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Series 6 End User Manual for SP 6.2b

1. Aa Summary and Notes 4Training Materials Outlines 6 items Title Version Number Title Welcome to Invu C2 ppt Invu Series 6 Technical id Invu Series 6 Administration Invul523 Series 6 Administration 1 Invul 542 Course 2 Presentation 1 id Auto Index for Invu Course 1 Invu1522 Auto Index for Invu 1 1 Invul 524 Series 6 Installation 5 day Training amp genda doc Invu Series 6 Technical Training Manuals 7 items Invu1521 5 day intense training Invul1520 Series 6 Workflow Basic Click the file to view the summary within the Right hand pane Invu Services Limited 2009 Page 84 of 221 End User Manual V 6 2 3 lNVU SCAN DOCUMENTS Invu Services Limited 2009 Page 85 of 221 End User Manual V 6 2 3 INTRODUCTION TO SCAN DOCUMENT Series 6 provides a very simple way of scanning documents into Invu within all three modes using something called Scanner Presets These are setup up by the System Administrator Scan a Document in the Simple Mode Within the Simple mode you are able to scan basic black amp white or colour documents To scan click the Scan tab and the following screen will be displayed Series 6 System Administrator Account Search 3 My VVork amp Scan P Create Q Resource Portal Step 1 Choose the type of image to scan Black and White Colour Step 2 Where do you want to send the scan Step 3 Click t
2. Act now Request a quote Book a demonstration We have a solution for you Download our free reports Invu addresses all of the following common Easy to use proven throughout the world and Seven key things you must consider before you What problems does Invu solve workplace issues affordable by any business Invu Series 6 is the invest in document management software preferred document management solution for Lack of storage space businesses of all sizes Select some of our main Difficulty achieving compliance industry sectors to find out more Time lost searching for information The risk of documents being mislaid misfiled or Select a business type vj T deleted Read the National Computing Centre s NCC s seminal guidelines on Document Management and Slow response times to customer queries Workflow Inability to access files from off site 1807 Latest Inadequate or inaccurate audit trails Stress caused by the mismanagement of Feeling Stressed information 12 8 million working days were lost due to stress in 2004 5 costing businesses 3 7 P P billion a year Remedy with Invu s Series 6 Inconsistent filing methods View More Money lost through low productivity Recent changes to the Data Protection Act Microsoft gg THE INSTITUTE e 6 of BASDA by SORTED Partner ACCREDITED SOFTWARE Don t print it Invu it
3. Print Edit Mark as Read Delete From the menu select the Mark as Read option The note text will change to none bold black text Remove a Notebook To remove a Notebook Attachment or Note right click the title of the Notebook Attachment or Note 4 Notebook 1 Kem 1 unread Title p Post Notes Open Print Edit Mark as Read Delete Invu Services Limited 2009 Page 26 of 221 End User Manual V 6 2 3 From the menu select the Delete option The following message will be displayed Confirm ey Are you sure vou wish to delete the selected item Click the Yes button to delete the selected file Invu Services Limited 2009 Page 27 of 221 End User Manual V 6 2 3 lNVU Intray Shortcuts Pane Click the Intray Shortcuts icon this pane allows you to create shortcuts to other user s and folder Intrays This gives users the facility to move and or copy documents into another user s Intray Intray Shortcuts v D ME W w Ow Administration Alice White Emma Owen HR E amp B There are three types of Intray you can create a shortcut to Fmma Owen User Intray each user will have an Intray for documents that are brought into Series 6 So you are able to setup a shortcut and send colleagues copies or move documents to their Intray Administration Group Intray these are a group of users within Series 6 but only show if your
4. E 5 LF s P hail Document References Common Document References Invu Services Limited 2009 Page 16 of 221 End User Manual V 6 2 3 lNVU Notes Pane A notebook can contain many sections which could have multiple pages Click the Notes icon to View Create Edit and Delete notebooks or attachments Create a Notebook Add Mew notebook Mew attachment To create a new note click the Add menu and from the menu choose New notebook the following will be displayed Mew notebook Please enter a tithe for the notebook Post Comments Please enter a tithe for the first section Enter the title for the notebook and then enter the title for the first section Click the OK button to create the Notebook and the following will be displayed as shown on the next page Invu Services Limited 2009 Page 17 of 221 End User Manual V 6 2 3 Notebook Formatting Toolbar Notebook View Edit Insert Format Table Normal x Arial Section 4924 04200 1 Tab 2 13 0 System Administrator Accour Page Title 5 Attachments The tab represents the section section can have many pages if required and the text can be manipulated using the Menus and the Formatting Toolbar You are able to copy text from other applications and paste it in as well as type text Change the Page Title To change the name of the page click onto th
5. Incoming GP ___ E Operations d Purchase Order 6 Items gt Sales Title Version Number b z3Intrays ji Document Templates rE orrespondences 23 Terns t Invoices 11 terns Pur Invoice 5 tems gt Purchase Order 9 terns Purchase Order ig 156 71F IMPORT12352 a TE 155 i IMFORT12351 Version E ni54TF JJMPORTI2350 l 8 11511 IMPORT12347 B Number O 148 0F IMPORT12345 IMPORT 12351 D 148 7 IMPORT 12345 i Order Number WER564 Company Name PPS Total P Purchase Order liter 45676 earning and Development P Learning Event Evaluation 2 Hems 4 Note Notebooks 9 Items Sales Number Outgoing Purchase Order 3 Eems Owner Services Within the Left hand pane there are two different views available depending on how the System Administrator has set the system The first view is the Explore area which allows the user to see the Workspace and Filing Cabinets all located in one section as shown on the next page Invu Services Limited 2009 Page 48 of 221 End User Manual V 6 2 3 4 Workspace P Current Documents gt z Email vl Work tasks fSIntray 16 gt lr Search Intrays Filing Cabinets aE Invu Administration Fa Finance 43 HR Operational Doc s A Records EJ Operations E3 Sales i C3Intrays Document Templates In the Left hand pane the user can explore all are
6. Invu Services Limited 2009 Page 124 of 221 End User Manual V 6 2 3 Fit to Width The document will fit to the width of the viewer to get a closer look if clicked or click the View menu select the Zoom option and then select the Fit to width option OQ i09 Navigation These icons enable the user to navigate through multiple page documents The First Page Pervious Page Next Page and Last Page as well as the option to choose a specific page number To navigate via the menu click the View menu then select the Page option and then choose from the First Page Previous Page Next Page and Last Page options c Show Annotations This will show any annotation added to image based documents if clicked or click the View menu then select the Show Annotations Click the icon again or the menu option to turn it off View Document t Eile Edit Tools View Image Fileand Save Help _ elm E E i Summary and Notes Willis Stationers Suppliar Willis Ebilienars Limited Buckland Road E18 085 1B526529 rder Humber 1123 Page 1 t Image Document References 7 Common Document References Grier VAJE Regisisrad offica miie Road Lipton ETE E38 APPROVED Invu Services Limited 2009 Page 125 of 221 End User Manual V 6 2 3 INVU View Options The view options will allow you to change how things are viewed
7. Simple mode the Saved Searches ll 7 icon is located in the right corner of the screen If the summary screen is not displayed then click the arrow beside the Saved Searches icon and from the menu select the Show Summary option The summary will be displayed in the Middle pane of the Search Saved Searches You are able to save searches you would like to keep which can then be run again at a later date To save a search within the Search feature of any of the three modes enter the criteria and then click the Search button to display the results in the Middle pane as shown below Series 6 Wendy AOpen 3 Scan Create 7 Search Results 13 Items Search Within No Information Type bx All gt Documents nat Filed and Saved 10 gt E Filing Cabinets 4 Purchase L egder 5 gt amp 3Intrays Purchase Invoice 7 Items ele 4 Sales Ledger P Sales Invoice Litem Search Metadata Search Content Optiam Doc Refs 3 Workspac mm EHE S Resource Portal Click the Saved Searches m icon and the following will be displayed Save Search Parameters Search Description Enter Search description and then click the OK button The search has now been saved Invu Services Limited 2009 Page 160 of 221 End User Manual V 6 2 3 View Saved Searches To view all saved searches click the arrow beside the Saved Searches
8. When performing a text search there are several Options to widen the search for documents Stemming Phonic WordNet Synonyms WordNet related synonyms Fuzzy To view these options click the white arrow beside the heading The available option will be displayed as shown below 4 Options Stemming Phonic WordNet synonyms WordNet related synonyms Fuzzy Stemming Tick to extend the search to check for grammatical variations on a word i e a search for applied would also find documents with applying applies and apply Stemming searches can also be applied across all text in the search criteria by appending the special character of at the end of specific words i e applied Phonic Tick to extend the search to check for words which sound like and begin with the first letter of the search phrase i e a search for Smith would also find Smite Smyth Smithy etc Phonic searches can also be applied by placing the special character of in front of the word in the search criteria i e smith WordNet amp WordNet related Synonyms These options will extend the search to check for words with a similar or related meaning using a thesaurus WordNet synonyms If ticked will search through a comprehensive thesaurus l e if a search for fast was initiated it would also look for quick speedy rapid express etc Invu Services Limit
9. If you choose the File and Save the Scan immediately option it will display the File and Save screen to file and save the document straight away If the document you are scanning is large you could scan it in two stages Tick the Prompt for additional page check box then scan the first part of the document when the scanner has completed a message will be displayed asking for the next part of the document To preview the document in the Scan pane after scanning tick the Show pages after scanning check box When scanning a document in by default if the Scanned Document Title field is left empty a name will be assigned to each document scanned in This name is ComputerNameYearMonthDay Hoursminutesseconds For example SAMARIUKM 20080527 071053564 SAMARIUMM 20080527 7 05304 tit You can set the name for your scanned documents To do this enter the required name into the Scanned Document Title field as shown below Scanned Document Title TodayvsPostl 8 Junel When the documents are scanned in it will attach four digits starting with 0001 and incrementing by one each document Once scanning options have been chosen click the Scan button Invu Services Limited 2009 Page 89 of 221 End User Manual V 6 2 3 lNVU When you access the Scan screen again it will remember the setting you selected last time You will need to go to the Workspace area to view scanned in documents In the Simple Mode the Worksp
10. Pracess the save event Always save new documents to Invu Move documents ta Invu Disable the autosave feature Toolbar button style Every time a file is saved if the Process the save event check box is ticked it will enable the user to choose what happens to the document Choose one of three options File and Save in Series 6 which sends the document into Invu and displays the File and Save screen Send to my Intray which sends the document straight to the users Intray Save the document which will save the document as normal in word and will not go to Invu Click the OK button Process the save event Always save new documents to Series B Always save new document to Invu each time a document is saved normally the choice of saving option such as File and Save into Series 6 send to the Intray or just save in the application will be displayed but when Always save new document to Invu option is ticked the save options are bypassed and the File and Save document screen will be displayed File and Save the document as normal For more information filing and saving a document go to page 65 Invu Services Limited 2009 Page 213 of 221 End User Manual V 6 2 3 lNVU NB This option is only available if Process the save event has been ticked Move documents to Invu if ticked this option will move the original file into Series 6 when sent for File and Save or to the Intray If not ticked when a file is sent to Inde
11. option The following screen will be displayed E Untitled Message iT Attach as Adobe PDF E i Ble Edi View Insert Format Tools Table window Final showing Markup show 2 22 v2 05 B Z U E amp 3send j S Iris 3 Options HTML button and choose the DER Type aquestion For help X Invu Services Limited Emma Jayne Owen The Beren Technical Trainer Blisworth Hill Farm stoke Road 01604 858883 aX Blisworth t 01604 858802 Pw Morthamptonshire Don t print it Ivo it SDB rv innu met SORTED This message is for the named person s use only t may contain proprietary legally privileged information confidentiality or privilege is waived or lost by any rnistransmission lf you receive this message in erar please immediately delete it and all copies of rt from your system destroy any hard copies of it and notify the sender You must not directly or indirectly use disclose distribute print or copy any part of this message if you not the intended recipient Invu reserwe the right to monitor all e mail communications through it networks Any views expressed in this message are those of the individual sender except where the message states othenuise and the sender is authorized to state them to be the wiews of amy such entity Inwu Services Limited iz a company registered in England and Wales with company number 3379922
12. 4 amp http www invu netfinvufinvu_forms book_a_demonstration aspx e ee fa Internet Click the icon OR If you are using Internet Explorer 7 then to access the click the icon on the right side of the browser window in the tool bar area and the following will be displayed amp Help rt Send to OneNote Series 6 Fel Research Click the Series 6 option Invu Services Limited 2009 Page 60 of 221 End User Manual V 6 2 3 No matter what version of Internet Explorer you are using the following dialogue box will be displayed Invu Series 6 Web Capture Capture Type Web Archive single file Web Page complete HTML http portal inu netsites Inu E stranet default aspx w In the area Capture Type choose either Web Archive single file MHT which will create one file with all images embed inside or Web Page complete HTML which will create a html zip file this can consist of several files depending on the contents of the web page The drop down list displays which page is selected ensure the right address is selected and then click the Capture button The web page is then brought into your Intray as shown below Intray 33 Items 4 Information Type ocuments not Filed and Saved 32 Items ui 5 T T i ig LI T mi 2009 Results xis 6010 TIF 6011 TIF 6012 TIF 6017 TIF 6019 TIF 6020 TIF Company His
13. File and Save Index inta Finance N Information Type Accounts Documents j ilie Pur Invoice Order Number 1234 Invoice Number 10664 Company Mame idoli ced Trader Contact Mame Ellis Smith Date 13 October 2009 Total 19752 50 VAT Registration Ma 81119000 Save File and Reply C Apply to all Summary and Notes EB File and Save Eight Step Demo pdf Haliday Request Farm dac Invoice 10 TIF Tick the Apply to all check box and the following message will be displayed Appy to all 2 Are you sure you want to apply the same indexing information to all the documents Click the Yes button to continue with apply to all or click the No button to cancel Once complete click the File and Save button All documents will be filed and saved with the same information Invu Services Limited 2009 Page 78 of 221 End User Manual V 6 2 3 File and Reply to a Document The File and Reply feature will allow you to File and Save the document then create a new document to respond and when finished attach the response to the originally filed and saved document Once the documents have been highlighted you are ready to File and Save e If using the Simple mode click the button in the Right hand pane f using Standard or Advanced mode click the BH File and Save icon on the toolbar which appears at the top of the screen Using
14. Systerr Systerr Systerr Systerr Systerr Systerr Systerr Systen Systen Systen Syste n Systen Systen Systen Systen Corb To view a document which has been scanned click the My Image Document Refer gt Common Document Re In the Workspace area select the Intray option the Left hand pane this will display all documents in the Middle pane Invu Services Limited 2009 Page 87 of 221 End User Manual V 6 2 3 To open double click the selected document and the View document screen will be displayed For more information on the View Document screen please see page 116 Scan a Document in Standard and Advanced Mode When you want to scan documents in you are able to do so from the Explore Search and Workspace areas within Series 6 Click the Scan icon on the toolbar and the following screen will be displayed Select a presetto control the process lt Select a Preset gt bl Scan to my intray Scan to preset destination Scan to an intray Create a new folder in the selected intray Scanned Document Title File and Save Scan Immediately Prompt for additional pages Show Pages After Scanning Close In the drop down called Select a preset to control the process is a list of predefined scanning presets created by the System Administrator such as scanning in black amp white colour duplex double sided or even multiple page scannin
15. View Document E 4 i File Edit Tools View Image FileandSave Help 1 oo Pe mm Invu INVOICE The Bern D TUE Tarm IXVORCE LEFI Sick Rood lect DATE 5 Pars HE Cher deT Phone 5636 Fax DIRT Big Kak Fak Sonya dese M eun ds Comiti er npecial iraire tiara ERE TERES Image Document References Common Document References SUBTOTAL VAT TOTAL GUE Malco af chaquas payable m WU Services Lad pre hane asy questions eet ia bed EH THANK TUR FOR COL IR BE SIS In the following sections the menus and icons are explained Invu Services Limited 2009 Page 118 of 221 End User Manual V 6 2 3 The File Menu You can print out documents from Series 6 The print options are found in the File menu Print Preview To preview the image based document before printing in the View Documents screen click the File menu and then select the Print Preview option so the Print screen will be displayed Click the OK button and the Print Preview screen will be displayed In vU Blisworth Hill Fenn PURCHASE ORDER Willis Stationer V Stoke Road Customer Blisworth Trader Northamptonshire iar Bush Street yov 3DB Company Supplier Plymouth Invu Services Ltd Willis Stationers Limited Hants Blisworth Hill Farm 57 Buckland Road England S
16. rig Series B Administration ATraining Manuals 2 items Title MI Series B Administration TS Series B Administration Version 1 Version 2 1 Number Invu1523 Number Invul Sl Invul51 Ve Title Series 6 Administration Title Series B Administratian Manual Seres 6 Administration Manual These documents can be worked with in the normal way such as open edit etc To clear a search and results from the Middle pane click the X button in the Left hand pane Invu Services Limited 2009 Page 150 of 221 End User Manual V 6 2 3 Document References Search A Document Reference search will search for a document using specified references and also enable you to create more complex searches using operators To open the Document Reference search feature click the X button to clear the current search then click NE Mv gt d Filing Cabinets gt EA Intrays Search To perform a document reference search first choose where you are going to search In the area Search within click the All option to search all Intrays and folders you have access to To search all Intrays click the ntas option so it is highlighted in blue search a specific Intray click the white arrow beside the gt Sintrays option then click the name of the Intray you wish to search so it is highlighted in blue To search all filing cabinets click the J Filing Cabinets option To search a specific folde
17. 1 Hem P Current Documents Title Version Number gt ET Email we 1597 21 Invu1072 4 Work tasks s 35 b ley Search Intrays t Image Document References gt Common Document References In the Middle pane right click the document and from the right click menu choose the Check In option If using the Standard or Advanced mode click the button on the main toolbar and the following screen will be displayed Check In 159 TIF Action 9 New version O New draft Description v The Check In screen allows you to specify the type of revision made to the document Invu Services Limited 2009 Page 111 of 221 End User Manual V 6 2 3 lNVU In the Action area choose from one of the following options New version if selected creates a new version of the document l e if the version number was 1 this will increment to 2 of if the version number was 2 4 then the new version would be 3 New draft if selected creates a draft meaning the document is a work in progress not the finished revision The draft number will be based on the version created from and increment by 1 l e if the version was 1 then draft would be 1 1 or if created from an existing draft 1 3 then new draft would be 1 4 The document will be displayed in green text In the Description area type brief notes of what was done to the document This is for other users to review the comments made when checkin
18. 1 Invu1591 1 Invu1592 1 1 Invu1593 1 Invu1593 1 Invu1594 1 Inv 1596 1 Supported Scanners revise 1 Todays Post 0002 tif Todays post0001 tif le Todays post0002 tif Todays post0003 tif le Todays post0004 tif ee Todays post0004 tif le Todays post0005 tif Todays post 007 tif my Training Plan for Invu Print d 1 1124 Lee 4 Note Private note Please can these be checked and signed off Note Ikem Notebooks Litem ld et d Once the document has been highlighted you are ready to File and Save e If using the Simple mode click the button in the Right hand pane If using Standard or Advanced mode click the B5 File and Save icon on the toolbar which appears at the top of the screen Invu Services Limited 2009 Page 65 of 221 End User Manual V 6 2 3 Using any of the three modes right click the document the Middle pane and from the menu select the File and Save option Todays Post ti e 07 Open Ej Documer Open in context T Mew Invu i Print Unleaded _ 8 Edit BE spot the o BP 2009 Resu Rename Employee Convert W Supported Merge documents i SeHes 0 56 File and Save 77 d600W pdf fur Start Workflow No matter which method is used the File and Save Document screen will be displayed The file and save views are set by an administrator or a user with similar admin rights and c
19. 2009 Page 76 of 221 End User Manual V 6 2 3 BIET File and Save gt iChoose a falder I YVU EIGHT STEP DEMO INTELLIGENT ROUTING The Tolcaieg Is vey simple gaie tc presening imu ina wary shoud excite your Customers using Routing air Gustomer Farm about do show yau die greatest thing sire ond bard If sg simos in usse gh quay cast effectue document management system wilt Inieigent routing want fo pue pou a cer nof moe Leis imagine Nus x a3 meer or an MOLE um gong fo pot E Aum deve amd dihen Ew 5e forever safe ang never ica Boo am golg fo chow this weing exarred Image that sou would get from pour MFO 1 do exasolly the came wn acral Word taer or amy cher dooumencit Thz wl open the MED smuair STEP Ckik on fhe tofiowing ron Tab to button and Enter Create Folder or Ctra Enter Confirm File and Save File and Reply Apply to all File each document away as normal for more information on file and save see page 65 The tab will disappear showing the next document to be filed and saved Once the last document has been filed and saved the File and Save Document screen will disappear If you wish to file all the documents away using the same file and save information fill in the file and save pane Invu Services Limited 2009 Page 77 of 221 End User Manual V 6 2 3 File and Save Doc uments File Tools View Image File and Save Help
20. A blank email screen will be displayed Enter the email details as normal then send the email NB You cannot create and send emails within the Simple mode Invu Services Limited 2009 Page 104 of 221 End User Manual V 6 2 3 lNVU DELETE DOCUMENTS Invu Services Limited 2009 Page 105 of 221 End User Manual V 6 2 3 lNVU Deleting a Document Any document can be deleted from Series 6 depending on the rights defined by the System Administrator You can delete documents from Workspace Explore and Search To delete documents right click the selected document in the Middle pane If you wish to delete multiple documents then highlight the first document then hold down the CTRL key and click each subsequent document If the documents you wish to delete are in a block then highlight the first document then hold down the SHIFT key then click the last document in the block With multiple documents highlighted hold down the SHIFT or CTRL key when you right click otherwise the documents will deselect From the right click menu select the Delete option if the document you wish to delete has more than one version the following will be displayed Delete Version Delete Version Delete all versions 9 Delete selected version only The Delete all versions option if selected will delete all versions of the documents For example if you deleted version 1 but also version 2 and 3 existed they would be deleted too The
21. Description Arial Document has been checked v Invu Services Limited 2009 Page 176 of 221 End User Manual V 6 2 3 The notes entered can have basic font and paragraph formatting applied using the toolbar above the notes area Click the OK button to check in the new merged documents Merge a Document Using Cut and Paste This will make a cut remove the original of the selected document and paste it append it to the end of another document The original version cut will then be deleted In the Middle pane select source document this is the document that will be appended to the selected destination document Right click the selected document from the menu choose Merge Documents option then click the Cut option Then browse to and select the document you wish to pasted the cut document into right click the selected document and from the menu choose Merge Documents option then click the Paste option Both document will be checked out automatically and the message Documents Merging please wait The source document will be appended to the end of destination document and the source document version the one which was cut will be deleted When the documents have been merged the following screen will be displayed Check In 159 TIF Action 9 New version O New draft Description v The Check In screen allows you to specify the type of revision made to the document In the Action area choose f
22. File and Save to store File and Save File and Reply Step 5 Press File and Save to store Once you have completed the File and Save Panel click the File and Save button to move the document from the Intray into the selected folder Invu Services Limited 2009 Page 70 of 221 End User Manual V 6 2 3 Customised File and Save Screen Right Hand pane The document to be filed and saved is displayed along with the Files and Save Right hand pane In this File and save screen the steps are replaced by simple worded instructions which can differ depending what the administrator has set for the order and the wording but the principle is the same File and Save Document 4 File Tools View Image File and Save Help 9 e 181 et BE 7S GD Office Furniture Office Furniture 00 INVOICE h Hill F ap Office Furniture Bilaworth Farm 54 Old Kant Road London AAT 308 WCZE SLE Customer Nara Mrs MacOonaki VAT Moc 12121212 Page 1 Baia 20 2 08 Humber 118425 Total 23058 63 Ib 4 Hambar tam 01010 TRIS est 01017 m m Cabinet oes tmesstucenas Brie Da aan ee Hen 12 EN Screens rag 20 210 pum Economy ag M 0110010 Storage Unk Comer slurage unii 341400 M 01220 Char prem Char 0 Er 01221 Chair 13000 12 g i it Cupboard 5 i 00 32 01191 see i NN Cured i Tireni
23. File and Save Information and Dex Welcome to Series 6 Document Management Software for businesses which want open Documents and Information efficient way to store all paper files electronically This will help you reduce tme and costs a doom l ae increase productivity as documents wall no longer go missing filed in the wrong place ab Viene t Docursent EET Document seen 600 Document scan route store and retrieval Easy to use document management software that scans routes securely stores records view Menu or documents and works with your existing Microsoft applications Itis designed for single F image Menu or multiple users tuming your paper into digital files that can be routed processed filed and Save Mansy P stored and distributed _ lnterne Use the Left hand panel to expand the topics and click the page to view the contents Invu Services Limited 2009 Page 129 of 221 End User Manual V 6 2 3 THE EDIT DOCUMENT SCREEN When you edit a document depending on the type of document and how the system has been configured you may see the Edit Document screen The Edit document screen is normally only used for image based documents such as tiff jog bmp images To access the Edit Document screen you will need to edit a document For more information on editing please see page 108 Edit Document PRSE File Tools Page View Image Help Summary and Motes
24. Sales Invoice as Standard Documents As an alternative a more general approach could be taken and Purchasing Document could be setup as the Information Type with Purchase Invoice Credit Note and Purchase Order etc being defined as Standard Documents Document References Document References add further detail when filing the documents into the Filing Cabinets Document References are associated with the Standard Documents which means each Standard Document can have a differing set of Document References There is no set number as to how many Document References should be associated with a Standard Document one Standard Document may have five Document References another nine and a third just one Invu Services Limited 2009 Page 64 of 221 End User Manual V 6 2 3 FILE AND SAVE DOCUMENTS Once a document has been brought into Invu it can be placed into a user or folder Intray A document in an Intray can only be accessed by you and the users you connect In order to make the file available to a wider audience you must file the document into the Filing Cabinet this is known as File and Save In any of the modes you are able to File and Save as long as you have the privilege to do so When you choose to File and Save you will need to specify the File and Save Information what type of document it is Information Type where it will be stored in Invu the Standard Document sub category and the Document
25. Soo TO CID O 203 PR AC 204 208 OFFICE 211 The MR 212 Cice Addi ODI 213 About The Office Addin tre rre rre 216 e 219 Appendix 1 Login screen if outside the 220 2 LOGIN Sa III o NN LN 220 Invu Services Limited 2009 Page 4 of 221 End User Manual V 6 2 3 lNVU INTRODUCTION TO SERIES 6 Invu Services Limited 2009 Page 5 of 221 End User Manual V 6 2 3 lNVU WHAT IS SERIES 6 Series 6 is an Electronic Document Management System EDMS which manages all documents and communications arriving on your desk paper e mails web pages faxes and electronic files Using Series 6 you can rapidly scan import file retrieve and track all these documents via an easy to use and simple mode Whether access is required to customer files invoices correspondence or to solve a compliance problem series 6 provides the answer to all kinds of administrative requirements The product is based on the most up to date technology providing both huge scalability and f
26. doc 11 KB Attachment Options MESSE MURS S 17611881198 d 200 J INVU t Invu Services Limited Emma Jayne Owen The Beren Technical Trainer Blisworth Hill Farm n Stoke Road 01604 859893 A Blisworth f 01604 859902 Northamptonshire si Don t print it Invu it NM SDB w www invunet This message is for the named person s use only It may contain proprietary or legally privileged information No confidentiality or privilege is waived or lost by any mistransmission If you receive this message in error please immediately delete it and all copies of it from your system destroy any hard copies of it and notify the sender You must not directly or indirectly use disclose distribute print or copy any part of this message if you are not the intended recipient Invu reserve the right to monitor all e mail communications through its networks Any views expressed in this message are those of the individual sender except where the message states otherwise and the sender is authorised to state them to be the views of any such entity Invu Services Limited is a company registered in England and Wales with company number 3319922 The documents selected will be attached as shown on previous page Complete the email as normal and then click the Send button NB As the email is created in the appropriate email application such as MS Outlook ful
27. icon on the tab NB For more information regarding the View Documents screen please see page 116 Invu Services Limited 2009 Page 97 of 221 End User Manual V 6 2 3 lNVU Invu Services Limited 2009 Page 98 of 221 End User Manual V 6 2 3 lNVU CREATE DOCUMENTS AND INFORMATION Invu Services Limited 2009 Page 99 of 221 End User Manual V 6 2 3 INVU INTRODUCTION TO CREATE A DOCUMENT Series 6 provides a very simple way in which to create new documents These could be MS Word MS Excel Text documents or many more depending on the system s configuration Creating a document can be done in all three modes Create a Document in Simple Mode Click the Create tab and the following screen will be displayed Series 6 Wendy fe da search My Work amp Scan P Resource Portal Step 1 Please enter a title for your document Step 2 Chose the type of document from this list Word document Step 3 F you would like to base your document on a standard document select one from this list Default Step 4 Click the create button to create your document Create To create a document through Series 6 there are four steps as follows Step 1 Please enter a title for your document Enter in the name of the document Step 2 Choose the type of document from this list Choose what type of document you would like to create Click the drop do
