt Daten bergabe JA Feldinhalt E Mail JA amp MORE INFORMATION ON THE TOPIC 16 USER SET Part 4 17 Access rights 287 177 4 Lock release entire document To be able to lock release an entire document the version management must be set up in the archive This is only possible when an archive is created new The fields required are automatically defined if you activate version management in the Dr Doc assistant DiDoc Wizard Foo aem mi a L a n mi m m The document s status is then controlled in the application by activating the corresponding fields document status free locked m The modified document overwrites the The document history can be reviewed over s preceding version various versions Document locks can be assigned A release can be free i e manually or depending on validity and A comment can be required visible or locked service life mandatorily for locks and relea
214. ive fields shows the field names of the current archive and Thesaurus fields shows the field names of the Thesaurus archive Select the link fields from the respective lists After clicking on Assign the selection you made will be entered here Any further allocations are separated by semicolon If you delete an allocation ensure that you also delete the semicolon Import fields 340 Part 4 19 Create Thesaurus 11 Any entries can be applied from the Thesaurus archive Select the destination field the field into which the entry is to be applied and then the source field the Thesaurus field from which the entry is applied State each field combination separately and confirm with assign Sorting and the selection list of the Thesaurus archive can be selected separately and may be different for each connection This is especially useful if an archive is used for several completely different Thesaurus adoptions The configurations which were created directly in the Thesaurus archive are available Meaning of the various definitions Apply manually The entry from the Thesaurus archive is done manually i e using the mouse to click on the T button in the connection field or menu edit call Thesaurus If more than one matching record is found in the Thesaurus archive the user will see a selection list from which the required entry can be applied Apply automatically On sav
215. keys This saves space Key setup for large data quantities We recommend you have the operating system cache as large as possible for large quantities of data to set up the key only for this purpose e g for 8MB RAM operating system cache 4MB This speeds up the key setup An index can be deleted changed or newly generated at any time if there is no other user in this archive But be aware that no single or duplication key check will take place when the key is set up subsequently These checks will only become active in existing records when you want to edit them again 18 16 Input duplication check This duplication check is only possible in connection with a duplication key see previous section As soon as two records have the same entry in this key field the program searches other fields preset by the user when making a new entry to establish whether there are corresponding entries here too If so an error message will appear gt Call Settings field selection for input duplication check or activate the input duplicates column in the database settings Number the required fields and confirm with OK Part 4 18 1 Settings Entry criteria 309 18 17 Maintain field entries for new input After saving a record the entries in the screen view of the individual fields are deleted or they can be maintained subject to the archive setup If the content is not deleted you can change and overwrite your dat
216. l is selected as the source app The archived document is to be viewed in Winword when it is retrieved and not in Excel i e the Winword association is selected as view application This association with Winword will be archived with the document Should you subsequently wish to view the spreadsheet in Excel or in another wordprocessing program you can simply change the association instead of the archived association with Winword select the one you require for this particular instance The Winword association is the default entry as Dr DOC has no way of knowing the programs that are available to each respective user It is best to enter the programs which are available for files to be archived or for viewing documents in one operation Part 3 11 3 New entry Documents 117 Note for the entry Se a ee ee a b C d e The following details are generally stated a drive directory and program name In addition you can enter separated by commas without blank b a file name extension The file selection list box will be filled with this file type c the macro for the data transfer The program contains a macro for Winword as default which is entered in the way stated above d For DDEcapable programs a DDE command to open files These commands are subject to the respective program to be contacted and are always in square brackets In Winword any macro can basically be used as DDE command Further examples of corre
217. le data changes and additions Use Thesaurus Tip Thesaurus entries can also be adopted here as in the new entry if the prerequisites are met Chapter 11 2 CREATE NEW PROFILE DATA explains the process in detail gt Apply changes with save 1 176 Part 3 13 2 Edit Change and delete 13 2 13 Delete individual record gt Call required record and activate the command record delete gt Or Select the record on the list and activate the command delete B 2 14 Find and replace gt Select records where the same change is to be applied on the selection list gt Call the function record replace Bad Find and Replace Look in Mode 1 All records Replace Selected records Attach 2 Find what 3 Replace with Field Spec Global Help Eancel 5 1 State whether you want to edit all records of the list or just the selected ones 2 Enter the search term Apart from entering complete words or parts of words the following options are available for finding ASCII values Instead of n enter the corresponding value e g 20 Part 3 13 2 Edit Change and delete 177 3 Enter the term for replacing the search term or for attaching to the search term Apart from entering complete words or parts of words the following options are available for deleting search term or field contents for replacing with n for replacing with an ASCII value Instead of n enter the correspon
218. least 64 MB RAM CD drive for installing Dr DOC 3 5 disk drive Hard disk O Archive server hardware PC 32 BIT Memory at least 64MB RAM subject to operating system and problem CD drive for installing Dr DOC 3 5 disk drive Hard disk O Operating system Windows 95 98 Windows NT or Windows 2000 in Dr DOC N for separate archive network server Network server any Archive server and clients PC operating system see above O Mouse With MS Windows compatible mouse O Printer Any printer supported by MS Windows O Scanner Any scanner which is controllable via Kofax or TWAIN O Graphics support Any graphics cards and screens supported by the operating system 32 Part 1 Technical Specifications O Computer storage any storage medium e g disk systems CD MO WORM jukeboxes O Miscellaneous Application programs of all types for transferring data to other programs Programs with Macro language e g word processing e g Word for Windows or similar You will need Word for Windows 6 0 95 7 0 97 8 0 or 2000 9 0 for the transfer data Macro supplied as standard In addition appropriate macros to transfer data can be created in all programs with Macro language Part 1 Installation 33 INSTALLATION You can use Dr DOC in various variations e Single user When used as single usersystem the program only runs on a computer locally independent of any net that may exist
219. lect the name in the link rule column and activate the delete command This only deletes the rule to delete it from the configuration proceed as described above P Save search definition gt When you have made all the required changes save the entire configuration in the search definition column The option recurse will not be saved but can be changed from case to case Note Required search flow ae All records with the entry test in the field distributor to do profile data text retrievalor Example field search are to be found in the testaw archive For all hits from testaw archive testaw2 is also to be searched for test For all hits from testaw2 archive testaw3 is also to be searched for test A Hyper search definition Call Settings hypersearch search definitions in the testaw archive 326 Teil 4 18 2 Settings Output criteria Lai Definition Hypersuche x Archiv DAARCHMAKOMMISERVERITESTAW2 W hlen 1 r Verkettungsvorschrift TEST2 Editieren 2 PROFILDATEN_VOLLTEXT T TEST2 L schen DOKUMENTE_VOLLTEXT een 3 rm Suchdefinition L schen TEST1 Iv rekursiv r Speichem TESTI 4 DAARCHNAKOMMYSERVERITESTA WTESTI D ARCHMKOMM SERVER TESTA W2 TEST2 5 Create link from testaw to testaw2 Select start archive for across archive search archive testaw Name link rule and click on edit button enter the follow on archive the search ty
220. led internally e g an image file or a scanned template the following functions are available for the view Small image preview Display automatically when menu item view display small image automatically is selected or with double click in the image element Part 3 13 1 Edit View 173 You can browse the pages of the document with the scroll bar Bild Dokument Seite 1 von 2 4 b Large image On the view menu you can basically set e whether the large image is to be displayed automatically as soon as the record is called e whether it is to be automatically in the foreground independent of this you can define the stacking of windows on the Window menu e whether image and window size are to be identical i e if the window is enlarged or reduced the image is also enlarged reduced accordingly You can find more view functions on the document menu and partly as icons e Display Shows the large image if it is not automatically displayed a e Large image next and Large image back Browse several document pages e Large image rotate The current document page can be rotated by 90 large image zoom The document page or also sections of it can be zoomed smoothly Enter the required percentage in the query If a section is to be zoomed you have to first determine the section Click in the left upper corner with the left mouse button hold the button down and drag the frame to the requi
221. lso occur if a date field is defined as result field of a normal calculation date field only possible for deadline calculation No bar code found for section frame Error Bar code recognition is activated but no suitable frame available Procedure The frame may be too small set it again generously and try again No Thesaurus stated for this field Error The Thesaurus command was selected in edit or new entry mode The cursor is in a field for which no Thesaurus is defined Procedure To apply Thesaurus entries the path and name as well as the connection fields and import fields must be stated in the field concerned in Settings Thesaurus definition Please refer to the CREATE THESAURUS chapter Help path name could not be started Error Several possibilities 1 The program was started without the standard help being available in the path with subdirectory HELP stated at installation No other help was stated when the archive was started 2 The program was started stating a help file which is unavailable Procedure Dr DOC always tries to start the standard help in the path with subdirectory HELP stated at installation Exception The archive was called together with a special help file 418 Appendix Error messages Check whether if using standard help it is in the path with subdirectory HELP stated at installation and install again if required from the installation disk do not copy from other directories
222. ly have to make the selection if the two archives do not have an identical structure If the same format exists the fields do not have to be numbered ASCII Export The export of data into another archive or as ASCII file is carried out via the Export command within select lists or within an individual record to enable a partial selection Enter the following in the archive from which data is to be exported in ASCII format under ASCII Export e Exporting into another archive the field names of the destination archive for the export e Exporting into ASCII file number the fields to be exported consecutively DBase Import Data in DBASE format can be adopted with the help of this setting Number the fields in which the data is to be entered consecutively Check that the correct data types for the transfer e g date number field are entered To import call Part 4 14 Set up archives 227 database import DBASE and enter the path and name of the DBASE file to be imported DBase Export For exporting data into DBASE format enter the order in which the fields are to be adopted Please observe the following for a correct export e fields which are longer than defined in the DBASE file will not be transferred if importing into an already existing DBASE file e for number fields the total length and the positions behind the comma must be entered behind the number for the transfer order T
223. matically adding one character for each field selected to separate the columns i e this would be 62 characters in our example Part 4 18 2 Settings Output criteria 319 18 2 6 Print tabs If you want to print tabs as they appear on screen call the print command on the select list after a search You can either print all tabs the current tab or certain tabs e g 7 2 You always have to select the relevant setting each time MORE INFORMATION ON THE TOPIC IS INCLUDED IN THE CHAPTER amp a 13 3 2 PRINT PROFILE DATA 18 2 7 Output duplication check Dr DOC can carry out an optional duplication check for the search to prevent the output of duplicates on the select list An example an address management contains several records with different contact partners for one company address On a select list each company is to appear only once gt Call Settings field selection for output duplication check Enter new configuration name or select existing one and edit Or activate output duplicates column in database settings enter new name apply with new and then edit or enter directly gt Number the required fields and confirm with OK To use an existing configuration call the menu item select entry and confirm with OK icon duplication check must be active 2 General output duplication checks Tip It may be useful to save standard output duplication checks which are often required by all users
224. mn of the user manager s gt Create a new user group with the icon or via the context menu of the right mouse button Yerwallunn Diemmenichier uw are ying Group name I Finmneri Jv Sumer group 7 mission qicup Jv 3e brrission gioup V Werkflow croup Dauid y Name group and describe if required and determine if it is an owner permission and or resubmission group gt With Apply the new group is added to the group overview list left column Part 4 16 User set 273 E Groups DADOC i PUBLIC 2 If required create more groups straight away or close the dialog The data of each respective group is now in the description register in the manager s middle column gt The new users are now entered into the respective group at first select the A group in the left column of the manager Then enter users via the icon or the context menu of the right mouse button Demo new user x 1 Po 2 Po 3 mi Po EE 4 L m 5 E 17 login username identical ui 6 Ej 7 ui 8 v 274 Part 4 16 User set C5 N O gt The login name must be entered in the user query the complete name which appears everywhere where the user name is displayed may be different Space for comments regarding the user Select if the user is to be anonymous The user login also requires a password The password is always encrypted To ensure that no erro
225. mplates select lists sorting and output duplication check are user specific that means every user can determine his her own settings In addition the Note system administrator can also create general settings which anybody may use but which only the PUBLIC user can change If you want to define general settings register in the archive as PUBLIC user and then define the settings MORE INFORMATION ON THE USER PUBLIC IS INCLUDED IN CHAPTER amp 16 USER SET 814 Teil 4 Tip 18 2 Settings Output criteria 18 2 1 Define search templates Certain search queries are required again and again In such cases it is much simpler if you save the search query as a template under a unique name All associated output parameters e g select list sorting must then be assigned to this search template gt Call Settings field selection for search templates or Database field search with template Enter new template name and click Edit Now enter your search terms as for a normal field search Confirm with OK gt Under Settings template search the output parameters select list sorting etc are allocated and applied with Save To use an existing search template call Database field search with template select entry and start the search with OK General search templates It might be useful to save search templates which are frequently required by all users as general search template e g Find all
