Compass Capture 3.61 User Manual.book
Contents
1. copyright owner with no intention of infringing upon the trademark or copyright DISCLAIMER Northwoods Consulting Partners has made reasonable effort to ensure the accuracy of this manual Information in this document is subject to change If you should discover any discrepancies please notify us immediately CONTACT INFORMATION Northwoods Consulting Partners Northwoods Support Center Address Phone 5815 Wall Street 614 545 0999 Dublin Ohio 43017 Email Phone help teamnorthwoods com 614 781 7800 Web http www teamnorthwoods com Page i 2010 Northwoods Consulting Partners Inc Table of Contents CO M PA ss j SOFTWARE TABLE OF CONTENTS Compass Capture Introduction sssssssscsossscsooseseooooeeeoooo 1 Launching Capf re lt 2 24 04 2000000 aan aan marei Rad ETE 1 Selecting Caseworker Data 0 0 0 0 ccc eee eee ee 2 Locating Clients and Cases o oooooooooooooooorrr ees 3 Locating Clients and Cases Using the Search Button 4 Scanning a DOCM rara ern 6 Scanning a Document with a Barcode Stack Scanning 9 Deleting a Scanned Image 0 ec a 10 Previewing Scan Results 0 0 cc ee eens 11 Making Adjustments to Scanned Images ooooooocoooooo 13 Submitting Documents to the DMS ooooooooooooomo ooo 15 mtm ADE sarta iran aa 16 Page iii 2009 Northwoods Consulting Partners Inc COMPASS Compass Capture Introductio2. 0 A Sally Avante Print Selected Labels EST S 123 Virginia Ave Create Mewe Label Wayne NO x 23454 Close Required Field ll Allen Avante 123 Virginia Ave Y Wayne INC 234544 Required Field Carl 123 Virginia Ave Wayne INC 23454 A Required Field Fig 7 20 Print Address Labels Page 17 2010 Northwoods Consulting Partners Inc
3. COMPASS SOFTWARE COMPASS CAPTURE 3 61 USER MANUAL January 2010 e AA COMPASS SOFTWARE ABOUT NORTHWOODS CONSULTING PARTNERS Northwoods Consulting Partners Inc founded in 1997 is a privately held software development and services company headquartered in Dublin Ohio Our Compass Software product suite is created solely to serve the needs of human services agencies nationwide With proven technology and a focus on industry knowledge and our clients we create business solutions that provide proper application of products and services with tangible and measurable results COPYRIGHT AND TRADEMARKS NOTICE Copyright 2010 by Northwoods Consulting Partners All rights reserved The Compass Software Suite and each of its products individually are owned exclusively by Northwoods Consulting Partners Inc and Northwoods hereby asserts its copyright and trademark rights to its products Rather than repeat the trademark and copyright attributions throughout this document wherever a Northwoods product name appears Northwoods hereby asserts its intellectual property rights for all of its products Third party Trademarked and Copyrighted names may appear throughout this document Rather than list the names and entities that own the trademark copyright or insert a symbol with each mention of the trademark copyright name Northwoods states that it is using the names for editorial purposes and to the benefit of the trademark
4. b the image and move it up and down e Reload Refreshes the image e Print Prints the entire image or just the current view e Darken Image Makes the image darker e Lighten Image Makes the image lighter e Insert a Page Before Allows you to insert a page before the current image e Insert a Page After Allows you to insert a page after the current image e Delete This Page Deletes the current image m A OO Fi eel mmm I Fig 7 17 Image Viewer options El ir m 4 Use the Close Viewer button X to close the Image Viewer 2010 Northwoods Consulting Partners Inc Page 14 Submitting Documents to the DMS CO M PA Ss SOFTWARE SUBMITTING DOCUMENTS TO THE DMS To submit your scanned documents to the DMS 1 Click on the File button Fig 7 18 File Fig 7 18 File button The Print dialog box opens prompting you to print a receipt 2 Choose e Yes The scanned image is saved in the DMS and a receipt is printed on your local printer The receipt is also saved in the DMS e No The scanned image is saved in the DMS but no receipt is printed e Cancel The scanned image is not saved in the DMS and no receipt is printed You are returned to the main Capture window with the scanned documents still present The document is submitted to the DMS Page 15 2010 Northwoods Consulting Partners Inc CO M PA SS i Printing Labels SOFTWARE PRINTING LABELS There are two opti