28. wxowsows Willis Stationers Compa z Supplier Inna Bonis Lad Willis Stationars Limited Blisworth HE Farm 57 Buckland Road A Image Document References Daci cu UAE QW we ELEM E ommumori Dacument neterences Ragistersd pice address 5T kim Road Leyton 1 005 Summ iry and Motes Eh Thumbnails The functions within the Edit Document screen are used to change the document such as moving the page around removing pages image tools such as rotating and also annotating the document as well In the section on the next page the options are explained Invu Services Limited 2009 Page 130 of 221 End User Manual V 6 2 3 File Menu Print Preview To preview the document click the File menu then select the option Print Preview and the print screen will be displayed Click the OK button and the Print Preview screen will be displayed Print preview fP OD BB B cos INVU ORDER SHEET The Beren Blisworth HIII Farm Blisworth Northamptonshire NN 3D Invu Services Ltd Blisworth Hill Farm Stoke Raad Northamptonshire Name Ellis Smith Order No 2344 Contact Name Josh Weaton e invuSedesB0U 10 ano ProfNo Descripon 21155 Rolodex Pen Holder InvuCare2yrs Installation 5 days 111 Tralning3days _ ml Las TT T B LII IU E b em Tm Page 1 Willis Stationers Supplier Willis Stationers Li
29. 1 Number Invu1881 Compression CCITT Group 4 Fax Right Pane Icons The Title Bar The Title Bar within the Right hand pane displays the name of the pane which is open i e Summary and Notes Pane Title of current pane Right Pane Menu M B Auto Hide The Right hand pane menu will allow the user to select which pane to display Invu Services Limited 2009 Page 11 of 221 End User Manual V 6 2 3 The Auto Hide icon enables the user to choose if the pane remains open permanently pinned or automatically hides when not in use By default the Auto Hide icon is switched off which means the Right hand pane always remains open To hide the pane click the Auto Hide A icon unpin and the Right hand pane will hide straight away leaving a small pane of controls To view a pane in Auto Hide mode move the mouse pointer directly over any Right hand pane icon required this will automatically slide out It will also Auto Hide when not in use by sliding back To turn off Auto Hide click the 2 icon To move the Right hand pane The Right hand pane can be placed to the bottom right or as a floating window in Invu This pane by default will appear on the Right hand side To move the pane to another position on the screen move the mouse to the title of the pane i e Summary and Notes Click on the heading and drag the mouse pointer and the screen will change as below Arrenit Dc cuments No informa
30. 1 Invu L167 v Search Metadata 7 Search Content The Results Location pane will also show which Intray a document is located in 4 Invu Services Limited 2009 Page 158 of 221 End User Manual V 6 2 3 Saved Searches and Last Searches When you use the Search feature from any mode the Middle pane will show the summary screen this comprises of Saved searches which allows you to view any searches you have saved to use again and Last searches which will allow you to see a history of the last 10 searches performed Series 6 Wendy sj 97 AOpen ME Scan d Create a File ai Results 2 Items 4 a gt B Filing Cabinets gt amp 3Intrays Search Litem Title B BBS Customer v Search Metadata v Search Content Search 4 Eems Text Search with contents Search For BBS Text Search with contents Search For BBS Text Search with contents Search For administration Text Search with contents Search For Sales Please enter your search Trader 4Search 1 Title B BBS Customer Search 4 Items Text Search with contents Search For BBS Text Search with contents Search For BBS Text Search with contents Search For administration Text Search with contents Search For Sales Invu Services Limited 2009 Page 159 of 221 End User Manual V 6 2 3 INVU
31. 2a doc Wh Series 6 Security Model doc wt Groups and AD Synchronisation doc Within the Favourites pane you can create new sections rename a section or shortcut move shortcuts to different sections and delete shortcuts To view a document double click the required shortcut in the Favourites Pane To create a new section Click the Create a new section ia icon and following dialogue will be displayed Create a new section Please enter the new section name Enter the new section name into the text box and then click the OK button To move a shortcut to a different section Highlight the required document in Favourites pane as shown below 5 Favourites E BF X 4 Mew ems Wt Series 6 End User Manual for SP 6 2a doc ai Series Security Model doc Wt Groups and AD Synchronisation doc Training Then click the 22 icon and the following will be displayed Move section Please select a section or enter a new one Type in the name of the section the shortcut should be moved to but ensure you enter the exact spelling and case If the section does not exist new section will be created automatically Invu Services Limited 2009 Page 36 of 221 End User Manual V 6 2 3 Click the OK button to move the document a new section as shown below Favourites ll 4 New Items wt Series b End User Manual for SP 6 2a doc iq Groups and AD Synchronisat
32. Click the View menu and then select the Options option The screen on the following page will be displayed Viewer Options C Always show annotations Default Annotation Text Font Arial 48 pt Default amp nnatatian Text Color The Always show annotations check box if ticked will always show annotations by default The default annotation font can be changed To change the font click the and the following screen will be displayed as shown below Aral Black O Arial Narrow Bold Arial Rounded MT Boh Bold Italic 2 Arial Unicode MS Baskerville Old Face Bauhaus 33 a Effects Sample Strikeout C Underline Script Western ha Make the necessary changes to the font then click the OK button to return back to the view options You can also change the default colour of the annotation text Click the Highlight button and a drop down will be displayed on the next page Invu Services Limited 2009 Page 126 of 221 End User Manual V 6 2 3 lNVU Default Annotation Text Color LightGreen ForestGreen LimeGreen E Mediums pringGreen Medium quamarine C Aquamarine Choose the colour required and the button will change to that colour Image Menu Options Within the image menu you are able to rotate the images and also tidy up so that you can read it better Click the Image menu and then select the Rotate option a cascade menu will be displayed File and
33. Delete selected versions only option if selected will delete only the selected documents so if other versions exist they will not be deleted Once an Action has been selected click the OK button to continue The following will be displayed Confirm c i Are you sure vou wish to delete the selected item Click the Yes button to confirm deletion Click the No button to stop deletion Once the document has been deleted it cannot be retrieved If the document you wish to delete has only one version the following will be displayed Confirm 22 Are vou sure vou wish to delere the selected item Click the Yes button to confirm deletion Click the No button to stop deletion Once the document has been deleted it can be retrieved but only by your Systems Administrator NB The action of deleting a document is audited even though the document no longer exists in the folder Intray Invu Services Limited 2009 Page 106 of 221 End User Manual V 6 2 3 lNVU EDITING DOCUMENTS Invu Services Limited 2009 Page 107 of 221 End User Manual V 6 2 3 INTRODUCTION TO EDITING DOCUMENTS Editing a document in Series 6 allows you to make changes This can be done in any mode You can edit documents which sit in your own Intray and also in Explore and Search but it does depend on your security set by the System Administrator When a document is edited Series 6 will automatically check out the document which means
34. Document MNVCICE VAT TOTAL NvOICE TOTAL if you have ary question piaassr do riot basate to contact us an j D1604 876767 or 01604 66768 Quote your Invoice Number m Step 5 Press File and Save to store File and Save File and Reply Summary and Notes 9 File and Save File and Save the document as normal Invu Services Limited 2009 Page 217 of 221 End User Manual V 6 2 3 lNVU Invu Services Limited 2009 Page 218 of 221 End User Manual V 6 2 3 lNVU APPENDIX Invu Services Limited 2009 Page 219 of 221 End User Manual V 6 2 3 APPENDIX 1 LOGIN SCREEN IF OUTSIDE THE NETWORK If the user is outside the network the following screen will be displayed IfYVU Password Server BAMARIUM v The user will need to login Enter the Server location username and password Check the Server is correct or choose from the drop down list Click the Login button APPENDIX 2 LOGIN OFFLINE This will allow you to login and work with current documents when not connected to the Series 6 system To login offline to Invu first double click the following Icon which will be located on the desktop Invu Series 6 Series 6 will start to login and the following message will be displayed INVU SERIES 6 Series 6 Could nat connect to Series 6 Do you want Ea run in offline mode Jie b E nl Checking version status Registered to 2006 Invir In
35. E Summary and Notes B File and Save No matter which file and save screen you are using you have the option to control what will be remembered for the next you wish to file and save a document With the File and Save screen click the File and Save menu at the top and you are able to Retain Indexing Values Refresh Drop down Lists Retain Index folder The Retain Indexing Values option will remember all of the options selected and text entered for the next time you want to file and save This would be very useful if you were saving the same type of document on a regular basis Invu Services Limited 2009 Page 74 of 221 End User Manual V 6 2 3 lNVU To change the option you must be in the File and Save document screen as shown to the right Click the menu File and Save and from the list choose Retain Indexing Values a tick will appear beside the option so that you will Know if it is switched on The Refresh Drop Down Lists option will refresh all drop down list for selected Document Type This is very useful if other users have added new entries since you have opened the File and Save Document screen To change the option you must be in the File and Save document screen as shown on the previous page Click the menu File and Save and from the list choose Refresh Drop Down Lists this can be repeated as often as you need to The Retain Index Folder option will remember the folder location chosen for the next time you wan
36. For more information regarding the View Documents screen please see page 116 Invu Services Limited 2009 Page 95 of 221 End User Manual V 6 2 3 lNVU Opening Multiple Documents You are able to open multiple documents in the View Documents screen To view multiple documents highlight the first document as normal hold down the CTRL key and then click each subsequent document Series 6 System Administrator Account o lage Check Out Sf Edit 7 Intray 24 Ttems 4 3 Workspace 4 Information Type Current Documents Documents not Filed and Saved 22 Items 10 unread b Email Title f Work tasks um Company History pdf 1 Invul1791 r z3Intray 10 SE Ej REY E By Holida 1 Invu1788 eS Search Intrays n m y Rolda z nvu 4 Filing Cabinets eiie i Pda ET gt Administration 08 nl dnvul7B0 gt Finance le Todays post0004 tif 11 Invu 1593 EHR Wh Training Plan for Invu Printd 1 Invul1724 E Operations i D Todays Post 0002 tif Invu1704 LUE es lm Todays post0007 tif Invu1596 Todays post0005 tif Invul594 s Durament Templates i Todays post0004 tif Invu 593 le Todays post0003 tif Invu1592 Todays post0002 tif ila Invul591 m Todays post0001 tif nvul590 Wh Series 6 End User Manual f 1 Invul452 Employee Emergency Infor 1 Invu1437 Supported Scanners revise 1 In
37. From the menu click the Create folder option and the Create folder dialog box will be displayed Create Folder PRISES Folder name Enter the name of the new folder and click the OK button The folder will be created and displayed below the Intray or folder As shown on the next page Invu Services Limited 2009 Page 58 of 221 End User Manual V 6 2 3 lNVU Delete an Intray Folder Workspace Workspace 4 Workspace P d Current Documents gt z Email Fj Work tasks s amp htray 16 1 Training 7 Search Intrays To delete a folder right click the folder Click the Yes button to delete the folder Click the No button to abandon deletion Workspace 4 Workspace P d Current Documents gt z Email Work tasks 4 AIntray 16 Create folder 1 Delete folder Mark All as Read NB Folders can also be added to existing folders Invu Services Limited 2009 Page 59 of 221 End User Manual V 6 2 3 WEB PAGES INTO SERIES 6 When browsing the Internet Web pages can be placed into Series 6 Open Windows Internet Explorer and browse to the desired web page Home Page Windows Internet Explorer provided by Invu Services Ltd File Edit View Favorites Tools Help x a JO search Favorites e eS M g rel 33 Address FT http www invu net v Ee Uns Ask us a question AIM rule 26 compliant
38. Invu1593 Invu1594 Invu1596 Invul 24 Supported Scanners revise Todays Post 0002 tif 5 Todays post0001 tif Todays post0002 tif Todays post0003 tif Todays post0004 tif Todays post0004 tif Todays post0005 tif Todays post0007 tif Training Plan for Invu Print d i w my m e e Note 1 yXebooks 1 tem Click the first document required in the Middle pane then hold down the CTRL key and then click each subsequent document Invu Services Limited 2009 Page 75 of 221 End User Manual V 6 2 3 If you wish to highlight a group of documents click the first document then hold down the SHIFT key and click the last document in the Middle pane no matter what mode you are working in Once the documents have been highlighted you are ready to File and Save e If using the Simple mode click the button in the Right hand pane If using the Standard or Advanced mode click the File and Save icon on the toolbar which appears at the top of the screen Using any of the three modes right click one of the highlighted documents in the Middle pane and from the menu select the File and Save option Rename EER 83 E we Employee Canvert Supportec Merge documents Series 6 Se File Save i600W pdf Start Workflow No matter which method is used the File and Save Document screen will be displayed as shown on the next page Invu Services Limited
39. Limited 2009 Page 140 of 221 End User Manual V 6 2 3 There is also a toolbar which has the same options Filter Click the Image menu and then select the Filter option and the following menu is displayed File and Save Help Rotate i X tL Pus Despeckle Deskew Remove Borders Remove Dots Remove Holepunch Line removal Fil Despeckle This option will clean the image and eradicate any grey blemishes from the body of the document Deskew The image will be straightened automatically after scanning Border removal Will remove Borders from the document Dot Removal Will remove any dots from the document Holepunch removal Will remove any hole punch marks from the documents Line Removal Will remove unnecessary lines from the document Invu Services Limited 2009 Page 141 of 221 End User Manual V 6 2 3 Help Menu Click the Help menu and then select the Contents option and the help for Series 6 will be displayed Series 6 Help Windows Internet Explorer provided by Invu Services Ltd a Im X Le nieticbesumentstsztenehkzosettngelenme taymenlDesitcpiSeriestsne s20Hep iSSL WebHelp Series 6 HebhimWhate Mew 1 ee x oe fit Dres itantents Fes Powered By RoboHelp WU DOCUMENT 43 Whats New in Seres 5 2a Im MANAGEMENT Workspace and My Work Search
40. Nagra Understanding Accounts Resellers System Understanding Accounts 2 Invul 254 Majid Nagra Understanding Accounts Resellers Sales Team BDM Dean King In the picture above you could sort the Understanding Document 6 items Title Version Number Author Title Primary Contact Creator Understanding Quality 2 Invul 267 Understanding Quality Systems Sales Team BDM Dean King Understanding Quality 1 Invul 267 Understanding Quality Systems System Understanding Engineering 2 Invul 259 Tim Winstone Understanding Engineering Sales Team BDM Dean King Understanding Engineering 1 Invul 259 Tim Winstone Understanding Engineering System Understanding Accounts 1 Invul 254 Majid Nagra Understanding Accounts Resellers System Understanding Accounts 2 Invul 254 Majid Nagra Understanding Accounts Resellers Sales Team BDM Dean King Expand the section to display the documents The grey row below the Standard Document Heading displays the headings for the Document References Click once on a heading In the example on the next page the version heading was clicked 4 1 Inderstanding Document 34 items Title Version Number Author Title Bluffer s Guide To 1 Invul 430 Joel Condon Blutters Guide ta Ad 7 Bluffer s Guide 1 Invul429 Joel Condon Blutters Guide ta Ac T3 End UserManual SP1 pdt 1 Invul402 End User Manual 5 T3 Bluffer s Guide To 1 Invul 400 Joel Condon Blutters Guide to Ur T3 Bluffer s Guide To 1 Invul 338 Joel Condon Bl
41. References For more information on File and Save Information please see page 64 There are different ways to file and save a document depending on the mode To File and Save a Document First you will need to select the document s you wish to file and save To access your Intray click the x EA Wose button To view documents within the Intray click the text or grey image Intrar the Left hand pane and the documents will be displayed Highlight the document required by clicking the title once in the Middle pane no matter what mode you are working in Series 6 System Administrator Account Open 5 12 Create me Refresh File and Save gj lec T lu Check Qut amp f Edit Eb is zi amp 3 Help SUPER ANGUS Lr L mma la Na LES lel UA Workspace Intray 22 Ttems 4No Information Type 2 3 Workspace Documents not Filed and Saved 20 Items 16 unread P Current Documents Title Version Number Email Eight Step Demo pdf Invul429 wj Work tasks 16 p ly Search Intrays Invul430 Invul437 Invul 428 Invul431 Invul 782 Invu1780 1 Eleven Step Demo pdf 1 Employee Emergency Infor 1 Groups and AD Synchronis 1 Holiday Request Form doc 1 Invoice 5 TIF 1 8 Invoice B TIF 1 Invoicel TIF 1 Invul781 b amp Intrays Wh Series 6 End User Manual f 1 Invul452 Bi Series 6 Security Model doc 1 Invul434 1 Invul436 1 Invu1704 1 Invu1590
42. Save Help 90 degrees clockwise Filter 180 degrees clockwise 270 degrees clockwise Flip Vertical Flip Horizontal Here you can choose the degrees you wish to rotate the image or flip the document horizontally or vertically e IN Click the Image menu and then select the Filter option and the following menu is displayed There is also a toolbar which has the same options lmage File and Save Help Rotate Lo 2 Despeckle Deskew Remove Borders Remove Dots Remove Holepunch LOL I Line removal Despeckle This option will clean the image and eradicate any grey blemishes from the body of the document Deskew The image will be straightened automatically after scanning Invu Services Limited 2009 Page 127 of 221 End User Manual V 6 2 3 lNVU Border removal Will remove Borders from the document Dot Removal Will remove any dots from the document Holepunch removal Will remove any hole punch marks from the document Line Removal Will remove unnecessary lines from the document File and Save Menu Options Within the File and Save menu you are able to take the current document and file it away Click the File and Save Menu then select the File and Save option or click the File and Save Current Document bat icon and the following will be displayed File and Save Document File Tools View Image File and Save Help AJ bo
43. Save preview picture check box The Document References The Document Reference information is gathered from the file properties there are four sets of these and File and Save information entered in Series 6 the picture below shows Training Manuals this is file and save information Depending on the file these may differ To view any of the document references click the white arrow to expand and the black arrow to collapse i Summary and Notes E GETTING STARTED GUIDE FOA SERIES amp Training Manuals F Common Document References Every file brought into Series 6 will have the Common Document References this information is obtained from the file properties which you would look at through Windows Explore Some files may have another set of Document References as below Image Document References are created if the file is an image format such as jpg tiff gif etc Invu Services Limited 2009 Page 15 of 221 End User Manual V 6 2 3 t mage DacumentReferences t Common LDaocumentRefereness Office Document References are created if the file is of Microsoft Word or Excel format This information is obtained from the properties within office 4 CN pr gt Training Manuals b Office Document References gt Common Document References Mail Document References are created if the file is of an msg format The information will show the subject who the email was to and from etc
44. Series 6 Security Model doc 1 Supported Scanners revise 1 1 1 1 1 11 1 1 1 1 Invu1434 Invu1436 Invu1704 Invu1590 Invu1591 Invu1592 Invu1593 Invu1593 Invu1594 Invu 1596 Invul724 Emma Owen HR Creator System Ad Invu Services Limited 2009 Page 33 of 221 End User Manual V 6 2 3 Move your mouse pointer over the highlighted document s then click and drag the selected document s over the highlighted Intray shortcuts within the Intray shortcuts pane and release your mouse Send to Intray Selected item 2 Selected nodes Destination intray or intray folder selected Would you like to Copy this item to the intray leaving a copy in yours Move this item to the intray removing it from yours Attach a note U You can only copy a selected document to multiple Intrays enter a note if required then click the OK button Invu Services Limited 2009 Page 34 of 221 End User Manual V 6 2 3 Favourites Pane Ww Click the Favourites icon and here you will be able to create shortcuts to documents This makes it easier for the user to find and open documents that are used on a frequent basis These favourites can be split into sections to make even easier to manage 4 New items Understanding Estate 4Agents doc In vu End User Manual doc To add a document to Favourites Highlight the document s in the Middle pane in any
45. User Manual V 6 2 3 Opening the Document in Context In any of the three modes you are able to open documents in context This will highlight the instances of the text searched within the document contents or document references NB Does not work through the doc refs button unless using the content option For example if a user wishes to find all documents which have the word Administration within its contents the search will show the associated documents Once the search results are displayed in the Middle pane right click the document and select the Open in Context option The View document screen will be displayed Series 6 viewer File gep First Hit p Your paper and electrome fling sorted Inm document management solutions The easy to use secure and affordable way to integrate and manage paper based mtormation in your organisation Built around the Microsoft Windows Server Invi integrates seamlessly with your existing Microsoft applications to gt Common Document References provide a single solution to your document management needs 4SCAN CAPTURE WORKFLOW gt LORE MANAGE RETRIEVE For a tree demonstration or to find out just how much time and money Inm could save your business call us today on partner tel number or visit partner website partner logo E Summary and Notes G5 Contest At the top of the document will be the text First Hit P
46. WM MEM m A 34 Find B 10 Aw iE fmc Se 00119 AaB amp AaBb AaBbC AaBbCc AaBbC sh Replace i ur Paste 2 x zm Sop Capti i ing 1 i i ing4 Change Painter Z U abe x x 10 EE Caption Emphasis T Heading 1 Heading2 1 Heading3 1 Heading4 Ir Seet Clipboard 4 Font fa Paragraph Styles p Editing Author Title Subject Keywords _ Category Status IINVU Services Limited Template Comments X d d p Ug 9 qu x Mp D L JCI ICI IC GUL B a i 1 2 3 i 4 5 NC RENE RE The Document properties area will be displayed under the main tabs click the arrow beside the heading Document Properties and select Advanced Properties Invu Services Limited 2009 Page 14 of 221 End User Manual V 6 2 3 lNVU Series 6 Administration Manual for SP 6 2a Draft General Summary Statistics Contents Custom Title INVU Services Limited Subject Template Author Manager Company INYU Services Limited Category Keywords Comments Hyperlink base Template Mormal dotm Save preview picture Click the Summary tab If you would like a thumbnail then tick the
47. and choose Move Down then it would become Page 4 Select the Move to first page option to move the selected page to be the first page of document Select the Move to last page option to move the selected page to be the last page of the document You can also add pages to an existing document To add a new page click the Page menu and select the Add Page option The following screen will be displayed Select a presetto control the process Choose a preset v Click the drop down list and choose a preset and then click the Scan button it will bring in the pages that have been scanned The scanned pages will be added after the last page of the document Invu Services Limited 2009 Page 136 of 221 End User Manual V 6 2 3 INVU When finished making the changes to the document click the File menu and select the Exit option The following screen will be displayed if changes have been made Save Changes D Changes exist that have not been saved Do vau wish bo save these changes Click the Yes button to save any changes you have made and exit Click the No button to abandon any changes made and exit You can also use these pages option on the Page Toolbar View Menu In the View menu you can use zoom tools and navigation tools to move around the document Zoom Page z Show annotations Options These option can be found on a toolbar as well Zoom HB Zoom in The user c
48. another drop down will appear Search Series 6 allows you to search for documents in Intrays and folders you have access to Depending on the modes you have you will be able to search in specific folders or Intrays choose what you search for and also search the content or Document References relating to the document i Summary and Notes Search Litem Title BH all emp info 4Search 10 terms Title HA Text Search Search For test liri Text Search Search For test or this BA Text Search Search For teest B Search Search For Added B Document Reference search for Information Type Sale Document Reference search for Information Type Sale B Document Reference search for Information Type Ema Ej B Document Reference search for Information Type Eme Text Search with contents Search For Company Hist E You can save a search and also view up to the last ten searches that have been performed If using the Simple mode to search it is a very simple Google style search bar but you do not get to choose where or how it searches Invu Services Limited 2009 Page 50 of 221 End User Manual V 6 2 3 Administration All configuration of the system is done via the Administration function which is only available in the Standard and Advanced modes Some users may not be able to view this function depending on the membership they may have and this is set by the System Administrator To a
49. are two types of attachments The Has attachments 12s ttachments button which is the default will list all documents that are attached to the document you right clicked The Is attached to stachedto button if selected will list documents that the document you right clicked is attached to Click the document in the list to view the Summary information in the Right hand pane Double click the document in the list to open the document in the View Document screen Delete Attachments To remove a document from the attachment list first choose which type of attachment to view then highlight the document and click the 9 button from the toolbar The lii symbol will be removed from the document in the Middle pane Invu Services Limited 2009 Page 207 of 221 End User Manual V 6 2 3 Properties The document properties allow you to view information about a specific document The screen has three tabs General Security and Event History depending on privileges set by System Administrator You view the Properties of a document from the Middle pane of Workspace Explore and Search To access the document properties in the Middle pane right click the selected document From the right click menu select the Properties option The Properties screen will be displayed The General Tab Properties General Security Event History ie Welcome to Invu ppt Type DocumentVersion Size 147 KB Creat
50. click the red arrow to go to the first instance where the text appears within the document Invu Services Limited 2009 Page 156 of 221 End User Manual V 6 2 3 lNVU with your existing Microsoft applications to provide a single solution to your document management needs SCAN CAPTURE ROUTE Each instance of the text will be highlighted in yellow with a red arrow either side To move to the next instance click the red arrow on the right hand side of the highlighted text To move to the next or previous text instance click on the red arrows on the left and right hand side of the highlighted text NB The First Hit and navigation arrows will not work with image files At the bottom of the Right hand pane click the EB Context button and the In context Pane will be displayed In context D Highlight Colour Search within page Context Tree 4 3 Document Invu1063 4 I document scan 4 matches E Summary and Notes 55 Context The Highlight button allows you to change the colour of the highlight to show instances The default colour is yellow Click the Highlight button and from the list choose the colour This will remain the default colour until changed The Search within page field will allow you to search the pages for different words within the same document To do this enter a word phrase into the Search within page text box then click the Search button If the word is found within the d
51. e New option and from the menu choose the Section option or click the Notebook menu then New and then select the Section option The following screen will be displayed Hew section Enter for the new section Customer Notey Enter the name of the new section then click the OK button A new tab will be displayed as shown below Notebook DEK Notebook View Edit Insert Format Table Normal v Times New Roman General Details Customer Notes New 127 2008 13 38 System Administrator Account amp h Attachments Click the tab title to switch between multiple tabs Once your notebook is completed click the X in the top right corner of the Notebook screen The following message will be displayed Save notebook i 2 Do vou wish to save changes to this notebook nal e Invu Services Limited 2009 Page 20 of 221 End User Manual V 6 2 3 Click the Yes button to save the changes The note created will be displayed the Notes pane as shown below i Summary and Notes EE IAVU RELEASE NOTES NEB Add No infor e 4Documents Not Filed and Saved 1 item Title 1 Todays Post Single 2 Attachment 4 ote 4lote 1 item Title 80 Test Notes xml Note 4 Notebooks 1 iter Title otebook Notebooks are not the only thing you can use the Notes pane for you are also able to view Notes created through the right click menu Create Note Note
52. eh pen EX Print Ef Edit Mark as Read Delete Invu Services Limited 2009 Page 23 of 221 End User Manual V 6 2 3 lNVU The Note Notebook or Attachment will then be opened to view When finished click the X in the top right corner of the screen to close Print a Notebook Attachment or Note To print a Notebook Attachment or Note right click the title of the Notebook Attachment or Note Title yd Post Motes Wd Lr ee rapt A Irem Open Print E clit Mark as Read Delete From the menu select the Print option The following will be displayed Print General Select Printer WebEx Docum PDFCreakor Status Ready Location Comment Fage Range All electiar Gal Send To rink To Invu al OneNote 2007 C Print ta file Number of capies gig Select the printer and number of copies then click on the Print button The document will then be printed Invu Services Limited 2009 Page 24 of 221 End User Manual V 6 2 3 Edit a Notebook To edit a Notebook right click the title of the Notebook Notebooks 1Ttem 1 unread Title Post Notes Open Print Edit Mark as Read Delete From the menu choose the Edit
53. have been editing For more information about check in and how it works please see page 109 Undo Check out The Undo check in option will allow you to cancel a checked out document as long as the document belongs to you and if not you have the correct privileges applied please see page 114 Mark as read Mark as unread The Mark as read Mark as unread options will allow toy to mark an unread document as read and a read document as unread please see page 54 Create This feature is shown within the right click menu only but in all three modes This feature allows you to create a response new copies and also notes to a selected document Respond M jew New copy Mote Respond The Respond option is a way to respond to a document within Series 6 You can also perform a similar function by using the File and Reply feature please see page 79 In the Middle pane right click a document then click the create option and then from the right click menu select the Respond option The screen on the next page will be displayed Invu Services Limited 2009 Page 187 of 221 End User Manual V 6 2 3 Create Documents Information only Create a document Document name Reply01JoeSmith File type Word document Template lt Use Default Other In the Documents tab you can create new documents in many different file formats To create the reply document first typ
54. headings to choose the order you wish to see in the Middle pane Each Standard Document will have its own set of headings as shown below 4 Accounts Documents Banking 2 Items Correspondences 23 Items Version Number Invoice Number Order Numbe CCForms000000 06102009 1 1 Invu1720 12992 0686 CCForms000000 05102009 1 1 Invu1715 12992 0686 cj cc328071message msg 1 Invu1245 Scan 16 06 2009 15 10 28 tif 1 Invu1231 DFR14405 123456 CCForms000000 16062009 1 1 Invu1217 DFR14401 0676 Scan 15 06 2009 16 06 20 tif 1 Invu1199 DFR14403 123456 Scan 15 06 2009 15 53 40 tif 1 Invu1198 DFR 14402 124676 amp Invoice011 TIF 1 Invu1196 DFR 14407 124676 CCForms000000 14062009 1 1 Invu1183 DFR 14400 0098 6017 TIF 1 Invu1172 amp 6010 TIF 1 Invul165 Pur Invoice 5 tems Purchase Order 9 tems Move the mouse pointer over the column heading you wish to move hold down the left click button and drag to new location as you drag to the new location a grey box will appear with the name of the column as shown below Finance 74 Items 4 Accounts Documents Banking 2 Items Correspondences 23 Items Invoices 11 ems Title version il Number CCForms000000 0 WS Invul1720 CCF orms000000 051027009 1 1 Invul 15 Invu Services Limited 2009 Page 41 of 221 End User Manual V 6 2 3 Hover over the title you wish to move the drag colu