226. mple Import spool data Call database import ASCII and enter the path for the spool file Define the respective settings for the different import modes You want to Select enter only fields from spool data into profile spool file is source data attach entries in profile data and additionally the content of the spool file as a Word document import only documents spool file is source Import documents In addition in this case activate an ASCII import definition without entries spool file is source Import documents Afterwards call the separator command and enter the separators as ASCII decimal value x i carnage return Wise mE S 1310 Data Area for Document Import 12 form feed Document separator i2 Start of document End of document Multiple Page Documents i Separate several Start of page ASCII values in a field Page separator Jl End of page with a blank File Start of data area end of file header End of data area if not end of file The following illustration explains the allocation of separators and spool file Part 4 21 4 Data exchange COLD interface 371 Define Separator Character x 1 AERA O 1318 Data Area for Document Import 2 Document separator fi 2 Start of document End of document Start of page 3 Page separator I End of page File m Multiple Page Documents Start of data area end of file header 5 End of
227. mpound documents i e documents with mixed image and text can recognize bar code currently check code 39 check interleaved 25 code 128 code 39 EAN 13 EAN 8 and interleaved 25 includes formular processing That means For regularly recurring models e g delivery notes of a certain supplier a Template can be created defining where the text to be recognized is located For unique templates text that does not have to be recognized can be filtered out in this manner automatically adopts the recognized text into the profile data of the record The text can be split into several areas which can be allocated to various profile data fields can save all settings with various configuration names so that the optimum configuration for each respective template can be called up immediately processes not only newly scanned templates but also existing image files which contain text has an internal clipboard for the template so that several workflows can also be executed one after the other without having to scan in the template again also works independently with batch processing and automatic archiving either a preset number of template pages is combined into a document or bar codes are used as document separator which could save a lot of time can for example be used for document management press archiving library management inventory management etc Brief information Part 3 11 3 New entry Documents 129
228. mprehensive configuration e g named all Set one OCR and image frame each across the entire template e Do not worry that too much may be edited in the OCR text through this action It may take considerably more time to set individual frames for each template e Do not set the OCR frames too narrow The models are always fed in differently by the scanner but the template remains at the same position in that way the required text may easily only be in the frame half and OCR processing is no longer possible The same also applies to bar code frames e Therefore in the case of close successive lines do not attempt to define an individual frame for each line to place the texts in different fields It is better to set a large frame over several lines and enter the result in a collective field the text can be found in the same way and of course reading takes place in the image 144 Part 3 11 3 New entry Documents 113 2 4 Global settings ER Dame The following basic settings can be saved as scan configuration Scanner type select scanner Scanner settings scanner setup Compression OCR settings It makes sense to create different standard settings Enter a new name and activate edit T EE The direct settings in this dialogue are for KOFAX scanners For scanners with TWAIN driver define your settings under Scanner setup Your scanner documentation describes how to manipulate this dialogue Part 3 11 3
229. must be created e Delete form after entering new record Activate the option if you want to see the blank input mask again after entering a new record Deactivate the option if the entered profile data is to remain in the mask This is particularly advantageous if only minor details change in several records and the rest of the records is the same This option is regarded as a basic setting In addition further differentiation is also Note possible by only maintaining entries in selected fields MORE INFORMATION ON THIS SUBJECT IS INCLUDED IN CHAPTER 256 Part 4 14 Set up archives Important Please 18 1 7 MAINTAIN FIELD ENTRIES WHEN ENTERING NEW RECORD Network mode This option must be activated Delete source file after archiving After successfully archiving an existing file it is no longer required in the original form and can be deleted This deletion can be automated with the delete source file option Edit client parameter If you have defined all settings call the client parameter now These path details are for calling the archive from the client only edit the paths c and d The other paths are automatically determined by Dr Doc b d f g x PFAD f r Verwaltungsdatei C DRDOC CLENT sis PFAD f r Hilfsdateien cpmDoGFORM PFAD f r DU Vorlagen CAMSSEWNWORD 0 PFADANAME f r D Archivierung O PFAD f r lokales Arbeitsverzeichnis JC DRDOC TMP
230. n also be scrolled That means the entries may be longer than the space that can be seen A maximum of 128 characters can be entered in a single line field Nevertheless you should try not to write too far into the space that cannot be seen to in order to keep fields easy to read Please refer to chapter 8 2 4 KEYBOARD AND MOUSE FUNCTIONS for detailed NSS information on the keyboard functions when data is being entered If the cursor is not to jump into the first field of the first tab in the next record but instead Tip the last entry position is to be kept the menu item View keep entry position must be activated 102 Part 3 11 2 New entry profile data There are various other helpful additional functions for entering data e Thesaurus e Maintaining records for subsequent entries e Importing ASCII ANSI data e Simplifying inputs by duplicating existing records only profile data e Input duplication check These functions are explained in the following section Thesaurus To facilitate the input of field entries e g hierarchical orders and to guarantee the consistency of these entries an option is provided for applying entries from another archive using the Thesaurus command A prerequisite for this function is that e the link has been determined under the Settings Thesaurusdefinition menu item in the archive in which the data is to be applied e this Thesaurus includes a record with an identical profile data
231. n des Elementes Vorgang Titel Datenbankeinstellungen Karteikarte Elemente einf gen Elemente editieren Tabfalge Kommentar Editieren des Bezeichners M Am Raster Umrandung Zur cksetzen Text und Umrandung C Ja k nnen ge ndert werden G Nein L schen wie Karteikarte Iv Am Raster Vordergrund EE Fontname MS Sans Serif ausrichten Hintergrund Fontgr e 10 W hlen Bei beiden k nnen ge ndert werden unabhanaia voneinander Farben Schrift und Rasterausrichtung Single line fields can be scrolled horizontally i e an entry may be longer than the width of the element The maximum entry in a single line field is 128 characters regardless how wide the field is 14 6 2 Continuous field See illustration in the SINGLE LINE FIELD chapter for options on making changes You can input text continuously when entering records in continuous fields the line break is automatic In addition a certain number of lines is not prescribed If Part 4 Set up archive 241 the viewable lines of the continuous field are filled the text is moved up A maximum of 655360 characters 640KB fit into a continuous field Lad Textinhalt x Mit dem Schalter kann zwischen Klein und GroB Ansicht des Endlostextes hin und hergeschaltet werden The large view is an independent window which can be enlarged and reduced when editing or making new entries while the small view has a fixed positions on the tab 242
232. n sich mit Hilfe der 3rd tab 515 BB gg AA ETN i 81818 8 4th tab A 1514 Part 2 5 Quick approach Simple workflows 59 5 FIRST ATTEMPTS SIMPLE WORKFLOWS Ob Start Dr Doc Double click the Dr Doc icon in the Windows program manager or select the symbol using the direction keys and invoke with ENTER or select the symbol on the programs start menu P Select archive Menu item archive select call a Sebaa achira Mark this entry and confirm with OK Ser Zara al zihass Io ogy c Jal zihaszse wa urg 7 d shit coon abad aE len ie LU esser Sorig rg Dr Vid P Find and retrieve Initially find existing sample data to familiarise yourself with the address man agement 60 Part 2 5 Quick approach Simple workflows A When you click on the search fields icon the following dialogue form appears Enter in the Name line You will receive all records containing an entry in this line as the search result Fag Search Fields eres Start find with the key combination CTRL S or the icon a hit list will be displayed Herr Eschmarr Herr Berge Herr Pfaff Andersen Zonsulling Fav Arzcranis Ir Mich Herr Dr Pizal Franke amp Patcr Ali Baratersozist Hern Franke Bahr FufstrcBe 13 023307414 xoxpaMs o aer qvuvana eaaa o geoch flick 02330 7 13 3233C 2120 7 2053 659 compuscrvc x
233. n stated in file archiving as standard as source or viewing program You want to archive a file from a spreadsheet calculation Example Define the spreadsheet calculation as source Select either the spreadsheet calculation or another program e g word processing as the view association for the archived document 122 Part 3 11 3 New entry Documents 5 gt Doc Source Call Settings Doc Source gt Select the file option to archive already existing files gt If a file is initially to be created with another program select the third party application option Document New Call Database new entry on the menu bar gt Activate the Document New command For existing files i e Doc Source File gt Select the required file in the file selection dialogue If batch processing is activated several files can be selected in the list box Confirm the selection with OK For new files i e Doc Source third party application gt The third party application stated in the association is started automatically Create the required new file and work with the program concerned as usual When the file is complete save it To enable automatic processing archiving the file must be put in the local directory as standard c drdoc tmp and must be named archive erw Instead of erw enter the usual file name extension for the program concerned gt Exit the third party application or change back
234. na field all records containing any entry in the respective field are selected Finding entries between two stated limits Enter the marginal data separated by lt gt You can for example look for entries within a certain period or for number entries which show a turnover between 1000 DM and 2000 DM 1000 lt gt 2000 There is also the option to find strings Search combinations are available as in the following examples Alfred lt gt Berta finds all names from Alfred to Berta D lt gt H finds all names starting with letters from D to H B lt gt finds all names starting with letters from B to Z lt gt M finds all names starting with letters from A to M For the range search of numbers or dates the data type of the field concerned must be defined as number or date Example Exampl e Exampl 160 Part 3 12 4 Find Search fields Find date range relative to the system date D 1 lt gt D 1 finds all records containing a date entry 1 day before D 1 and 1 day after D 1 the current date This is useful for example for resubmission periods If you only look for D you will find all records containing the system date in this field Find check boxes Check box is grey the entry is ignored standard Check box is selected All records with selected check box are searched Check box is not selected All records with blank check box are searched Click on the check box to activate
235. nd confirm with OK 152 Part 3 Note Example 12 2 Find Options for all basic searches You can predefine several sortings under different names Such a list can be created or changed at any time MORE INFORMATION ON THIS TOPIC IS INCLUDED IN CHAPTER 18 2 4 SORTING Output duplication check Dr DOC can optionally do a duplication check when searching to stop the output of duplications on the selection list An address management contains several records with various contact partners for each company address A selection list should now only show each company once Another instance of output duplications is for example in the scientific sector A biologist looking after a zoological collection would like to know which species are in the collection to create a so called species list Although there are 100 different dogs and 100 different cats in the collection he would like to create a list on which dog and cat are each only listed once This provides him with an overview of the subject areas of his collection To use an output duplication check call Settings field selection for output duplication check One or several configurations will be displayed Select the required one and confirm with OK The duplication check is either activated with the option in the search dialogue or with the corresponding icon MORE INFORMATION ON THIS SUBJECT IS INCLUDED IN CHAPTER 18 2 7 OUTPUT DUPLICATION CHECK Part 3
236. nd enter the name of the new archive 31 HELP SELECTION AND MAINTENANCE You can call the help menu at any time if you require information 9 e oncertain keywords index Topics Topics 402 Part 4 31 Help selection and maintenance e oron the menu item in which you are currently context The standard help texts can be changed by the user at any time and archive specific help can also be created 311 Archive specific help Dr DOC includes extensive help texts on all menu items which can be called at any time But when inputting entries e g into a literature archive you may come across a case where certain internal conventions have to be observed which not everybody working with this particular archive can always remember correctly Dr DOC solves this problem by allowing the user to change the standard help texts as required and thus enabling an archive specific help to be created Important information specially for the standard help text in the literature archive mentioned in the example can then be added to this archive The WHELP standard help is activated when calling an archive Under Help select help you can select the path and name of another help file you require If you want to create an archive specific help or convert local help into central help enter the required new name and path In the following file selection dialogue enter the path and name of the help file to be copied This will be the
237. ndividual character PCX PC Paintbrush Pixel format to support 1 4 8 and 24 Bit color depth Profile data Descriptive part of a record in which mostly ordering features e g reference number subject officer etc are entered for easy retrieval of the document Scanner Electronic copier which makes the captured image available as digital image and not on paper NCI Keyword Search terms for a document describing its contents Thesaurus Dictionary of possible entries in profile data fields which the user can refer to at any time TIFF Tagged Image File Format Format of bitmap files Supports 1 4 8 24 and 32 bit color depth This format has numerous compressing variants Hit list Result of a search in a DMS Text retrieval Search in a continuous text which is not structured Wildcard Variables joker for not closely defined characters in a search 412 Appendix Glossary Workflow Automatic control of documents or processes WORM Write Once Read Many Optical storage disks CDs which the user can write once but which can be read many times Appendix Error messages 413 ERROR MESSAGES file name could not be loaded Error In document new a file was selected which does not correspond to the programapp e g Winword file for app intern Procedure Call Settings Doc Association on the main menu and correct the details User xxx already has access to archive Error A user and
238. nds for the respective extension defined for the program This file must first be closed if another document is to be called with this third party application Change to the third party application with ALT TAB in Dr DOC you remain in edit view and close the file the program itself does not have to be terminated Cannot open source file import Error When importing an ASCII ANSI file a file was stated which the program cannot find Procedure Check entry and correct No memory Error The OCR processing could not be executed Procedure This message may be displayed after attempted OCR processing and means that the OCR software could not read anything Change the settings and try again Password incorrect Error An incorrect password or one that does not belong to the currently displayed user was entered in user login Procedure The password entry is shown encrypted on screen Delete the incorrect entry then try again Ensure you match case 420 Appendix Error messages Search term not found Error A term was searched with the search functions which does not exist in the data or errors occured when logical associations or marginal data was entered Procedure Check entry and correct if required Check the match case option if required Thesaurus entry not unique Error The check Thesaurus and Autoadopt from Thesaurus options are activated Nothing or an ambiguous search term was entered in a field which