5. e Last Name or First Name Fig 7 6 Eh Recipient s AutoFill tems Added OH1 25000026561 Magnifying glass to search on a 933 33 3333 A single keyword Required fields have red asterisks n EE eee Search button to search multiple EEC E Keyword entries Fig 7 6 Keywords tab Page 3 2010 Northwoods Consulting Partners Inc COMPASS Compass Capture Introduction SOFTWARE 3 Click the Magnifying Glass icon next to your field entry A selection grid opens If no matches are found you must enter the client into the DMS before scanning 4 Choose the correct client data match by single clicking the entry to highlight it 5 Toscan a document for multiple clients select all of the rows you need while in the grid window 6 Click OK To clear the keywords scroll down in the Keywords area and click Clear Keywords Locating Clients and Cases Using the Search Button Before scanning a document you must populate the Keywords fields You can use the Search button to search for a client or case The Search button performs a search all on all the keyword values entered in the Keywords tab Certain keywords such as Source and Submitted By for example that may be pre populated can be configured to be excluded from a Search button search Including these values in the search may result in an error where no searches can be performed See your System Administrator for assistance To search for a c
6. ephanie Last Name Benson SSN 922 22 2222 Compass Number OH1 25000028684 Submitted By jdinges Source Capture Birth Date 93114976 Submitter jdinges Fig 7 9 Scanned image icon with details 2010 Northwoods Consulting Partners Inc COMPASS j Scanning a Document SOFTWARE Repeat the steps above to scan additional documents Y Check to see if the user recipient and client information are correct wi before scanning 5 To submit see Submitting Documents to the DMS Canceling a Scan You can cancel a scan while a document is being scanned When the scan begins a Cancel Scan button appears in the Toolbar Fig 7 10 28 Cancel Scan Fig 7 10 Cancel Scan When you click the button the scan is stopped If you were scanning a multi page document the scanner may scan a page or two before it actually stops Y If you do not see the Cancel Scan button the document previews may be wi hiding it Move the preview to see the button 2010 Northwoods Consulting Partners Inc Page 8 COMPASS Scanning a Document SOFTWARE Scanning a Document with a Barcode Stack Scanning Stack Scanning allows you to scan a document containing a barcode without inputting any infor mation To scan a document containing a barcode 1 Load the document containing the barcode into the scanner and click Scan A Stack Fig 7 11 2 The document scans automatically displaying the Keywords in the Document Panel Scan a doc
7. lient or case using the Search button searching on multiple keyword entries 1 Click the Keywords tab in the Search Criteria area 2 Enter several types of known client data in the appropriate text entry boxes e g SSN Compass Number Last Name or First Name See Fig 7 6 3 Click the Search button See Fig 7 6 A selection grid window opens If no matches are found you must enter the client into the DMS before scanning 2010 Northwoods Consulting Partners Inc Page 4 COMPASS Compass Capture Introduction SOFTWARE 4 Choose the correct client data match by single clicking the entry to highlight it 5 Toscan a document for multiple clients select all of the rows you want to include while in the selection grid window 6 Click OK The keywords entry boxes are populated To clear the keywords click the Clear button at the bottom of the Keywords tab Page 5 2010 Northwoods Consulting Partners Inc COMPASS Scanning a Document SOFTWARE SCANNING A DOCUMENT 1 Insert the document you want to scan into the scanner Make sure your document s is upside down and backward Select the appropriate scan options Fig 7 7 e Color scans documents in color It is suggested that the following document types be scanned in color for quality purposes e Colored documents such as a driver s license e Low quality black and white documents e Documents that have highlighting except yellow e Documents