55. icon and from the menu select the Show Summary option The following will then be displayed Results 13 Items Search 2 Title BBS Customer B Storage Search gt 10 Filing Cabinets gt 3 Intrays search Sean Storage Search Metadata v Search Content earch 6 Eems L Phoni Doc Refs Search Text Search with contents Search For Storage Text Search with contents Search For Storage Workspa Text Search with contents Search For BBS Text Search with contents Search For BBS Text Search with contents Search For administration Text Search with contents Search For Sales dmm Ta To run a saved search double click the of the saved search in the Saved Searches section in the Middle pane and the result will be displayed To clear the search click the X button which is located on the search toolbar in the Left hand pane Invu Services Limited 2009 Page 161 of 221 End User Manual V 6 2 3 Delete Saved Searches To remove a saved search click the arrow beside the Saved Searches icon and from the menu select the Open option The following will then be displayed Saved Searches 4 Search 2 Items Title Ba BBS Customer B Storage Search Close To delete a saved search highlight the search by clicking the title and then click the Delete 3X icon You would need to repeat this if you have more than one sea
56. mode to be added to Favourites as shown below Series 6 System Administrator Account Workspace Workspace 4 No Information 4 3 Workspace Documents not Filed and Saved 17 Items 13 unread p Current Documents gt Email Eight Step Demo pdf Work tasks gt Intray 13 io Search Intrays Eleven Step Demo pdf Holiday Request Form doc Series 6 End User Manual f Series 6 Security Model doc Supported Scanners revise Todays Post 0002 tif Todays post0001 tif Todays post0002 tif Todays post0003 tif Todays post0004 tif Todays post0004 tif Todays post0005 tif Todays post0007 tif Training Plan for Invu Print d Employee Emergency Infor Groups and AD Synchronis Version 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 Notebooks 1 Title 98 Post Notes Number Invu1429 Invu1430 Invu1437 Invu1428 Invu1431 Invu1452 Invu1434 Invu1436 Invu1704 Invu1590 Invu1591 Invu1592 Invu1593 Invu1593 Invu1594 Invu 1596 1 1724 4 New Items Docs Scanned000 Ltif Training Creator Invu Services Limited 2009 Page 35 of 221 End User Manual V 6 2 3 lNVU Right click the highlighted document and from the menu select Send To then click the Favourites option The shortcut will then be created in the pane under the section New Items Favourites ll Rename zd x 4 New Items wt Series b End User Manual for SP 6
57. normal and click the Send button Close If you wish to exit the View Document screen click the File menu and then select the Close option Invu Services Limited 2009 Page 121 of 221 End User Manual V 6 2 3 INVU The Edit Menu The Edit menu will allow you to edit the existing document you have open in the viewer or if you have multiple documents the current one Select the Edit menu then Current Document option or click the E Icon and the Edit Document screen will be displayed Edit Document E ox File Eius Page View Image Help AREG amp uoooosP ii n Summary and Notes INVOICE Thr ikra 10 IXSVOICE Wo LH Ekr Erel Airimh Pires Da ITT Billing iire Somn Kirt M he Common Document References Vise id gas ce TTE eene Lal IT yn hava aap Ps labs conieci EDS THANE POW HOUR BUSINESS Summary and Notes Thumbnails NDOCI ma UB S 208mUZEMA Once you have made the changes click the X in the top right corner and the following message will be displayed 5ave Changes 2 Changes exist that have nat been saved Do you wish En save these changes Click the Yes button to save the changes and check the document in as normal For information on how to check in please see page 109 Confirm Check In 2 Check In Changes for EM MAJ0O20091016615
58. not configured the list will always appear in full no matter what has been typed If there are multiple fixed list in the file and save screen then a feature called linked lists can be used if configured Step 4 Enter the Document Reference information List Customer Number List Company Name List Contact Mame For example choose the Customer Number and the Company Name and Contact will be completed automatically if only one value if linked thus saving time completed fields manually List Customer Number If the contact name did not complete there may be more than one contact to choose from for that customer number If you need to enter a date then you will need to click the drop down arrow and a calendar will be displayed Publication Date B 1 11 12 13 14 15 18 1 18 18 20 231 22 24 25 26 27 Today 02 06 2008 Click the date required and the field will be populated as shown below Publication Date 02 June 2008 bul Invu Services Limited 2009 Page 69 of 221 End User Manual V 6 2 3 Step 1 What sort of document is this Training Materials v Step 2 Choose a filing location EI Customer Bridgeport Boating 459 Invu Services Limited 448 Training a Technical Training gt Millview Design Create Folder Step 3 Choose a Standard Document Outlines wv Step 4 Enter the Document Reference information Series 6 Installation Step 5 Press
59. regarding the View Documents screen please see page 116 If the document has multiple pages and is an image based document such as a Group 4 tiff then within the Right hand pane a Thumbnails option will appear otes EB Thumbnails Invu Services Limited 2009 Page 94 of 221 End User Manual V 6 2 3 Click the Thumbnails option to see the following View Document i File Edit Tools View Image File and Save Help g gahar mago 20 012 t Whar mace ian one Lo dus Pho Aere pocas Fade ies A ag SEEM Ermer io enon pori 0600 rim s c NH T E zh una iride GOH and frd the fr 51 auc use the pori Hor i Deleg usd Hy ha rid angi Addn meng ic jru um the Aii n oe parchi bun bom baing umes in n aimee ba n mer inaa Error gmas When ih p oer deg a Eye abel ele Senes B mij Send in ome Inirsy Eno Whee peig qu aL ine ie erxing true in m Pri my giess TT ated core rar Enaps Han ben Py D turpe nhan TEENS Tr s Lani at DER m Ina inh Fara Proc Hwr duse i kimi edel necis bon img dados aca rri rra dial ien upsiaie ic dues iu iar OU deg Soe coi Dua s bis ab usa uad rey i Tn A OF i rab jon This d me
60. select multiple documents then click the first document as normal then hold down the CTRL key and click each subsequent document you require or if you wish to select a block click the first document then hold down the SHIFT key and click the last document in the block Series 6 System Administrator Account Workspace 4 Workspace p Current Documents gt f 5 Email 7 Work tasks amp 3Intray 13 Search Intrays gt Intrays Information Type lJocuments not Filed and Saved 17 Rems 13 unread Title 98 Post Notes Eight Step Demo pdf Eleven Step Demo pdf Employee Emergency Infor 1 Number Invu1429 Invu1430 Invu1437 9 a a E E E E E E a Groups and AD Synchronis Holiday Request Form doc Series 6 End User Manual f Series 6 Security Model doc Supported Scanners revise Todays Post 0002 tif Todays post0001 tif Todays post0002 tif Todays post0003 tif Todays post0004 tif Todays post0004 tif Todays post0005 tif Todays post0007 tif Training Plan for Invu Print d otebooks 1 Invu1428 Invu1431 Invu1452 Invu1434 Invu1436 Invu1704 Invu1590 Invu1591 Invu1592 Invu1593 Invu1593 Invu1594 Invu1596 Invui724 MIE Administration Alice White Emma Owen HR Move your mouse pointer over the highlighted document then click and drag the selected document over the Intray shortcut within the Intray shortcuts pane and release
61. to send a copy or move a document from your Intray to another then use the Intray Shortcuts Right hand pane please see page 28 You can work with the documents and even File and Save the document away if you have the right security applied Invu Services Limited 2009 Page 47 of 221 End User Manual V 6 2 3 Explore Series 6 enables the users to explore the system for documents and information This provides the user with the ability to explore the Filing Cabinets folders any Intrays available and their Workspace It performs a similar function to MS Windows Explorer hence the name and allows users to drill down within the Invu hierarchy and browse the contents of available locations This provides an alternative method of accessing the electronic documents and information over searching using criteria However the Explore function is only available within the Standard and Advanced mode To access the Explore in the Standard mode click the Jeu button on the floating toolbar or within the Advanced mode click the 9 Pelor button on the Left hand pane gei File and Save 1 is Check Out Af Finance 74 Items i Summary and Notes 42 3 Workspace Accounts Documents Current Documents P Banking 2 Items D Email Work tasks b fz3Intray 16 b s Search Intrays 4 Filing Cabinets G2 Invu Email attachment litem gt Administration Email b Finance Older 2 Terns gt
62. 009 Page 195 of 221 End User Manual V 6 2 3 3 File and Save gibel lo eCheck Out Sf Edit Ey a Help Workspace Intray 49 Items i Summary and Notes Workspace 4 3 Workspace P Current Documents gt z Email Work tasks 41 p ley Search Intrays In the Left hand pane click the 2 Current documents option and in the Middle pane you will be able to browse the 4No Information Type a ho Title r a 7 Gi 2 4 i E cuments not Filed and Saved 47 Items 40 unread 154 TIF PurchaseOrder 4 TIF TWarren1300 docx SNiak1252 docx L RobJ1100 docx PThompson0052 docx NPatel4552 docx NBowley1002 docx JJones1232 docx JMackson1152 docx JHydra1209 docx ESmith5552 docx EOwen1532 docx YJoffer1299 docx 148 TIF 02 PR Tips For Resellers pdf Npatel tif Npatel Ltif InvuBrochure DUTCH JenJones1 tif Holiday Request For m doc Employee Emergency Infor Fleven Sten Dema nef Version om RB EB M RB xm B m Em MH Number Invu1084 Invul 80 Invul096 Invul095 Invu1094 Invul093 Invul092 Invu1091 Invu1090 Invu1089 Invu1088 Invu1087 Invul086 Invu1085 Invu1081 Invu1078 Invul1077 Invul076 Invu1075 Invul1074 Invu1072 Invu1071 Invul1070 Trid fif s ry 5 v Office Document References Common Document References Title SMiak1252 docx Version 1 Humber Invu100
63. 009 Page 90 of 221 End User Manual V 6 2 3 TB E A ab ecd 123 Hdcbat z Invu document separator abed 123 d dcb at abed 123 d dcb Invu Services Limited 2009 Page 91 of 221 End User Manual V 6 2 3 lNVU Invu Services Limited 2009 Page 92 of 221 End User Manual V 6 2 3 lNVU OPEN DOCUMENTS Invu Services Limited 2009 Page 93 of 221 End User Manual V 6 2 3 lNVU Open a Document You can open documents from your Intray Explore and Search Browse to the document you wish to open then either e Double click the required document in the Middle pane OR e Right click the document in the Middle pane and from the menu select the Open option OR e f using the Standard or Advanced Mode highlight the document in the Middle pane and click the Foren icon on the toolbar The document will then open in a new window in the View Document Screen E Aw _ INVU COMPANY HISTORY M Version THE FOLLOWING 15 A BRIEF VERSION OF THE COMPANY S HISTORY IT 15 DESIGNED 5 A SALES DOCUMENT TO ENABLE SALES PEOPLE TO DELIVER CONSISTENT MESSAGE TO PARTNERS AND END USERS TO ENABLE THEM TO UNDERSTAND THE FOUNDATION OF THE COMPANY Invu was founded by David Morgan in 1887 From an office above a shop in Monhampton Morgan and his first employee Tracey Falconer worked on a plan that would allow his vision ta become reality That vision was to found com
64. 04 Invul 590 Invul 591 Invul 59 Invul S94 Insul593 Invul94 wus 1596 Invul724 Supported Scanners revise 1 Todays Post 0002 tit 1 Todays 10001 tit 1 Todays postO002 tit 1 Todays post0003 tit 1 Todays postO00 1 tit 11 1 1 1 AC Group Intrays ua System Administrator il Administr ation 27 45 User Intrays 8 Adam Bishop Alice White 8 Ben Jones 8 Geoff Rawles B8 Pryush Patel 8 5ystem Administrator Acci 8 Tom Smith Folder Intrays Eg Admmisiration Confidential Fal Employee Name DA E manra Todays postidIiJ tif Todays Todays 000 ltt Training Plan for Invu Print d HE X wr s Current Documents Current Documents will be displayed when you have documents checked out user can also send documents from the Filing Cabinets to their own Current Documents so that the document becomes easily available to them at a later date or Offline The Current Documents area is also available to the user off line so that these documents are accessible when they re not connected to the network or Internet The system detects if the network is available at the point of starting the system if no network is available the system will work in off line mode Email Invu can integrate with IMAP4 compliant email systems such as MS Exchange and the Email section of the Workspace screen will show the content of the user s mailbox all mail folders Emails can then be orga
65. 28 10 MoveDocumentToAnother 19 06 2008 14 28 10 IndexDocument 040712008 09 58 17 Workflow 04 0 772008 09 59 20 CheckOut 040 7 2008 08 58 22 EditDi acument System Administrator System Administrator System Administrator System Administrator 1590 Home Page rmbt System Administrator Services Mew Task Review Doc fo Tam Smith 1 1 1 1 Tam Smith C Show Workflow only Details Cancel The Event History tab will allow you to view the document s events audit information on a daily basis such as when it has been Checked out in Edited Viewed File and Saved etc Invu Services Limited 2009 Page 209 of 221 End User Manual V 6 2 3 To view the details an event any supporting details click the specific row underneath the headings Name Workstation and Date and the detail will be displayed below the Details section The actual events can be sorted by Name Workstation and Date in ascending or descending order For example to sort the events by Date and time click the Date heading and the ascending order arrow will be displayed to the right of the heading To change the order to descending click the heading again and the descending order arrow will be displayed 4 Events 7 items Date Event Type Version Mame Details Sip pss e EE 10 32 27 ChecklnNew version B Sytem Administrator et DIL ETE 10 31 33 EditDiacument 1 System Administrator 10 31 13 Check ut 1 System Admini
66. 5 Creato System Administrator Account Cwner System Administrator Account Last Modified 19 10 2009 11 44 46 Created On 19 10 2009 11 44 46 Checked Out On Checked Out To FileName SNiak1252 docx File See Bytes 15154 documents sent to the Workspace these will appear in black as shown in the picture above Send to Email The Send to Email option allows you to send a document to a blank email as an attachment To Send to an Email in the Middle pane right click the required document or if you want to attach multiple documents highlight the first document then hold down the CTRL key and click each subsequent document If the documents you wish to select are in a block then highlight the first document then hold down the SHIFT key then click the last document in the block Right click one of the highlighted documents from the menu select Send to and from the cascade menu click the Email option The copies of the document will be sent to current documents The email screen will then be displayed The screen on the next page shows a new email from MS Outlook other email systems are also supported Invu Services Limited 2009 Page 196 of 221 End User Manual V 6 2 3 Untitled Message T Attach as Adobe PDF 2 i Edt Insert Format Tools Table window Help Final Showing Markup Show 2 2 v2 B n Series 6 Technical Installation Overview Course 1 1580 doc 61 KB MR eply1joesmith 1588
67. 5553000 8 Invu Services Limited 2009 Page 122 of 221 End User Manual V 6 2 3 INVU Tools Menu The Tools menu will allow to you manipulate the view of the document by using Zoom Centre and magnify tools None Click the File menu and then select the None option a tick will be displayed by the option and this will turn of the three other options Zoom Centre and Magnifying Glass Zoom This is the default option Click the File menu and then select the Zoom option a tick will be displayed by the option Move the mouse to where you would like to zoom in View Document File Edit Tools View Image FileandSave Help Sie 0 oo ase e Sum mary and Notes Willis Stationers upplier Willis Stationers Limited 57 Buckland Road Total Order excl VAT Registered office address 57 Buckland Road Leyton E10 6Q5 Click and drag a box like the one shown in the picture above and when you release your mouse it will zoom in Centre Click the File menu and then select the Centre option a tick will be displayed by the option Move your mouse into the document where you would like to centre it click once and the point will be centred Invu Services Limited 2009 Page 123 of 221 End User Manual V 6 2 3 Magnifying Glass This is the default option Click the File menu and then select the Magnifying Glass option a
68. 59 TIF Action 9 New version New draft Description Arial New version of Products The notes entered can have basic font and paragraph formatting applied using the toolbar above the notes area Click the OK button to check the selected document back in This will remove the document from the 4 Current documents area and the text will revert back to black or green if a draft The new version draft number will be displayed in the version column in the Middle pane NB The system will by default only show the current version For information on how to view other versions of a document please see page 42 Undo Check Out When a document is checked out the normal process to place it back into the Filing Cabinet would be to check the document back in In some cases the user may wish to revert the checked out document back to the version before it was checked out this is known as Undo Checkout When the Undo Check out option is selected it will revert to the version prior to being checked out and all changes to the document will be lost To undo a checked out document first access your check out document in the Simple mode the Workspace area is known as My Work Click the My Work tab to access the Workspace area To access the Workspace in the Standard mode click the button on the floating toolbar or if within the Advanced mode click the button on the Left hand pane Then click the Current document
69. 7 of 221 End User Manual V 6 2 3 lNVU Right click one of the highlighted documents from the menu select Send to and from the cascade menu click the Desktop option The document is then copied and placed on the user s desktop The document will show the Invu number in square brackets as shown above Send to Document Template When creating new documents you have the option to choose a document template to base the document on For more information regarding creating documents please see page 99 This option allows the user to add templates to the Document Templates area which is located in Explore only available in Standard or Advanced Mode To add a new document template bring the file into your Series 6 Intray then right click the template in the Intray From the right click menu choose Send to and then the Document Template option You will then need to speak to your systems administrator to finish off the Document Templates configuration or refer to the Technical Administration Manual Export The Export option allows you to export out the documents and the information that goes with it this can e useful if alot of documents have been filed in the wrong place This is only available if you have been given the privilege by the Series 6 Administrator To Export in the Middle pane right click the required document or if you want to export multiple documents highlight the first document then hold down the CTRL key and click ea
70. B Ir have any question parta do nol hesitate bo danima ue of a ae Tab to button and Enter 01604 876787 or 01804 676768 Quote your Invoice Number Create Folder Ctrl Enter File and Save File and Reply Summary and Mates B j File and Save m File and Save When choosing the Folder location you may choose from a tree structure D Choose Folder Location showing yellow folders which you can expand File and Save X clicking the white arrows and collapse using the black arrow then highlighting the Folder where you would like to store the document as shown to the right Customer Bridgeport Boating 469 Invu Services Limited E3 Administration Invu Services Limited Technical Training Or you choose from a drop down box the Filing E Development Technical Training Cabinet and then in another drop down below Ex choose the folder Each time a folder is chosen ii another drop down may be displayed depending on the sub structure The 4 Technical E3 Consultancy example to the left shows four drop downs to get to the final location of F Support Technical Training 4 Training Technical Training No matter how the folders are shown and selected click the Confirm button to E Design move to the next set of instructions Invu Services Limited 2009 Page 71 of 221 End User Manual V 6 2 3 lNVU File and Save v q Jf Index
71. BDM QG Xil m t Click the button and the results will be displayed in the Middle pane Also Document References sets such as Common Fax Document References Image Document References Mail Document Administration References or Office Document References can be used to search Contents Title ig equal to Click one of the above document reference options and they will be displayed in the Left hand pane under the search for section Subject is equal Training To select click the arrow beside the Search Options icon and click the required option The chosen option will be displayed in the search area Image to the left shows multiple options selected Contents search and Office Document Reference search Content is equal to Administration and Subject is equal to Training Category it equal ta Invu Services Limited 2009 Page 152 of 221 End User Manual V 6 2 3 lNVU X Clear current search This icon if selected clears the current search from the screen including search criteria and results Saved Searches This icon will allow you to open previously saved searches please see page 160 Refresh Will display any new data associated to the Document References for which other users may have inputted when filing and saving documents or changing data Click the Refresh icon to check for any new information imis Equality Type operators When creating a search you can choose how a spec
72. Choose a Standard Document Purchase Order Step 4 Enter the Document Reference information Order Number E f Total s508 List Company Mame Registerad office address Tha Benen Blisworth Hill Farm Stoka Road etos QQ Bliaworth Northamptonshire NNT JED aoe 9 M VAT Registration No 81119000 Total 5500 0000 Step 5 Press File and Save to store File and Save File and Reply E Summary and Notes 4 File and Save You cannot change the Information type Step 1 or the Standard Document Step 3 You are able to change the location as long as the Information Type is attached to other folders and also the Document References as long as they are not greyed out Invu Services Limited 2009 Page 82 of 221 End User Manual V 6 2 3 He File and Save using the Customised File and Save screen Right hand pane File and Save Document Seles File and Save Help Ti Index inta Finance m d Information Type Accounts Documents m d Template Purchase Order Order Number psu List Company Mame Skeltons Total r 500 000 Sales Number File and Save File and Reply is Summary and Nates f File and Save uen You are able to change the location as long as the Information Type is attached to other folders Index into the Information Types the Standard Documents and the Document References as long as they are not greyed out No matter which File and Save Documents screen you are usi
73. Creator Owner Last modified Created on Checked out o SAMARIUM20061 121 104645 tif 1 Invul 382 System System 21 11 2006 10 46 51 21 11 2006 10 46 51 30 11 2006 12 Sales amp Demonstration Documents 4Sales Document 1 item Title Version Number Title Primary Contact Version Description Crea 2 IdnvulnvuCare Price List 1 Invul 224 InvuCare Price List Sales Team BDM Syste You can also see which documents you currently have checked out as they will be listed in the area Current Documents within Workspace In the Simple Mode the Workspace area is known as My Work Click the My Work tab to access the Workspace area To access the Workspace in the Standard Mode click the button on the floating toolbar or if within the Advanced mode click the Workspace button on the Left hand pane Then click the Current documents option and the documents will be displayed Current documents 4 items Y No information type 4Documents Not Filed and Saved 2 items Title Version Number Invu Series 6 Technical Installation Overview Course 1 1 Invu1580 iM Reply1joesmith doc 1 Invu1588 Sales amp Demonstration Documents Demonstration Document 1 item Title Version Number Title Primary Contact e NMikNak Spec Sheet TIF 1 Invul414 NikNak Spec Sheet Sales Team BDM Training Materials Training Manuals 1 item Title Version Number Rejection Reason Series B Administration SP2 Invulb1 To edit a d
74. Departments doc 3 Invu1253 Majid Nagra Understanding Accounts Departments Sales Team BDM 29 30 Training Materials 31 Training Manuals 4 items 32 Title Version Number Title Version Rejection Reason 33 34 series 6 Administration Manual for SP 6 1a doc 2 Invu1517 Series 6 Administration Manual 5 2 35 series Workflow Reference Manual for SP 5 1a pdf 1 Invu1519 Series 5 Workflow Reference Manual 6 1a 35 Series 6 Administration Manual for SP 6 1a pdf 1 Invu1515 Series Administration Manual SP2 37 Series 6 Installation Manual for SPB 1a pdf 1 Invu1515 Series 6 Installation Manual SP2 38 39 40 41 42 43 44 45 46 47 48 49 50 51 v M gt ot Sheet1 Sheet2 Sheet3 x Ready NUM NB All functionality on the right click menu is governed by the privileges given to the user Certain functions may not be available Invu Services Limited 2009 Page 203 of 221 End User Manual V 6 2 3 lNVU Attachments Attachments are used to associate one document to another within Series 6 For example if you have a statement you could then attach all the related invoices to tt You can create attachments on any documents within Series 6 and a document can have many attachments The attachment feature is available through documents in the Middle pane of Workspace Explore and Search This feature will allow you to see what has been attached to a document review the documents it s attached to add new attachme
75. Document If the document is to be worked on later or in offline mode the Check out option can be used so that you can make the changes at your leisure It will also allow you to work on the document when not connected to Series 6 You can Check In documents from your Intray and current documents in Workspace in Explore and Search but it does depend on your security set by the System Administrator When a document is checked out it will give you exclusive access to edit the document While the document is checked out other users can not edit or check out this document Invu Services Limited 2009 Page 108 of 221 End User Manual V 6 2 3 INVU However users on the system are still able to search and view the document although they will not see the changes made to the document until it has been checked in again The document will be shown in red text and also be added to Current Documents in the Workspace To check out a document in the Middle pane right click the selected document From the right click menu select the Check out option If using the Standard or Advanced mode highlight the document in the Middle pane and then click the Checkout button on the toolbar When you check out a document it will be displayed in red text where ever it is located count AE dex Ez 4 Check out amp f Edit m O Help gt Workspace 2 items No information type 4 Inindexed 1 item Title Version Number
76. EN Tier Derre Pare Suir Mimort Pae SEAA38 DATT Sorpa Ge Cece INVOICE INVOKE M 129 2 DATE 12 Juss 2040 Ovis Ne 040 Make al dnp qa plor ia INVI minem Lat If hre preas roar cato PU Jw THANK VPU POR OCR BUSPIERSE The scanned document will be added to the chosen Intray If you have scanned it to your own Intray or an Intray you have access to you can view it Work tab and the screen will be displayed Series 6 System Administrator Account Sw won Workspace 4 Workspace p Current Documents b ET Email Work tasks SS Intray 35 b o Search Intrays 4 No Information Documents not Filed and Saved 47 Items 36 unread Title E E e g E E a 148 TIF 149 TIF ISLTIF 152 TIF 155 TIF 156 TIF 157 TIF 158 TIF 159 TIF 2009 Results xls EMMAJO20091016 001553 2009101601555 Emergency Infor FL Values txt Groups and AD Synchronis Holiday Request For m doc i600W pdf Tarenia NINNI 414 Version pd jb p we p Number Invu1073 Invul074 Invu1075 Invu1076 Invu L068 Invu 1069 Invu1070 Invu1071 Invu1072 Invu1049 Invu1078 Invu1079 Invu1054 Invu1055 Invu1056 Invu1057 Invu1058 Tase INCA Creato Systerr System
77. Explore WHAT S NEW WITH SERIES 6 28 ey Working WEh Documents and information 9 ance Adin Codefree and Advanced Codefree End User Featu res Legal Nohtoss and Company Unread and Read Documents Intrays will now show read and unread documents beside the Intray and in the Middle pane An icon will appear in your system tray reminding your of unread items and also any documents put into your Intray by other users and a pop will appear telling you have unread documents More Information Document To Multiple Intrays You can now send documents to multiple Intrays using the Drag and Drop feature More Information d My Computer Use the Left hand panel to expand the topics and click the page to view the contents Invu Services Limited 2009 Page 142 of 221 End User Manual V 6 2 3 lNVU SEARCHING Invu Services Limited 2009 Page 143 of 221 End User Manual V 6 2 3 SEARCHING Invu Series 6 provides a great deal of flexibility in the way in which the user can perform a search within the system A general search in the Simple Mode will always search through both the documents filing information and its content When performing a search within the Simple mode all locations are searched including the Intrays accessible by the user Within the Standard and Advanced mode when you perform a search you are able to choose where and what information is searched suc
78. Middle pane If doing a search on Information Type then the related Standard Document s choose from both drop down boxes then click the Search button and the results will be displayed in the Middle pane If you wish to search by more than one Common Document Reference then an And or Or operator will be required Click the arrow beside the icon from the list choose the Common option All the Common Document References will be displayed on the next page Invu Services Limited 2009 Page 154 of 221 End User Manual V 6 2 3 n n all 4 gt Modified fis equal toj er et E 1 1 Ti Tees are tires es Owner is Jon Smith semet Jan Srnith jon qu cu e Es lt m a Creator Equals Jon Smith OR Owner Equals Jon Smith Enter the search criteria as shown in the picture to the left Click into the Creator Document Reference field and click the arrow beside the Equality Type LY icon From the menu choose the Operator OR the text in brackets will change to include OR at the beginning EDU EE pe RES uuri eia Jan Smith The example will find all documents with the Owner or Creator of Jon Smith if any Once all search criteria has been entered click the Search button to initiate the search and display the results in the Middle pane The best way to learn this feature is to play Invu Services Limited 2009 Page 155 of 221 End
79. Publication Date B 10 11 12 13 14 15 16 1 18 18 20 231 22 24 25 26 27 Today 02 06 2008 Click the date required and the field will be populated as shown to the right Invu Services Limited 2009 Page 73 of 221 End User Manual V 6 2 3 lNVU Publication Date 02 June 200g bul NB The above instructions can be in a different order depending on the configuration Once the File and Save information is complete click the File and Save button to move the document from the Intray into the selected folder File and Save Menu Options File and 5ave Document i File Tools View Image File and Save Help eg POLIS B i File and Save xl Index into Operations Ti Information Type General c GD Office Furniture V Tenia INVOICE Bliswarth HII Farm Cu ee Des cription NNT 3DB SLE Information Demo Customer Name Mra MacDonald VAT Na 12121212 Title Page 1 Date 20 2 08 Invoice Invoice Number 149425 d 33058 63 Fiing Cabinet fling cabine Paling Cabinet Dea Cesk Basics 2 re as HH 20 Economy 48 00 Comersturage unt Camer unt uni zi Er INVOICE SUB TOTAL INVOICE TOTAL INVOICE TOTAL I you hawe question do nat hesitate to us of i i60a 676767 or 01804 TETEA Quote your invoice Mumbar File and Save File and Reply
80. Ra seta levees 86 Scan a Document in Standard and Advanced Mode ccceccececcececcececcececeececuecucuececueseceeaecueaeseeesesaees 88 Usma Barcode SeDSralOlS ka d nu day 90 TT NUUS 93 lt OC EM CIN bea 94 Invu Services Limited 2009 Page 2 of 221 End User Manual V 6 2 3 Opening Multiple Documents ssssssssssssssseeeenneennne nennen nnnnnnnn nnn sss sss saa snis 96 CREATE DOCUMENTS AND n nune RR IRR RR SR RR RR Resa RR Rar ura 99 Introduction to Create a 100 Create a Document in Simple Mode eeeesssssssssseseseeee nennen nennen nnn nnns nnn nnns nnn nnn nnns 100 Create a Document in Standard and Advanced MOde cccceccececceceecececcececaececaececaececaececaeaecueaeeeeaeees 101 Create Information Only in Standard and Advanced Mode sess 102 Create an Email in Standard and Advanced Mode cccccccecececcccecececccccececccacsececceacuunecscauacaessreeenens 104 DEEETEDOCUMEBNITIS ee 105 EDITING DOCUMENTS
81. Read option You can also display only unread documents by using the Search Intrays option which will show you all Intrays you have access to grouped by type showing the number of unread documents in brackets as shown below d EX Search Intrays bor Your Intray Unread 14 Ici Group Intrays Unread 2 Ex User Intrays Unread Folder Intrays Unread 1 If you do have access to other Intrays then you will see the documents as unread even if the document has been read by the user who owns the Intray or another user who has access this applies no matter the Intray belongs to a User Group or Folder If you wish to make all documents in any of the Search Intrays area then right click the type of Intray name and from the menu select the Mark All as Read option Bring an Electronic Document into Invu An electronic document can be placed into Series 6 by simply dragging and dropping the document into your Intray To drag and drop a file first click the ES Intray option within the Workspace area In the top right corner of the window click the Restore button so the Windows desktop can be seen Click and drag the document into the Middle pane area of the Intray and release the mouse button The document will be available to be filed and saved Another way to bring an electronic document into Series 6 is to right click a document on your Desktop Windows Explorer or My computer and from the menu select the Send to option Send d Com