239. ne with the TAB key or by clicking with the left mouse button The same path is generally selected for management archive and help files for local or standard network archives e Management file Part 4 Set up archive 247 The management file includes all basic path information for calling an archive The archive itself is always called with this management file extension da That means The path stated here is the path from which the archive is later started e Archive files The profile data and internal management data is filed in this path e Help files The various archive specific settings are considered help files If the path details for management archive and or help files are subsequently changed in Important an existing archive the files concerned are automatically copied into the new directory and deleted in the old directory when exiting edit archive parameter e NCI and Cl archive The archived documents are filed in two Container files which are managed by Dr Doc Data is separated into the file for Cl documents and the file for NCI documents Both files can be created on any data media from the hard disk to the jukebox The data medium you select depends on the number and size of the documents to be archived Enter the corresponding drive or the path here Be aware that it is not possible to archive directly on worm media The path details for NCI and Cl archives can be changed at any time lik
240. ng a new entry in the Dr Doc assistant 290 Part 4 17 Access rights Example DrDoc Wizard x IC ProgrammeSOrOC Dem uM uM M MEM e or subsequently via Management edit archive parameters The change log is automatically updated in a file with the extension chg which is placed in the directory which is stated as path for archive files This file is read with an editor sgv CHG Editor Datei Bearbeiten Suchen User date and time of modification M ller am 08 09 1997 um 10 15 Name of the field with the modification Text before Text after Part 4 17 Access rights 291 7 7 Log access errors Logins with incorrect password can be logged with an access log The access log function is activated e either when creating a new entry in the Dr Doc assistant _ Access log DrDoc Wizard Lx Archive name C Programme DrDOC Dem FP Browse 7 r Archive Options T Client server mode T Workflow T Rediining Record specific permissions T Change management Version management Track changes Ok Help Cancel or subsequently via Management edit archive parameters The access log is automatically updated in a file with the extension acc which is placed in the directory that is stated as path for archive files Failed attempt to login as user Kunert Fi Sqv acc Editor lol x Datei Bearbeiten Suchen Kunert am 14 09 1997 um 14 16
241. ng program The record is called up for this purpose and on the main menu the command Settings Doc Association The 3D program is selected as view app With document view the document is now called up with this temporary new association Note the document continues to be associated with the original program i e the newly selected association is not saved Part 3 13 1 Edit View 171 gt Small image large image If the mask of the archive is set up accordingly the element small image can be seen Allgemeines Text Vorgang Anderungsverwaltung Ungeregt durch die vom hiesigen Goethe Institut nstaltete Ausstellung Gestaltete Umwelt sind wir an en Informationen interessiert nen sehr verbunden wenn Sie uns mit Bild al ueber Ihre umweltfreundlichen Projekte und stuetzen koennten 1887 in Barcelona erscheinendes ich mit Oekologie und Innovationen st If the image element is not present in the mask it can be added subsequently at any Note time See chapter 14 To activate the small image immediately on calling the record the option view display small image automatically must be selected If this option is not selected you have to at first double click in the empty small image frame The small image contains a preview for documents e which are archived with the internal view e and the program name for documents which are archived with a third party application If the small image is display
242. nication path structure for ISDN counter check Overview C S component Communication path Central archive Branch archive Dr DOC server process PADrdoc PADrdoc Dr DOC client P Drdoc Q Drdoc A Dr DOC client accesses a branch archive via the branch client communication path across the company QADrdoc A Dr DOC client can access a central archive via the client communication path of the central office across the company PADrdoc Part 4 22 ISDN data counter check 377 225 Dr DOC program files for ISDN counter check The following Dr DOC program files are required at the destinationarchive server No Fie Description Destination folder Counter check program DrDOC system folder Counter check rule WINNT Operating system 226 Counter check configuration Counter check rule The counter check rule is defined in the configuration file pt ini as follows Explanations are emphasized in italics and enclosed with round brackets Explanations on pt ini e Inthe first part the configuration file pt ini contains general control paramter across the archive for the counter check program number start time start day and interval e Inthe second part of the pt ini are archive specific control parameter for the counter check archives 1 to n The most important archive specific control parameters are explained in the following pt ini Search type The search for data to be count
243. nstallation 13 Completing the Dr DOC installation Successful installation is completed with a corresponding message Restart Windows when prompted 38 Part 1 2 Installation Client Server 2 INSTALLATION CLIENT SERVER Basics There are two possiblities for the configuration of network server archive server and clients The configuration B is recommended to ensure optimum performance and data security A The network server and the archive server are on the same computer This configuration is only purposeful if you do not have your own computer as an archive server if the network server has sufficient memory capacity and if it is not already used to capacity This mode is not possible in Novell nets Part 1 2 Installation Client Server 39 B Recommended configuration The archive server is a network client go TR Client a 8 ET Client fe x RC d ARCHIVE NETWORK p SERVER 2 SERVER Pdl hs N ENS i Client N p 307 P Client n N P m The data security is considerably easier to guarantee with this optimum configuration The archive server is not released for direct access the clients only have access via the WIN sockets function and thus only within the Dr DOC program Thus manipulation of data outside of Dr DOC is ruled out this security can be increased even more if the computer is put in a locked room Within Dr DOC the data can also be
244. nt application programs Decompression Reversal of the compression for example when recalling compressed archived documents 410 Appendix Glossary Digitalising Transforming a paper document into a format that can be read by a computer Scanner Document OI NCI file dpi dots per inch visual resolution of digital images Image Image of a document which is for example scanned and filed as NCI document Index Alphabetic list of terms structured as binary tree which makes access possible in seconds when searching JPEG Joint Photographic Experts Group Compression standard to reduce the memory requirement of images Jukebox Jukeboxes are storage and management location for visual data media Compression Reducing the data volume of a NCI or CI document to be archived Decompression MO MOD Magneto Optical Disc Magneto optical storage disks which in contrast to WORNM disks can be written and deleted again by the user several times Multimedia Combination of text graphics video and audio on the computer NCI Non Coded Information Documents saved as image image document Cannot be interpreted by computers for example letter scanned as image Appendix Glossary 411 Cl OCR Optical Character Recognition Transforming image information NCI document into text information that can be interpreted by the computer CI document Black dots are converted into the meaning of the i
245. nt edge The cursor is given the following form E 2 Click on the element hold the mouse button down and move it to the required position on the tab 3 Change the width and or height of the element by double clicking on the element and moving the cursor to the handles The cursor is given this form Hold the mouse down and change the size by pulling The following applies to all editing options described here e Changes will be executed as soon as you click on change e The as tab command adopts the formating settings of the tab for the current element e reset undo the changes e delete removes the selected element from the tab and makes it available again in the list box of elements to be inserted e snap to grid decides whether the element is snapped at the grid coordinates when moving or whether it can be moved freely 240 Part 4 14 Set up archives e Tab order For data entry you can determine the order for jumping to the individual fields when pressing the tabulator key can only be edited if the field itself i e not the identifier is selected e Field identifiers can be changed here as well as in the database settings 14 6 1 Single line field Editor Tool Editieren des Elementes Vorgang Titel x Editieren des Feldes Datenbankeinstellungen Karteikarte Elemente einf gen Elemente editieren Tabfolge kann ge ndert werden 1 Bezeichner Vorgeng Titel Zur cksetzen Editor Tool Editiere
246. nt parameters must first be called and confirmed at the server under Management edit archive parameter In addition the program Dr DOC must be restarted at the clients for changes to apply gt Terminate automatic numbering gt Call Settings field selection for automatic fields Delete N and confirm with OK Part 4 18 1 Settings Entry criteria 303 Any records entered subsequently will not be issued with a number Any already existing numbering will remain but the field can now be edited i e changes can be made Be aware that the field concerned is automatically identified with the data type Z for numeric entries when the number generator is created This data type setting is maintained even if you delete the automatic field for number generator again 18 12 4 Special features automatic field modifiable number generator A modifiable number generator suggests an individual number for each new record however this number may be changed in contrast to the number generator N The numbers automatically continue in the suggested order i e any change only refers to the record concerned and has no effect on any records entered subsequently If you do not want numbers to be issued twice the field concerned should have an input Tip duplication check gt create Step by step gt Call Settings field selection for automatic fields Enter Nv in the required field and confirm with OK Any records en
247. ntire select list is to be deleted select all records 3 2 2 Documents Ansicht Drucken Profildaten Daten bergabe Email Exportieren Statistik Zusatzinformationen With regards to documents the following changes are possible e Change and rearchive optionally with version management e Add annotations redlining e Delete e Rearchive documents subsequently e Extend existing documents e Lock or release documents version management Part 3 13 2 Edit Change and delete 179 13 2 2 1 Change and rearchive documents In principle documents once archived cannot be saved in the same record but only as a new record for security reasons Exception the archive is set up with version management Then every document can have draft and release status This particular case is described in chapter 13 2 2 6 gt If the view app is internal you have to first change it to another view app for a program which can display and edit the image Call the document with document display You can now make the required changes in the third party application Save the modified document Ensure that you save it under the predetermined name document erw in the predetermined directory gt Return to the archive with ALT Tab This will initially display the record of the original document and the query whether the modified document is to be rearchived which you confirm with
248. o more hits are found recurse NSS MORE INFORMATION ON THIS SUBJECT IS INCLUDED IN CHAPTERS 7 12 2 OPTIONS FOR ALL BASIC SEARCHES a 12 5 HYPERSEARCH Part 3 12 2 Find Options for all basic searches 151 2 2 Options for all basic searches Enter the data to be found as described in the following individual chapters When the respective search action is completed a record will appear on your screen if only one record was found or a select list will be shown if several records were found In the new appearance of Dr Doc which is split into three sections from version 6 0 tree view selection list record tab the result on the selection list and the first record of the result can be seen on the record tab The items tree view and selection list must be activated under view for this purpose Before you work with the search functions you should read the following notes Select selection list Call Settings field selection for selection list gt One or several defined lists will be displayed Select the required one and confirm with OK You can predefine several lists under different names Such a list can be created or Note changed at any time MORE INFORMATION ON THIS SUBJECT IS INCLUDED IN CHAPTERS S 14 SET UP ARCHIVE 18 2 2 ENTRIES ON THE SELECTION LIST Select sorting Call Settings field selection for sorting gt One or several defined sortings will be displayed Select the required one a
249. ociations in the user set 2 Entire record Profile data document e Owner in conjunction with record owner e Record rights in the user set e Work mode changes after program start possible not possible e n principle for various functions user set Author evaluator 3 Individual profile data fields Field rights in the user set 4 Document Version management e free locked e draft release In addition the access to and editing of data can be controlled The process is controlled by 5 New entry Automatic fields B D T in conjunction with change lock 6 Changes to profile data documents apply with Save e Respective users Automatic fields B D T in a table table not necessary if only the last change is to be registered e Text change Entry in track changes text before after 7 Login with incorrect password Entry in access log Most of these access rules are only possible or sensible in connection with a user set amp MORE INFORMATION ON THE TOPIC a 16 USER SET Part 4 17 Access rights 283 17 1 Lock entire archive You can determine the users or user groups that have access to an archive via the Archive associations tab under Management user manager Description Group Definitions Archive Connections Rights Role Definitions E xample Indirectly connected with User Kunert is on mo principle connected to address management and
250. of the search fields function you can carry out a field orientated search for any entries of the archive You can search fields via indexed and or non indexed fields It is also possible to link search terms in various fields or logically within a field Selection list determine sorting In most cases selection list and sorting are maintained If you want to make any changes you have to apply these changes prior to searching You find a detailled explanation in the previous chapters b Find Call database search fields or click on the icon for search fields gt Enter search term s in the fields The following entries are possible Part 3 12 4 Find Search fields 159 Find certain entries in a field Enter the search term in the respective field You are searching all records which have the entry Maier in the name field Fields defined as range data type are a special case you can find a value here which is within the stated range You are looking for 1830 and also find records which include the entry 1815 1864 Finding parts of words You find parts of words with the help of which you can use as joker at any position Mai finds all records starting with Mai in the field concerned aier finds all records ending with aier in the field concerned aier finds all records showing the entry aier in the field concerned at any position Finding any field entries If you only enter i