8. n SOFTWARE COMPASS CAPTURE INTRODUCTION Compass Capture is distributed scanning software that allows agencies to scan and return docu ments at the point of contact with the client Caseworkers at the front desk for example can capture and immediately return document drop offs saving postage and other costs The doc uments are automatically routed electronically to the appropriate caseworker for their use within seconds of scanning Documents scanned in Capture can also quickly and easily be retrieved from the Document Man agement System DMS Launching Capture To launch Capture click on the Capture icon from your desktop Fig 7 1 Fig 7 1 Capture Navigation Button The main Capture window opens Fig 7 2 File Tools Help 0 a 5 Falta ange Capture Profile 8 Select Local System Sources Scan A Stack E Print Labels a Keywords a of Julie Dinges jdinges Keywords No scanned document E Delete em pet document Emp J 4 i D ate Hea JS F N ND state Meal ngs j _ _ ae Add Recipient s Remove Recipient s P Clear All Users Recipients Fig 7 2 Capture interface Page 1 2010 Northwoods Consulting Partners Inc COMPASS Compass Capture Introduction SOFTWARE Selecting Caseworker Data Make sure you are using the correct profile To select a different Profile 1 Click the Change Captu
9. ners Inc Scanning a Document Page 12 COMPASS Scanning a Document SOFTWARE Making Adjustments to Scanned Images 1 Optional Click the Detach bar above the Image Viewer The Image Viewer panel detaches from the Stage Scan data appears at the top of the page for example name of the person who scanned the document date and time 2 Optional Using your mouse drag the detached panel where you want it on the screen Fig 7 16 Detached Compass Capture Panel Ho E KR pA 7 Ma O a ATAR 1 Scan y North Woods 10 21 2009 4 07 52 PM a ned B me Den Go poe Earnings Statement AP Fig 7 16 Scanned image preview in the Image Viewer in the Detached Compass Capture Panel 3 Make the appropriate changes to the document Page 13 2010 Northwoods Consulting Partners Inc COMPASS j Scanning a Document SOFTWARE The Image Viewer menu buttons and their functions from left to right include Fig 7 17 e Magnifying Glass Magnify the image with a floating magnifying glass e Zoom To Magnify parts of the image by drawing a box around the areas you want to enlarge e Center at a Point Centers the document at the point where you mouse is clicked e Fitto Width Fits the image to the width of the available window e Rotate Rotates or turns the image clockwise e Fit Resizes the image to fit inside of the available window e Move Image Pan Allows you to gra
10. ons for printing labels 1 Perform one of the following options to print a label e From the Toolbar button a Populate the Keyword fields b Click on the Print Labels Toolbar button e Depending on your agency configuration after you click the File button to submit your scanned image s you may also be prompted to print a label for mailing purposes If the scanned document is indexed to more than one client a label is created for each client Y Address labels can be edited Click in the field you want to edit and wi make your changes The Print Address Labels window opens Fig 7 19 Print Address Labels 00 Benson Print Selected Labels 222 Mew Street Y Create Neve Label Morganton he INC 28055 Required Field Close Ji Fig 7 19 Print Address Labels 2010 Northwoods Consulting Partners Inc Page 16 COMPASS SOFTWARE Printing Labels 2 Click one of the three buttons e Print Selected Labels select the specific label or labels you want to print e Create New Label enter data to create a new label New labels can be selected marked with a green checkmark or deselected marked with a red X Fig 7 20 To create a new label click in the Last Name field enter the client s last name and click Ctrl S If there is more than one match select the appropriate person from the grid e Close close the Print Address Labels window te Print Address Labels
11. ransparent Save And Next Save Close ys Thumbnail Size Small bi Save Changes And File Page 1 Fig 7 12 Stack Scan Reconciliation and Document Information windows 8 Optional Print a receipt for this transaction The document is submitted to the DMS Deleting a Scanned Image To delete a scanned image 1 Click on a scanned document in the Documents panel 2 Click the Delete button paper shredder icon Fig 7 13 Delete nt Fig 7 13 Delete button 2010 Northwoods Consulting Partners Inc Page 10 COMPASS Scanning a Document SOFTWARE 3 Respond to the resulting Delete Confirmation dialog box Fig 7 14 Delete Confirmation x Arte you sure vou wish to delete the selected document Yez Mo Fig 7 14 Delete Confirmation Previewing Scan Results To preview a scanned image 1 Inthe Documents panel use the arrow buttons to locate and highlight a document that you want to view 2 If the Stage is not visible click on the Zipper to unhide it 3 Click on the selected scanned image icon to display it Page 11 2010 Northwoods Consulting Partners Inc COMPASS SOFTWARE In the Stage the Image Viewer displays e The first page of the selected scanned document Fig 7 15 e Any subsequent pages as thumbnails y AN ji 7 he Fig 7 15 Scanned image preview with Thumbnails 2010 Northwoods Consulting Part