82. Remove Cancel This screen shows who has access to your Intray at present More members can be added applying different access rights and also members can be deleted or have access rights changed Invu Services Limited 2009 Page 56 of 221 End User Manual V 6 2 3 INVU To Add a Member and Assign Access Rights Click the Add button and the Groups and Members screen will be displayed as shown below Groups and Members SE Domain Name Login Name EMMAJO Description Administration ers 4 Items Domain Name Login Name Adam Bishop INVU adamb Ben Jones INVU benj Geoff Rawles INVU geoffr Piyush Patel INVU piyushp C Show inactive users i Cancel Expand the section and the highlight the member user group who needs to have access If multiple members are to have access highlight the first member hold down the CTRL key and select each subsequent member Once the relevant members have been selected click the OK button to return to the Intray Access screen Access DER The following users have access to my intray E Open Document E rm Document Delete Document ne Domin bame C Alter Security Profiles 3 Piyush Patel Cl View Meta Data Alice White EMMAJO Edit Meta Data 4 Security Riahts Users C View Event History ants U 4 2 C Full Control 1 item Title Domain Name 8 System Administrator Account INVU Come Once the members have
83. Save Help i Summary and Notes xcd Home Insert Page Layout References Mailings Review View Add Ins 7 a 110 ES Es ES Ay i ia moz dro abe ox oe m S te aste Spa n aoa 17 Be Aaa E BAT Clipboa f Paragraph NIS IS E gt Office Document References Styles Editing V Common Document References pro de 16 eel 181 LN I BERIES USER SERVICE PACK amp 28 INVU SERVICES LTD MANUAL An open word document Invu Services Limited 2009 Page 116 of 221 End User Manual V 6 2 3 View Document B E Summary and Notes gt Common Document References BIER T oe tee iiibibii 1 HIE i F i T i I 1S i eRe i HEREN jit Li ha 1 11 i An open PDF document When working with Office and PDF documents there are only four options available File Print you are able to print documents out see page 120 File Close will close the View screen File and Save File and Save the document Help Contents view the help for Series 6 Invu Services Limited 2009 Page 117 of 221 End User Manual V 6 2 3 INVU If working with image based documents such as jpg or tif then full functionality is available within the View Documents screen as shown below
84. Search Intrays Version Eight Step Demo pdf Eleven Step Demo pdf Employee Emergency Information For m docx Groups and AD Synchronisation doc Holiday Request For m doc Series 6 End User Manual for SP 6 2a doc Series 6 Security Model doc Supported Scanners revised doc Todays Post 0002 tif Todays post0001 tif Todays post0002 tif Todays post0003 tif Todays post0004 tif Todays post0004 tif Todays post0005 tif Todays post0007 tif Training Plan for Invu Print doc File and Save me omm in w w w w 2 w The Simple mode provides a simplified way of working with Invu Search My Work Scan Create and Resource Portal are the 5 main functions which are displayed as tabs across the top of the screen and each in turn has been uncomplicated with minimal options to confuse A Simple Mode user does not have the ability to Explore or configure Series 6 through Administration in this mode Invu Services Limited 2009 Page 8 of 221 End User Manual V 6 2 3 Standard The Standard mode has been provided with a floating toolbar Full functionality is available in the Standard mode Workspace Search Explore Administration and Resource Portal Each Icon is presented in its own independent window Advanced Series 6 System Administrator Account MH Edit Help Workspace 422 Workspace abis p Current Documents N
85. Types Standard Documents Administration Document References 4 J Filing Cabinets 4 9 Invu Services Ltd Filing Cabinet and Folders Accounts Within the Filing Cabinets location separate filing cabinets can be created These form the basis and structure for the Series 6 system E Marketing and specifically the way in which documents are stored and organised a Sales 4 Training Filing Cabinets are configured by an Administrator and are displayed in End User Training a folder hierarchy structure as shown on the right Internal Training Partner Training Information Types Information Types are the category of a document and are used when filing the documents information away into the Filing Cabinets An Information Type is defined by the Administrator and is used to categorise a type of document An Information Type is associated with folder s within the Filing Cabinets and this dictates the hierarchically where the document will be stored or referenced Standard Documents A Standard Document relates directly to an Information Type and is used to provide classification Sub category for that variety of document As an example Letter could be defined as an Information Type with Acceptance Letter Inquiry Letter and Letter of Complaint being three related Standard Documents A customer could also choose to work with Invoice as an Information Type and categorise Purchase Invoice and
86. a document to Multiple Intrays You can also copy a selected document s to multiple Intrays First you will need to select the Intrays Alice White Groups Administration To select multiple Intrays click the first as normal then hold down the CTRL key and click each subsequent Intray you wish to select Highlight the relevant document If you wish to select multiple documents then click the first document as normal then hold down the CTRL key and click each subsequent document you require or if you wish to select a block click the first document then hold down the SHIFT key and click the last document in the block Series 6 System Administrator Account Workspace 4 2Workspace 4 Documents not Filed and Saved 17 Items 13 unread Pp Current Documents gt ET Email 3 Eight Step Demo pdf Work tasks gt amp 3Intray 13 io Search Intrays Eleven Step Demo pdf Groups and AD Synchronis Holiday Request Form doc Employee Emergency Infor E Version 1 1 1 Series 6 End User Manual f 1 Number Invu1429 Invu1430 Invu1437 Invu1428 Invu1431 Invul452 DER Administration Alice White Todays Post 0002 tif Todays post0001 tif Todays post0002 tif Todays post0003 tif Todays post0004 tif Todays post0004 tif Todays post0005 tif Todays post0007 tif Training Plan for Invu Print d Notebooks 1 Title 98 Post Notes mi a se z se E se E
87. ace area is known as My Work Click the My Work tab to access the Workspace area To access the Workspace in the Standard Mode click the button on the floating toolbar or if within the Advanced Mode click the button on the Left hand pane Then click the Intray in the Left hand pane to view documents To view double click the selected document in the Middle pane and the View document screen will be displayed For more information on the View Document screen please see page 116 If you click the scan icon and you have no presets which match your scanner the following will be displayed Information 1 No presets can be Found for your scanner s Click the OK button to remove the message You will need to contact your Series 6 Administrator Using Barcode Separators Series 6 has a barcode separator facility available for use with local scanners There is no Licences of Privileges required for this There is no configuration for barcodes apart from to print out a barcode sheet then place on at the front of the whole batch and then one in front of each new document in the batch The Scanner Preset must be configured for a minimum of 200 dpi set to multiple pages and Group 4 Tiff file type If your preset is not setup correctly then contact your Series 6 Administrator The Barcode sheet used can be obtained from the extranet or on the installation CD as shown on the next page Invu Services Limited 2
88. administrator has created them These are great as if you send a document to a Group Intray all members of that group can see it H X Folder Intray These are basically linked to the Folders in the filing cabinets If a document is send to a folder Intray all users who are a member of that folder will be able at least to see the document You can create an Intray shortcut to any Intray and send shortcuts to documents or even move the document to another user s Intray Invu Services Limited 2009 Page 28 of 221 End User Manual V 6 2 3 To create a new shortcut Click the arrow beside the Add 7 icon and from the menu choose one of the following options Add Group Intray Add Folder Intray Emma Owen A screen will be displayed with a list of Users or Groups or Folders depending on the option chosen from above the screen Members Seles Users and External Members 4 External Members 1 Item Title Domain Name Login Name 8 TomSmith EMMAJO TomS 4Users 13 ems Domain Name Login Name Adam Bishop INVU adamb Alexandra Owen INVU alexo Alyson Johnson INVU AlysonJohnson Andy Stott INVU andys Ben Jones INVU benj Carolyn Pursell INVU Carolynp Colin Gallick INVU Coling Elliot Thurley INVU Elliott Geoff Rawles INVU geoffr MSJ INVU MSJ Piyush Patel INVU piyushp System Administrator Account INVU Emma Jayneo 1 INVU test Title 8 8 8 8 8 8 8 8 8 8 8 8 8 Expand the sections
89. age tif A multiple page tif View menu There are several ways in which to display documents within the Middle pane To customise the way documents are displayed right click in the Middle pane on one of the following areas Simple Interface in Search or My Work Standard amp Advanced Interface in Explore Workspace or Search In the right click menu select the View option and the following cascade menu will be displayed Details Thumbnails Columns All versions Expand all sections Contract all sections Invu Services Limited 2009 Page 39 of 221 End User Manual V 6 2 3 INVU Click an option to activate showing a tick to the left of the text Below are the details on each option Details The Details option when selected displays details about each document such as Title Version Creator Owner Last Modified Created etc these headings may change depending on the Information Type and Standard Document if the file is located in the filing cabinets rather than an Intray This view is the system default To display the details view right click on the Middle pane anywhere from the menu select the View option and then click the Details option Below is an example of the Details view in the Middle pane 4 etter 4 Order Confirmation Letter 1 item Title Version Number Sales Order Reference Creator PI BHS jpg 1 fog System 4 uote 1 item Title Version Number Internal Order Number Cr
90. an easily zoom in on a document s content Each time the icon is clicked it will zoom in further or click the View menu then Zoom and click In Zoom out The user can easily zoom out from document s content Each time the icon is clicked it will zoom out further or click the View menu then Zoom and click Out L Fit to window The document will fit to the window for better viewing or click the View menu then Zoom then select the option Fit to window 4 6 Fit to Width Invu Services Limited 2009 Page 137 of 221 End User Manual V 6 2 3 The document will fit to the width of the viewer get a closer look or click the View menu then Zoom then select the option Fit to width Page DO i09 Navigation These icons enable the user to navigate through multiple page documents The First Page Pervious Page Next Page and Last Page as well as the option to select a specific page number To navigate via the menus click the View menu then the Page then choose from First Page Pervious Page Next Page and Last Page options e Magnifying Glass Is on the Toolbar and in the Tools menu See page 135 Show Annotations When editing a document click the icon or click the View menu and choose Show annotations to display the annotation toolbar at the bottom of the screen as shown below and show any annotation already added to the document a DED FORMA This toolbar consists of dr
91. an entry must be made in order to continue filing and saving Invu Services Limited 2009 Page 72 of 221 End User Manual V 6 2 3 If you have a reference which starts with the Word List then that means you have to pick the value from the drop down list rather than entering it manually List Primary Contact Also if configured you are able to search a Fixed list You can type in W it will then display only a list of values in the list that contain the letter W as shown below List Company Name J Whiley Ltd WWP This is very useful if you have very large lists to search through If not configured the list will always appear in full no matter what has been typed If there are multiple fixed list in the file and save screen then a feature called linked lists can be used if configured List Customer Mumber e 3 a eu E eu z List Contact Name For example choose the Customer Number and the Company Name and Contact will be completed automatically if only one value if linked thus saving time completed fields manually List Customer Number 4 mls E ze lala o 3 3 2 5 a Bl E rb Jackson Hutchinson If the contact name did not complete there may be more than one contact to choose from for that customer number If you need to enter a date then you will need to click the drop down arrow and a calendar will be displayed
92. an vary depending on the company s needs There are two different ways to view the File and Save Documents screen Original File and Save screen default Customised Order and Text File and Save screen Original File and Save Screen Right Hand Pane The document to be filed and saved is displayed along with the File and Save Right hand pane There are five steps to filing and saving a document away If you wished to save a Training Outline document you would follow on the next page Invu Services Limited 2009 Page 66 of 221 End User Manual V 6 2 3 File and 5ave Document i Eile View Image File and Save Help A _ e A ma iFile and Save Step 1 What sort of document is this ee Step 2 Choose a filing location GO Office Furniture E4 Rond London WCZE SLE VAT Ho 12121212 Page 1 Date 22 2 08 involcae Humber 115425 Create Folder Step 3 Choose a Standard Document Step 4 Enter the Document Reference information If you have any question do riot hesitate contact us an 01604 876767 or 01604 66768 Quote your Invoice Number Te Step 5 Press File and Save to store File and Save File and Reply z Summary and Notes ihe m V x Step 1 What sort of document is this This is where the Information Type is selected This could be Marketing Materials Training Documents or Product Documents etc Click the drop down list an
93. and then highlight the User Group Folder Intray and click the OK button Multiple shortcuts can be created by holding down the CTRL key and mouse click to select multiple users folders Invu Services Limited 2009 Page 29 of 221 End User Manual V 6 2 3 lNVU To remove an Intray shortcut Highlight the shortcut to be deleted as shown below 3 a Administration Alice White Click the Delete icon and the shortcut will be removed To Change the Intray Shortcuts View Click the arrow beside the icon and the following menu will be displayed na Owen Folders Large Icon Small Icon Group By Type The All Users Groups and Folders options will allow you to choose which types of Intrays you would like to see You can also choose to view the Intray Sortcuts as Large Icons default or Small Icons as shown below 4S Administration amp Alice White 2 Emma Gwen Pa HR Invu Services Limited 2009 Page 30 of 221 End User Manual V 6 2 3 If you choose the Group Type option the Intrays will be group by type as shown below Alice White S Emma Owen Groups 49 Administration Folders The Group By Type option can also be used when viewing Intray Shortcuts as Large Icons Move or Copy a document to another Intray Copies shortcuts to documents can be added from the Filing Cabinets folders or your Intray Highlight the relevant document If you wish to
94. anslate 5 AutoFill E ES e Sign In Capacuments and Settings emma jayneo DesktopiEx uch Page CF Tools I8 AP SERIES 6 Exported Documents Document Details ___Document Reference Details __ Document Reference Details Document t Title Document Version Document Number Document Location Invoice Number Company Name Name Total Invoice08 TIF 114101 TIE 61123 wu 66740 667 40 Invoice08 TIF i Invu1101 Invu ts 667 40 Invoice10 TIF Invu1051 1411051 10664 Trader 9 52 90 Invicei0TIF 1 Invu1051 10664 a My Computer In this format you are able to click the document location and view the document Invu Services Limited 2009 Page 202 of 221 End User Manual V 6 2 3 to Clipboard The Copy to clipboard enables the user to copy the contents of the Middle pane to clipboard this could then be pasted into Word or Excel You can use this feature for your Intray filing cabinets locations or even Search results Middle pane This would be extremely useful to copy the results of a search To copy the contents first browse to the correct Middle pane then right click a document in the Middle pane From the right click menu choose the Copy to clipboard option Open an application such as Microsoft Word Excel or Note Pad and paste in as normal example shown below EJ Microsoft Excel Book1 i5 Ele Edit Insert Format Tool
95. anual V 6 2 3 lNVU Documents 6 Items Title Information Type Reply Letter to Invu doc General Invoice08 TIF Accounts Documents ww 153 71F General e 152 TIF General e PurchaseOrder03 TIF Accounts Documents Invoice 10 TIF Accounts Documents If you wish to clear the Display grouping area click the Reset button The Filter Sections The Filter sections area enables you to filter out specific Information Types and Standard Documents on search results All the options in the Filter Sections area are ticked by default The list consists of information Types and Standard Document Display Grouping Filter Sections Accounts Documents Email Email Attachment H v Employee Info Employee Relations e Employment Law Folders l fF _ 4 X bt Group by information type No grouping Filter Dptian Begin Show the current views filters columns To filter out certain types of documents un tick the relevant section within the list as shown below Filter Sections Accounts Documents Email Email Attachment E Employee Info Employee Relations E Employment Law Folders F4 i Filter Options C Show the current views filters columns If you wish to show only the Information Types Standard Documents that are relevant for the files displayed in the Middle pane then tick the Show the current views filters columns check box
96. any of the three modes right click the document in the Middle pane and from the menu select the File and Save option 159 TIF ge Open gt Documen in context 2 NewInvu Print Bj Unleaded 2 EA Edit 20 spottheo BP 2009 Resu Rename Employee Convert W Supporte Merge documents gt H Senes6Se Fite and Save 14600W pdf F _ Start Workflow File and Save Document PES t File Tools View Image File and Save Help 3 DP EL T 1819 SL UN iFile and Save TP MAP AMBAE xl Index inta Administration i Information Type General xl Template General Document ipe Wright INL Series l Paa laras Hili Farm Sie Road Description Thank You Letter File and Save File and Reply Summary and Mates Bs ile and Invu Services Limited 2009 Page 79 of 221 End User Manual V 6 2 3 lNVU Once the file and save information is complete click the File and Reply button and the Create screen will be displayed Create OO Documents Information only Create a document Document name Reply01JoeSmith File type Ward document Template Use Default Other The Documents tab can create new documents in many different file formats To create the reply document first type the Document Name and click the drop down and choose the required File type If a Template is required when creating a document
97. arePoint validation options supported in version 1 0 of the SharePoint Publisher application Drop down list selection required Drop down list selection not required Text field required Text field max number of characters Text field number validation Text field number range validation i e 13 23 Date Picker drop down Date field required Date Picker drop down Date field not required A list of supported types not displayed above and how these are declared in SharePoint are provided in Appendix F of the Technical Administration Manual The following list shows SharePoint validation options that are not supported in version 1 0 Person Groups selection Lookups Time field required A list of non supported types not displayed above and how these are declared in SharePoint are provided in Appendix D of the Technical Administration Manual Preview Series 6 SharePoint Publisher 1 0 a Publishing Destination Destination Jtraining Course Manuals duo 8 i e i T Documents ta Pub Insert Page Layout References Mailings Review de Publish XE F Nodeld Title B E s E 1484 4 day Training Agenda dac 4 day T i3 B UD abe x B 1477 Auto Index for Invu Course Overview Course 5 doc Auto Ini Paste 1 Paragraph Styles Editing o X EAS Clipboard Font 2 Day 1 Installation Course 1 1 Course Title As Carl has comp
98. as they have access to To do this use the white arrows to expand and the black arrows to contract areas 4 Workspace P d Current Documents Email Work tasks lntray 16 b ex Search Intrays To view documents in a specific location expand the Filing Cabinet and the relevant folder if applicable Then click the folder and the documents will be displayed in the Middle pane The second view splits the Filing Cabinet and the Workspace into two sections The Workspace section will allow the user to explore Current documents Email Work tasks and Intray The Filing Cabinets will allow the user to explore Filed and Saved documents 4 Workspace P Current Documents Email Ivi Work tasks 16 bor Search Intrays i Intrays Document Templates Filing Cabinets v The Filing Cabinet section will allow the user to choose from drop down lists The reason for this is to enable systems with larger tree structures to explore with ease as shown in the picture above To view a certain folder within the Filing Cabinet click the first drop down and choose or start to type in the name of the required Filing Cabinet Invu Services Limited 2009 Page 49 of 221 End User Manual V 6 2 3 lNVU A second drop down will then be displayed populated with all related folders On the next level down again choose or start to type the name of the required sub folders If there are further levels in the Filing Cabinet
99. awing text notes ruler s buttons hyperlinks and even audio tools For example the Rubber Stamp icon will display text such as Urgent Action and Approved etc To apply a stamp click the arrow to the right of the Rubber Stamp icon From the menu choose the type of stamp to apply such as Approved Invu Services Limited 2009 Page 138 of 221 End User Manual V 6 2 3 Edit Document File Tools Page View Image Help amp Summary and Notes vunceasconoer Willis Stationers pany Suppli vu Sandosa Lid Willis Staticnare Limited Fann B Buck lar Poms Stoke Amid pue 3 u E10 pus 200 10020029 Hae NEw 2 Image Document References i Common Document References Order VAT E aHicw sidra ET Durkisnd Romi Layton E10 BH APPROVED RINDO G AS CAL uG88 LEA Move the mouse into the document Click and drag and the stamp will appear as shown above Options The view options will allow you to change how things are viewed Click the View menu and then select the Options option The screen on the following page will be displayed Viewer Options C Always show annotations Default Annotation Text Font Arial 46 pt Default amp nnatatian Text Color The Always show annotation
100. been added to the list rights will be given automatically to browse and open documents from the Intray Invu Services Limited 2009 Page 5 of 221 End User Manual V 6 2 3 lNVU To apply more access rights highlight the member from the list On the right side will be a list of member access rights tick the relevant rights The access rights are as follows Access Right Description OpenDocument Allows the members to open all documents with in the Intray they have access to EditDocument Allows the user to make changes to the document in the Intray they have access to DeleteDocument Allows the user to delete documents in the Intray they have access to ViewMetadata Allows the user to view all attributes associated to a document in the Intray they have access to ViewEventHistory Allows the user to view what has happened to the document this feature is accessed from the right click menu Properties Full Control Allows the user all above rights to Intray Folders in the Intray You are able to create folders within your Intray very much like in Windows explorer but this does depend on the privileges given by the System Administrator Create Folder in your Intray To create a folder right click the Intray or an existing folder in the Left hand pane Workspace 4 Workspace P Current Documents Email Work tasks E Se Connect users Create folder Mark All as Read
101. ccess the Administration function if using the Standard mode click the button on the floating toolbar or if using the Advanced mode click the Administration on the Left hand pane In order to make changes to the Invu system the user has to be logged on as a user who is a member of the Administration group otherwise no changes can be made Series 6 System Administrator Account X Delete Help Administration Administration Summary and Notes Filing Cabinets i File and Save Securty Users Groups Secure storage Scanning Product registration Expunge Documents Document Reclaim 7 y Y y V y y y Y y Y y 7 Online backup For more information on Administration of the Invu system please refer to the Administration Manual Invu Services Limited 2009 Page 51 of 221 End User Manual V 6 2 3 Resource Portal The Resource Portal will allow you to learn how to use Series 6 by means of Manuals Videos Demonstration and Understanding Series 6 System Administrator Account mim Ea A What is Series 6 Get Started more Resource Portal Menu Welcome to Series 6 Resource Portal Product Tolorl ls Welcome to Series 6 Resource Portal The Resource Centre provides access to Series 6 Product Tutorials Series 6 Guides and Feedback form Series 6 Guides This site is designed for the sole purpose of helping you to learn and understand more Contact Us about Ser
102. ceeeeceeeeeeueeceesseeseeeeeeseuseeeeeseeeaeeeeeseaseeeesseaeeeeessegeeeeesseas 128 niens Cc M 129 The Edit Document Screen Ew Esai ice vu 130 The Edit DOCUMENT Screen EUM EDD REY 130 mille TR 131 NSN US INNS 133 xor or a 135 MESSI 137 maS E mr 140 PODNO em 142 cix irr CETT RENT 143 een eee 144 Simple Mode Search E RENT T 144 Standard and Advanced Mode Search cccccececcececceccceccccecuccececcecucuecucuececauaucueaesseececaeuecseaeceuaeseuaeees 145 Opening the DOCUMENT CONTEXT 20 nennen nain anna 156 Saved Searches and Last Searches cccccccccececcecccececcecuccecuccucucaucueaucucececsuaucseaeceeaesecaeuecuuaeceuaeseuaeees 159 aroun EE EE EE 164 The Filter S CtiIONS ccccccccececcecececceccecsccucecucuceccacsececsecucecautecsucacsuca
103. ch subsequent document If the documents you wish to select are in a block then highlight the first document then hold down the SHIFT key then click the last document in the block Right click one of the highlighted documents from the menu select the Export option and the Export screen will be displayed as shown on the next page Invu Services Limited 2009 Page 198 of 221 End User Manual V 6 2 3 Items to export Information Document Files You have selected Include hash codes 3 files not in folders All Versions Estimated space required less than 1 Mb Delete original from the system Indexing Information Exported Data C Documents and Settings emma jayneo My DocumentssExport xml Overwrite Free Space 85 985 Mb Export Transformation Options Transform Type Export Data as AML Only No Transformation bd Exported Documents CADocuments and Settings emma jayneo My Documents Free Space 85 985 Mb _ j You will need to set what to export and where the data and files will go this is explained below In the Items to export area tick the Document Files check box to export the actual documents selected lf you would like to export all versions of the selected document the tick the All Version check box If you want to include the File and save information Information Type Standard Document and Document References then tick the Indexing Information check box I
104. click the drop down and choose a template from the list If you want to create a blank document then leave the option Use Default selected Click the OK button and the document will be created in the chosen format Enter the text into the document in the normal way then close and save the file The document will be brought into your Intray and the File and Save Document screen will be displayed File and Save the document as normal and click the File and Save button The document saved will then be attached to the original document responded to Sales 12 tems 4 etter 4 Order Confirmation Letter 1 item Title Version Number Sales Order Re WH Letter from Joe Smith E nul 587 ASD4344 4Sales amp Demonstration Documents Demonstration Document 22 items In the Standard or Advanced mode go to the Explore screen At any time after the document has been saved it can be re filed and saved A small paper clip symbol will be displayed before the title of the document both on the original and the reply Invu Services Limited 2009 Page 80 of 221 End User Manual V 6 2 3 Re File and Save a Document Re File and Save is used to change the details after the initial File and Save Depending on the File and Save Documents screen different actions can be performed To re file and save a document within Series 6 first find the document through the Explore screen for more information on explorer please s
105. crecen ener 107 Introduction to Editing Documents cccsessseeeseeenseeeeseeenseeeeeeeenseeeseeeesseeeseoeasseeeseoensseessooenseesseooenneees 108 ma EAE o e Lingi g 108 TO 81 649 AB ei m 108 To Check in a Document RT 110 GA m DOPO E Wi MET E E E E E 113 IOC GC a E ENNA 114 VIEW AND EDIT DOCUMENT 115 View Document Screen RRRR RR RERRSR RR RRRR 116 The e m 119 The Edit 122 Tools M L 123 View MenU 124 image Menu Bo oj EAEE ESEESE E ERESSE TEDES 127 File and Save Menu Options ccccccccseseseceec
106. cseaucasseceseccutecautacsuacsecasencunecausecass 166 OTHER DOCUMENT OPTIONS RR RR RR SR RR 169 Introduction to Other Documents 170 6 170 Openin 171 Be MON cece tick eee ete epee ene ele ese 171 a a 171 Rename a Document in your 172 AY M RENE xem 173 Invu Services Limited 2009 Page 3 of 221 End User Manual V 6 2 3 lNVU Merge Documents MEM 175 FIGS 179 Publish M oed i i P OWT 179 Start 187 CROOK 187 CS WT se een sesso 187 Unao Bg oe er 2 beam 187 Mark as read Mark as untead uet oe Den e eee desea des beat od ru ban 187 187 VIEN M M MEE 194 Delete s cu E ne mE 194 Send IO uu Lu A eee ee eee 195 deo jM TPI O 198
107. csssccccccsssececcceesseceeceeeecececeeeeceeeseaaeeeeesseaeceeeesaaeeeeesseaeeeeessaageeeseesagees 64 PT ORAL eMe RTT 64 el Ol d Bele PRI c BI SNR 64 Document ReferenceS ccccececcccccecccecscececucucucscacacaeacauauauauauauauneneneneneneneneauauauaenenenenenenensnenensnensnenenaeaeas 64 File and Save DOCUIT IS o ee eccstcu de ccsceducencecancceniececevadesd cnssedusenouennecuuieduvevadeddecceeducencudnmaseueeeeesawemeacesnus 65 To File and Save a DOCUMENT cccccccececcececececcecececucuecececacuaeuecscaeuenenscaecuneaunenecseauaenecseaeauaenerscauaunenenas 65 To File and Save Multiple DOCUMENIMS ccccccsescccceeseceeceeeceecaeeeeesseueeeseusceessuaeeessusecesseueceesaneeeessaeees 75 File and Reply to a Document cccsceccccceeseeeceeeeeeceesececceusceessaseeecsaaeeeeseaeeeessueessaueeesseueeessegeeesssseeeeenss 79 Re File and Save a Document cccccccececcccecsceccccececsccccucececucaucerscseauausenscacaucusecseauausenstseaueenenseauausenseas 81 Explore Documents LEE 83 SCAN RIS SIL ppt 85 Introduction to Scan a 66 Scan a DOCUMENT In the Simple 1a 6900
108. d choose the required Information Type Step 2 Choose a filing location for the document This is determined by what type Information Type of document has been selected in the previous step l e If Training Material was selected the user would be able to place it in the Training filing location To expand the relevant filing cabinet click the white arrow A list of available folders will be displayed click the folder you wish to save the file into so it is highlighted as shown File and Save q Step 1 What sort of document is this Training Materials v Step 2 Choose a filing location EJ Customer Bridgeport Boating sE Invu Services Limited Bi Training E Millview Design Create Folder Invu Services Limited 2009 Page 67 of 221 End User Manual V 6 2 3 If the System Administrator has given you the privilege you are able to create folders using the Create Folder button Click the Create Folder button and the following will be displayed Set Title Please enter title for the new folder Technical Training Enter the name of the new folder then click the OK button the folder will be created in this case under Training Customer Bridgeport Boating 4 5 Invu Services Limited Training BE Technical Training _ E3 Millview Design Step 3 Choose a Standard Document This is determined by what sort of document Information Type has been selected in Step 1 l e i
109. d when you clicked the Publish to SharePoint option in Series 6 will be displayed The documents which have a tick in the first column of this section will be published when you click the Publish button So for a document you don t wish to publish yet un tick the check box If the document has mandatory metadata fields a _ symbol will be displayed beside the check box as shown in the picture above The fields with this symbol must be completed with valid data Check amend the metadata In the Documents to Publish click a document and the Metadata for that document will be displayed as long as you have also selected a Publishing Destination see page 180 for more information Invu Services Limited 2009 Page 181 of 221 End User Manual V 6 2 3 lNVU Publishing Destination training Course Manuals laz Documents to Publish Nodeld Title 1 1482 Invu Series 6 Technical Other Admin Course Overview docx I we Misc Title Caurse Title Lenght of Course Software Version Click into each field and enter the information i e Course Title as shown in the screen above Any changes made to the metadata whilst mutilple documents to publish are selected will be reflected to each file so they will have the same text If a metadata field is mandatory a _ symbol will be displayed in the text box and requires correct data to be entered before you publish the document Once all the mandatory metadata fields have been corr
110. der You are able to sort each of the Standard Document Headings Demonstration Documents by Version and the Understanding Documents by Author No information type Documents Mot Filed and Saved 1 item Sales amp Demonstration Documents 4 Demonstration Document 2 items Title Version Number Title Primary Contact Creator Last modified Loca E new bridgeport Order xls 2 Invu1233 New Bridgeport Order Sales Team BDM Dean King 26 07 2006 11 34 35 Defa new bridgeport Order xls 1 Invu1233 Mew Bridgeport Order System 13 07 2006 17 30 55 Defa 4Wethodology Document 3 items Title Version Number Title Type of Document Primary Contact Creator id Six Step demo Final doc 1 Invu1435 Six Step Demo Final Information Sales Team System bible Series 6 Frequently 2 Invul 243 Bible Series B Frequently Asked Information Sales Team Dean King bible Series 6 Frequently 1 Invul 243 Bible Series 6 Frequently Asked System Understanding Document B items Title Version Number Author Title Primary Contact Creator id Understanding Quality 2 Invul 267 Understanding Quality Systems Sales Team Dean King Understanding Quality 1 Invul 267 Understanding Quality Systems System Understanding Engineering 2 Invul 259 Tim Winstone Understanding Engineering Sales Team Dean King id Understanding Engineering 1 Invu1259 Tim Winstone Understanding Engineering System Understanding Accounts 1 Invul 254 Majid