251. ogram ASCII American Standard Code for Information Interchange Coding of letters digits and special characters in gt CI documents Resolution Scan or print quality of a documents stated in dpi dots per inch Bit Smallest information unit in the computer which has the value 0 or the value 1 Eight bits are called a byte BMP Bitmap Picture Graphic format under Windows and OS 2 for 1 4 8 and 24 bit color depth Appendix Glossary 409 Byte Sequence of 8 associated bits The following further units are normal Kilo byte 1KB 1024Bytes 210 Bytes Megabyte 1MB 1024KB 220 Bytes Gigabyte 1GB 1024MB 230 Bytes Terabyte 1TB 1024 GB 240 Bytes CAD Computer Aided Design Software for construction drawings CD ROM Compact Disc Read Only Memory Visual computer storage for the PC The data can only be read by the user but not changed WORM Cl Coded Information Letters digits drawings etc are saved in coded form for example wordprocessing documents CAD drawings spreadsheet documents and can then be read by the computer NCI Client Server A special type of network mode enabling fully parallel working Explanations and recommendations on various application options are included in the installation chapter Record Saved profile data with or without document An archive consists of a certain number of records DDE Dynamic Data Exchange interface for exchanging data between differe
252. on for client installation 7 Scanner support If you are using a scanner state whether it is controlled via a Twain or via a Kofax driver activate at scanner key stations 10 The following Note will appear if you install the WinWord data transfer component Please check your items in document association when next working with DrDOC call via the menu bar Part 1 2 Installation Client Server 45 Settings document association Please replace any existing item WINWORD DOC DrDocTv DrDoc Openfile s DrDocNew with WINWORD DOC DrDocTv main DrDoc W EITERSUCHE s DrDocNe w main Confirm this note with ok and check after exiting the installation The installation will now be executed 11 Install program symbols Select whether you want to add the Dr DOC program symbol to the start menu 12 Completing the Dr DOC installation Successful installation is completed with a corresponding message Restart Windows when prompted 13 Start Dr Doc 6 0 and log on via Archive user login enter host name or IP address of the archive server and log on name with password Afterwards select an archive menu item Archive select 46 Part 1 2 Installation Client Server Note The archives and the user set must have been created on the archive server before the first log in action at the dient In addition the Dr Doc server process must have been started on the archive server
253. onding frames have to be set That means For OCR processing and bar code recognition you have to define the section of the template to be edited and the profile data field where the result is to be transferred to Another frame must be set for archiving the image These frames can be saved together under a configuration name including the set rotation and can then be called again as template at any time Proceed as follows to define the section to be edited Part 3 11 3 New entry Documents 141 OP Scan template or call file rotate if required The rotation setting is saved together with the frame configuration Q P A frame is drawn between opposite corners with the left mouse button If the mouse button is released a definition dialogue appears Rahmen Definition i x Rahmen Nr fi Rahmen Typ Sprachen Auswah NEN Ber Text Typ I Standard Automatisch v Text anh ngen C vorhandenen Text ersetzen L schen Abbrechen e The frame no is issued automatically e Select OCR bar code or image from the list box of frame types e f the frame type is OCR or bar code you must enter a destination identifier i e a profile data field in which the data will be imported All field names will be displayed in the list box e f the frame type is OCR select the language for the template in the Language field via the selection button The field Text type is also relevant for the opti
254. one file exception NCI files which are linked with the internal viewer The other files selected in the batch are automatically displayed in the title line of the input window after the previous one has been archived 3 Scanning paper batches automatically is only possible using scanners with automatic feed 4 The archiving action for batch or individual processing can be further automated here Files or model pages are archived in set intervals see 5 and 6 e automatic fields for user date number generator and in the case of files the file name Attention if several files are combined into one document for the internal viewer the automatic field file name will not be filled e adoption of manual entries which were entered in the first record prior to starting batch processing possibly in connection with various automatic fields Part 3 11 3 New entry Documents 133 MORE INFORMATION ON THIS TOPIC IS INCLUDED IN CHAPTERS MS zi 18 1 2 AUTOMATIC FIELDS 18 1 7 MAINTAIN FIELD ENTRIES ON ENTERING NEW RECORD Bar code as document separator A new record is created when the system recognises a barcode in the barcode frame when using batch processing and bar code recognition Enter the number of template pages which are to be combined into a document This information is relevant in conjunction with the automatic archiving You can only select this field if you belong to an owner group which is associated wit
255. or deactivate it o MORE INFORMATION ON THIS SUBJECT IS INCLUDED IN CHAPTER a 18 1 1 DATA TYPES Find number and term combinations You have the option to find combined field entries where all of the search criteria entered must be met You can for example look for all records where the name starts with Mai and where the turnover is between 100 GBP and 200 GBP Enter the word parts or entries in the respective fields which are between two stated limits and start the search action with OK Logical operators The following characters are available to logically link various search terms in one field amp for and for or for not Use the brackets to link operators and for logical delimitations Ensure that there are no blanks between the search terms and the association characters Linking the logical characters with is not Part 3 12 4 Find Search fields 161 necessary As soon as you search with one or several logical characters the term is automatically searched at any position in the field concerned Logical links can only be stated in one single field in a search Note For an excluding search is entered without blank in front of the character or word concerned The excluding search can be linked with the other search options Meier finds all records that do not have the entry Meier in the field Example concerned Meier finds all records that do not have the entry Meier at any p
256. or disable insert mode overtype INS mode New line in continuous field ENTER Text from clipboard Ctrl V orSHIFT INS Right mouse but ton Select rom cursor postio o one letter SHIFT or gt Left mouse button one word Ctrl SHIFT or gt Double click left to start of line SHIFT POS1 Left mouse button to end of line SHIFT END Left mouse button Line by line in continuous field SHIFT Tor Left mouse button to beginning end of continuous Ctrl SHIFT POS1 END Left mouse button field 88 Part 2 8 2 Working with an archive YOU WOULD LIKE TO WITH KEYBOARD Delete Copy delete the current tab SHIFT F4 delete letter prior to cursor position BACKSPACE delete one letter at cursor position or a DEL selection cut selection Ctrl X or SHIFT DEL copy selection to clipboard Ctrl C or Ctrl INS delete entry of single line field from Ctrl DEL cursor position WITHIN A LIST selection list or list box select on a list one entry several consecutive entries Tor 4 SHIFT Tor several not consecutive entries Ctrl T or SPACEBAR to end or beginning SHIFT END or POS1 THE WITH THE MOUSE Right mouse but ton Right mouse but ton Right mouse but ton Left mouse button SHIFT left mouse button Ctrl left mouse button SHIFT left mouse button Part 2 8 2 Working with an archive 89 More keyboard commands Context help
257. ored An existing archive cannot be found in the user set ADVICE If you do not find an existing archive in the user set this may be for several reasons The archive is listed on the user set list under another name Example The archive was created named letters But document management is entered in the user set e The archive is not entered in the user set you have called The entry is only possible in one user set If the archive is not yet entered in a user set it can be included via the menu item Management user manager Please note for C S archives C S archives are only opened by the client via archive select At the archive server C S archives can be opened from the subdirectory KOMM SERVER at the network server Part 2 8 2 Working with an archive 79 8 2 Working with an archive Start Windows I Start Dr Doc I Select archive Exit Dr Doc All options for working with Dr DOC are individually described in detail in part 3 and 4 of the manual As an initial overview you will find out about the following e the menu items and functions that Dr DOC offers and how they are appor tioned e the appearance of the user interface e the keyboard and mouse control in Dr DOC e the use of the online help 80 Part 2 8 1 Start 8 3 Working with an archive Start Windows I Start Dr Doc I Select archive Exit Dr Doc
258. osition in the field concerned Meier amp Huber finds all records that do not have the entry Meier at any position in the field concerned but the entry Huber Meier amp Huber finds all records which have neither the entry Meier nor the entry Huber at any position in the field concerned pk finds all records that have no entry in the field concerned Enter the search term s with the described options gt Carry out duplication check If you start the search with a duplication check icon only one of the records that have identical entries in defined areas will be shown the prerequisites for this output duplication check can be found in the previous chapter gt Start the search with the icon or with find start After the search a selection list or a record meeting the criteria will be displayed When fields in tables are searched each existing line of the column is searched for the Note search term Search date field Tips Enter the date in abbreviated format it is not necessary to enter the saved format DD MM YYYY in full If you for example enter 020894 lt gt 010395 in a range search then Dr DOC looks for all date entries from 02 08 1994 to 01 03 1995 162 Part 3 Example 12 4 Find Search fields But if you want to search the date field in connection with the asterisk you have to correctly enter the rest in long format Search fields in the currency field Enter the amount without blank But
259. own only in the profile data Entry in text retrieval find in profile data and in documents Brown amp New Town amp estimate of cost You find all records containing the three search terms in profile data or document In this case text retrieval only in profile data or the field search is not sufficient especially if the archived texts were not keyworded further Effective search queries The following generally applies e Do not spend too much time thinking up an exact search query just to find a certain single record Take advantage of only having to enter partial terms even if you exactly know the complete search term e g it is sufficient to enter Bro or Bro for the field search to find Brown In the worst scenario you will get some additional hits in the select list which you did not actually want to find e t tends to be quicker to initially search not too specifically and to restrict the hits again through another search if required e Instead of starting several search queries one after the other it may be faster to link these search queries and then to select the respective queries to be processed on the select list as different processes are required with the respective records example an order confirmation is to be sent to companies A and B a inquiry is to be sent to companies C and D Find all four companies in one go at first select companies A and B and complete the order confirmation then select compan
260. password was selected in user login who already has access to the archive concerned Procedure Try accessing the archive with another user name you know If a user remained logged in when the program was not exited properly and thus the message appears another registration can take place But be sure that you only confirm a new login if you are really sure that nobody is working with this user name User has no access right Error An incorrect user name was entered in user login Procedure Correct the entry and match case It may be that the user does not have access to the archive concerned The header of the dialogue shows the archive for the query Please increase memory or reduce resolution Error Memory problems have occured when archiving an image file Procedure Check whether enough free memory is available and if required increase it and or scan the image document with a lower resolution dpi Please state destination directory Error During installation a directory for copying to was not entered Procedure Reenter command with destination directory Date fields only permitted for deadline calculation Error A date field was defined as result field within the calculation definition 414 Appendix Error messages without the calculation taking place with a deadline field Procedure Call Settings calculation definition and correct the entry If a date field is a result field one of the two calculation fiel
261. pe profile data_text G and check for identical entries in the field selection for link window in the distributor to do field Path testaw2 da G Close field selection for link window with OK Click apply in the definition hyper search window The subsequent archive testaw2 is then applied in the edit field 5 Create link from testaw2 to testaw3 Select start archive for the next across archive search archive testaw2 Name link rule and click edit button enter the archive to be searched after testaw2 in the field selection for link window in the distributor to do field Path testaw3 da G Close field selection for link window with OK Click apply in the hyper search definition window The subsequent archive testaw3 will be applied in the edit field 5 Save search definition Enter name for the search definition and save this definition with Save B Define selection lists Select the fields of the archives to be listed on the selection list after starting the hyper search under Settings hyper search select lists C Carry out hyper search Part 4 18 2 Settings Output criteria 327 See fig on next page If you want to carry out the hyper search with a different search to the one stated in the Note dialog field of the text retrieval or if you change the archive you have to click on the required search under Settings hyper search search and confirm with OK 328 Teil
262. pter To use the additional information you must have defined an identical field in both archives i e a field containing the same entry in both archives Part 4 20 Connect archives relationally 345 Link additional information Go to the dialog to link the additional information to the current archive in the current archive via Settings additional information Define Additions x r Connection Fields Additions Archive 1 3 Jabs enderSB Select 2 M Searchfields 3 Archive fields Absenderse 45 Additions fields z ein 5 Options Selection list Sort for selection list 1 Shows the current archive s field names Select the field in which the additional information is to be called from the list 2 Selectthe archive to be connected with this field 344 Searchfields Connect the selected additional information field is displayed as standard as the first archive field Further searchfields can additionally be connected AND link Archive fields shows the current archive s field names and additions fields shows the field names of the additional information archive Select the connection fields from the respective lists 5 After clicking the assign button the selection will be entered here Further allocations are separated by semicolon When deleting allocations ensure that you also delete the semicolon 6 So
263. rame and press the right mouse button The corresponding frame definition is called up again in this way and you can make changes or delete the frame P Save frame If you want to save the frame configuration enter a name in the OCR module in the dialogue section frame and activate save It is also possible to display the individual frame definitions of a configuration in a table here with overview Part 3 11 3 New entry Documents 143 A frame configuration is archive specific and cannot be transferred to another archive Note P Change frame delete If you want to change a frame configuration call it up from the list box and click on overview You will see a tabular view of the allocated frames Select the frame you want to change You can now make changes in the frame definitions dialogue or delete the selected frame P Delete frame configuration To delete an entire frame configuration select the required configuration Click on delete a selection dialogue will appear from the memory if the configuration was loaded and displayed on screen but is not desired i e it still remains on the list from the hard disk if the configuration is to be removed from the list e Frames do not have to saved You can also set frames for a unique action without Tips giving it a name This is the case for very different material which is to be gathered in a derived manner e However we recommend to create a co