12. re Profile button in the Toolbar Fig 7 3 Change Capture Profile Fig 7 3 Change Capture Profile 2 The Select a Profile window opens Select the profile you want from the list displayed In this example we chose the Reception Profile Fig 7 4 AA Reception Profile Fig 7 4 Reception Profile To select a user 1 Click on the Recipient s tab 2 Click on the Select User icon to the right of the User field Fig 7 5 TA Keywords ey Select User Current user name Julie Dinges Gdinge gt Add Recipient s Remove Recipient s Clear All Users Recipients P i Remove Recipient s Add Recipient s Clear All Users Recipients 3 Selecta username from the list displayed Click More to see additional names Fig 7 5 Recipients tab 2010 Northwoods Consulting Partners Inc Page 2 COMPASS Compass Capture Introduction SOFTWARE 4 Click the Add Recipient s button and choose the recipient s from the list displayed or click the Remove Recipient s button to remove a recipient from your selected recipients See Fig 7 5 Multiple recipients can also be selected Locating Clients and Cases Before scanning a document you must populate the Keywords fields To search for a client or case using the magnifying glass searching on a single keyword entry 1 Click the Keywords tab in the Search Criteria area 2 Enter one type of known client data in a text box for example SSN Cas
13. ument containing a barcode 3 Click File to submit the document to the DMS Change Capture Profile E Select Local System Sources Scan A Stack E Print Labels Scanned document and document Keywords IM CORR General Correspondence 1 page non routed single sided at 200 DPI in black amp white Keywords p Case Number 9333333333 SSM 333 33 3333 First Name Allen Last Name Avante State ID Compass Number 0H1 23000023561 Birth Date 093194359 submitted By jdinges Submitter Delete jdinges Source Capture Drop Color File Fig 7 11 Scan a Stack and Scanned Barcoded Document a Page 9 2010 Northwoods Consulting Partners Inc COMPASS j Scanning a Document SOFTWARE 4 The Stack Scan Reconciliation and Document Information windows open Fig 7 12 Verify or change the Document Type 5 Verify change or add keywords 6 Click Save and Close in the Document Information window 7 Click Save Changes and File in the Stack Scan Reconciliation window 9 Stack Scan Reconciliation IM CORR General E A Correspondence L gt Document Information 0 Document Types y Allen Avante 0 Add Keywords x Compass Number 0H123000028561 SSN b3s333333 Cd First Name slean Middle Name EEE LastName Avante st StatelD Submitted By jidinmges ts Source Capture Test Date mm y Submitter fidinges SS Indexes must be selected from autofill results Ctrl S will perform a search Make T
14. with low or high quality photographs Depending on what Northwoods or your System Administrator has configured the Color button may or may not reset once you ve scanned If it resets you will need to select the Color option again e Duplex will scan both sides of the document and automatically drop blank pages e Drop Color will remove a specified color from black and white documents For example selecting Drop Color red will remove any red or red like marks on the black and white document Colors you can drop include e Red e Blue e Green e Yellow 2010 Northwoods Consulting Partners Inc Page 6 Scanning a Document Page 7 COMPASS SOFTWARE 3 Click the appropriate Document Type Group button Scan option buttons Fig 7 7 Scan options and Document Type Group Burton 4 From the sub menu click the appropriate Document Type button This triggers the scanner to begin scanning os 7 8 Om Fig 7 8 Document Type buttons The scanned document preview appears briefly then an icon displays in the Documents panel with basic scan details below it Fig 7 9 including e Document Type e Number of pages e Scanning resolution e Whether the document was scanned as color or black and white e Whether the document was scanned as single sided or duplex e Keywords for the client IM CORR General Correspondence 1 page routed single sided at 100 DPI in black amp white a Keywords First Name St
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