111. documents for a selected area Each document is displayed showing a file type icon Series 6 System Administrator Account mx py File and Save j heci In lgi Check Out Sf Edit Intray 18 Items 42 3 Workspace No Information Type f Current Documents Documents not Filed and Saved 17 Rems 13 unread gt E7 Email Title F Work tasks t Intray 13 io Search Intrays 4 j Filing Cabinets 43 Invu Administration E3 Finance E3 Operations gt EI Sales amp 3Intrays l Document Templates Version Number Todays post0004 tif 11 Invu1593 Invul724 Office Document References Invu1704 gt Common Document References Invu 1596 Invu1594 Invu1593 Invu1592 Invu1591 Invu1590 Invu1452 Invu1 437 Invu1436 Invu1434 Invu1431 Invu1430 Invu1428 Invu1429 p Training Plan for Invu Print d Todays Post 0002 tif Todays post0007 tif Todays post0005 tif Todays post0004 tif Todays post0003 tif Todays post0002 tif Todays post0001 tif Series 6 End User Manual f Employee Emergency Infor Supported Scanners revise Series 6 Security Model doc Holiday Request For m doc Eleven Step Demo pdf Groups and AD Synchronis Eight Step Demo pdf jooks 1 Rem ei 2 pA E p E p E 83 DEYV i EEE You can tell the difference between a single page tif and a multiple page tif files as shown below A single p
112. e dotted area Remove the text and enter the new name The name of the page will be displayed on the right side of the Notebook screen as shown below Notebook SEE Notebook View Edit Insert Format Table Normal v Times New Roman 12 M 7U E Z T u General Details 12 NA 2008 13 20 System Administrator Account Invu Services Limited 2009 Page 18 of 221 End User Manual V 6 2 3 lNVU Create a New Page To create a new page on the right side of the Notebook screen click the New New option and from the menu choose the Page option or click the Notebook menu then New and then select the Section option 5 Mew A new page will be displayed as shown above Click the New page text to open the page To name the page click into the dotted area with the text New Page just below the toolbar Hemove the text and enter the new name The name of the page will be displayed on the right side of the Notebook screen as shown below Notebook DER Notebook View Edit Insert Format Table Normal v Times New Roman D General Details amp h Attachments You can switch between the pages To switch click the Page Title on the right of the Notebook screen Invu Services Limited 2009 Page 19 of 221 End User Manual V 6 2 3 Add a New Section A Notebook can have many sections To create a new section on the right side of the Notebook screen click the 2
113. e the Document Name and click the drop down and choose the required File Type If a Template is required when creating a document click the drop down and choose a template from the list Want to create a blank document then leave the option Use Default selected Click the OK button and the document will be created in the chosen format Enter the text into the document in the normal way then close and save the file The document will be brought into your Intray and the file and save document screen will be displayed File and save the document as normal for more information please see page 65 and click the File and Save button The document saved will then be attached to the original document responded to odes tems Letter 4 Order Confirmation Letter 1 item Title Version Humber Sales Order Re Letter fram Joe Smith 1 Invu587 ASD4344 4cales amp Demonstration Documents Demonstration Document 22 tems In the Standard or Advanced mode go to the Explore tab At any time after the document has been saved it can be re filed and saved A small paper clip symbol will be displayed before the title of the document both on the original and the reply NB To view the attached document please see page 204 Invu Services Limited 2009 Page 188 of 221 End User Manual V 6 2 3 New The New Copy option would be used to create new copies of existing documents which then placed into yo
114. each page area you will need to enter a Title for the new documents The Delete the source file check box if ticked will delete the original file you are creating the single page documents from Click the OK button once you have set the options The document will be split in to single documents as shown below Todays Post Singlet Todays Post Singlets Todays Post Singlef2 Todays Post Singlef1 Invu Services Limited 2009 Page 173 of 221 End User Manual V 6 2 3 Convert to Multiple Page Document lee Todays Post Singlet Todays Post Singleid Todays Post Singlet Todays Post Singlef1 The above documents need to be amalgamated into one document To convert in the Middle pane click the first document the hold down the CTRL key and click each subsequent document or if the files you want to convert are in a block then click the first document then hold down SHIFT key then click the last document in the block Hold down the CTRL or SHIFT key and right click the document From the right click menu click Convert then select the To multiple page document option The following screen will be displayed Select batch details The document title Title Po Delete the source files In The document title area you will need to enter a Title for the new document The Delete the source file check box if ticked will delete the original files you are creating the amalgamated d
115. ead Documents You have a unread read feature on documents that are brought into any Intray you have access to If you have unread documents the number will be displayed in brackets as shown below gt Alntray 16 If a document is sent an Intray they will marked as unread and appear in Blue and Bold but if checked out Red and Bold and if a draft then Green and Bold Unread documents will be displayed as normal black text If you have unread documents which you did not bring in then a popup is shown in your system tray notifying that you have unread items An icon is also displayed in your system tray as shown below If you hover your mouse over this icon a tool tip will appear with the number of unread items Invu Services Limited 2009 Page 54 of 221 End User Manual V 6 2 3 When document has been viewed then it is marked as read If wish to manually mark a document as read then right click the document or if you have multiple documents click the first document and then hold down the CTRL key and select each subsequent document until all required are highlighted the right click one of the highlighted documents From the menu select the Mark as Read option If you wish to manually mark a document as Unread then right click a read document then from the menu select the Mark as Unread option If you wish to make all documents in your Intray then right click the Intray name and from the menu select the Mark All as
116. earch text and press the Enter key or click the Search button new search results will be displayed Standard and Advanced Mode Search In the Standard and Advanced modes there is scope to search through either the documents filing information or content or to build more complex searches by using logic and filters The search can also be localised to specific locations within the Invu system such as a specific Folder or Filing Cabinet to narrow the search s scope To access Search in the Standard Mode click the button on the floating toolbar or if within the Advanced mode click the 8B searen 0 button on the Left hand pane Invu Services Limited 2009 Page 145 of 221 End User Manual V 6 2 3 Results Items gt 18 Filing Cabinets gt Strays Search Metadata C Search Content Search i tem Title BR Search with contents Search For Sales Search In the Left hand pane is the search area here you would enter the criteria for the search this pane is split into two sections Search 4 Al within and Search for The Search within area controls where within the Series 6 the search needs to take place The Search For area specifies the criteria used to find the documents Two different types of Searches can be performed Search for Text Search enables the user to search through all Document References and the contents of the documents this is the default search op
117. eator Fruit tif 1 Ireu 290 158 System welcome Letter 1 item Title Version Number Sales Order Reference Creator Site Plan Twa tif 1 Invul 288 oro System Thumbnails The Thumbnail option will change the view to show mini images of each document depending on the format INVU SERIES6 TECHNICAL LAB sii Sr Thumbnail not available Thumbnail not available INVU SEF INVU Thumbnail not available To display the thumbnails view right click on the Middle pane from the menu select the View option and then click the Thumbnails option The above picture shows an example of thumbnails view in the Middle pane if a document has no thumbnail to display then the text Thumbnail not available is displayed Invu Services Limited 2009 Page 40 of 221 End User Manual V 6 2 3 Columns The Column option enables the user to choose the order of column headings for each Standard Document within Invu Once selected the following screen will be displayed Columns Columns Select a Standard Document from the list Invaices v Version Move up Title Number Invoice Number Order Number Total From the drop down list choose the Standard Document you wish to change the order of the heading for and a list of columns will be displayed Highlight the column that needs to be moved and then click either the Move up or Move down buttons Drag and Drop Columns You are able to drag and drop the column
118. ectly entered the _ symbol will disappear from the metadata text box and from the Documents to Publish section If the documents you wish to publish are located in a Filing Cabinet folder the SharePoint Publisher application will attempt to populate the metadata with the values from the Document References as long as the data types and the Document Reference titles match the metadata of the chosen Document Library document type The populated data can be edited if required xc rs laa UBL training Course Manuals Home Insert Pagelayout References Mailings Review View cmm v Nodeid Title ES m ay ral 1482 Invu Series 6 Technical Other Admin Course Overview docx I a zz U saex x Paste XT Paragraph Styles Editing J4 E ACAIX XI Clipboard amp Font fa V 2 t J 5 Y Metadata 0000000000000 Ww Misc OUTLINE SERIES 6 Title Course Title WebEx Other Admin Tools WEBEX COURSE OTHER ADMINIS EO E COE B Aims Software Version 2 The aim of this web based course Administration options of a Series 5 NB Metadata changes are not reflected back to the actual file within Series 6 Invu Services Limited 2009 Page 182 of 221 End User Manual V 6 2 3 lNVU The validation requirements of the metadata is provided by the SharePoint Site Document Library configuration The following list shows the Sh
119. ed 2009 Page 147 of 221 End User Manual V 6 2 3 WordNet related Synonyms If ticked will search for related words the thesaurus l e if a search for fast was initiated it would look for quick speedy rapid express and related words such as slow velocity accelerates etc Synonym searches can also be applied by appending the special character amp at the end of certain words in the search criteria l e improve amp Fuzzy Tick to extend the search to check for words even if they are misspelled A degree of fuzziness can be applied from 1 to 10 i e a fuzzy search for chosen will find chosen with the degree of fuzziness set to 2 The higher the degree the more search results will be returned Fuzzy searching can be useful when searching text that may contain typographical errors or for text that has been scanned using optical character recognition OCR A search for alphabet with a fuzziness of 2 would find alphaqet with a fuzziness of it would find both alphaget and alpkaget Fuzziness is not built into the index so you can vary fuzziness at the time of each search You can also add fuzziness selectively by using the character The number of characters you add determines the number of differences the search engine will ignore when searching for a word The position of the characters determines how many letters at the start of the word have to match exactly Examples
120. ed 28 05 2008 10 32 Modified 28 05 2008 10 32 Version Z This is the latest version a Training Manuals Title Welcome to Invu ppt Version 2 Number Invul 70 Title Presentation Version course 1 Rejection Reason Mone Creator System Administrator Account Lastimoadiied 28 05 2008 10 32 27 Location Default Store Office Document References Common Document Reterences Baji Cancel The General tab show you general information about the document such as the full name Type the Size of the document the date and time of when the document was Created Modified the Version control details and Summary and Notes for more information on summary and notes please see page 13 Invu Services Limited 2009 Page 208 of 221 End User Manual V 6 2 3 The Security Tab Properties Groups with access 4 Security Rights Folders 4 9 items Mame Correspondence Correspondence Finance Finance Group rights Group rights overide member rights Cancel The Security tab shows you the access rights setup for the folder the document is located in Depending on the Access Rights set for the user this is a read only area The Event History Tab Properties General Security Event History Events B Items Date Event Type Version Mame Details 02 06 2008 15 29 12 CreateDocument 02 06 2008 15 28 12 IntrayDo cument 02 06 2008 15 28 14 ViewDocurment 19 06 2008 14
121. ed Message BEA 7 Attach as Adobe PDF EE i Bie Edi View Insert Format Tools Table Window Help Type a question For help 1 Final Showing Markup Show 92 r a B Normal Web Arial 7 8 Z E iz E SE ly AY Be ry Oy z izused O 1 4 4 Y 22 Options HTM ate Attach sPost080001 1 tif 160 KB 1022 Attachment Options UNUE NONE NE GEN ee d INVU Invu Services Limited Emma tayne Owen The Beren Technical Trainer Blisveorth Hill Farm Y 38 Stoke Road t 01504 859893 a Blisworth t 01604 859902 e 2 Northamptonshire Don t print iL Invu it S HI D NN wi www invunet IE v t This message is for the named person s use only It may contain proprietary or legally privileged information No confidentiality or privilege is waived or lost by any mistransmission If n you receive this message in error please immediately delete it and all copies of it from your system destroy any hard copies of it and notify the sender You must not directly or z f diee sale ss A 0 Adie A MA A we Alu eA sser o om Au 1 da dd mw wii leis m nes luba ae E 455 2 1 nm ig Autoshapesy w 1 4 4 ci 181151 Oo Z A S RE BoB Ml LI If you have selected multiple pages these will be placed in one file and attached Complete the email as
122. ee page 83 or the Search for more information on Search please see page 144 functions In the Middle pane click the document to highlight then right mouse click the highlighted document Operations 5 Items d General General Document 1 term i Packing Slip 4 Items Title Version Number Packing Slips 1 tif 1 Invul366 Packing Slips 4 tif 1 Invul365 Packing Slips_3 tif at Tnvul364 i Packing Slips 22 Open vuli63 Open in contest Merge documents Re file and Save From the menu select the Re File and Save option and the File and Save Document screen will be displayed as shown on the next page When using the Re File and Save option depending on which type of the File and Save Documents screen you have will control what you can do in terms of re file and save but moving from folder to folder The following pages will take you through the two screens and explain the options Invu Services Limited 2009 Page 81 of 221 End User Manual V 6 2 3 Re File and Save the Original File and Save screen Right hand pane default File and 5ave Document DEK File M View Image Fite and Save Help WW Step 1 What sort of document is this invu Services Limited Tha Beren Accounts Documents Blisweorth Hill Farm Stoke Road Step 2 Choose a filing location Blisworth Northamptonshire 4 E Invu NNT ax Finance BE Financel Create Folder Step 3
123. eeeee nennen nennen nnn nnne 39 The Function Buttons for Advance Mode ccccecccccccececcuecececececececececucacaueuenetececetecetecstauacauacanacunenananas 44 MOMS ACO seines 45 Oe 48 50 Administration 51 Resource Portal cccccccecececccecccccececscccucecccucccauauauauauauauauauneneceneneneneneneneauauauaunenenenenenenenenenenenenenenenenenenenes 52 USING THE INTRAT 53 USMO aiii 54 ACCESSING your RR 54 Unread and Read Documents cccccccececcccececccececucceaucececueeneuecscuuaunececseauausensuauuaenerstauaeuenstseauaeuenstenass 54 Bring an Electronic Document into Invu eeslssesssesesssseeeeeneneennn nennen nennen nnne nnne nnn 55 Allow Other Users to Access Your Intray sssssessssssssssseeeee nennen nnne nnn nnn nennen nnns 55 F lders mthe 58 Web PAGO IMIG SOLOS Oso ceni sd ua 60 FILE AND 63 Understanding File SAV eC de Ru 64 Filing Cabinet and FOlders cccc
124. eferences gt amp Intrays Common Document References ope sale a T Series 6 End User Ma m Check in Screen comp Series 6 System Adm fi My Documents Hold down the left mouse button and drag the document into Series 6 and over the document it should be the new version of the mouse pointer should have a plus symbol and then release the mouse button and the Check In screen will be displayed In the Action area choose from one of the following options New version if selected creates a new version of the document l e if version number was 1 this will increment to 2 or if the version number was 2 4 then the new version would be 3 New draft if selected creates a draft meaning the document is a work in progress not the finished revision The draft number will be based on the version created from and increment by 1 l e if version was 1 then draft would be 1 1 or if created from an existing draft 1 3 then new draft would be 1 4 The document will be displayed in green text In the Description area type brief notes of what was done to the document This is for other users to review the comments made when checking in the revision NB If performing a Drag and Drop check in make sure the document you are dragging the new copy over is not checked out other wise the feature will not work Invu Services Limited 2009 Page 113 of 221 End User Manual V 6 2 3 lNVU Check In 1
125. en on the following page will be displayed Printer Satis Ready Laserlet 4000 Senes PCL Where HFT1 Comment Print ta file Print range Copies All Number of copies 1 di Choose appropriate options and then click the OK button to print Send Pages by Email You are able to send selected pages as an attachment on an email using the Thumbnails pane within the View documents screen To send selected pages by email open a document If a one page document then click the File menu then select the Send and then click the Pages by Email option Invu Services Limited 2009 Page 120 of 221 End User Manual V 6 2 3 If the document has multiple pages on the Right hand pane at the bottom the button will be displayed Click the 4 Thumbnails button the Right hand pane will change to show mini images of each page in that document i Thumbnails Click the thumbnail you wish to attach or if you wish to select multiple pages click the first then hold down the CTRL key and click each subsequent thumbnail If the thumbnails you wish to select are in a block then click the first thumbnail then hold down the SHIFT key and click the last thumbnail in the block Once the thumbnails are highlighted click the File menu and then select the Send Pages by Email option No matter whether a single page or multiple pages selected the email screen will be displayed with the document attached Untitl
126. er the user s Intray Work Tasks Email and Current Documents It is intended to be the area where a user works with their documents on a daily basis In the Simple mode the Workspace area is known as My Work Click the My Work tab to access the Workspace area To access the Workspace in the Standard Mode click the button on the floating toolbar or within the Advanced mode click the 00 button on the Left hand pane Workspace Workspace 4 Workspace P d Current Documents Email Fi Work tasks Sintray 13 i 7 Search Intrays Other Intrays b c3 Intrays Within the Left hand pane the user can explore all areas within the Workspace To do this use the white arrows to expand and the black arrows to collapse areas If using the Simple mode you do not get the Other Intrays area in the Left hand pane Invu Services Limited 2009 Page 45 of 221 End User Manual V 6 2 3 Series system Administrator Account Open scan 22 Create E Refresh File and Save cii Workspace Workspace A Workspace Pp Current Documents 8 Errail L7 Work tasks Seintray 113 xx Search Intrays Vernon Fight Step Demo pdf 1 Eleven Step Dema pdi 1 Employee Emergency Infor 1 Groups and AD 5rnchronis 1 Holiday Request Form doc 1 Series 6 End User Manual f 1 Series 5 Security Model doc 1 Number Invul429 Invul 4390 Invwul 437 invul 428 invul 431 Invul 452 Invul 434 ac Intrays Invul 436 invul7
127. eries 6 Office Addin Information Office addin version 4 209 0 Host application Microsott ward Host version 11 0 This shows details on the Office Addin version the host application i e Word and version To exit click the Close button Manually send a document to the Intray from an MS Application To place an MS file into a user s Intray in Invu click the Send to my Intray icon and the following screen will be displayed Document Name Please enter the document name Cancel Type in the name of the document and click the OK button The document will then be sent to the Intray Manually File and Save a document from MS Application To File and Save an MS file into the Filing Cabinets Click the File and Save Document icon and the following screen will be displayed Document Name SEE Please enter the document name the name of the document and click the OK button The document will be displayed the File and Save document screen Invu Services Limited 2009 Page 216 of 221 End User Manual V 6 2 3 File and 5ave Document PIE File Tools View Image File and Save ae 8 0007 ess uu Step 1 What sort of document is this INVOICE GO Offices Furniture Kae Londan WCZE SLE Customer Name Mrz MacDonald VAT Ho 12121212 Page 1 Date 2072108 Invalca 115425 Create Folder Step 3 Choose a Standard
128. es files such as jpg tif bmp etc will always have a thumbnail Email files msg will not have a thumbnail instead an icon picture bd will be displayed Text txt or delimited csv file types will not have a thumbnail instead an icon picture will be displayed PowerPoint files will always display a thumbnail image Invu Services Limited 2009 Page 13 of 221 End User Manual V 6 2 3 Office documents Word and Excel will only show a thumbnail if the Office properties are set to show preview picture To turn on the Preview picture option in 2003 open the Word or Excel file then click the File menu and select Properties Series 6 End User Manual doc Properties General Summary Statistics Contents Custom Title EET Subject Template Author Manager Company Services Limited Category Keywords Comments Hyperlink base Template Mormal dot Save preview picture Tick the Save preview picture option and click the OK button This can be done before the Word or Excel file is brought into Series 6 or after If using Office 2007 then click the lt button and from the menu select Prepare then Properties 4 Series 6 Administration Manual for SP 6 2a New doc Compatibility Microsoft Word o8 Ho oil x Home Insert Page Layout References Mailings Review View Add Ins Cut E
129. ext i a Print E Af Edit E R I Convert hw Merge documents Ed File and Save Start Workflow Check out i I F FELA fi Mark as Unread Create View Delete Attachments HA H HA E A eet ee eeee Properties Each option on this menu will be explained what it is and how to use Open The Open option will allow you to open the document for read only purposes For more information on how to open documents please see page 94 Invu Services Limited 2009 Page 170 of 221 End User Manual V 6 2 3 Open in Context The Open in context option will allow you to view the searched text and highlight the text in the content you where searching for For more information on opening documents in context please see page 156 Print The Print option will allow you to print out a selected document This can be done from your Intray and from a Folder in the Filing Cabinets To print a document browse to the document in your Intray or Explore for the document or by Searching for the document In the Middle pane right click the document as shown below Intray 32 Items dijo Information Type Documents not Filed and Saved 28 Items Title Version Number SAMARIUNM2DOSO81 1 l MI n New Bridgeport Leta 1 Open Series B End User MI Letter to JJ Smith do By x23 pee Ferr phos Open in context Print F
130. f Training Materials was chosen as the Information Type then you would be able to choose from related Standard Documents such as Outline or Training Manual etc Click the drop down list and choose the required Standard Document NB If there is only one Standard Document then it will be selected automatically Step 4 Enter the Document Reference Information Once the Standard Document has been chosen the Document Reference information will be displayed this can vary based on the Standard Document l e If the Standard Document chosen was Outlines you may need to enter the Title only Step 3 Choose a Standard Document Step 4 Enter the Document Reference information Title Series B Installation Fill in the Document References If a field is mandatory symbol will be displayed to the right of the field This means an entry must be made in order to continue filing and saving If you have a reference which starts with the word List then that means you have to pick the value from the drop down list rather than entering it manually List Primary Contact Also if configured you are able to search a Fixed list You can type in W it will then display only a list of values in the list that contain the letter W as shown below List Company Name J Whiley Ltd Invu Services Limited 2009 Page 68 of 221 End User Manual V 6 2 3 This is very useful if you have very large lists to search through If
131. fav our Word must begin with fa and have at most one difference between it and favour Word must begin with fav and have at most two differences between it and favour Other Special Characters The special character can be applied to match any characters within the search criteria The special character would be used to replace a letter l e would look for Man Men or Min The special character would be used to search for documents were the search value starts with or ends with l e fav would find anything which starts with fav The and special character would be used to search for more than one word in the same document but not a phrase l e Administration and Support would find any document with both those words The OF special character would be used to search for different words in the documents l e storage or cabinets would find any documents which contain the word Storage or cabinets in the contents or Document References NB The special characters can also be used in the Simple mode Invu Services Limited 2009 Page 148 of 221 End User Manual V 6 2 3 INVU Once the search criteria has been set click the button and the results will be displayed in the Middle pane Series 6 will display the total number of results in the title of the Middle pane Series 6 Wendy jn Open scan 7 Create 7 B5 File and Save fe hec Tu Check Qut IE Edit Search Results 10 Items Summary and N
132. filter selection list will be reduced as shown below Filter Sections Accounts Documents General Filter Options Show the current views filters columns Invu Services Limited 2009 Page 166 of 221 End User Manual V 6 2 3 lNVU Click the Apply button and the relevant documents will be removed If you wish to clear the Filter Sections area click the Reset button Display grouping and or Filter section changes can be applied together if required The filtered changes will remain as they are until changed by you during searching The options selected will also remain as they are if you log out and log back in To remove any the Groups and Filters screen from the Middle pane click the Close button The Groups and Filters section will work independently in Explore Workspace and Search Invu Services Limited 2009 Page 167 of 221 End User Manual V 6 2 3 lNVU Invu Services Limited 2009 Page 168 of 221 End User Manual V 6 2 3 lNVU OTHER DOCUMENT OPTIONS Invu Services Limited 2009 Page 169 of 221 End User Manual V 6 2 3 INTRODUCTION OTHER DOCUMENTS OPTIONS In this section you will find out how to work with the documents using the right click menu You are able to convert merge documents as well as create notes and attachments etc Intay 47 Items a Mo Information Iv pe 4 Documents not Filed and Saved 47 tems Title Version el Open Open in cont
133. for all three modes is a Filter icon which enables you select the way in which the results are displayed and filters the results further by selecting and deselecting where Series 6 will look The icon is located in the top right corner of the search area as shown below Series 6 System Administrator Account Sele iScan id Create 7 pe Elle and Save Li Checkin Checkout LE Edi Bi Rs e Search Results and Notes 4 No information type Documents Not Filed and Saved 2 items poh 3 Filing Cabinets 4 Order amp 3Intrays Purchase Order 4 items Title Version Number Purchase Orders 3 tif 1 Invul 536 LG Purchase Orders 5 tif 1 Invu1538 IN IS Search for Purchase Orders 3 tif 1 Invul 559 Storage Purchase Orders 5 tif 1 Invul 561 Search metadata Sales amp Demonstration Documents contents Methodology Document 8 items Standard and Advanced mode Please enter your search _ Search Results and Notes 4o information tvpe Documents Not Filed and Saved 2 items 40rder Purchase Order 4 items Version Number Order Number Purchase Orders 3 tif 1 Invu1535 423 Purchase Orders 5 tif 1 Invu1538 425 Purchase Orders 3 tif 1 Invu1558 423 Purchase Orders 5 tif 1 Invu1581 425 BEBE GE 9 z Qu s amp Demonstration Documents Methodology Document 8 items Sales Document 2 i
134. g Click the drop down arrow and from the list choose the required preset The list will only display presets which have been setup for your type of scanner and if there is only one preset configured for your scanner then it will be selected automatically Choose where the document will go once scanned in as follows Choose the Scan to my Intray option to put the document into your own Intray OR Choose the Scan to the preset destination option to put the document into the predefined Intray set within the scan preset you have chosen OR Choose the Scan to an Intray option to put the document into a folder in an Intray selected from the drop down list If you wish to create a new folder to place the scanned document then tick the Create a new folder check box in the selected Intray and the following screen will be displayed on the next page Invu Services Limited 2009 Page 88 of 221 End User Manual V 6 2 3 Create Folder Falder name Files for Checkingl CJ Enter a Folder name and then click the OK button In the drop down the name of the folder will be displayed Select a presetto cantral the process Select a Preset gt Scan to my intay Scan to preset destination Sean to an intray Files To Be Checked Create a new folder in the selected intray scanned Document Title File and Save Scan Immediately Prompt for additional pages Show Pages After Scanning
135. g in the revision Check In 159 TIF Action 9 New version O New draft Description Arial Document has been checked v The notes entered can have basic font and paragraph formatting applied using the toolbar above the notes area Click the OK button to check the selected document back in This will remove the document from the 4 Current documents area and the text will revert back to black or green if a draft The new version draft number will be displayed in the version column in the Middle pane NB The system will by default only show the current version For information on how to view other versions of a document please see page 42 Invu Services Limited 2009 Page 112 of 221 End User Manual V 6 2 3 Drag n Drop Check in A new version or draft can be checked in by dragging over the version stored in Series 6 as long as it is the same type of document Move the mouse pointer over the document which you wish to check in as the new version Missis Series 6 System Administrator Account 5 Create Refresh B File and Save a hici ye z ae Workspace Current Documents 1 Item 4 2 Workspace 4Documents not Filed and Saved 1 a pg Current Documents Title Version ae b E Email Ew 159 2 1 Invu1072 VDTETLIOTY 7 Work tasks eS Intray 35 2 io Search Intrays Stall caja D Image Document R
136. h as document content or the document references metadata and even search for a document with specific document reference values Simple Mode Search series 6 Wendy 1 Search 2 My Work amp Scan P Create Qs Resource Portal Please enter your search Trader Sum mary and Notes x Lg Tk 4 Search litem Title 4 Text Search with contents Search For Sales File and Save To search for a document within the Simple Mode click the Search tab and then enter the word or phrase into the field called Please enter your search Press the Enter key or click the Search button to activate the search The matching documents will be displayed in the search results area as shown on the next page Invu Services Limited 2009 Page 144 of 221 End User Manual V 6 2 3 INVU Series 6 Wendy fi Searc lt gt My Work amp Scan P Create Q Resource Portal Please enter your search Trader No Information Type 4 Documents not Filed and Saved 2 Items Title Version Number Creator Owner Last Modified ig Orders 123333 2 Invull198 Wendy Services 21 02 2009 12 46 58 ie PurchaseOrderl6 1 Invull 6 Wendy Wendy 21 02 2009 09 54 48 274 4 cales Ledger 4 cales Invoice 1 Hem Tithe Version Number Invoice Number Second Reference none Invoice 10 TIF 1 Invull l 10664 If you wish to run another search remove text from the Please enter your search field enter the new s
137. hand pane shows the areas you can browse and if in the Search window options on where and what to search on will be displayed The Other Intrays section is only available in the Standard and Advanced mode and if you have the correct privileges Middle pane allows the user to view results from a search and browse documents which can then be Viewed Edited etc Right hand pane this will allow the user to browse the File and Save information of a document list favourites view Intray shortcuts and when using the Search function the location pane to locate a document Function Buttons enables the user to switch between functions within the Advanced mode In Standard mode these are displayed as a floating toolbar Invu Services Limited 2009 Page 10 of 221 End User Manual V 6 2 3 Using the Right hand pane The Series 6 Right hand pane enables the user to display information and notes on selected documents view shortcuts to both user amp folder Intrays and shows the user s favourites The Right hand pane is available in all 3 modes Simple through the Search and My Work tabs Standard and Advanced in all functions apart from Administration There are four different panes to choose from as follows Summary and Notes Intray Favourites Location Below these are explained in turn in this section The Pane Layout Title Bar 5 y 4 rmage Document References Title Test items D0003 tif Version