264. rchive for decentral archiving in company branch Dr DOC Path for Dr DOC Client Server Communication path Communication e g PADrdoc This path includes all communication relevant subfolders e g the communication directory P Drdoc Comm 223 Basic prerequisite An ISDN ROUTER software must be installed across the company to establish the telecommunication link between central office and branch Part 4 22 ISDN data counter check 375 224 Creating the ISDN counter check archive structure Archive setup The counter check archive structure is set up as follows e At first the complete C S archive environment for the corporate central office is created The following should be observed e for the date controlled and the user specific counter check every counter check archive must include two corresponding database fields modified on and modified by in which the date and user of the last modification or of the new record is automatically recorded Field type Automatic field Editlock Modification date Modified b singletine Bt e On the basis of a copy of this central archive environment the local archive environment is created by editing the drive letter for the client communication path in the following files e lt Name gt BVP lt Name gt Name of the user set BV c Q DrDoc user user bvd s P DrDoc user user bvd 1 c Q DrDoc CLIENT Archive1 DA s P DrDoc COMM SERVER rchive1 DA
265. rd TCP IP protocol e Increased performance and security user set database configuration files and communication folders are no longer accessible by the client at Explorer level e Client only requires host name or IP address port number and archive name for communication e Efficient administration e Simplified archive structure Automatic generation of new document containers e The container size can be set up to a maximum of 2 gb The default size is 600MB this allows simple swapping of containers on CD e When the predefined container size is reached a new container is automatically created e Forming a container pool with firmly predefined container structure is possible Tree view e User friendliness is increased with a clearer program interface e The Dr Doc program window is divided into three parts for clear data and document presentation 1 Tree view or virtual filing folder structure 2 Tabular select list 3 detailled record view 50 Part 1 Changes from earlier versions k New Twain module The current TWAIN standard 1 8 driver CFM TWAIN driver V 5 2 is supported Thus achieving increased compatibility with a variety of scanner types BE New scan module New OCR and barcode module has been integrated The following barcodes are recognized Check Code 39 Check Interleaved 25 Code 128 Code 39 EAN 13 EAN 8 and Interleaved 25 New function Barcode as document separator In batch mode th
266. records of the archive etc Register as PUBLIC user for this purpose and follow the steps stated above Part 4 18 2 Settings Output criteria 315 18 2 2 Details in the select list gt Call Settings field selection for select list Enter new configuration name or select existing one and Edit Or activate select list column in database settings enter new name apply with new and then edit or enter directly gt Number the fields to be listed on the select list Determine the column width stating a number of characters after a blank behind the number The number of characters is restricted to 253 characters The list can be scrolled from approx 80 characters Example Enter Edit View Window Help o uv AdreBdaten Bankverbindung Vertieb Andersen Consulting Arztpraxis Dr Pichl Martina Frau Dr Ausleihdienst Herr Pollinge Helmut Herr Berger Herr Althaus Franke amp Partner Herr Franke E mple Heyde Partner Herr Pelz ofa c rresponding Institut f r Ornitologie Herr Eschnanr Klapczinsky Heinrich Herr Klapczir select list Krusemann Dr Hubert Herr Dr Krus Lehnert Dr med Libris Buchhandlung RN S Herr Schr ter In the example the name first name and address fields are defined as columns for the select list with the corresponding width The headings for the select list are entered under Field selection for headings To use an existing configuration call men
267. red size Then press the right mouse button so only the section is displayed 174 Part 3 13 2 Edit Change and delete 132 Change and delete 13 2 1 Profile data Ansicht Drucken Daten bergabe Email Exportieren Statistik Zusatzinformationen The most commands are available on the selection list as well as in an individual record called for viewing By clicking and selecting individual records with the left mouse button another selection can be made within the selection list for the required process Part 3 13 2 Edit Change and delete 175 B 2 11 Work mode There are several possibilities for defining in how far a user may change data of an archive e Edit entry under the menu item management archive parameter for the changes after program start possible option f the option is not activated you can view the records and use them to transfer data print out etc Users cannot make changes or delete records Ifthe option is activated the records can be changed or deleted e In addition the entries that may be viewed and or changed by the user are determined subject to the user s access rights MORE INFORMATION ON THIS TOPIC IS INCLUDED IN CHAPTER MS 16 USER SET 13 2 12 Changes in the individual record gt Call required record or select on the list the record appears in the record tab gt Add change delete text Entry simplification for profi
268. ression is possible for black white images and for color and grayscale images You should basically be aware the higher the compression the bigger is the loss of quality when the document is called again The best compression is on the one hand subject to the type of documents and on the other hand subject to the requirements made on image quality or memory Compression Settings Ea r NCI Documents 4 T Compress M Black white Images 1 Bit 1 Compression TiFF CCITTGA FAX TIFF CCITT a TIFF COIT TG3 FAxs1D E TIFF ECITTG3 FAX2D v r Color and Grayscale Images 8 16 24 and 32 Bit 2 Compression Compression quality Perfect quality option 1 Perfect quality option 1 ARCHIVE Perfect quality option 2 4 Quality much more important than size 2 Quality more important than size Call edit compression in the Settings dialog For black white templates you can select between various TIFF compressions and Dr DOC specific settings For color and grayscale images the ARCHIVE setting is recommended as in addition the compression quality can be set Basically only documents which are archived with the internal app are compressed In addition NCI documents with app to third party applications can also optionally be compressed Select the option if required Part 3 11 3 New entry Documents 147 CI documents are never compressed
269. rinter for needle printers Settings regarding this which were assigned to the frame overwrite this setting Dialogue Formatting Here you can determine the settings concerning the formatting of the result Dialogue Edit results Here you can define whether you want text errors assumed by the system to be displayed for the direct processing of the result Dialogue Page analysis Recognize page orientation This is useful if the sheet is not straight Remove spots Function to improve the result for older sheets or sheets that are not completely white Structured background Function to improve the result for backgrounds that are not white Dialogue Error recognition Functions for changing the error recognition This function can be switched in grades by clicking on the line you step up to another grade Dialogue Frame analysis This function can change the OCR result You have to make individual decisions to determine the setting that is most practical This function can also be switched in grades by clicking on the line you step up to another grade 150 Part 3 11 3 New entry Documents If you have defined your settings here confirm with OK Part 3 12 Find General brief information 149 2 FIND 21 General brief information Feldauswahl f r Sortierung Feldauswahl f r Auswahlliste Im Datensatz Profildaten Im Redlining des Im archivierten NCI Dokumentes
270. rmine whether the record is copied as new document as new version with or without document data will appear If you confirm with OK Duplicated record will be shown in the dialogue title line This can now be edited and changed Be aware that e changes in the record found which have not yet been confirmed with save only exist in the newly created record e prior to duplicating changes have to be made without saving them if an input duplication check is set up Otherwise you will receive an error message stating that duplicates are not permitted e any existing documents found in the record are not included in the duplicated record However it is possible to attach new documents to the duplicated record during the same operation e the duplicated record will not be shown on the selection list until a new search query is carried out 110 Part 3 11 2 New entry profile data Example Tip Input duplication check The input duplication check is for the many cases where the user wants to prevent an entry being input twice by mistake on capturing i e is filed as a so called duplication a helpful control instrument for increasing acquisition quality DEFINITION INFORMATION IS INCLUDED IN CHAPTERS 5 18 1 5 KEY FIELDS CREATE INDEX E 18 1 6 INPUT DUPLICATION CHECK As soon as two records have the same entry in a certain field when a new record is entered the program examines further default fields to establish
271. roduction This part explains the Dr DOC philosophy and provides information regarding legal issues to introduce document management Part 1 Technical Prerequisites Installation Part 2 includes basic information regarding the menu structure the screen setup the keyboard and mouse control as well as a quick introduction with the help of the sample archive Part 3 shows you how to work effectively with Dr DOC The individual topics are usually introduced with some brief details followed by the specific workflow Topical examples and supplementary hints illustrate the work options Part 4 helps you to set up an archive step by step and to carry out a wide variety of basic settings As a system administrator you will also find important information regarding the client server operation here Appendix includes a glossary error messages and their treatment as well as a comprehensive index 14 Manual Division The following subdivisions are helpful for extensive topics BRIEF INFO C initial basic subject information and a brief overview of the workflows STEP BY STEP C the specific workflow EXAMPLE C specific examples for the respective operation TIP C ongoing information and suggestions regarding the subject Manual Conventions 15 CONVENTIONS In general the following spellings are used in this manual Names of commands or menu items which are selected e g OK Commands which are exec
272. rofile data is also saved for every document But it is also possible to create and save only profile data without a document as in a classic database A simple example is the address management For some addresses thumbnail images are managed here only the transparent address data exists for others Documents can of course also be attached subsequently to existing records It is also possible to link two archives e g the communications of a selected address can be displayed in the document management The relevant chapters describe how to define basic presets for the new entry e g data types mandatory field entry MORE INFORMATION ON THIS TOPIC IS INCLUDED IN CHAPTER S a 18 1 DETERMINE ENTRY CRITERIA 98 Part 8 11 1 New entry General brief information 11 New entry General brief information Einstellungen Stapelbetrieb Fremdprogramm beliebig Neueingabe Dok Neu Datei w hlen bzw OCR Modul Bild neu erstellen aufnehmen Dr DOC can manage data of all types e g paper sheets which are scanned and edited with OCR and or bar code recognition files of any format Objects e g recordings with video etc Part 3 11 1 New entry General brief information 99 Advance planning facilitates the task Tip It is definitely most effective to process identical archive material in one operation to then go on to the next archive material The following illustration is an example of this 1st procedure 2nd proced
273. rs are made when entering the password it has to be entered twice for confirmation Remember this is a case sensitive entry As an additional option you can select that the user has to change his her password once or that s he may not change the password If the option Automatic login using network username is activated the user does not have to login separately in Dr Doc when starting Dr Doc If the network username is different to the Dr Doc login name you can control this by deselecting identical login name and entering the network username in the field to adapt existing user sets Automatic login using network username is optional for all users or can be activated user specifically Management user manager and then user set properties Select if the user is to have access to the user manager Select if the user is also to see the path when selecting a user set Displays the group which is selected when creating the user If membership is not required the option can be deactivated Apply includes the new user on the group overview list left column Users Groups l Archives E Groups 3 DOKUTEC amp dok Rel DRDOC PUBLIC gt If required create more users or close the dialog The data of the respective user is now entered in the middle column of the manager in the description register Part 4 16 Userset 275 gt Subsequent changes A
274. rther settings for individual fields which regulate access permission e g edit lock change view etc are made via the user set Part 4 18 1 Determine change entry criteria The following entry criteria can be determined e Data types numeric alpha numeric date currency e Automatic fields user date time number generator file name e Calculation definition e Mandatory field entry e Maintain entries for new record e Create key fields e Input duplication check e Data transfer archiving 18 Settings 295 Part 4 18 1 Settings Entry criteria 297 18 11 Data types Various data types can be assigned to individual fields Call Settings field selection for data type or activate data types column in the database settings gt Enter S String for string alpha numeric U User for string alphanumeric is only used for workflow Z for digit numeric ZB for numeric range D for date DB for data range W for currency WB for currency range G for outline F for deadline XD for date and time Only for the image field that always exists a corresponding data type IMAGE is entered which may not be changed 18 111 Special features data type date The following are allowed for the data type date DD MM YY DD MM YYYY D M YY D M YYYY or DDMMYY The entry will always be automatically extended to DD MM YYYY Entry 100890 will be extended to 10 08 1990 Note Exampl
275. rting and the selection list of the additional information archive can be selected separately and may be different for each connection This is particularly useful if an archive is used for completely different additional information The configurations which were created directly in the additional information archive are available Divide data Tip Use the connection option and divide your data according to topics into different archives if convenient You could have a connection from document management to address management which is connected e g via a name to project management 346 Part 4 20 Connect archives relationally and vice versa The advantage The respective data is arranged by topic into different drawers communication address data project texts which are not loaded down with information that is not essential for the topic but from within a drawer another one can be opened directly and all associated information will be available amp MORE INFORMATION ON THE TOPIC IS INCLUDED IN CHAPTER a 13 8 CALL ADDITIONAL INFORMATION Part 4 21 Data exchange 347 21 DATA EXCHANGE Brief information ew em mmm s Import Export ASCIVANSI Dbase Other File Import archive any type The following describes e The import of profile data in ASCII ANSI format or from another archive e The import of profile data in Dbase format e The export of profile data in ASCII ANSI format optionally wit