138. he Scan button to scan your document and send it to the chosen intray Scan To scan a document into Invu there are 3 steps Step 1 Choose the type of image to scan click the option to scan in Black amp White or Colour If you have not got one of these preset configured for your scanner the following message may be displayed when you select one of them Scanner i scanner has been selected for the Black and White Preset Please ask your adminstrator to set up a scanner For the Black and White Preset You will need to click the OK button and contact your Series 6 Administrator Step 2 Where do you want to send the scan choose where the document should be placed after scanning Click the drop down list and choose from the available list of user or folder Intrays The default will always be My Intray your own Intray Step 3 Click the Scan button to scan your document and send it to the chosen Intray Click the Scan button to start scanning The document will be scanned and displayed in the preview area as shown on the next page Invu Services Limited 2009 Page 86 of 221 End User Manual V 6 2 3 Series 6 System Administrator Account Step 1 Choose the type of image to scan Black and White Colour Step 2 Where do you want to send the scan My Intray L Step 3 Click the Scan button to scan your document and send it to the chosen intray Scan Invu SOST
139. he File menu and then select the None option a tick will be displayed by the option and this will turn of the three other options Zoom Centre and Magnifying Glass Zoom This is the default option Click the File menu and then select the Zoom option a tick will be displayed by the option Move the mouse to where you would like to zoom in Edit Document i File Tools Page View Image Help Willis Stationers Willa Stationers Limited 8 Buckland Road Layton E10 606 156528529 Image Document References gt Common Document References Total Order aui VAT i 388 00 Regitier office addraam 57 Beckie Goad Layton E10 05 id Notes 65 Thumbnails Invu Services Limited 2009 Page 133 of 221 End User Manual V 6 2 3 lNVU Click and drag a box like the one shown in the picture above and when you release your mouse it will Zoom In Centre Click the File menu and then select the Centre option a tick will be displayed by the option Move your mouse into the document where you would like to centre it click once and the point will be centred Invu Services Limited 2009 Page 134 of 221 End User Manual V 6 2 3 lNVU Magnifying Glass This is the default option Click the File menu and then select the Magnifying Glass option a tick will be displayed by the option or click the e icon on the toolbar Move your mouse into the document then hold down the mouse and where ever yo
140. icular Information Type and or Standard Title is equal tol document Version is equal to If you choose a Standard Document second drop down the related Document References will be displayed as shown to the left e dua qo Tip Remember the Information Type is the category of document i e Letter and the Standard Document the sub category i e Job offer letter Each Document Reference displays a title name of Document Reference in brackets the operator and a text box where data to be compared is entered To change the operator which appears next to Document References click into the field of the Document Reference Click the drop down arrow beside the iain Equality Type icon and choose the relevant operator required for the search criteria Search Q xXxB V T Training Materials Training Manuals Title begins with T CL 3 3 4 Version i equal ta Rejection Reason fis equal ta The example above shows changing from Equals to Begins with A search can also be performed on just the Information Type and or a Standard Document To search on an Information Type click the first drop down box and choose from the list then click the Search button and the results will be displayed in the Middle pane To search on just a Standard Documents click the second drop down box and choose from the list then click the Search button and the results will be displayed in the
141. ies 6 We do hope you enjoy using the Resource Portal To find out more about these resources select one of the options from the Resource Portal menu on the left Information please visit the Resource Portal Log into Series 6 as normal then click the function if using the Advanced mode if using the Standard mode click icon on the Toolbar or if using the Simple mode click the Resource Portal tab Invu Services Limited 2009 Page 52 of 221 End User Manual V 6 2 3 lNVU USING THE INTRAY Invu Services Limited 2009 Page 53 of 221 End User Manual V 6 2 3 lNVU USING YOUR INTRAY Accessing your Intray To access your Intray click the Wose button To view documents within the Intray click the text or grey image Solntray in the Left hand pane and the documents will be displayed Series 6 Emma Owen ES M Scan 4g Create Workspace Intray 1 Item 42 2 Doe 3 Workspace P Current Documents Title Version Email amp Invoice0001 tif 1 amp 3Intray uments not Filed and Saved 1 Item 4C Intrays 415 Group Intrays Ez Administration 41 5 User Intrays 2 Emma Owen 8 System Administrator Account 4 Folder Intrays Administration Employee Name AHR E33 Operational Doc s Personnel E3 Records When you bring files into Series 6 normally they would be displayed in your Intray There are many different ways to bring a file into Series 6 Unread and R
142. ific document reference will be compared These can also be known as Operators By default when document references are added to the Search area the operators are set to Equals to and And Below is a list of available operators from the menu Operators AND All types of data NOT No value All types of data Equals Date and Numerical Between Date and Numerical Greater than Date and Numerical Greater than or equal Date and Numerical Less than Date and Numerical Less than or equal Date and Numerical Contains Date and Numerical Begins With Ends with Date and Numerical Add a Document Reference This icon allows you to add an unlimited number of additional Document References to the search criteria For example the user could have two order number Document References and use the OR operator in between This means the user could search for two different order numbers at once This feature is also used in conjunction with the All Document Reference Search see page 151 for more information Invu Services Limited 2009 Page 153 of 221 End User Manual V 6 2 3 INVU Below the toolbar is where the search criteria can be selected SS The first two drop down boxes are in order the Information Type and the sa li ols related Standard Documents 4 Training Materials You can just search for certain types of documents 4 Training Manuals Find all documents of a part
143. imited 2009 Page 9 of 221 End User Manual V 6 2 3 INVU SERIES 6 SCREEN LAYOUT Series 6 System Administrator Account BE AOpen Scan 2 Create i Refresh B5 File and Save a Check Qut 8f Edit EH irs oA itis I EAE Ee A SS Workspace Workspace Summary and Notes 4 4 3 Workspace Doct P Current Documents Title gt Email O Eight Step Demo p Invu Toolbar only In lv Work tasks ES Eleven Step Demo Standard and gt amp Intray 13 Advanced b ie Search Intrays Groups and AD Sy Holiday Request For m doc Invul431 ee ofi al i Invu1452 b E amp Intrays Left hand Pane Invu1434 Invu1436 Invu1704 le Todays post0001 tif Invu1590 iments mot Filed Image Document References eg mman Document Rete ences cL lee Todays post Q02 tif Invu1591 Todays post0003 tit Invu1592 Todays post0004 tif 11 Invu1593 E Todays post 004 tif Invu1593 Todays post0005 tif Invu1594 le Todays post0007 tif Invu1596 Ml Training Plan for Invu Print d Invul 24 Ee o ff Advanced Mode Function Buttons in the Standard modes these area on a floating toolbar Middle Pane Right hand Pane Invu toolbar enables the user to choose what action to carry out on a selected document such as View or Scan In the Simple Mode you can get access to these options via the right click menu Left
144. in the Summary and Notes pane you will need to click the E icon and the following will be displayed Summary and Notes v A 4 Newsletter 1 item Title 8 PostDetails xml Right click the note title in the Right hand pane and select the Edit option The screen on the next page will be displayed Notebook Notebook View Edit Insert Format Table Normal v Arial Discussions am ns 2008 11 44 Testing has commenced at Site a Attachments Here you are able to add new sections tabs or even new pages NB You cannot add text to existing sections tabs you will have to create a new one For more information on how to add pages please see page 19 and for more information on how to add new sections please see page 20 Invu Services Limited 2009 Page 193 of 221 End User Manual V 6 2 3 INVU Delete a Note To remove a note once in the Summary and Notes pane you will need to click the icon and the following will be displayed Summary and Notes 1 Invu Add Title O PostDetails xml In the notes section right click the note you wish to remove From the right click menu select the Delete option Confirm o Re tl Are vou sure vou wish to delete the selected item Click the Yes button to remove the note The note will be removed from the notes section and the note symbol will be removed from the document it was attached t
145. into Purchase Order Processing Jf Information Type Purchase Order Processing gt Choose a standard document Correspondence B Delivery Note by Requisition Sheet Supplier Order Confirmation bx Supplier Quote A green tick will appear beside each line as you have chosen the relevant option In the example above The Information Type has been selected automatically as there was only one If there is more than one then click the drop down and choose the relevant Information Type Then choose the Standard Document again from a drop down box and the Document References will automatically be displayed File and Save Document i File Tools View Image file and Save E Py B A al B iie and Save Nd Index inta Operations mT Information Type General GD Office Furniture xf Template Other my Saves Perin GD Office Furniture Stoke Road 54 Old Kant Road Lond eat VICE SLE Customer Nama Mes MacDonald 12121212 1 Date 20 2 08 Invoice Number 118425 Tatal 32068 63 Filing Cabinet fing Fang mes estos haa any question plaga da not bo conii us Gn i DiGi Ghar a or 01604 67668 Quote your Invoice Humber File and Save File and Reply Summary ary and Notes Eh ile nd Save Fill in the Document References If a field is mandatory symbol will be displayed to the right of the field This means
146. ion doc 4 Training W Series 6 Security Model doc To rename a shortcut or section Click the section title or shortcut to be renamed in the Favourites pane and then click the TY Rename icon The following dialogue will be displayed Please enter the new title Enter the new name into the text box and click the OK button To remove a shortcut or section Highlight the required section or shortcut within the Favourites pane then click the icon The shortcut or section will be removed NB If you delete a section heading then any shortcuts under that section will also get deleted Invu Services Limited 2009 Page 37 of 221 End User Manual V 6 2 3 Location Pane This pane is only available when using the Search function search would be performed then you would use the Location pane to find where the search results are located in the Filing Cabinet Folder or a user s Intray To view the location of results in the Right hand pane click the Results Location icon and the following will be displayed 4 j Filing Cabinet 5 Accountants ES Finance EF HR 4E Sales gt Administration amp 3Intrays To view the location of a document select the specific document in the Middle pane and the location pane will display where the document is in Series 6 Invu Services Limited 2009 Page 38 of 221 End User Manual V 6 2 3 The Middle Pane Views Sorting and Columns The Middle pane will display
147. ion will continue to the next document within the Document to Publish section A document that fails to publish will display a yellow warning triangle Click the triangle you will see the cause of the failure In this case the document is not removed from the Document to Publish section or the Intray if relevant If you do not have access to the Publishing Destination each document will fail and display a warning notification If access to Series 6 for any particular document fails during the publish process the publishing of that document will also fail and a warning notification will be displayed For more information on assumptions and limitations please see the Technical Administration Manual Invu Services Limited 2009 Page 186 of 221 End User Manual V 6 2 3 Start Workflow This feature is shown within the right click menu only but in all three modes This feature allows you to start a workflow on a document that sits in your Intray and a filing cabinet location This option is only shown if you have the correct licence and privileges which are assigned by the System Administrator Please see the the Technical Workflow Manual for more information Check out The Check out option will allow you to check out a document ready for you to edit at a later point For more information about check out and how it works please see page 108 Check in The Check in option will allow you to check in a new version of the document you
148. ist and choose required Information Type Step 2 Choose a filing location This is determined by what Information Type has been selected in the previous tab Click the white arrow to expand a folder and the black arrow to collapse a folder When you have found the folder click the text to highlight in blue Invu Services Limited 2009 Page 102 of 221 End User Manual V 6 2 3 lNVU File and Save Step 1 what sort af document is this Training Materials v Step 2 Choose a filing location Customer Bridgeport Boating 4 3 Invu Services Limited Bii Training Millview Design Step 3 Choose a Standard Document for the document This is determined by what Information Type has been selected in Step 1 If there is only one Standard Document then it will automatically be selected Click the drop down list and choose the required Standard Document Step 4 Enter the Document Reference information Once a Standard Document has been chosen the Document References will be displayed this can vary based upon the standard document Once the information has been entered click the OK button and the following dialogue box will be displayed Please enter Training Eng HSmith 28 08 L7 The title will normally come from the first line of text entered but if required you overwrite this with a more suitable title Click the OK button to continue The Information text entered would
149. joo P E Bm E E i File and Save Step 1 What sort of document is this Willis Stationers 8 Step 2 Choose a filing location Supplier Willis Stationers Limited 57 Buckland Road Leyton E10 608 VAT 16526529 Order Number 1123 1 Create Folder Step 3 Choose a Standard Document Total Order 568 00 Step 4 Enter the Document Reference information 77 O Step 5 Press File and Save to store File and Save File and Reply Summary and Notes G4 File and Save File the document in the normal way for more information on file and save see page 65 Invu Services Limited 2009 Page 128 of 221 End User Manual V 6 2 3 lNVU Help Menu Click the Help menu and then select the Contents option and the help for Series 6 will be displayed e Series Help Windows Internet Explorer provided by Invu Services Ltd a m Ele Edt Favortes Tons Help Q WG O 23 5 Erea http www invu netfhelp seriess 6 zbjseries 6 heip htrthelp menu htm w Ga e T Google lt p ER Bookmars Br Check 88 Translate Ej Autor 0 Gmn a C m re 1h Contents E Search Cc P I YVU DOCUMENT en MANAGEMENT Ps Explore Administration F Resource Postal LT working with Documents and informa WELCOME TO SERIES 6 Documents and Informatio Scanno Documents
150. l email functionality is available l e Address books signatures stationary etc Send to Favourites The Send to Favourites option allows you to send a document to the Favourites Pane This creates a shortcut to the document To Send to favourites in the Middle pane right click the required document or if you want to select multiple documents highlight the first document then hold down the CTRL key and click each subsequent document If the documents you wish to select are in a block then highlight the first document then hold down the SHIFT key then click the last document in the block Right click one of the highlighted documents from the menu select Send to and from the cascade menu click the Favourites option Shortcuts to the documents will be created For more information on the Favourites pane please see page 35 Send to Desktop The Send to Desktop option allows you to send a copy of a document to your Windows desktop The copy of the document is sent to your desktop will not affect the document stored within Series 6 To Send to your Desktop in the Middle pane right click the required document or if you want to select multiple documents highlight the first document then hold down the CTRL key and click each subsequent document If the documents you wish to select are in a block then highlight the first document then hold down the SHIFT key then click the last document in the block Invu Services Limited 2009 Page 19
151. lNVU SERIES 6 END USER SERVICE PACK 6 2b INVU SERVICES LTD MANUAL Invu Services Limited 2009 Page 1 of 221 End User Manual V 6 2 3 lNVU TABLE OF CONTENTS INTRODUCTION TO SERIES 6 5 What is ino RE ET a nee Ne 6 Guide CIC m A 6 GETUNG STARTED a 7 PRC CES SENG Serie S Dcus roce Sacs ou i 8 Segue E uuu 8 Close Series 6 oo eccccccccccccecececcccececucuececuceuuececueeauuecscauuuenecsuauauuecscaeuunenecsuauaunececseceaenetscauaunenerstauaeauaesareeaenenens 8 The Series 6 MOOS 8 NOGE 9 0 O SOV deest c 10 Using the Right hand 11 The Middle Pane Views Sorting and Columns eeeessssseessssssee
152. led and Saved 37 Items Title Trader PO 158 TIF 159 TIF 2009 Results xls Invu Services Limited 2009 Page 172 of 221 End User Manual V 6 2 3 Convert This feature is shown within the right click menu only but in all three modes This feature allows you to convert documents from multiple page documents to single page documents or many single page documents in a single document with multiple pages within it This can be done on any tif document from your Intray only Convert a Multiple Page Document to Single Page Documents TodaysPost0 80001 tif The above document has four pages and we wish to split each page into a single page document To convert files to a multiple page document in the Middle pane right click the document and from the list Convert then select the To single page documents option The following screen will be displayed Select batch details Select where the documents are to be created In the same falder e In a subfolder called The document title for each page Title Po C Delete the source file Cancel In the Select where the documents are to be created area you have two options The In the same folder option if selected will create the new files in the same location as the original The In a subfolder called option if selected will create a new folder in your Intray Enter the name of the new folder in the text box below the option In The document title for
153. leted a Demo c enehtef Course Software Version Pre Course Reading required i Invu Services Limited 2009 Page 183 of 221 End User Manual V 6 2 3 lNVU When you select a file from the Documents to Publish area the section will attempt to show a read only view of that file When viewing larger Tiff files 10 pages the viewer will only show the first 10 pages A panel will be displayed at the top of the Preview section giving you the opportunity to load the entire file as shown below NB Loading the full file may take some time to load up Series 6 SharePoint Publisher 1 0 4 Previewing pages 1 to 10 Click here ta load entire document this may take a few minutes Destination not selected gt 54 1348 amp IE HH Nodeld Title FileName 5 lel 1485 DEANSTESTZ0090108 151425 tf DEANSTEST2008D108g 1 The following file types will be supported in version 1 0 of the SharePoint Publisher application Tiff tif jog omp gif Xps Viewer Txt rtf Xps Viewer Xps Xps Viewer Pdf Web Pdf Viewer Doc docx xls xlsx ppt pptx Web Office Viewer All other Preview document types and any of the above that may fail to preview will cause the Preview section to display notification that the file could not be previewed In this instance an option to open the document externally will be offered to allow you to try and open the file through the Operati
154. li Owner System Administrator Last Modified 22 10 2009 15 18 08 Location m E a Click the X in the top right corner of the screen to close You can print out or view the information on your note For more information regarding the View documents screen please see page 116 To close the screen click the File menu then select the Exit option or click the X in the top right corner Invu Services Limited 2009 Page 191 of 221 End User Manual V 6 2 3 Print a Note To print a note find the document that has a note attached and in the Middle pane highlight it In the Right hand pane make sure the E Summary and Notes pane is displayed Once in the Summary and Notes pane you will need to click the E icon and the following will be displayed Summary and Notes xs Add Title amp Print General Select Printer c e PDFCreator WebEx Send To Docum OneNote 2007 lt Status Ready Print to file Location Comment Find Printer Page Range All Number of copies 1 Select the Printer Page Range and Copies then click the Print button to continue Invu Services Limited 2009 Page 192 of 221 End User Manual V 6 2 3 Edit a Note To edit a note find the document that has a note attached and in the Middle pane highlight it In the Right hand pane make sure the Summary and Notes pane is displayed Once
155. lick the last document in the block Once the document s have been highlighted click the OK button to attach the document Invu Services Limited 2009 Page 205 of 221 End User Manual V 6 2 3 Attachments ents Is attachedto P Training t Materials Outlines 1 item Title Version Invu Series Administration 1 Number Invu1523 Title Series B Administration E Summary Creator System The document s will then be displayed in the Attachments screen Series 6 Training Manuals B items Title Version BE Welcome to Invu ppt 2 WhO Series Administration 2 T Series B Workflow Reference 1 Number 570 Invul G1 Invu1518 Title Presentatian Series 6 Administration Manual Series Bb Workflow Reference Click the Close button to return to Version course 1 SRE h 1a In the picture above documents with attachments will display uj symbol just before the title View Attachments To view documents attachments right click a document From the right click menu select the Attachments option Attachments as attachments Is attached to Trainin Outlines 1 item Title Version wg Invu Series 6 Administration 1 Number Invu1523 Title Series B Administration i Summary Creator System EIE Close Invu Services Limited 2009 Page 206 of 221 End User Manual V 6 2 3 INVU There
156. lignment etc Once finished click the OK and the Title dialogue will be displayed Please enter a title Order Notes Enter the title by default the title will be picked up as the first line of your note Once you have finished click the OK button to save the note and exit the screen The note will be saved in the same location as the actual document but under the heading of Notes If you file and save the document away the note will move to the new location as well When a note is added to a document a note symbol will appear to the left of the title as shown below Invu Series 6 Opstartgids SP 1 Invu1194 Invu htmzip 1 Invuli83 5 Dthermmys i n Orders 123333 2 Invu1198 b geo Intrays PurchaseOrder02 TIF 1 Invull72 m BART PurchaseOrder 3 TIF 1 Invu L173 S PurchaseOrder 4 TIF 1 Invul74 ote emp PurchaseOrder 6 TIF 1 Invu L176 Te The note itself will be placed in a section called Note as shown on the previous page Open a Note To open a note find the document that has a note attached and in the Middle pane highlight it In the Right hand pane make sure the Summary and Notes pane is displayed DER Series 6 System Administrator Account Workspace 453 Workspace Documents not Filed and Saved 47 Items 41 unread Current Documents Title Version Number gt x 9 Email amp 154TIF Invu 1084 Dy __ 0 Work tasks l PurchaseOrdert4 TIF Invul080 lt olntra
157. mited 57 Buckland Road Leyton E10 6QS VAT 16526529 Order Number 1123 Page 1 emos dvAnt 000000077 istare nih E istered office address 57 Buckland Road Leyton E10 605 Registered offica addreas The Beren Blisworth Hill Farm Stoke Road Reg ckian ayton Blisworth Northamptonshire NN7 3BD VAT Registration No 81119000 Click the Close button to exit the screen Print Option To change the print options before printing in the View Documents screen click the File menu and then select the Print Options option and the following screen will be displayed Print Options Image Size 9 Actual size Fitto page The Actual size option will make sure that when the document is printed it will print in full size no matter how many pages it will span Invu Services Limited 2009 Page 131 of 221 End User Manual V 6 2 3 The Fit to page option will ensure that each page fits the paper size chosen Click the OK button to save the changes Print Choose the File menu then select the Print option and the following screen will be displayed Printer M ame planetgald Daell Laser Printer 1700n Shatus Ready Dell Laser Printer 1 00 Wher IP 132 1868 0 23 Comment Print to file Print range Copies All Number of copies 1 Q Pages from tar Ht pe x Choose appropriate options then click the OK button to print Send Pages to Intray Whe
158. mn then release the mouse the drag column will be placed moving the existing column Finance 74 Items 4 Accounts Documents Banking 2 Items Correspondences 23 Items Invoices 11 tems Version Title Number 1 CCF orms000000 06102009 143052 Invul720 1 CCF orms000000 05102009 165519 Invul715 cc32807 lmessage msg Invul245 It will remember the columns moved the next time you log in All versions When a document is checked out and checked back in the version number will increment by default Invu will only display the latest version of the document by default but if the user wishes to see all versions then in the Middle pane right click and from the menu select the View option and click the All versions option If you select the same option again it will revert to showing the current version only Expand all Sections Contract all Sections When using the Middle pane you can expand or collapse the document sections To expand and view all documents right click in the Middle pane and from the menu choose the View option and then select the Expand all sections option To contract all sections right click in the Middle pane From the right click menu choose the View option and then select the Contract all sections option Invu Services Limited 2009 Page 42 of 221 End User Manual V 6 2 3 Sorting Documents The Middle pane of Explore Workspace and Search can be sorted into ascending descending or
159. n the Information area will show you what you have selected and the estimated space required In the Exported Data area can choose where to put the XML file that will be exported with the information about the exported items By default the xml file will be saved into your My documents folder but if you wish to store it else where click the L button and choose the where the xml file will be exported to and give a file name but make sure you add the file extention of xm then click the Save button If the file already exists in the chosen location then tick the Overwrite check box Invu Services Limited 2009 Page 199 of 221 End User Manual V 6 2 3 lNVU In the Export Transformation Options area you can choose a Transform Type Export Data as XML Only No Transformation will create the XML file but not transform the data into a more readable format Export Data as XML and Default CSV Transform will create the XML file then trans form the data into a CSV format which could be used with Link Manager Export Data as XML and Default HTML Transform will create the XML file then trans form the data into a HTML format which gives you a nice report format Export Data as XML and User Specified Transform will create the XML file and allow you to create your own XSL Transform file When this option is selected the XSL Transform and File Extetion fields are enabled as shown below Export Transforma
160. n working with a document you are able to send selected pages to your Intray using the Thumbnails pane within the Edit documents screen To send selected pages to your Intray Edit a document If a one page document click the File menu and then select the Pages to Intray option If the document you are editing has multiple pages then on the Right hand pane at the bottom the EA Thumbnails button will be displayed Click the E Thumbnails button the Right hand pane will change to show mini images of each page in that document Thumbnails 8 Page 2 Click the thumbnail you want to send to your Intray or if you wish to select multiple pages click the first then hold down the CTRL key and click each subsequent thumbnail If the thumbnails you wish to select are in a block then click the first thumbnail then hold down the SHIFT key and click the last thumbnail in the block Once the thumbnails are highlighted click the File menu then click Send and then select the Pages to Intray option Invu Services Limited 2009 Page 132 of 221 End User Manual V 6 2 3 The document will be sent straight to your Intray as copy it is not linked in way to the original Close If you wish to exit the Edit Document screen click the File menu then select the Close option Tools Menu The Tools menu will allow to you manipulate the view of the document by using Zoom Centre and magnify tools None Click t
161. ng Started Guide Far Seri 3 C onya template 1470 4 C1 Desktop Sonya template The Office Addin can be accessed by the Invu menu on the menu bar of the MS application If using Office 2007 will be displayed as below The Office Addin is located within the Add Ins ribbon as shown below hi Ca al 2 hi Documenti Microsoft Word mM x itil J mcm Home Insert Page Layout References Review View Add Ins 0 Inwu B File and Save dacument ES Send to my intray Bluetooth 4 Menu Commands Custom Toolbars 7 Bluetooth Menu Commands The menu commands area click the Invu and the following menu will be displayed Ex File Sav Ej File and Save document E Send to my intray Options About Invu Services Limited 2009 Page 212 of 221 End User Manual V 6 2 3 Office Addin Options No matter what version of Office you are working with to access the options for Word PowerPoint and Excel click the Invu menu then select Options Options Options Process the save event Always save new documents ta Series Move documents to Series B Disable the autosave feature Toolbar Button Style Caption and icon bul The Options screen will enable the user to determine how the MS application and Invu will behave If all the check boxes are greyed out it means that these are controlled centrally by the Series 6 Administrator Options Options
162. ng System and relevant application Version 1 0 will contain three different viewers for various types The Xps Viewer allows navigation zoom rotation and multi page views The Web Pdf and Office versions are dependent on the versions of Acrobat and Office installed on the local machine respectively As such the functionality and experience of these web viewers is entirely sealed and therefore cannot be manipulated or influenced by the application Browser settings warnings and policy settings may have an impact of the ability of the viewer to display these documents Any editing within these viewers is ignored by the publisher as when the document is published it will retrive the original file from Series 6 If you wish to edit the document this must be done in Series 6 using the edit functions Invu Services Limited 2009 Page 184 of 221 End User Manual V 6 2 3 Publish document s If a destination has been selected and at least one document has been ticked and any required metadata has been completed the Publish button will be enabled Click on the Publish button to publish the file s to a SharePoint site The following screen will be displayed Series 6 SharePoint Publisher 1 0 OUTLINE SERIES 6 INSTALLATION t Aims The aim of this course is to provide e product suite During the course atte concepts product installations syste 4 basic system configuration options It 9 LET al eL H i S
163. ng make the necessary changes to the File and Save information and then click the File and Save button Explore Documents Once a document has been filed away you may wish to browse them Explore is only available in the Standard and Advanced mode and only if the System Administrator has given the privileges to see it To access the Workspace in the Standard mode click the x button on the floating toolbar or within the Advanced mode click the button on the Left hand pane Click the white arrow J Filing Cabinets beside the Filing Cabinet option in the Left hand pane to expand the folders underneath Invu Services Limited 2009 Page 83 of 221 End User Manual V 6 2 3 4 Filing Cabinets gt FJ Customer Bridgeport Boating p Invu Services Limited gt Design i Intrays Document templates Click the white arrow beside the folder required in the Left hand pane to expand the folders underneath To open the content of the folder click title of the folder and the contents of the folder will be displayed in the Middle pane To collapse the folders click the black arrow beside any folder afresh amp diz LY Edit m Help gt Summary and Notes q Training Materials Outlines B items Training Manuals 7 items In the Middle pane again click the white arrow beside the text to expand and to collapse click the black arrow tl Let I
164. nised easily within Series 6 Work Tasks Work Tasks will present the current tasks assigned to the user in an S650 system through the Workflow module Intray The Intray brings together documents which have been brought into the Invu system but have not yet been filed and saved A user has a personal Intray and have access to folder group Intrays in the Standard and Advanced Mode f a document is sent from another user or other part of the system it will be placed into the Intray as unread and behave in a very similar way to Outlook Invu Services Limited 2009 Page 46 of 221 End User Manual V 6 2 3 Users can send documents from their Intray s to other users Intrays for review or collaboration for example Search Intrays The Search Intrays area will allow you to see only unread documents in all Intrays you have access to ac Search Intrays IE Your Intray Unread 14 Icy Group Intrays Unread 2 x User Intrays Unread Folder Intrays Unread 1 Grouped by Intray types as shown above Other Intrays The Other Intrays section is only displayed in the Standard and Advanced mode but only if you have the right privileges applied This section will allow you to see other 8 User Intrays you have been given access to Group Intrays you are a member of and also any Folder Intrays where you are a member of the Folder in the Filing Cabinet This section is only for viewing the contents of the Intrays if you wish