276. s confirm with OK Confirm the queries whether the destination archive is to be created or reset with Yes exit archive answer query after saving the settings with Yes If network and archive server are one device Call the da file N DRDOC COMM SERVER LETTERS DA with an editor e g Windows and change the paths so that they are correct from the server s view In the example the N drive is always changed in C If network and archive server are two devices this step will not be necessary Now continue working at the archive server point 5 8 Please be aware the server program docserv exe must not be running Part 4 24 Transforming archives 385 Load Dr DOC and call the Letters archive in the C DRDOC COMM SERVER LETTERS DA DIRECTORY or for separate network and archive server EX via archive open archive Call management edit archive parameter and select network mode in the archive parameters Then the paths for the various files are changed and set up as server paths If you have already archived documents you have to observe the following Do not yet change this path as the existing documents have to be moved first This is done in a separate step Change the path concerned in the following way instead of CADRDOC select the driveldirectory where the archive is meant to be Path for Network archive Network archive server server TWO devices ONE device e drdoc commiserver c dr
277. s ANSI file to enable a partial selection via the Export command within selection lists gt Call Fiel selection for ASCII export on the Settings menu in the archive from which data is to be exported in ASCII ANSI format and enter the field names of the destination archive in the fields to be exported Note 1 If you want export into a Dr DOC archive the fields only have to be selected if the two archives are not structured identically If they have the same format the selection is not required 2 Only the fields displayed in the mask are exported gt Find the data to be exported with the search functions and call the Export command within the selection list Part 4 21 3 Data exchange Export 357 1 7 Target file name Je drdoc export dat 2 v DrDOC archive is target J Move NCI documents 3 v id Move Cl Documents A 1g 4 Attach records 5 IV Export documents 6 Export selected records only 7 J Delete records after exporting 8 7 Export in individual files Export program environment 11 or Separator ILo Eile Help Cancel 1 Enter the path and name of the file into which the data is to be exported e g c order hobbs dat You can also call a file selection dialog via the file command and enter the relevant file here 2 Select if you want to export data into another archive If the destination is not a Dr DO
278. s the select list i Bel Se s Ea Lranils Lint Laport P e H Liz Lleplacs 1 With lt and gt you reach the beginning or the end of the select list 2 The maximum number of the entries shown in the select list The default setting is 100 This entry has no influence on the number of records found but only on the speed of the display or for browsing the list and the records The commands lt and gt activate the next 100 or the stated number records found Note The maximum number is changed on the menu item Management edit archive parameter Within this maximum number you can also work with IMAGE T Posi and End as well as with the mouse with the scroll bar The selected record is shown in the record tab underneath the select list 170 Part 3 13 1 Edit View Example 13 12 Document ndern L schen H Drucken L Buenbegde HC ma H L oone Statistik Profildaten Zusatzinformationen The document associated with the record is always called via the document view command The association which was determined when the document was archived now applies to this view But you can also temporarily create another association for the document than the archived one Change view app A file with measured values was associated with a simple 2D drawing program on archiving But the data is now also required for a 3D drawi
279. scanner Buffer as image Paper sheets via a scanner with additional OCR processing Recordings from moving or still video A new file to be created with any third party application in contrast to no 1 which is then to be archived immediately 120 Part 3 11 3 New entry Documents 113 1 Archive files Brief information Batch process options Doc Association Doc Source Third party app Database New entry Document New Create new file save and change to ARCHIVE Enter profile data Select file s Part 3 11 3 New entry Documents 121 gt Batch mode Step by Step If a larger number of existing similar files are to be archived you should consider whether these files should be processed in a batch and or whether they should be archived automatically Call Settings batch mode and gt select batch processing file gt and or automatic archiving MORE INFORMATION ON THIS TOPIC IS INCLUDED IN CHAPTER MS n 11 3 ARCHIVE DOCUMENTS Q gt Doc Association Call Settings doc association gt select the program with which the file was created or is to be created as source app gt select the program with which the archived document is to be associated for any subsequent call as view app The auto associate app can optionally also be selected as source app and or view app Dr DOC will then select the program which works with the file name extensio
280. ses 288 Part 4 17 Access rights 17 5 Log new entry gt Author date and time can be logged The required fields are created as single fields with the corresponding option Insert New Database Field x Database Field Etasser Cancel Field Types Data Types Text Field Single Line Field Numeric Date Time Te Butomatic Field Use Table Column Currency T Automatic Field Owner C Check 6 DED eee Enea Ea Database Fiela ETa Cancel Field Types Data Types 7 Miscellaneous C Text Field Single Line Field C Numeric Date C Time Table Column f Durency C Check PETERET x Database Field E rfasser Cancel Field Types Data Types 7 Miscellaneous Text Field Single Line Field Un C Date Time C Table Column Currency Miscellaneous C Continuous Field Continuous Field Continuous Field Deadline Outline Euler Select Check Boxes gt Ensure that these fields definitely have an additional editing lock Procedure Activate the group overview tab in the user manager in the left column and select the required user group or the required user Activate the archive associations tab in the middle column Select the required archive under associated with Now activate the fields buttons In the table you will see all fields which you have created in this archive Select the
281. set making the enquiry is to be displayed at user login Select whether the login is to take place automatically with the network login name Enter path and file name for the user set enter directly or via select 6 If a C S user set is created enter the path and file name from the server s view RWON c1 Part 4 16 User set 271 2 Confirm with OK The new user set is now active Open To change between different user sets use User set Open or the E corresponding icon Select the required one in the list box and confirm with ay OK P Properties User set Properties displays the descriptive dialog of the current user set where changes can be made name path P Delete User set Delete deletes a user set 272 Part 4 16 User set Note 16 4 Users and user groups P Create In most cases it makes sense to combine several users into groups The advantage is that you do not have to assign rights separately to every user In addition it is of course also possible to create individual users or to remove users from groups As described the user DRDOC automatically has the access right to each new archive If this user exists there will be no user query when calling the archive For archives with several users the user DRDOC must therefore be deleted or replaced by another Supervisor who has all rights Stepby gt Click on the Group overview register in the left colu
282. sorting data Example Adre datenn Bankverbindung Vertrieb 1st sorting criterion 2nd sorting criterion E Auswahl Satz Nr 1 37 von 37 Arztpraxis Dr Pichl Martina Dr Ausleihdienst Pollinge Helmut Berger Althaus Franke Pelz Institut fiir Ornitologie Eschmanr The found records are listed alphabetically on names and forenames To use an existing configuration call menu item select entry and confirm with OK 818 Teil 4 Tip 18 2 Settings Output criteria Be aware the number of fields to be sorted which is stated here and the number of sorting characters influences the memory requirement and the speed of the search General sorting It may be useful to save standard sorting of data which is often required by all users as a general configuration Register as PUBLIC user for this purpose and follow the steps stated above 18 2 5 Selection for printing tables gt Call Settings field selection for printing tables Enter new configuration name or select existing one and edit Or activate print tables column in database settings enter new name apply with new and then edit or enter directly gt Number the fields whose contents are to be printed and enter the number of characters for the column width after a blank If you do not enter a number the field s entire number of characters will be printed Remember the number of characters is restricted to 253 with Dr DOC auto
283. sponding DDE commands of other programs Excel Open s AmiPro FileOpen s 1 The applicable DDE commands for the programs you use can be found in the respective guides e Amacro which automatically creates a new file in the program concerned if itis started via document new Such a macro is supplied as standard for Winword The order in which these arguments are entered must be strictly observed e g if you do not want to enter a data transfer macro but a DDE command you still have to set the commas for both arguments i e two commas before the DDE command In order to open archived Winword 8 0 documents without problems change the Note Winword app as follows 118 Part 3 11 3 New entry Documents WINWORD DOC DrDocTv main DrDoc CONTINUESEARCH s DrDocNew main Once you have defined all possible programs you only need to left click the respective required program for the current association and confirm the entry with OK P Determine document source Call Settings Doc Source There are various options for creating documents You determine the origin of a document to be archived with Doc Source on the menu Document Source E3 2 OCR scanner 3 dmt wides 4 C Third party application Help Cancel Part 3 11 3 New entry Documents 119 Select the required option 1 2 already existing files of all types Paper sheets text image via a
284. t 279 2 If required include more archives or close the dialog The data of the respective archive is now entered in the manager s middle column in the description register The archive is now entered in the user set and appears on the list under Select archive 280 Part 4 16 User set 16 7 Allocate archives to users and groups gt In the group overview in the manager s left column click on the group or the individual user which are to be allocated to the archive Select one archive after the other in the manager s middle column in the Archive associations register in the Other archives window and Add association Users Groups Archives Rollen Description Group Delinitions Archive Connections Rights Role Definitions Indirectly connected with Groups J amp DRDOC amp PUBLIC wwe lt Add Connection Other Archives d rerallung a Schriftgutvenwaltung Isle an cometon Connected with Archive Rights Record Rig i Aktenplen STANDARD STANDARD fi Belegarchiv STANDARD STANDARD In this example the archive Address management is assigned to the group Superior department Part 4 16 User set 281 16 8 X Assign rights Rights have to be assigned to the users or the user groups These can be differentiated from basic archive editing rights to rights in individual fields The following flow chart shows you ho
285. t case sensitive if required 6 The search time can be reduced for large quantities of data if a search limit is entered Part 3 12 4 Find Search fields 157 The stock management is looking for the article mountain bike which only exists twice Example The number of hits in text retrieval is restricted to 2 As soon as the program has found two records with mountain bike it stops browsing the rest of the records and thus saves time If you work with a search limit and the stated maximum number of hits has been reached you will receive a corresponding message Note The search operation has retuned the maximum number of hits defined You can continue searching or you can reline your search query Exit Refine The result will be displayed Another text retrieval The search of the rest of the on a selection list will be carried out data stock will be continued Entries in currency and date fields will only be found if the search term is entered in the Note same way as the dates are saved in the relevant field i e an abbreviated entry of the currency or of a date is not possible Start the search action with OK You will find examples for all search types at the end of the FIND chapter Example 158 Part 3 12 4 Find Search fields 2 4 Search fields Im archivierten Cl Dokument Im Redlining des NCI Dokumentes Global ber alle Felder Volltext With the help
286. ta sdi sdo for NCI archive CI documents only sensible for archive files together with profile data tdi tdo for CI archive the entire archive for archive files help files NCI archive Cl archive For in the subdirectories dbase form comm server client 398 Part 4 27 Further tools Move documents Step by Step Example Note FURTHER TOOLS 27 MOVE DOCUMENTS TO CD ROM If you have to manage large quantities of documents a sensible archiving procedure would include placing the documents initially on the hard disk of the archive server and moving them to optical disks after a certain period or a certain number of documents gt Backup At first backup the Dr DOC archive The data directories to be backed up can be found in management edit archive parameter Q 9 Current archive move documents Find records select if required click on the Export button on the select list and choose Move Cl or NCI documents and state map directory Datenexport x Zielpfad cAdokul O Ziel ist Dr DOC Archiv M NCI Dokumente verlagern 3 Quell und Zielformat identisch DO C Dokumente verlagern O Datens tze anf gen C Dokumente exportieren r The maximum size of the document swap volume can be adapted to the capacity of the swap data medium with the following entry in the archive ini in the Windows directory Match case PEGASUS FREESPACE 500 Explanation FREESPACE 500
287. talled is intended to have Select Client and confirm with ok 8 Select destination directory The path for the destination directory where Dr DOC will be installed is defined here We recommend the path C drdoc if Dr DOC is to be installed locally 9 Selecting the software components Select the software components you want to install in this dialogue 44 Part 1 2 Installation Client Server Select software components x Please select the necessary or required software components for the installation type Disk space required 85426 k V Dr DOE system files EADDOCNSYSTEMV VW Winword data transfer C Programme Microsoft Office Offic Compound functions for Winword mE Iv Help CADDOCHILFEN v Sample archives CADDOC DEMO IV Powerpoint slide show CNDIDOCWPRAESENTV Scanner support Ceca 1 Dr DOC system files Program and system files of Dr DOC This item must be clicked to install Dr DOC 2 WinWord data transfer f this function is required it must be activated for the client installation 3 Compound functions for Winword Possible option for client installation 4 Help Dr DOC offers an extensive help function which can be edited recommended 5 Sample archives Deactivate to install the client 6 Powerpoint Presentation A self running presentation which introduces the most important functions of Dr DOC Possible opti
288. template Export selectionZDATACOUNTERCHECK if Export with selection 1 for dpl Search date 28 09 1998 date of the last counter check Date field modification date database field name date search field Search type 2 defining the search type Export with selectionzO 0 off 1 on Counter check date 29 09 1998 archive specific counter check date Part 4 22 ISDN data counter check 379 Interval 1 archive specif time increment in days 380 Part 4 22 ISDN data counter check 22 7 Starting the counter checking program The ISDN counter checking program is started at the destination archive server PC and counter checks the contents of the source archives always and exclusively in the direction of the central office Starting the counter checking program Start type optionally automatic or manual User login Enter login name and password of the counter check user here This counter check user can be defined as one pleases but must have the following attributes access permission for all source archives i e this user supervisor rights must be entered in all user sets participating in the counter check e Access permission for destination archive supervisor rights Part 4 23 Change path details 381 23 CHANGE PATH DETAILS An archive s path details can be changed at any time To guarantee continued smooth working with the modified application the following
289. tered from now on will be issued with a number in the field concerned This number can be changed If a modifiable number generator is subsequently created the client parameters C S must first be called and confirmed at the server under Management edit archive parameter In addition Dr DOC must be restarted at the clients for changes to apply 304 Part4 18 1 Settings Entry criteria Note gt Terminate numbering gt Call Settings field selection for automatic fields Delete NV and confirm with OK No numbers will be suggested for any records entered subsequently Be aware that the field concerned is automatically identified with the data type Z for numeric entries when the number generator is created This data type setting is maintained even if you delete the automatic field for number generator again 8 12 5 Special features automatic field file name The automatic field file name is helpful if old stock of files are now to be applied in Dr DOC per batch processing The complete file name with extension is applied 8 12 6 Special features automatic field automatic entry To automatically apply entries from one field of the same archive and the same record into another field the following basic setting is required The field into which the entry is to be applied is identified according to the following pattern V field name Instead of field name enter the name of the field from which t
290. text Tip Step by Step 182 Part 3 13 2 Edit Change and delete P For the next annotation you again place the cursor at the required position P The entries can also be edited subsequently click in the text with the mouse As soon as it is framed you can make changes or format the text typeface color To delete an annotation select it and activate the menu item edit delete line If all annotations are to be deleted activate the menu item edit delete all entries a gt To save the redlining click on the corresponding icon or activate the menu item Redlining save entries In addition the following applies e Redlining edit and view is only possible in large image view i e existing redlining is not displayed in the small image preview e There are only single line entries The Enter key automatically creates a new entry in the next line e An individual entry can be moved with the right mouse button e One font and one color can be selected per entry e The font size is an absolute point size relating to the original document as it appears in the printout e Each user can only edit or delete his her own entries The redlining can also be shown or hidden when printing using view display redlining Part 3 13 2 Edit Change and delete 183 B 2 2 3 Delete documents gt Find the records where documents are to be deleted Activate the delete command on the select list and t
291. th OK rename gives the selected mask a new name enter new name confirm with OK cancel stops the edit tool without saving In addition the following are available here and when further editing the commands mask in the command line at the upper end of the screen 1 2 3 4 5 6 7 8 E Save XE Est Form tu ad Larce Zu small Po Help Editor OK Form OK Exit editor and mask and save settings Exit mask and save settings new mask may be created hold for all tasks with the editor Exit editor and mask without saving 1 2 3 4 5 Exit mask without saving 6 7 Show or hide editor window useful when positioning the elements 8 Help The fields can be split onto several tabs in a mask and in addition can be combined visually with frames Part 4 14 Set up archives 233 44 Create tabs The fields are arranged in tabs A tab default name Page 1 is always available gt Select a form or create a new one and activate edit in management setup archive register forms Editor Tool Tab 5 x Database Settings Tab Insert Elements Heading Adre daten At 11 Position Mew 7 l Grid Default Font Name ms Sans Serif Change ao AN WwW x 30 in Pixels eset 30 in Pixels Size 10 Select Dee Cele DK 6 l x Foreground JENNI Background fu PER 1 With the various cards you can change between databas
292. theless be asked for a password when calling as client Enter DRDOC as user and drdoc as password match case Then set up several users in management user manager for more details see chapter 16 USER SET Note 388 Part 4 24 Transforming archives If you receive an error message e g that this archive does not exist check all steps in the correct order again to see whether they were executed properly In particular check whether all path details in the archive and client parameters in management edit archive parameter correspond exactly to the drives and directories used by you Part 4 23 2 Transform into local archive 389 24 2 Transforming a C S archive into a local archive To transform a C S archive into a local archive it s easiest to use the export function gt Call archive Step by Call the archive to be transformed at the archive server Step b Find data If you want to transform the archive inclusive of all data into a local archive find all records If you only want to have the database structure available for a local archive only find a few records These are only required to enable you to carry out the export and are then deleted again in the new local archive P gt Export Then select on the select list the Export function and proceed as described in chapter 20 3 1 Enter a local directory on the archive server as the destination amp Set local archive When the
293. tor 13 10 DocumentSeparator 12 Carry out the further actions as described in the ASCII import definition under 20 2 The ASCII files to be imported must be in the COMM ASCII directory the associated document files in the COMM ASCINKDOCUMENTS directory The paths can also be defined via an entry in the spoolimp ini FOLDER READ 1 ASCII Path f ASCII import files profile data DOCUMENT Path f ASCII import files documents SPOOL Path f SPOOL import files profile data and or documents WORK lt Working path 374 Part4 22 ISDN data counter check 22 DR DOCISDN DATA COUNTER CHECK 221 Short description The Dr DOC ISDN counter check program allows automatic central archiving of decentrally generated documents across the company The Dr DOC counter check function is not only characterised by the fact that it enables the efficient illustration of complex corporate structures but also that it guarantees the immediate availability of all archived data across the company in the central office 222 Term definitions No Tem Description Central archive counter Archives in the corporate central office This check destination archive archive is the destination of the ISDN counter check and is exclusively for centrally archiving per ISDN counter check Branch archive counter Decentral archive in company branch check source archive Source archive for ISDN counter check and working a
294. u item select entry and confirm with OK If you select a table column for the select list and there are several lines with entries Note these entries are all within the column width displayed separated by a comma 816 Teil 4 Tip 18 2 Settings Output criteria General select lists It may be useful to save standard select lists which are often required by all users as general a configuration Register as PUBLIC user for this purpose and follow the steps stated above 18 2 3 Headings for columns When printing records in the form of columns there is a heading above the columns You can choose the wording of these headings as you wish gt Call Settings field selection for column headings or activate the headings column in the database settings Enter the required headings in the individual fields and confirm with OK Part 4 18 2 Settings Output criteria 317 18 2 4 Sorting gt Call Settings field selection for sorting Enter new configuration name or select existing one and edit Or activate sort column in database settings enter new name apply with new and then edit or enter directly gt Number the fields to be sorted Optionally enter the number of characters according to which data is to be sorted after a blank behind the number if there is no number entered here sorting will be according to the field s entire number of characters The illustration shows an example of
295. ult field for a deadline calculation Important 3 5 Select the first calculation field the operator and the second calculation field from the respective list box 6 7 Determine when the calculation is to be carried out 8 Savethe calculation definition here 306 Part 4 Example 18 1 Settings Entry criteria Repeat steps 2 8 for all calculation definitions you want to create When you have defined all calculations terminate the dialog with OK The above definition means principally The sum from the start and duration fields is to be entered in the end field These can be in numeric or currency format A deadline calculation is possible if the start and end fields are defined as date fields and the duration field is a deadline field MORE INFORMATION ON THE TOPIC a 18 1 1 5 SPECIAL FEATURES DATA TYPE DEADLINE 18 14 Mandatory field entry Mandatory fields If a field always has to have an entry e g a reference entry in document management no entry will be made in such a field on entering a new record or if the entry is deleted when changes are made there will be an error message gt Call Settings field selection for mandatory fields or activate the mandatory fields columns in database settings Enter any character in the required fields or for continuous fields at the start and confirm with OK Part 4 18 1 Settings Entry criteria 307 Example This field must always
296. uous but will only take place e g when a WORM plate is full The medium term backup which should monitor a system status at a certain time must take into account that an error which may be caused by human error has crept into the system But the transaction security in some networks is not as high as one would like to see This backup should generally take place at the end of a work day either on MO plates or magnetic tapes The risk can be considerably reduced with this measure In large archives changes and additions are constantly made To keep this work which may not require a lot of memory but which is important with regards to content e g resubmission dates etc secure in the system continuous backup of the documents and in particular of the management data must take place especially if there is a large circle of users The most elegant solution is probably the use of failure safe hard disks Mirrored disks or RAID systems which apart from mirroring also save abundantly and automatically recognize and correct errors are useful here Part 4 26 Archive maintenance Back up archive 397 gt Data to be backed up There are different possibilities for backing up an archive To be backed up in the directory extension Profile data only for possible re for archive files import profile data with its management for archive files files NCI documents only sensible for archive files together with profile da
297. ure 3rd procedure Paper sheets image text gt Scanning evtl OCR processing Text files File archiving evtl with batch processing CAD files File archiving evtl with batch processing 100 Part 3 11 1 New entry General brief information If you call the database new entry menu item a window with an input mask of the current archive here document management of the sample archives appears on the screen The commands and functions for the new entry can be found on the corresponding menus and on the toolbar The following chapters show you how to e create new profile data e archive documents files and paper sheets step by step Part 3 11 2 New entry profile data 101 12 Create new profile data If you want to create records without documents or enter profile data for a document proceed as follows gt The cursor is initially always in the first field Enter the data using the keyboard gt The next field is reached by clicking on it with the mouse or with the TAB or ENTER key The next field can be determined via the tabulator sequence under Edit elements Exception Using the ENTER key in continuous fields results in a line break for several tabs click on the next one with the mouse or browse with Ctrl TAB To create a new line in a table above the cursor position press the key combination CTRL ENTER Be aware that single line fields ca
298. uted with one or several keys e g Ctrl FA Text which has to be entered or which can be entered e g install cAdrdoc Variables for another text which must be entered e g file name Additional information especially for client server applications C S Links to other subject information in other chapters of the manual FURTHER INFORMATION 16 Manual Important terms IMPORTANT TERMS Some terms are frequently used in the manual Therefore we have provided some brief explanations of these terms Links to explanations of other terms are referring to this list or to the comprehensive glossary in the appendix Archive An application within the Dr DOC program for example a collection of written documents and the respective available process potential e g a word processing interface An archive does not necessarily have to contain documents it may also be used as a simple database e g for address data Client Server A special type of network mode which enables fully parallel working The installation chapter includes explanations and recommendations regarding various application options Record Saved profile data with or without document An archive consists of a certain number of data records Document Administrative object consisting of administrative data and CI NCI data Field The pofile data is entered into input mask fields which can be unreservedly determined There are single line f
299. vailable on a drop down list in 4 Command New Delete Print Edit OK Cancel Help subject to the column selected see 3 a new database field or a new configuration is created subject to the column selected a database field or a configuration is deleted prints the entire database settings offers the option to make entries directly in the mask for the selected column corresponds to Settings field selection for The command is not available for all columns If no mask is active or a mask is not available yet Edit is not possible saves all database settings and closes the window closes the window without saving the settings or changes offers online help with regards to the subject 222 Part 4 14 Set up archives 6 7 Scroll bars With the horizontal scroll bar 6 you can display more columns 7 allows you to scroll vertically if there are more fields than can be viewed in the window gt Procedure e Create new fields Place cursor in the field identifier and call the New command Insert New Database Field x Database Field reme Cancel r Field Types Data Types Miscellaneous Text Field Single Line Field late C Date Continuous Field Time Automatic Field User Table Column Cumency Automatic Field Owner Check B So dd Automatic Field Import Fil OxeS C Dulline utomatic Field Import File Boolean t S
300. vate to install the archive server 3 Compound functions for Winword Deactivate to install the archive server 4 Help Dr DOC offers an extensive help function which can be edited Recommended component 5 Sample archives Deactivate to install the archive server 6 Powerpoint Presentation A self running presentation which introduces the most important functions of Dr DOC Deactivate to install the archive server 7 Scanner support If you are using a scanner state whether it is controlled via a Twain or via a Kofax driver deactivate to install the archive server 10 The following Note will appear if you install the WinWord data transfer component Please check your items in document association when next working with DrDOC call via the menu bar Settings document association 42 Part 1 2 Installation Client Server Note Please replace any existing item WINWORD DOC DrDocTv DrDoc Openfile 96s DrDocNew with WINWORD DOC DrDocTv main DrDoc WEITERSUCHE 96s DrDocNe w main Confirm this note with ok and check after exiting the installation The installation will now be executed 11 Install program symbols Select whether you want to add the Dr DOC program symbol to the start menu 12 Completing the Dr DOC installation Successful installation is completed with a corresponding message Restart Windows when prompted 13 The configuration of the Dr Doc server process i
301. ve a list of texts recognized in the document subject to the number of current OCR frames via Result By selecting a line and clicking on Edit OCR text the window is split into two You will see the scanned image in the upper window while the lower part shows the recognized text To facilitate the comparison the text in the image upper part is marked in yellow at the position where the cursor is located in the editable sector lower part Part 3 11 3 New entry Documents 137 e Dialogue Rotation Rotation vg e 180 C90 C 270 A template can be rotated in steps of 90 The rotation can be defined prior to scanning or calling the file but is also possible subsequently The rotation is a component of the frame setting and is saved with these configuration names see below e Batch mode display image v Display image You find explanations regarding the batch mode function in the previous chapter 11 3 2 2 It can be particularly useful not to have the scanned image displayed in batch mode Processing then takes place automatically in the background e Create new scan jobs change delete To define a new scan job all scan settings have to be determined in advance When this is completed confirm the Scanjobs button The following dialogue will appear 138 Part 3 11 3 New entry Documents Define Scan Jobs x Select job button Button 2 lt Ulnassigned gt Jo