165. nsion gt TIF lt nd FileExtension gt lt nd Filedate gt 2 009 06 04 13 30 57 2 lt nd Filedate lt nd FileLocation gt C Documents and Settings emma jaynena DesktopXBackupX1 11079 TIF nd FileLocation xnd RelativeFileLacationz 1X1 079 TIF nd RaelativeFileLacatian xnd InfoTypelId 101 0 nd InfaTypelId xnd TemplateId 35 nd TemplateId lt nd IndexData gt XATT xMTzZ Al3 1z Al3 AlzZ 3 00z Al2 z l15 Purchase rder 3z l5 z z2858 1z A z28 All 300z A411 Al4 CcecitrtiG Group 4 Faxz ASo zA 9 24986z AS9 AlO 3507z Al0 z MIZ T35 zA amp 33 4232 A33 zAS34 Inwvuz As3d zA35 23724z AS35b xnd IndexData xnd IndexDataFull Export Data as XML and Default CSV Transform Export csv Notepad PE Fie Edit Format View Help Document Title Document Version Document Number Document Location order Number Company Name Total Purchaseorder s TIF l Invulo 8 1 1078 TIF 433 1Imnmvu l25443 Purchaseordero 3 TIF l Invulo079 11079 TIF 423 ADD5 23724 Invu Services Limited 2009 Page 201 of 221 End User Manual V 6 2 3 Export Data as XML and Default HTML Transform C Documents and Settings emma jayne ESHIO ML EXPO HERO html Windows Internet Explorer provided ads Services Ltd ry 30 e C Documents and Settingsyemma jayneoDesktoplExportYExport html google File Edit wiew Favorites Tools Help Google 2 Search T ga de Ww Bookmarks 7 Check Tr
166. nts and also remove existing attachments Create an Attachment To create an attachment first right click the required document From the right click menu choose the Attachments option and the following screen will be displayed Attachments L Has attachments 1 atachedto Summary Close First choose which type of attachment needs to be created On the toolbar there are two types of attachments that can be applied Ensure that the Has Attachment ses button is selected it will be highlighted in orange as shown below Attachments tachments ls attachedto Click the button and the following screen will be displayed as shown on the next page Invu Services Limited 2009 Page 204 of 221 End User Manual V 6 2 3 3 Workspace Pp Current Documents Email Work tasks c Intray 41 io Search Intrays id Filing Cabinets l Document Templates Here you can perform most of the functionality in Series 6 such as Explore or Search Browse Series 6 to find the documents you wish to attach For example the outlines need to be attached to the manuals Highlight the document to be attached as shown in the picture above If you want to select multiple documents highlight the first document then hold down the CTRL key and click each subsequent document If the documents you wish to select are in a block then highlight the first document then hold down the SHIFT key then c
167. o Click the No button to cancel the deletion View The View options will allows you to choose how you wish to view the documents in the Middle pane For more information regarding the view option please see page 39 Delete The delete option will allow you to remove documents from Series 6 For more information on deleting documents please see page 106 Invu Services Limited 2009 Page 194 of 221 End User Manual V 6 2 3 This feature is shown within the right click menu only but in all three modes This feature allows you to send selected documents from your Intray or a filing cabinet location to your Workspace Current documents Email as an attachment Favourites as a shortcut or the Windows Desktop This feature is available to use in your Intray Explore and Search Middle pane 154 Invul084 Sy e Open Invu1080 Sy T Open in context Invu1096 Sy i SNi e Print Invu1095 Sy ien Rot 8 Edit 1 1094 Sy ier WVR wi NP Invu1092 Sy c Convert w NB Invu1091 Sy Jo Merge documents Invu 1090 Sy i ja File and Save Invu1089 Sy E JH Start Workflow anco Sy ES Invu1087 Sy G to Es Check out Invul086 Sy mM YJo 5 Invu1085 Sy wj 1 Invu1081 Sy Pu Mark as Unread nuu Sy PR Invul077 Sy Np 1101076 Sy Np View Invul075 Sy Ne Delete Invu1074 Sy Je ca Email as attachment Attachments Favourite
168. ocument from Click the OK button once you have set the options The selected documents will be joined together to create a single document as shown below Multiple converted Invu Services Limited 2009 Page 174 of 221 End User Manual V 6 2 3 Merge Documents The Merge Documents option allows you to Cut or Copy a TIF document then Paste into another TIF document thus merging the two documents together The Merge Documents option will only be displayed when a TIF document is selected You must have the permission to edit the document and it s not checked out or it s checked out to you 6010 TIF D 901 Open wj 6012 5 6017 Print T 8 Edit 2 Rename J Docu ins y pocument Manat 7 Eight ES Eleve Empl File and Save a Grou Start Workflow This can be done from the Middle pane of Workspace Intray Explore or Search Merge a Document using Copy and Paste This will make a copy of the selected document and paste it append it to the end of another document In the Middle pane select source document this is the document that will be appended to the selected destination document Right click the selected document from the menu choose Merge Documents option then click the Copy option Then browse to and select the document you wish to pasted the copied document into right click the selected document and from the menu choose Merge Doc
169. ocument that has been checked out In Current documents area right click the document and from the right click menu choose the Edit option If using the Standard or Advanced mode highlight the document and click the Ef button on the main toolbar The document will be opened in its native application Changes can be made as normal close and save the document when finished Version and Check Out NB If editing a document which is not the latest version i e if current version is 2 but the version being edited is 1 it will display a message as shown on the next page Invu Services Limited 2009 Page 109 of 221 End User Manual V 6 2 3 lNVU Create Document 9 This is not the latest version of this document By checking out this document you will be creating a new document based on this document Do you wish to create a new document based on this document Because the document is not the current version the system will only allow you to create a copy which will be placed in your Intray and version will start from 1 Click the Yes button to create a copy Click the No button to abort edit If a document is displayed in green text this is a draft document 180 INV were 1 Ireud413 Invu Corporate Video Sales Team BOM Wt Mew Bridgeport Letter doc 2 1 lnvul 232 Mew Bridgeport Letter Sales Team BOM wt Mew Bridgeport Letter doc 1 Invu 232 Mew Bridgeport Letter wt New Bridgeport Letter doc 2 Ivu 232 New Bridgeport Letter Sale
170. ocument the selected word will be highlighted In the area Context tree you can expand the document to find out the number of matches of the search word To close the Series 6 viewer screen click the 33 button in the top right hand corner of the window View Location of Results When you have the result of a search in the Middle pane you are able to view the location of those results using in the Right hand pane To perform a search at the bottom of the Right hand pane click the iji button and the following will be displayed as shown on the next page Invu Services Limited 2009 Page 157 of 221 End User Manual V 6 2 3 Results 2 Items Purchase Legder 4 Purchase Invoice 1 r Filing Cabinets Title Version Number oa gt amp 3Intrays _ PurchaseOrder08 TIF 1 Invu1178 DE 4 Sales Ledger Office Document References Sales Invoice 1 gt Common Document References Version Number 1 Invull67 To view a document location click the document in the Middle pane and in the Result Locations pane you will see where the document is located in Series 6 Series 6 Wendy Purchase Legder 4 3 Filing Cabinet Purchase Invoice 1 Hem ES Accountants gt B Filing Cabinets Title Version Number 1 Finance gt amp 3Intrays PurchaseOrder08 TIF 1 Invul 178 Purchase Ledger 4 Sales Ledger aap HR Sales Invoice Litem E Sales SA Intrays Version Number
171. ocuments not Filed and Saved 17 Items 13 unread b EH Email Work tasks 4 Intray 13 E3Hold 1 b Search Intrays gt 3 Filing Cabinets 3 Intrays z Document Templates Version gH Eight Step Demo pdf 1 Bw Eleven Step Demo pdf 1 P Office Document References Employee Emergency Infor Common Document Refei Groups and AD Synchronis E Holiday Request Form doc 1 Series 6 End User Manual f 1 Series 6 Security Model doc 1 Supported Scanners revise 1 Todays Post 0002 tif 1 Todays post0001 tif 1 Todays post0002 tif 1 Todays post0003 tif 1 Todays postODD A tif 1 Todays postl004 tr 1 Todays 5 005 1 Todays 51 0007 l Training Plan for Invu Print d 1 ae ej eei If you want to select multiple documents highlight the first document then hold down the CTRL key and click each subsequent document If the documents you wish to select are in a block then highlight the first document then hold down the SHIFT key then click the last document in the block Once the document s have been highlighted click the OK button to attach the document s View any Note or attachment Any Note Notebook or attached document can be viewed from the Notes pane To open a Note Notebook or attachment double click the name or right click the title of the Note Notebook or attached document From the menu select the Open option a Notebooks 1 kem 1 unread Title Post Notes Ly
172. option and the Notebook screen will be displayed Notebook Notebook View Edit Insert Format Table Normal v Microsoft Sans Serif J General Details Customer Notes 12 nR 2008 14 18 ih Attachments You cannot add or change the text on existing pages To create a new page on the right side of the Notebook screen click the 12 Ne gt New option and from the menu choose the Page option or click the Notebook menu then New and then select the Section option A new page will be displayed as shown above Click the New page text which is displayed to the right of the screen to open the page Invu Services Limited 2009 Page 25 of 221 End User Manual V 6 2 3 INVU To name the page click into the dotted area with the text New Page just below the toolbar Remove the text and enter the new name The name of the page will be displayed on the right side of the Notebook screen When you have added the text to the new page click the X in the top right corner of the Notebook screen Save notebook Do vou wish to save changes to this notebook r Yes Click the Yes button to save the changes to the Notebook Mark as Read When you create a new Notebook it will mark it unread it will appear bold and in blue if added to a document in an Intray To mark a note as read right click the note as shown below 4 rota lotebooks 1 Hem 1 unread Title Jil Post Notes 3j Open
173. otes Search Within 4 Information Type d All Documents not Filed and Saved 10 Rems gt 18 Filing Cabinets gt amp 3Intrays Version Number Invu Series 6 Opstartgids SP 1 Invul1194 Series 6 Getting Started Guid 1 Invu1193 Series 6 Migration Manual p 1 Invu1192 Series 6 Entity Builder Manua 1 Invuli91 Series 6 Service Pack Upgrad 1 Invul 190 Series 6 Installation Manual f 1 Invu1189 Seres b Migration Manual d 1 Invu L188 EMI Em Series 6 Entity Builder Manua 1 Invul187 Series 6 Workflow Execises M 1 Invu 1186 Course Attendance for NEAT 1 Invul 184 Search Search administration Search Metadata 7 Search Content Common Document References Title T 2 Am m m Depending on the number of results returned it may not see the documents but instead see the section headings Information Types and Standard Documents To expand all results right click anywhere in the Middle pane 4 items Folders 1 item Training Materials Outlines 1 item Training Manuals 2 items Details Thumbnails Columns All versions Expand all sections Contract all sections From the right click menu select the View option then click Expand all sections Invu Services Limited 2009 Page 149 of 221 End User Manual V 6 2 3 lNVU Results 4 5 Folders 1 item Title Training Materials Administration 4 Outlines 1 item Title
174. pany which wouid grow to become one of the largest software companies in the world by exploiting the document management sector a huge market with great potential Using a modest amount of personal seed capital David made the leap of faith that tends ta be the start of al great companies Up ta that point ihe document management market was serviced by small number of players who focused on Fortune 500 companies They employed sales people who could afford to get aut of bed unless an opportunity was at least six figures Such cnpanunities would involve huge amounts of consulilancy and bespoke programming accordingly the large potential benefits promised by document management were only ever available ta large conglomerates In addithan because of the very large costs involved the met result was a huge gestation period sale which had ta be sold direct David s belief was that if the nght product could be brought to the market at the right ance these benefits could be enjoyed by all companies none more sa than in the small to 1 Number Invul1791 Creator System Admunistrator Account Owner System Administrator Account Last Modified 14 10 2009 14 20 33 Created On 14 10 2009 14 29 33 Checked Qut On Checked Out To FileName Company History pdf File Sue Bytes 60782 Within the View document screen you are able to see the Summary and Notes in the Right pane and browse the document NB For more information
175. pressed zipped Folder Cut E Desktop create shortcut Copy J Mail Recipient Create Shortcut E My Documents Delete e Series 6 File and Save Rename m e Series 6 Intray Properties d DWD RW Drive fit From the menu click the Series 6 File and Save option to send the document into Series 6 and File and Save it away or click the Series 6 Intray option to send the document directly to your Intray Allow Other Users to Access Your Intray You can enable other users to have access to your Intray this is known as the Connect Users option Users are able to then work with the documents in your Intray depending on the permissions given To Connect Users right click the Intray in the Left hand pane Invu Services Limited 2009 Page 55 of 221 End User Manual V 6 2 3 lNVU Workspace 423 Workspace P Current Documents gt ET Email vl Work tasks B Connect users EX Create folder Mark All as Read From the menu click the Connect Users option and the Intray Access screen will be displayed Access BRE The following users have access to my Intray Iv Open Document Edit Document Delete Document P Roman Name IE Alter Security Profiles 3 Emma Owen EMMAJO View Meta Data 8 Alice White EMMAJO V Edit Meta Data v View Event History W Full Control 4 ok Z items 4 ecurity Rights Users 4 1 item Title Domain Name 8 System Administrator Account INVU
176. ption will allow you to publish selected documents to a Share Point website This option only appears if Sharepoint has been configure and the setting in Series 6 are also completed For how to configure Series 6 please see the Technical Administration manual Publish Documents to SharePoint Once the SharePoint settings have been configured and the Invu SharePoint Publisher Application has been installed you are now ready to go To publish a document from Series 6 to SharePoint right click selected document in the Middle pane and from the menu select the Publish to SharePoint option Or if multiple documents need to be published click the first document in the Middle pane then hold down the CTRL key and click each subsequent document Keep the CTRL key pressed and in the Middle pane right click one of the documents selected and release the CTRL key From the menu select the Publish to SharePoint option You are able to Publish to SharePoint for both documents located in a Filing Cabinet folder or from an Intray Title ie Invoice 00 Ltif Invo un s 5 2 Open Open in context ie Print E Edit dit E 5 Rename cm Convert ns Merge documents Hle and Save Publish to SharePoint le Start Workflow Stanley Checkout Invu Services Limited 2009 Page 179 of 221 End User Manual V 6 2 3 Series 6 SharePoint Publisher 1 0 Publishing Destination O yaaa H 2 g Destination not selec
177. r click the white arrow beside J Filing Cabinets option then browse to the folder click to highlight in blue TS Search options click the arrow beside the icon the following options are displayed Content search Common All Document Reterence search Fax Document References Image Document References Mail Document Reterences Office Document References On the following pages is information on what the above menu options will do Invu Services Limited 2009 Page 151 of 221 End User Manual V 6 2 3 lNVU Select the Content Search option and a field will be displayed as in the picture below y Contents E Enter your search text into the Content filed then click the button and the results will be displayed in the Middle pane The results displayed will show any documents where the text searched was located in the content From the Search Option menu select the All Document Reference search option then click the arrow beside the Add Document Reference icon from the list choose the Document Reference you wish to search and a field will be displayed You would enter your search text into the field You will see in brackets that it states is equal to these operators can be changed please see section on Equality Type operators on page 153 For example we could search for any documents where the document reference Contact Name is equal to Sale
178. rch to delete Once you have finished click the Close button to exit the Saved searches screen Invu Services Limited 2009 Page 162 of 221 End User Manual V 6 2 3 INVU Last Searches The Last Searches will store up to the last 10 searches that you have performed To show the Summary in the Middle pane of the Search click the arrow beside the Saved Searches Ei icon and from the menu select the Show Summary option The following will then be displayed Series 6 Wendy Results 13 Items 4 Search 2 Eems Tithe En BBS Customer B Storage Search gt 18 Filing Cabinets gt Strays Search Metadata Search Content search 6 Eems Text Search with contents Search For Storage is Text Search with contents Search For Storage Text Search with contents Search For BBS Text Search with contents Search For BBS Text Search with contents Search For administration Text Search with contents Search For Sales In the area Last searches it will display the last 10 text and Document Reference searches performed To run a Last search in the Middle pane double clicks the title of the last search and the results will replace the summary in the Middle pane To clear the search click the button which is located on the search toolbar in the Left hand pane Invu Services Limited 2009 Page 163 of 221 End User Manual V 6 2 3 lNVU Group and Filters Within the Middle pane of Search
179. rda Fu ate aaro 9 OON ha qun De Ren no Ys Cahors ihe an ee ate nae zw Rat Fina bise mos hao fni fie ard See ee corpi pressi t y 1 Zath La dla danera ach c Them Al is dion Oui lain age ba bia wma io Tha deb roca wd sc ay diplaybd oho a els Search angie wies gering k nr fe pegig resi goat Hi asd T fren user an AD Wa be dapi In o messe Eoo ania ad when uar pes gri lla cra d wes pn on a id mes maijar Lisci or inch Pral Ra parvediod vadai Fi on Ih iM etin irr Tbe acepto 72 DOd opo sc du cha doudgect enor on Gece A eed Aor duds kc oe oce amena ne Sam captar TE F B Summary and Notes Th imbnails Within the thumbnails area each page within the file will be displayed as a thumbnail To change the page click on the appropriate thumbnail The thumbnail highlighted with a blue background is the current page NB Depending on how your system is configured when you open certain documents they may open in the original software they were created in i e if you opened a Word document it could open in Microsoft Word Once you have finished viewing the file click X to close which appears in the top right corner of the View Document screen NB
180. rom one of the following options New version if selected creates a new version of the document l e if version number was 1 this will increment to 2 or if the version number was 2 4 then the new version would be 3 New draft if selected creates a draft meaning the document is a work in progress not the finished revision The draft number will be based on the version created from and increment by 1 l e if version was 1 then draft would be 1 1 or if created from an existing draft 1 3 then new draft would be 1 4 The document will be displayed in green text In the Description area type brief notes of what was done to the document This is for other users to review the comments made when checking in the revision Invu Services Limited 2009 Page 177 of 221 End User Manual V 6 2 3 lNVU Check In 159 TIF Action 9 New version O New draft Description Arial Document has been checked v The notes entered can have basic font and paragraph formatting applied using the toolbar above the notes area Click the OK button to check in the new merged documents Invu Services Limited 2009 Page 178 of 221 End User Manual V 6 2 3 File and Save The File and Save option will allow you to file your document from your Intray to a Folder location in the Filing Cabinets For more information on how to file and save a document please see page 65 Publish To SharePoint The Publish To SharePoint o
181. rom the menu select the Print option and the following will be displayed amp Print General Select Printer Xa Y lA T BO PDFCreator WebEx Send To queue Docum OneNote 2007 v lt gt Status Ready Print to file Location Comment Find Printer Page Range All Number of copies n o 1 3 3 Select the Printer Page Range and Copies then click the Print button to continue Edit The Edit option will allow you to edit documents you have access to from your own Intray or from the Filing Cabinets For more information on how to edit documents please see page 108 Invu Services Limited 2009 Page 171 of 221 End User Manual V 6 2 3 lNVU Rename a Document in your Intray Within the Intrays you are able to rename a document no matter what type of document it is To do this right click a document in the Middle pane as shown below Intray 38 Items 4 Information Type 4 Documents not Filed and Saved 37 Items Title 15LTIF 158 T1F 159 T1F Open in context 0 2009 Res Py Print 6010 TIF i 601LTIF E 6012 71 From the menu click the Rename option and the following will be displayed Rename Please enter the new title 157 Tl Enter the new title for the document and then click the OK button The document title change will be displayed as below Intray 38 Items No Information Type Documents not Fi
182. rs Documents 2 Files 1 Click the OK button to close the message Invu Services Limited 2009 Page 200 of 221 End User Manual V 6 2 3 File Edit View Favorites Tools Help Back gt 2 l Search Falders He Address mr C Documents and Settings emma jayneo Desktop Export Export cs Microsoft Office Excel Comma Other Places Sj Desktop El My Documents TB Export xml AML Document The files will be exported to the chosen location the documents will be stored in separate folders depending on where they were stored in the Series 6 system Below is examples of how the different Transform options would look Export Data as XML Only No Transformation nd InvuMades xminsind wuw invu net schema document gt znd DacumentPath C Xbocuments and Settingskemma jayneoDesktopXBackup nd DocumentPath gt xnd Made xnd Id 1079 nd Id xnd ModeTvpe value 34 gt Document ersion lt nd NodeType gt xnd HParentNadeId 1i1041 nd HParentMadeId xnd Title Purchase rder 3 TIF nd Title lt nd CreatedOn gt 2009 10 19 11 43 212 nd Createdon xnd ownerllargId 1000 nd OwnerllargId xnd creatorllorgId 10400 nd cCreatorllargId xnd versionMNum 1 nd versianNum xnd versianDesc 1 nd versionDesc xnd Prefix Invux nd Prefix gt xnd Number 1079 nd Number xnd suffix gt xnd Filename Purchase rder 3 TIF lt nd FileExte
183. s Properties Desktop 8 8 8 8 8 eee teers i Series 6 Security Model doc 1 Document Templates NB All functionality on the right click menu is governed by the privileges given to the user Certain functions may not be available Send to Workspace The Workspace option allows you to send a read only copy of the document to Current Documents in the Workspace This is like putting something on a desk to read later This is useful as the document will be available offline when not connected to Series 6 via a network or the internet To Send to the Workspace in the Middle pane right click the required document or if you want to send multiple documents highlight the first document then hold down the CTRL key and click each subsequent document If the documents you wish to select are in a block then highlight the first document then hold down the SHIFT key then click the last document in the block Right click one of the highlighted documents from the menu select Send to and from the cascade menu click the Workspace option The copies of the document will be sent to Current Documents To access Current Documents in the Simple mode the Workspace area is known as My Work Click the My Work tab to access the Workspace area To access the Workspace in the Standard mode click the button on the floating toolbar or if within the Advanced mode click the Workspace button on the Left hand pane Invu Services Limited 2
184. s Data Window Help Adobe PDF a question for help 22 EY d 12 31 14 x 2 x10 z B Z UJ r 12Bimmx Send To INYU B13 f A cC D E F G r 1 5 My Scan tif 1 Invu1284 System Administrator Account System Administrator Account 13 07 21 5 7 Sales amp Demonstration Documents Demonstration Document 2 items 9 Title Version Number Title Primary Contact Creator 10 11 New Bridgeport Letter doc 2 Invu1232 New Bridgeport Letter Sales Team BDM Dean King a Bridgeport Scan Two Pages S600 tif 1 Invu1210 Bridgeport Boating 2 Page Scan Sales Team BDM System Administrator 14 Methodology Document 5 items 15 Title Version Number Title Type of Document Primary Contact 16 17 Video Script DOC 1 Invu1436 Invu Corporate Video Script Information Sales Team BDM 18 Six Step demo Final 1 Invu1435 Six Step Demo Final Information Sales Team BDM 19 Sales Video Explained DOC 1 Invu1434 Sales Video Explanation Information Sales Team BDM 20 Sales Support Team doc 3 Invu1240 Sales Support Team Information Sales Team BDM 21 Company History doc 2 Invu1211 Company History Information Sales Team BDM 22 23 Understanding Document 3 items _24 Title Version Number Author Title Primary Contact 25 26 End User Manual SP1 pdf 1 Invu1402 End User Manual SP1 Support Team 27 Understanding IFA DOC 3 Invu1264 Understanding IF A s Sales Team BDM 28 Understanding Accounts
185. s Team BOM You can edit a draft as long as it is the current version if you edit a draft document and the following message Is displayed Checkout Failed 1 This node is marked as a draft version and is not the latest Only Ehe lakest wersion oF a draft can be checked aut Ok This would be because the draft is not the latest version the user is not able to check it out Click the OK button to clear the message To Check in a Document When a document has been Checked Out or Edited it needs to be Checked In The changes made will then become public To access your checked out document in the Simple mode the Workspace area is known as My Work Click the My Work tab to access the Workspace area To access the Workspace in the Standard mode click the button on the floating toolbar or if within the Advanced mode click the ses button on the Left hand pane Then click the Current documents option and the documents will be displayed as shown on the next page Invu Services Limited 2009 Page 110 of 221 End User Manual V 6 2 3 lNVU Series 6 System Administrator Account Open A Scan 12 Create gi Refresh BE File and Save e CheckIn 50550 Out 8f Edit I Ru Help AMA iei S MEET Workspace Current Documents 1 Item 1 Summary and Notes Workspace __ 4No Information Ty pe 4 3 Workspace Documents not Filed and Saved
186. s are created as an XML file and cannot be edited for more information on the Create Note option please see page 99 When a Notebook or an attachment is added to a selected document a symbol will appear beside the title of the document 00 Todays Post Single 1 1 m D TodaysPost080001 tit 2 NE JamesGTheory tit 1 Invu James GTheory tif yP Page mht 1 5 ld Home Page htmzip 1 Replyljoesmith doc 1 TET If the document has something attached then a paperclip symbol will appear If the document has a Note or Notebook then a A page symbol will appear Both the symbols can appear together see the image above To Create an Attachment To create a new attachment click the Add menu and from the menu choose New Attachment the following will be displayed Invu Services Limited 2009 Page 21 of 221 End User Manual V 6 2 3 4 Workspace P d Current Documents gt f Email Fj Work tasks b EAlntray 13 Search Intrays 3 Filing Cabinets p amp 3Intrays Document Templates Browse to the document you wish to attach this can be located in your Intray or a filing cabinet location Highlight the document to be attached as shown on the next page Invu Services Limited 2009 Page 22 of 221 End User Manual V 6 2 3 Check Out f Edit f Edit ug em x E i su mmary and Notes 4 Workspace 4 Information Type Current Documents D
187. s check box if ticked will always show annotations by default The default annotation font can be changed To change the font click the and the following screen will be displayed as shown below Invu Services Limited 2009 Page 139 of 221 End User Manual V 6 2 3 Fant style Anal Black Italic O Arial Narrow Bald Arial Rounded MT Bah Bald Italic Arial Unicode MS Baskerville Old Face Bauhaus 33 Effects Strikeout C Underline Script Western ba Make the necessary changes to the font then click the OK button to return back to the view options You can also change the default colour of the annotation text Click the Highlight button and a drop down will be displayed on the next page Default Annotation Text Color E LightGreen ForestGreen E Medium pringGreen Medium quamarine C Aquamarine Choose the colour required and the button will change to that colour Image Menu Within the image menu you are able to rotate the images and also tidy up so that you can read it better Rotate Click the Image menu and then select the Rotate option a cascade menu will be displayed Image File and Save Help e 90 degrees clockwise Filter 180 degrees clockwise 270 degrees clockwise Flip Vertical Flip Horizontal Here you can choose the degrees you wish to rotate the image or flip the document horizontally or vertically Invu Services
188. s option and the documents will be displayed In the Middle pane right click the selected document and from the menu select the Undo Checkout option This will remove the document from the 4 Current documents area and the text will change back to black or green if a draft NB If a document has been checked out by another user and you wish to undo the check out on that then as long as you have the correct privilege then you are able to undo check out for other user documents Invu Services Limited 2009 Page 114 of 221 End User Manual V 6 2 3 lNVU VIEW AND EDIT DOCUMENT SCREEN Invu Services Limited 2009 Page 115 of 221 End User Manual V 6 2 3 lNVU THE VIEW DOCUMENT SCREEN Once a document has been opened the View document screen is displayed Here you are able to use certain tools to view the document in a better way For more information on opening documents please see page 74 lt enables the user to see the contents of a selected document and also the Right hand pane which will display summary details Document References if filing and saving a document in the File and Save Pane Depending on the type of file open other toolbars may also be displayed If opening a office or PDF document toolbars from the native application are displayed and the functionality of the View document screen are greatly reduced Below is an example of a word and PDF document View Document Seles i File Edit Teu Y naa File and
189. strator 29 05 2008 10 29 11 lndexDocument 1 System Administrator 28 05 2008 10 29 11 MoveDocumentToAnother 1 System Administrator 1570 Welcome to Invu zr Bs es E WI 10 24 58 lntrayDocument 1 System Administrator 25 05 2008 10 24 58 CreateDocument 1 System Administrator If you wish to only see Workflow events tick the Show Workflow only check box and the list above will change Show Workflow only When finished with the Properties screen click the Cancel button or the X in the top right hand corner of the Properties screen to return to the Series 6 Invu Services Limited 2009 Page 210 of 221 End User Manual V 6 2 3 lNVU OFFICE ADDIN Invu Services Limited 2009 Page 211 of 221 End User Manual V 6 2 3 THE OFFICE ADDIN The Series 6 Office Addin will allow you to file documents from within the Microsoft Office Suite Installed as part of the Series 6 the Office Addin can be used as part of MS Word Excel PowerPoint Outlook the Office Depending on the version of Office will depend on how the Office Addin toolbar will be displayed If using Office 2000 Office XP and Office 2003 then the Office Addin will be displayed as below OR 5 d uri 0 2 2 gt ERARE iid T iple Edit View Insert Format Tools Table Window Help en File and Save document Ctrl P j Send to my intray 1C Desktapisonya template 12 Options About 2 C Getti
190. t Transferring Invu Series 6 Administration Course Overview Course 2 doc The above status bar will be displayed during the publishing process Click on the Stop button to stop the process at any point A message will be displayed once finished telling you that the Publish is complete as shown in the screen on the next page Invu Services Limited 2009 Page 185 of 221 End User Manual V 6 2 3 Series 6 SharePoint Publisher 1 0 PES Ta p sblishi Jtraining Course Outlines Documents to Publish Nodeid Title Document not selected ET 3 Publish Completed If you had any un ticked files then they will still be displayed otherwise if all documents were ticked the publisher screen will be empty as shown above Click the Ea button to exit the SharePoint Publisher application Notes If the documents published came from an Intray then the document will be moved from your Intray into an Archive area or a relevant Filing Cabinet configured in Series 6 If the document comes from a filing cabinet location then it will remain there Publish will fail if the required metadata is not completed correctly You will be notified through a progress bar message If the publish is successful the document is removed from the Document to Publish section If the document resides in an Intray it will be removed from the Intray as mentioned above If a document fails to publish the applicat