302. ve container Memory space is also being saved when these source files are deleted You can and should do this manually from time to time This deletion is automated if the archive is equipped with the delete source file after archiving option via the menu item Management edit archive parameter Every source file which is being archived will then immediately be deleted A number of drawings were created for a project with a CAD system and arranged as Example files with unique file names These files are now to be archived with as little effort as possible e For this purpose the options batch processing file and automatic archiving are selected under the menu item batch mode as presetting e The file option is selected as Doc Source e The CAD system is selected as source and as view for Doc Association e In addition 124 Part 3 11 3 New entry Documents Tip Tip Tip the archive is equipped with an automatic field for adopting the respective file name the entire profile data entries are maintained on screen i e the setting delete form after entering new record is deactivated In the new entry all required files are selected in the file selection dialogue and confirmed with OK Fixed data for all files e g the project title date etc is now entered into the profile data With Save each file is now automatically archived as a document The profile data is changed accordingly only in the
303. ve is called you see the Dr DOC basic menu on the screen You can enlarge reduce or move this window If an archive and a record within it has already been selected you may see the following on your screen The toolbar and status bar can be shown or hidden under the menu item view ERN 3 ZZ te zt Sd er Rad HF A Tree view Name of the tabs Select list OCHE Database field Image Tabs small image preview Baria EDE 144 Field identifier ab arHar I ish RUM U iz deri Status bar S Table Part 2 8 2 Working with an archive 83 The Dr DOC program window is split into three sections to clearly show docu ments 1 Tree view virtual folder filing structure 2 Selection list setting see chapter 18 2 2 Outputs in the selection list 3 Detailled record presentation shows the record which is currently se lected in the selection list or in the tree view The 3 windows can be shown hidden via the menu item View The configuration of the tree view the virtual folder filing structure takes place under the menu item Settings field selection for sort When a postal code register is generated you will see the possible entries un der Settings field selection for sort in the illustration on the left hand side The result is shown in the illustration on the right hand side e Feldauswahl f r Sortierun Eingabe Bearbeiten At AD
304. version 6 0 has access to the same archive server is logged on to the same user set 4 The mail address of the recipient is entered here 5 Subject line 6 Editable text field 7 Select for normal mail 8 9 A task appointment can be sent here The prerequisite is that sender and recipient work with Outlook If the recipient does not work with Outlook s he will receive a normal mail 10 Auser of the current user set can be selected here as recipient The transfer of data starts with OK The data is filed in the local work directory in a subfolder Email as dat profile data tif document or arx link Part 3 13 6 Edit Export data 203 B 6 Export data Ansicht ndern L schen Drucken Daten bergabe Email Statistik Zusatzinformationen You have the following options for exporting data anderes Datei im ASCIVANSI betreffenden Format The following only describes the export of documents as file The export of profile data without or with document is described in detail in the system administrator part in chapter 21 3 204 Part 3 Step by Step 13 6 Edit Export data 13 6 1 Exporting documents as file Archived documents can be exported into a file at any time The archived documents remain unaffected 3 3 Call the record containing the document to be exported There are two possibilities for exporting documents archived with internal vie
305. very well protected through the differenciated user set with access rights that can be defined freely In addition further server processes for an abundant failure safe and scalable system or for distributed data maintenance can be used NETWORK SERVER 40 Part 1 2 Installation Client Server Installation 1 To install Dr DOC place the Dr DOC CD into the CD drive 2 If the installation program does not start automatically proceed as follows either select the CD drive in Explorer and double click the file Setup exe or press the Start button and call the command Execute Click on the browse button in the Execute dialogue and select the Setup exe file in the CD drive and click on the Open button Now start the installation process with OK in the Execute dialogue 3 The Dr DOC Setup will be started You can select the required language in the first window 4 Dr DOC Setup main options Select Install Dr DOC 5 To install the net version select the relevant line select the number of users and confirm with ok You require two keys for a N2 license you will receive these with the delivery note when ordering a N2 license For N5 and higher you require the relevant dongle which you clip onto the archive server s parallel port 6 Welcome to the Dr DOC installation program Confirm this dialogue with OK 7 Software license agreement Read this agreement carefully and con
306. via record owner Part 4 17 Access rights 285 gt Work mode Under Management edit archive parameters you can select whether all users are permitted to change existing records or not si 600 wack changes V Changes after Access log u Clear form alte BH E file after archiving e Help User rights Users can be given a wide variety of access rights via the user set This refers to new entries changing deleting printing etc MORE INFORMATION ON THE TOPIC amp x 16 USER SET 286 Part 4 17 Access rights 17 3 Lock individual profile data fields Individual profile data fields can be locked for editing This is done by issuing field rights for the respective user or the user group within the user set Example Beschreibung Benutzergruppen Definitionen Archiv Verbindungen Rechte Indirekt verbunden mit Abteilung B2 Andere Alive lt Verbindung hinzuf gen Verbindung entfernen gt Verbunden mit Archiv Rechte Adressverwaltung STANDARD t Aktenplan STANDARD i STANDARD Zuordnen L Zuordnen L schen inung entfernen gt Bezeichner f r Archiv Rechte Datensatz Rechte Felder Masken Feld Rechte 2 The department B2 group has an edit and view lock in the own AZ field in document management under the identifier view change lock Arch
307. view of the archive server This is then noted at the positions concerned 252 Part 4 14 Set up archives e Management file The management file includes all basic path information for calling an archive The archive itself is always called with this management file extension da That means The path stated here is the path from which the archive is later started In C S mode two management files are created for one archive For calling at the archive server and for calling at the client Now enter the path for the call at the archive server The subdirectory COMM SERVER is preset for this e Archive files The profile data and internal management data is filed in this path The subdirectory DBASE is preset for it If archive and network server are separate this directory must be on the archive server i e local drive name e Help files The various archive specific settings are considered help files The subdirectory FORM is preset If archive and network server are separate the directory can be on the network server Recommended configuration create on archive server Important f the path details for management archive and or help files are subsequently changed in an existing archive the files concerned are automatically copied into the new directory and deleted in the old directory when exiting edit archive parameter e NCI and CI archive The archived documents are filed in two Container files which are man
308. w Export document by page i e one page one file Call the document with document display and go to the page to be exported activate the document export large image command check the directory where the file is to be created and enter the file name Start the export with OK Export document in multipage TIF file all pages one file Cal the document with document display activate the document export command check the directory where the file is to be created and enter the file name Start the export with OK For documents which are associated with a third party application for viewing Activate the document export command Check the directory where the file is to be placed and enter the file name Start the export with OK Part 3 13 7 Evaluate Statistics 205 3 7 Statistics Ansicht ndern L schen Drucken Daten bergabe Email Zusatzinformationen The Statistics command offers you the option to quickly carry out statistical calculations in records with certain entries selected by you The calculation determined under Settings formulas for statistics will be carried out These evaluations should not be mistaken with the calculation definitions Step by gt Determine formulas Step Enter the formulas in the form in Settings formulas for statistics according to the plan e g Sum a b Instead of the parameter a and b enter the field
309. w to proceed Left column register group overview Select user user group Middle column register archive association Selectone archive from associated with Select identifier for archive Select identifier for record rights Select fields Select forms rights or rename and assign or rename and assign option option Select field s Select form s Select identifier for field rights Select identifier for form rights or rename and assign orrename and assign Middle column activate rights register Select archive Select record Select field Select form rights option rights option rights option rights option Select identifier Select rights pattem and assign or Select functions individually and assign Y N rights Possibly save as rights pattem Save the entries using User set Save on the menu or by clicking on the icon 1 You can also view the archive record and field rights for information i e not to change Note under the following menu items Management Archive rights record permissions edit field rights 282 Part 4 17 Access rights IJ ACCESS RIGHTS AND CONTROL To control access to all data in Dr Doc you have the following options Access incl changes to is controlled by 1 Entire archive Archive ass
310. was entered in the path information This path must include all files stated above which are supplied with the program except for the forms to be created individually by the user In addition a local work directory was entered when the archive was set up To ensure correct creation of the first forms in the word processing program copy the files stated above with the extension txt into this local directory 330 Part 4 Step by step 18 3 Settings Prepare data transfer 18 31 Winword preparations oO Install macro Dr DOC creates the individual and standard texts with a WinWord macro This macro called DrDocTv is supplied with Dr DOC and must be set up in Win Word s global template file For this purpose call the supplied file drdocmac doc in WinWord which was copied into the Winword directory standard c winword when the program was installed Follow the instructions within this file The macro is predefined as standard for the path C DRDOC TMP If this path does not correspond to the local directory you selected the macro must be changed according to the instructions P In Winword create control record When the data transfer is started the program looks for a control record called control txt in the path for word files and copies this file into the local directory If different archives exist e g one address management and one literature archive various application specific control records must be
311. which are entered into the archive you are currently working with A relationally connected archive provides more information on the keyword That means you are working with existing data in both archives without exchanging this data This associative search process is also called hypertext What is the difference between additional information and hypersearch In common for both functions you are looking for associated information from various archives For the hypersearch a relational connection can also be automatically carried out as a further step The difference explained with an example The problem you are looking for an invoice from the company Hobbs dated March 1996 and then want to query something over the phone The solution with additional information Search in the incoming invoices archive for Hobbs and 03 1996 The invoice will be displayed Call the address management via the i button in the name field The address with telephone number will be displayed Advantage For clarity you haben initially only the invoice data on screen on request you immediately obtain the address data The solution with hypersearch First option Search in the incoming invoice archive and in the address archive for Hobbs You will see the hit list immediately from both archives But the incoming invoices archive will display all invoices from Hobbs not only the ones dated March 1996 A search for the invoice date woul
312. wing the user to select another entry If the list box was opened but the user does not want to change the cur rent entry a mouse click next to the list box i e in the blank space will close the se lection without applying any changes The file selection dialogue shown in the above illustration is identical for many menu items in Dr DOC Therefore we would like to include some basic instruc tions at this point File name If the list field is empty this indicates that no files with the extension stated in the text field exist in the current directory The file format which the files listed beneath it have e g BMP is initially always shown under FILE NAME in the text field Overwrite the file format with another one if required e g DOC instead of BMP This change will be applied as soon as you click on OK A click on an entry in the list box applies this entry to the text field and thus selects it for the required action Exception if the batch mode is activated several entries can be selected in the list box at the same time In this case the program will not make an entry in the text field The files can be viewed in list format or with detailed information for every file File format The file format can also be selected from a list for image files To select another file format click on the arrow symbol next to the field to open the list box in which another format can be selected Directory folder
313. xt file from the local work directory 4 Start the standard text function with data txt and associated control record see above from the local work directory 5 Find graphics Part 4 18 3 Settings Prepare data transfer 335 6 Delete graphics and insert in its place if available the data bmp file from the local work directory 7 Save standard text in the local work directory as archive ext 8 Close data txt and letter txt Instead of ext use the program s standard extension for the archive ext file name 336 Part 4 18 3 Settings Prepare data transfer Note Tip You require the relevant templates which have been set up to import the data from the data txt file in the local work directory for the standard text function The data exported from Dr DOC in data txt is partly given new separators compared to the buffer within Dr DOC Separator Dr DOC data txt for TD internal Field Record Table line Continuous field 13 10 11 paragraph You find tips and information using WinWord as an example in the previous chapter Part 4 18 3 Settings Prepare data transfer 337 18 4 Archive specific program settings in Dr DOC View and Find settings used to be desktop specific but are now archive desktop specific by default The following settings can be controlled via archive ini entry to establish whether they are saved archive or desktop specific ARCHIVE_SPECIFIC DO
314. y the program and converted into alphanumeric code can be entered in a profile data field Prior to working with the scanner make sure the correct scanner type is selected Call Note up the select scanner command in the OCR module under general settingsto determine the scanner type Left click the appropriate name for TWAIN then select the driver with Selection and confirm the selection with OK 1132 1 Basics Why OCR Dr DOC allows you to archive any types of documents e g models files audio and video sequences to be scanned If texts e g incoming letters invoices newspaper cuttings etc are imported via the scanner only the image information is initially available to the archive i e a digital copy has been created This image can be archived but to be able to retrieve it keywords must be entered as a computer cannot recognize image so called NCI information as text As the additional entering of keywords and brief content details is often taking up a lot of time so called OCR Optical Character Recognition is used Such an OCR program can convert the image information NCI into computer readable text information Cl and thus make it available for searches 128 Part 3 11 3 New entry Documents Performance of the Dr DOC OCR module The OCR module of Dr DOC supports the so called dynamic threshold value recognition provided the scanner is equipped accordingly can manage co

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