191. t to file and save This would be very useful if you were saving documents into the same location on a regular basis To change the option you must be in the File and Save document screen as shown on the previous page Click the menu File and Save and from the list choose Retain Index Folder a tick will appear beside the option so that you will know if it is switched on To File and Save Multiple Documents First you will need to select the document s you wish to file and save To access your Intray click the f E3weepee To view documents within the Intray click the text or grey image Intra the Left hand pane and the documents will be displayed as shown below Series 6 System Administrator Account DBR Open 5 Scan P Create gt Workspace Intray 22 Items No Information Type 453 Workspace Documents not Filed and Saved 20 Items 15 unread 4f Current Documents Email 7 Work tasks lt Slntray 15 Search Intrays Number Invu1429 Invu1430 Invu1437 Invu1428 Invu1431 Invu1782 Invu1780 z 42 Eight Step Demo pdf 1 Eleven Step Demo pdf 1 Employee Emergency Infor 1 Groups and AD Synchronis 1 Holiday Request Form doc 1 Invoice 5 TIF 1 Invoice08 TIF 1 Invoice10 TIF 1 Invu1781 Series 6 End User Manual f 1 Invu1452 Series 6 Security Model doc 1 Invu1434 1 1 1 1 1 1 1 1 1 1 Intrays Invu1436 Invu1704 Invu1590 Invu1591 Invu1592 1 Invu1593
192. ted T Home Insert Layout References Mailings Review View um Nodeld Title FileName 2 FA 1484 4 day Training Agenda doc 4 day Training Agenda doc B Z abe x x 45 Paste PED Paragraph Styles Editing 3 a X 5 Clipboard Font J z412 II VU Day 1 installation Course 111 2 day duration As Cari nas comas a Demo of tne oroduct we wi not oe 3263 trough Day 2 5 Administration Course 2 Please select a SharePoint destination to publish to ne Manager au If the SharePoint server is unavailable on start up of the SharePoint Publisher application the user will be notified of this via a message box and informed the application will close Click the OK button and the application will safely shutdown but Series 6 will remain open The application can only be started by Series 6 Do not attempt to locate the executable file and start it up the application as a message will inform you that the application can only be run from Series 6 and will now close This will be followed by a safe shutdown of the application Choose Publication Destination gt j Shared Documents om Ben a Lee E Sonya gg Test The Publishing Destination section allows you to choose the site sub site if applicable and then the Document Library document type or similar Invu Services Limited 2009 Page 180 of 221 End User Manual V 6 2 3 lNVU The P
193. tems D Ac uma banaai Simple Mode Click the Filter M button and the following pane will be displayed Intray 49 Items Display Grouping Filter Sections w Accounts Documents v Email vw Email Attachment 8 Employee Info H v Employee Relations H Employment Law v Folders Group by information type Q No grouping Group by creation date Filter Options Show the current views filters columns In the Display grouping area you can choose from a list of Common Office Image or Mail Document References which are used to sort the search results into groups The results can be grouped by one or more Document References For example you could group your search results by a common Document Reference called Creator and then by Extension Invu Services Limited 2009 Page 164 of 221 End User Manual V 6 2 3 INVU The Display Grouping In the Display grouping areas click the drop down and choose Creator from the drop down list and click the Add button the Document Reference will be added to the list below Next click the drop down again and choose Extension the click the Add button the Document Reference will be added to the list below Creator as shown below Int ay 49 Items Display Grouping Filter Sections gt m 7 Accounts Documents Creator l m Email Attachment Extension 3 E Emplo
194. ternational Holdings Rights Reserved Invu Services Limited 2009 Page 220 of 221 End User Manual V 6 2 3 INVU Click the Yes button and the Current documents section will be displayed Current documents 4 lol xl Summary and Notes q 4 Title Version Number Creator Owner 152 LE 1 Invul 034 Joel Condon Joel Condon 158 TIF 1 Invul 040 Joel Condon Joel Condon In offline mode you will only be able to see documents which are Checked out See page 108 or sent to Workspace See page 195 as a read only copies Once finished in offline mode click the X button in the top left of the screen NB You must have logged into Series 6 on the network once before the offline mode will work Invu Services Limited 2009 Page 221 of 221 End User Manual V 6 2 3
195. then be created as an XML file and filed and saved into the chosen location This can be viewed in the Explore tab To access the Explore in the Standard mode click the vey button on the floating toolbar or within the Advanced mode click the rene button on the Left hand pane i Training Materials d Outlines B items Title Version Number Title gE Welcome to Invu C2 ppt 1 Invu1542 Course 2 Presentation Series Technical 1 Invul 524 Series B Installation I nv Series B Administration 1 1 525 Series B Administration Auto Index for Invu Course 1 Invu 522 Auto Index far Invu wt 5 Training genda doc 1 Invu521 5 day intense training l Invu Series Technical 1 1 520 Series B Workflow Basic Training Enquiry 1 item Title Last modit 3 ini o4 06 200 Training Manuals 6 tems Title Version Number Title Bag Welcome to Invu ppt 2 Invul 0 Presentation Wh Series 6 Administration Invul 51 B Administration Manual m Caras Fiafaranca 1 Ine AG Corias In the above picture is example of what Information Only looks like when filed away NB You cannot create and file Information only in the Simple mode Invu Services Limited 2009 Page 103 of 221 End User Manual V 6 2 3 Create an Email Standard and Advanced Mode You can also create and send emails Click the arrow to the right of P Create Email
196. this He said he would get back to me regarding bookings next week Training Materials explained that before we confirm bookings that he would have to sign a booking terms and Slee Beaten conditions document for each delegate for each course gt E Bridgeport Boating i H Hale Construction 4 3 Invu Services Limited Bx Training gt Millview Design 26 May 2008 13 56 call lasted 10 mins Step 3 Choose a Standard Document Training Enquiry v p Step 4 Enter the Document Reference information NENNEN The Information Only tab is where you can add information in note form The area to the left is a free text and you can also copy and paste text from other sources if required Also basic formatting options are available via the toolbar along the top such as inserting text and images font formatting alignment bullets and the option to undo redo Documents Information only Normal Arial BF ujgj 100 T x Once the text has been entered and formatted on the Right hand side of the screen the File and Save pane there are four steps to file and save the information away Step 1 Choose what sort of document it is Here you would choose the Information Type category This could be Marketing Materials Training Documents and Product Documents etc Click the drop down l
197. tick will be displayed by the option or click the e icon on the toolbar Move your mouse into the document then hold down the mouse and where ever your mouse is will be magnified in a box as shown below While you are hold down the mouse button you can also move your mouse around the document to view other areas View Document File Edit Tools View Image Fileand 5 er Lo Villis Stat Supnliar Willis Eta RCHAS awe Cuantty mam Relax Pon Holder 100 amp BB Once you release your mouse it will go back to the default tool Zoom TA rj View Menu In the View menu you can use zoom tools and navigation tools which can be very useful The view option can also be found on the toolbar as well Zoom in The user can easily zoom in on a document s content Each time the icon is clicked it will zoom in further or click the View menu then select the Zoom option and click In Zoom out The user can easily zoom out from document s content Each time the icon is clicked it will zoom out further or click the View menu then select the Zoom option and click Out The Normal Fit option when selected will show the document at 100 To use click the View menu then select the Zoom option and then click Normal Fit Fit to window The document will fit to the window for better viewing if clicked or click the View menu then select the Zoom option and then choose the Fit to window option
198. tion Search metadata p Search content Document References Search enables the user to create more complex criteria using specific Document References incorporating logic 4 Options and operators Stemming Phanic Text Search A text search can search through the metadata and or the contents of the documents within Series 6 To perform a Text search First choose where you are going to search In the area Search within click All to search all Intrays and folders you Search Invu Services Limited 2009 Page 146 of 221 End User Manual V 6 2 3 INVU 53 n have access to To search all Intrays click the ex Intrays option so it is highlighted in blue To search a specific Intray click the white arrow beside the 87 option then click the name of the Intray you wish to search so it is highlighted in blue To search all filing cabinets click the gt Filing Cabinets option To search a specific folder click the white arrow beside J Filing Cabinets option then browse to the folder Click to highlight in blue Next you need to enter the search text Type in a word or phrase to base the search on into the Search for text box Then tick the Search metadata check box to search through all Document References and or tick the Search content check box to search through the documents content Ticking both check boxes will ensure both Document References and document content is searched
199. tion Options Transform Type Export Data as XML and User Specified Transform bd SL Transform CA Documents and Settingsemma jayneo Desktop TrankfromDai You will need to select the XSL Transform file click the L button and browse to the location of the xsl xslt file and click the Save button Click the drop down for the File Extention field and choose the file the XML data will be transformed into If you choose the Other option you will need to enter the extention into the field that is enabled see below Export Transformation Options Transform Type Export Data as AMLand User Specified Transform w XSL Transform CADocuments and Settings emma jayneo Desktop TransfromDal File Extension In the Exported Documents area you can choose where the documents will be exported to By default the documents will go to your My documents folder but if you want to point them else where Exported Documents C Documents and Settings emma jayneo My Documents al _ Overwrite Free Space 85 908 Mb By default the documents will go to your My documents folder but if you want to point them else where then click the Le button browse to the location and click the OK button If the documents have been exported before you may wish to tick the Overwrite option Once you have completed the Export screen click the Export button and the following message will be displayed Information Export processed the Following Folde
200. tion type Documents Not Filed and Saved 3 items Title S feedback0001 tif Sonya Training Prgramme doc T universal pdf Move the mouse over the appropriate marker and release the mouse The pane will then snap to its new position Invu Services Limited 2009 Page 12 of 221 End User Manual V 6 2 3 Summary Notes Pane E Click the Summary and Notes icon here you will be able to view information and notes on a selected document The Summary and Notes pane has two main options which are located under the Thumbnail image or image icon Summary Notes Summary Pane Click the Summary information 5 icon to show the detail of a document selected such as a Thumbnail image depending on the document and Document Heference information such as File and Save information if the document has been filed away and also a set of other document references The information may change depending on the document selected and its location Thumbnail or Icon image Title TodaysPost080001 tif Version Nurmber Invul 552 Document References The Thumbnail A thumbnail will show a mini picture of the first page of the file The thumbnail is generated when the file is brought into Series 6 depending on the format and settings If a thumbnail is not generated for a file then an icon image is shown instead Below is how Series 6 determines whether a thumbnail should be created or not Imag
201. toke Raad Leyton 2 Northamptonshire E10 6QS Name Ellis Smith Se VAT 16526529 Order No 2344 Contact Name Josh Weston Order Number 1123 Page 1 E lem T penne Qr ERO eee eee R CAVIT eee an nee aat me VAS rr ACA Tie 2 5 x 7 M oss 354 Rolodex Pen Holder Installation 5 alien Training 3days B H Total Order excl VADE 7 Total _ Registered offica address The Beren Blisworth Hill Farm Stoke Road Blisworth Northamptonshire NN7 38D VAT Registration No 81119000 Registered office address 57 Buckland Road Layton E10 6QS Here you can zoom in and out and browse multiple pages using the toolbar Click the Close button to exit the screen Invu Services Limited 2009 Page 119 of 221 End User Manual V 6 2 3 Print Options To change the print options before printing in the View Documents screen click the File menu and then select the Print Options option and the following screen will be displayed Print Options Image Size y Tu i 9 Actual size Fitto page Cancel The Actual size option will make sure that when the document is printed it will print in full size no matter how many pages it will span The Fit to page option will ensure that each page fits to the paper size chosen Click the OK button to save the changes Print Choose the File menu then select the Print option and the scre
202. tory pdf Corporate Brochure pdf Document Management System Document Management Software Invu_files zip Eight Step Demo pdf Eleven Step Demo pdf Employee Emergency Information Form docx Groups and AD Synchronisation doc Holiday Request Form doc i500W p df Invoicel2 Invoicel3 TIF Invoicet 4 TIF Invoice 5 Invoicel6 New Invu Brochure DUTCH pdt pictures invu link doc TT r m Version Humbe 1 Invul43 Invul 16 Invul lo Invull6 Invull Invull Invull Invu 142 invult Invuld4 142 Invu143 Invul43 Invu142 Invul43 Invu143 Invul18 Invu118 Invu118 Invu18 Invu118 Invu143 Invul43 E ain g Invu Services Limited 2009 Page 61 of 221 End User Manual V 6 2 3 lNVU Invu Services Limited 2009 Page 62 of 221 End User Manual V 6 2 3 lNVU FILE AND SAVE Invu Services Limited 2009 Page 63 of 221 End User Manual V 6 2 3 UNDERSTANDING FILE AND SAVE A document when brought into Series 6 normally goes to your Intray You will need to File and Save it into a Folder location in a Filing Cabinet in order for another user to be able to work with it Before you learn how to file and save you need to understand the information required to do that Location Filing Cabinet and Folders Information
203. ublishing Destination list allows you to navigate the tree structure nodes from the SharePoint server The tree structure symbols are explained below 3 Root Home the main site Cannot publish to this destination Site sub site within the main site Cannot publish to this destination T Document Library document site within either the root or a site that declares the type of document it holds i e columns and requirements Can publish to this destination Folder document folder within a document library that inherits the document library column settings NB Certain locations in your SharePoint site may be visible but inaccessible to publish to These are normally shown using a yellow triangle with an exclamation mark over a folder Visibility of any of these nodes does not imply access to that particular area Access will be attempted during the Publish process Click the drop down arrow and expand the nodes gt and then click the Document Library it will be displayed as shown below ftraining Course Materials Choose which documents you wish to publish Once a SharePoint destination folder has been chosen you can choose which documents you want to publish Publishing Destination training Course Manuals Dacuments to Publish Nodeld Title 1482 Invu Series 6 Technical Other Admin Course Overview docx I In the Documents to Publish section a list of files selecte
204. umber E7 Email Eight Step Demo pdf 1 Invu1429 Y Work tasks Eleven Step Demo pdf Invu1 430 SIntray 13 Invu1437 io Search Intrays Invu1428 Invu1431 Invu1452 Invu1434 Invu1436 Invu1704 Invu1590 Invu1591 Invu1592 Invu1593 Invu1593 Invu1594 Invu 1596 Invul 24 Employee Emergency Information Form docx Groups and AD Synchronisation doc Holiday Request Form doc Other Intrays w Series 6 End User Manual for SP 6 2a doc amp Intrays 1 Series 6 Security Model doc Supported Scanners revised doc Todays Post 0002 tif Todays post0001 tif Todays post0002 tif Todays post0003 tif Todays post0004 tif Todays post0004 tif Todays post0005 tif Todays post0007 tif Training Plan for Invu Print doc The Advanced mode is contained within a single window The style of the window has a similar feel to Microsoft Outlook giving you an environment that you may be familiar with Full functionality is available in the Advanced mode Workspace Search Explore Administration and Resource Portal These Five functions are displayed as buttons on the left hand side of the screen Switching Modes Depending on the privileges set by the System Administrator you may be able to switch between Simple Standard and Advanced Modes Click the arrow to the right of the View options icon and choose the mode to switch to The view will then change accordingly The mode you choose will be remembered as your chosen start mode Invu Services L
205. uments option then click the Paste option Both document will be check out automatically and the message Documents Merging please wait The source document will be appended to the end of destination document and the check out will be undone on the source document version the one which was copied When the documents have been merged the screen on the next page will be displayed Invu Services Limited 2009 Page 175 of 221 End User Manual V 6 2 3 lNVU Check In 159 TIF Action 9 New version New draft Description v The Check In screen allows you to specify the type of revision made to the document In the Action area choose from one of the following options New version if selected creates a new version of the document l e if version number was 1 this will increment to 2 or if the version number was 2 4 then the new version would be 3 New draft if selected creates a draft meaning the document is a work in progress not the finished revision The draft number will be based on the version created from and increment by 1 l e if version was 1 then draft would be 1 1 or if created from an existing draft 1 3 then new draft would be 1 4 The document will be displayed in green text In the Description area type brief notes of what was done to the document This is for other users to review the comments made when checking in the revision Check In 159 TIF Action 9 New version O New draft
206. ur Intray In the Middle pane right click the document you wish to create a copy of then from the right click menu select the Create option and then click the New Copy option The following message will be displayed Series 6 new copy of the document has been placed in your intray As the message states a new copy of that document is now in your Intray NB The copy is not linked to the original in any way Note The Note option would be used to create and attach notes to a selected document This document can be located either in Workspace Intray or Current documents or Explore or Search with in the Middle pane These notes are known as simple notes Add a Note To add a note in the Middle pane right click the document you wish to add a note to From the right click menu select the Create option and then click the Note option The following screen will be displayed Create Information Only _ Normal v 0 zB iz E ASS iFile and Save Need to make sure that the Invoice and order are matched and assocaited Step 1 What sort of document is this Step 2 Choose a filing location E3 Finance Step 3 Choose a Standard Document Step 4 Enter the Document Reference information Invu Services Limited 2009 Page 189 of 221 End User Manual V 6 2 3 lNVU Add the text for your note which can be formatted using the toolbar to change font style size a
207. ur mouse is will be magnified in a box as shown below While you are hold down the mouse button you can also move your mouse around the document to view other areas Edit Document Willis Stati Once you release your mouse it will go back to the default tool Zoom Page Menu When editing a document an option is available that will allow you to manipulate the pages of a document Click the Page menu and the following options are available Page View Image Cut 2 1 Delete 2 Move down First Page Last Page Add Page 0 9 0 0 The above options will allow you to reposition pages if they have been scanned in wrong or even remove pages If the document you are editing has multiple pages on the Right hand pane at the bottom the Thumbnails button will be displayed Click the EB Thumbnails button the Right hand pane will change to show mini images of each page in that document Invu Services Limited 2009 Page 135 of 221 End User Manual V 6 2 3 B Summary and Notes Thumbnails In the Thumbnails pane click the thumbnail you wish to delete or move Delete option to delete the current page selected Select the Move up option to move the selected page up by 1 page l e if current page was Page 3 and choose Move up then it would become Page 2 Select the Move Down option to move the selected page down by 1 page l e if current page was Page 3
208. utters Guide to Sc Bluffer s Guide To Road 1 Invu 398 Joel Condon Bluffers Guide ta Rc Bluffer s Guide To Retail pdf 1 Invu 387 Joel Condon Blutters Guide ta Re T3 Bluffer s Guide To Legal pdf 1 Invu1 384 Joel Condon Bluffers Guide to Le 7 Bluffer s Guide To lFAs pdf 1 Inu 383 Joel Condon Blutters Guide ta IF A small blue arrow will be displayed to the right of the heading text this has now been sorted into ascending order Click the heading again to sort into descending order Ascending order Descending order Invu Services Limited 2009 Page 43 of 221 End User Manual V 6 2 3 The Function Buttons for Advance Mode On the Left hand pane of the Advanced mode are the buttons to switch between Workspace Search Explore and Administration To switch functions simply click on the required function The buttons can be customised to suit the individual user To change the function buttons from text and image to image icons only move the mouse pointer over the dark blue bar above the buttons as shown in the picture above A double headed arrow will be displayed Hold the left mouse button and drag down until a small image icon bar appears as shown below To change the functions button back to text and image hold the left mouse button and drag up until the text and image icon bar appears Invu Services Limited 2009 Page 44 of 221 End User Manual V 6 2 3 Workspace The Workspace brings togeth
209. uture integration options GUIDE INTRODUCTION This guide is intended to introduce Series 6 and help get you started You will learn how to Switch to different Series 6 view Modes Navigate the system Understand the concepts Bring documents into Series 6 File documents away Quickly and effortlessly retrieve documents through Search and Explore View the contents of a selected document Make changes to a selected document Invu Services Limited 2009 Page 6 of 221 End User Manual V 6 2 3 lNVU GETTING STARTED Invu Services Limited 2009 Page 7 of 221 End User Manual V 6 2 3 ACCESSING SERIES 6 Open Series 6 To launch Series 6 double click the Icon which will be located on the desktop muussussauRsuARERREEARERERRRR RARE You will be automatically login to Series 6 Close Series 6 Click the button in the top right corner of window toolbar applies to all modes THE SERIES 6 MODES When you open Series 6 you will be presented with one of three modes Depending on the privileges given by the System Administrator you may have them all or just one The three modes are Simple Standard Advanced Name ScreenShot Sim ple Series 6 System Administrator Account Search 2 My Work amp Scan A Create Resource Portal Workspace T Sum mary and Notes 4 5 Workspace f Current Documents Email Work tasks Alntray 13 ix
210. vul436 myi Series 6 Security Model doc 1 Invul434 wh Holiday Request Form doc 1 Invul43l 9 Eleven 5tep Demo pdf 1 Invu1430 Groups and AD Synchronis 1 Invu1428 T3 Eight Step Demo pdf 1 Invul4 9 Version Number Image Document References Common Document References Once all the required documents are selected do one of the following e Hold the CTRL key and then right click the document in the Middle pane and from the menu select the Open option OR If using the Standard or Advanced mode highlight the document in the Middle pane and click the Moren icon on the toolbar This will open the View document screen and the selected documents title tabs will be shown along the bottom enabling the user to quickly switch between them as shown on the next page Invu Services Limited 2009 Page 96 of 221 End User Manual V 6 2 3 View Documents E BME i Eile Edit Tools View Image File and Save Help 1 amp in B e Nene d nd k E a 18 EN z Summary and Notes _ Fisgistered office sidras Tha iame B brecrth Hil Farm Sicke Pond VAT Pagisirason Mec 811189000 Invoicel0 TIF 3 Invoice08 TIF Invoicel5 TIF Todays post0002 tif The example shows the three documents open in the View Document screen One is a word document PDF and a Multiple page Tif To identify which document is in focus the tab is highlighted orange To close any of the documents simply click the
211. wn list and choose the required file type i e Word Document Step 3 If you would like to base your document on a Standard Document select one from this list If you would like to base your new document on an existing one choose a template from the drop down list if no special document template is required then select Default Template Use Default gt Step 4 Click the Create button to create your document Once you have completed the above steps click the Create button Series 6 will create the document in the chosen format The new document will be opened in its native application when finished adding the content Close and Save the document The document will then be saved into your Intray and the File And Save Document screen will be displayed File and Save the document as normal for more information please see page 65 Invu Services Limited 2009 Page 100 of 221 End User Manual V 6 2 3 Create Document Standard Advanced Mode You can create a document from the Workspace Explore or Search On the toolbar click the arrow to the T right of the P Create button and choose the Documents option The following screen will be displayed as shown below Ll cc ccn U Documents Information only Create a document Document name File type Word document Template Use Default Other Cancel The Documents tab allows you to create new documents in man
212. xing or the Intray the document will be copied into Invu and the file will remain in its original location Disable Auto save feature If ticked will disable the auto save feature in the MS Application NB By default the Process the save event and Always save new documents to Series 6 check boxes are not ticked Invu Services Limited 2009 Page 214 of 221 End User Manual V 6 2 3 Tool Button Style click the drop down list and choose from Caption and icon which is the default Caption only and Icon only These options will determine how the Addin toolbar will look as shown below EA Icon only File and Save document 3 Send to intra iin mam m4 Caption and icon File and Save document Send to my intray Caption only If using Outlook the Office Addin options are slightly different click the Invu menu then select Options Outlook Options Options Delete mail items when sending to Series B Toolbar Button Style Caption and icon v If the check box Delete mail items when sending to Series 6 is ticked the email would be deleted from Outlook when moved into Series 6 The Tool Button Style works the same way as for Word Excel and PowerPoint Click the OK button once finished Invu Services Limited 2009 Page 215 of 221 End User Manual V 6 2 3 About The Office Addin Click the Invu menu then select About and the following screen will be displayed About S
213. y 41 TWarren1300 docx Invu1096 4 Notebooks 1 Ii Search Intrays omitted is i 6 SNiak1252 docx RobJ1100 docx PThompson0052 docx NPatel4552 docx NBowley1002 docx JJones1232 docx JJackson1152 docx JHydra1209 docx ESmith5552 docx EOwen1532 docx YJoffer1299 docx 148 TIF PurchaseOrder02 TIF PR Tips For Resellers pdf Npatel tif Npatel L tif New InvuBrochure DUTCH JenJones1 tif Holiday Request For m Employee Emergency Flewen Sten Demn net doc Infor HB Ng Invu1095 101094 Invu1093 Invu1092 Invu1091 Invu1090 Invu1089 Invu1088 Invu1087 Invu1086 Invu1085 Invu1081 Invu1078 Invu1077 Invu1076 Invu1075 Invu1074 Invu1072 Invu1071 Invu1070 Town INAQ Title 929 Holiday Invu Services Limited 2009 Page 190 of 221 End User Manual V 6 2 3 lNVU Once in the Summary and Notes pane you will need to click the Em icon and the notes section will be displayed Title SO Order Notes xml To view the note double click the title in the notes section or right click the note in the Right hand pane and select the Open option The View Document screen will be displayed as shown on the next page t Ie File and Save Help Fast date 1405 2007 Emergency Contact Details Incomplete 4 Note Title Post date Version 1 Number Invul
214. y different file formats To create a new document first type the Document Name Choose a File type for the document that will be created Click the drop down list and choose the required file type NB This may vary depending on what has been setup by the System Administrator If you would like to base the document you create on an existing document you will need to choose a Template click the drop down list and select from the available options If the user wished to create a blank document then leave the Use Default selected Click the OK button and the document will be created in the chosen format The new document will be opened in its native application when finished close and save the document and application if applicable it will then be saved into your Intray in Series 6 The document can now be filed and saved for more information please see page 65 Invu Services Limited 2009 Page 101 of 221 End User Manual V 6 2 3 lNVU Create Information Only in Standard and Advanced Mode You can also create and file information such as details of a enquiry by phone Click the arrow to the right of the button and choose the Information only option The following screen will be displayed DER Mormal Arial 400 u R Smith called regarding information courses which we run went through an the phone and explained the 3 main courses P Step 1 What sort of document is
215. yee Info v Employee Relations 4 gt e i Employment Law Folders LEM 9 Group by information type O No grouping Filler Options C by creation dare Show the current views filters columns Then click the Apply button and the search result will change as shown in the picture on the next page sorted by Creator then by Extension 4 Accounts Documents 4 Services d tif Purchase Order 4 Items 4 System Administrator Account 4 msg Correspondences 1 Item Email attachment 1 Item Email Older 1 em 4 General HR 4 System Administrator Account 4 doc Holiday Request 1 Item If you wish to order the document by creation date select the Group by creation cate option most recent will be displayed at the top Today 1 Item Title Information Type mg Reply Letter to Invu doc General Tuesday 1 Title Information Type e Invoice08 TIF Accounts Documents 4 Monday 4 Items Title Information Type ww 153 71F General 152 TIF General ee PurchaseOrder03 TIF Accounts Documents e Invoice10 TIF Accounts Documents select the Group by information type option and the order will revert back to original group by Information Type and Standard Document If you want no grouping in the Middle pane then select the No grouping option Invu Services Limited 2009 Page 165 of 221 End User M
216. you will have exclusive access to make changes However other users are still able to search and view the document All users within Series 6 will immediately notice if a document has been checked out as it will appear in red text All documents that are checked out will be listed in the area called Current Documents within Workspace for the user who has it checked out Edit a Document To edit a document right click the required document in the Middle pane and from the right click menu select the Edit option or if using the Standard Advanced mode click the button on the main toolbar The document will be opened in its native application or the Invu Viewer depending on the document and the systems configuration Changes can then be made as normal NB If you edit an image based document such as a tif it will open in the Edit Document screen for more information on using this screen please see page 211 Once the changes have been made the document should be closed and saved The following message will then be displayed Check in changes For Questions about Invu Series 6 1055 doc Yes Click the No button to leave the document checked out this can then be checked in at a later date OR Click the Yes button to check in the document For information on how to check in a document go to page 109 NB If editing a document which is not the latest version please see Version and Check Out on page 109 To Check Out a
217. your mouse The screen shown on the next page will be displayed Invu Services Limited 2009 Page 31 of 221 End User Manual V 6 2 3 Send to Intray Selected item Series 6 End User Manual for 6 2a doc Destination intray or intray folder selected Alice White Would you like to Copy this item to the intray leaving copy in yours Move this item to the intray removing it from yours Attach a note v Within the area called Would you like to choose Copy this item to the Intray leaving copy in yours option this will create a shortcut in the destination Intray but the user viewing the shortcut must have access to the Intray or folder where it originally came from Choose Move this item to the Intray removing it from yours option this will move the original from your Intray to the destination Intray and is not available when dragging a document from a folder Type a note into the area below the toolbar if required and then click the OK button NB Within the Simple mode users will not have access to folder or Other User s Intrays However a user will still be able to drag and drop documents into the Intray Shortcuts Pane from their own Intray Within the Standard and Advanced modes you will be able to browse folders and other user s Intrays depending on the permissions set by an Administrator Invu Services Limited 2009 Page 32 of 221 End User Manual V 6 2 3 lNVU Copy

Series 6 End User Manual for SP 6.2b

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