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1. 1 Search Mode Return Mode 1 2 3 7 Return Canon Meth Yes No No No Return Serge Progr 31 13 13 10 Return Ser Level 1 Return Std Blip Yes Yes Yes Yes Return Neg Blip Yes Yes Yes Yes Return N P Key on No No No No Return Stand Slice Yes Yes Yes Yes Return Count Splice No No No No Return Set 1 DOC Yes Yes Yes Yes Return Enable Auto Yes No No No Return Indexing No No No Return Send Address No No No No Return Input OK Yes Yes Yes Yes Return 8X Plus Key Exit Return SW103 with FS Controller Ill 1 2 3 4 5 6 7 8 D D X e D D D x On e e e x e e e e Off Seite 284 e Scanner Setup ScanFile Benutzerhandbuch Canon Canofile 510 510S ScanFile Document Management S ystem SW103 Without FilePrint 300 1 2 3 4 5 6 7 8 e x x x x X X X On X o D e e e e o Off Mode Description Film adjust vertical SHIFT or Athen or Film adjust horizontal SHIFT 4 then Yes or No then Return Canon Canofile 510 510S The Canofile 510 is a standalone electronic filing system with a built in 50 page per minute double sided scanner This has been discontinued by Canon However the CF510 has a SCSI connection which enables it to be attached to a PC and used as a scanner Only certain CF510s can be used as scanners so please check with Canon to ensure compatibility The screen below sh
2. How a user is informed about new documents can be chosen as follows Option Description Beep Will play a sound when a new document was found on the Personal Hitlist Seite 122 e General Settings ScanFile Benutzerhandbuch Library Date Format ScanFile Document Management System Message A message will be displayed Auto open With this option selected the Personal Hitlist will automatically open whenever a new document is added to it Library Date Format The format in which date fields are displayed in ScanFile Libraries can be set from this option You can select the order in which the days months and years are displayed as well as the separator to be used The formats are DD MM YY DD MM YYYY MM DD YY MM DD YYYY YY MM DD YYYY MM DD Valid separators are Postindex a wt and un This option sets the mode and storage location for the post index pool Option Description Normal Mode Customized Mode There is one post index pool for each ScanFile folder which is physically stored in the subdirectory of each ScanFile folder There is one central post index pool for all ScanFile folders The storage location of this central pool can be defined by clicking on the button Be aware that in a network situation this can lead to problems when several people are working simultaneously with a central pool General Se
3. None None None Recognise checksum Enhance barcode Rotate barcode 90 Cancel With the Fields 1 to 5 up to 5 barcode types can be set to be read sequentially This assigns the priority to the chosen barcode types Referring to the settings in the screenshot above the whole page would be scanned for possible barcodes After this every barcode found in the page is proofed for his validity as Barcode 39 3 of 9 If the barcode is a valid the value is read Seite 142 e Barcodes ScanFile Benutzerhandbuch Barcode Formats ScanFile ystem and saved After proofing all barcodes for their validity as a Barcode 39 3 of 9 the barcodes found in the page will be proofed for their validity with the next barcode type With the given settings this would be the Code 128 barcode type If a barcode is a valid Code 128 barcode the value is read and saved to the corresponding field This sequence is repeated until all selected barcode types were read The priority of the barcodes also sets the order in which the read values are pasted into the index fields The following example shows the order to insert the index values referring to the configuration above lt Barcode 39 3 of 9 gt MNI gt lt Barcode 39 3 of 9 gt MANII lt Code 128 gt lt Code 128 gt Si 4 lt Barcode 39 3 of 9 gt Gi When using more than
4. Please make sure that in case of a network installation the folder bin temp in the VNP installation path is shared with all Users to make the VNP accessible from every ScanFile client VNP Service After finishing the installation a new service named VNP Manager appears in the Windows Services This service is started automatically and runs the process VNPMan exe To use the VNP this service must be started Configuration Virtual Printers The virtual printers are using so called Ports or VNP Forwarder These ports can be set with the Configuration Tool Every Port represents an archive path of ScanFile VNP The number of Ports is not limited After installing ScanFile VNP a Port named VNP_001 already exists It refers to the Archive folder in the ScanFile VNP installation path lt Installation path gt Archive The path for a port can be changed in the Configuration Tool The Configuration of Ports is described later in this chapter To install a new virtual printer just open the Add Printer Wizard Choose Start gt Settings gt Control Panel gt Printers and Faxes gt Add Printer ScanFile VNP e Seite 317 a ScanFile Benutzerhandbuch canFile l Document Management System Configuration Press the Next Button and choose Local Printer attached to this computer in the following dialog Please take care that the option Automatically detect and install my Plug amp Play printer is not selected Add Prin
5. ScanFile Document Management System Compression ScanFile will store images in one of four ways Uncompressed TIFF Group 4 Compressed TIFF Jpeg Lura Document The type of compression and file format you select is dependent upon several factors including the type of document to be scanned and the type of output required of that document once stored Uncompressed TIFF This format will perform no compression on the image data produced from the scanned document and will result in large file sizes Group 4 Compressed TIFF This format will compress the scanned image data normally by a factor of 10 to 15 This is only used for black amp white scanned images This is a lossless compression format which means that none of the original scanned information is discarded JPEG JTIFF JPEG is a standardised image compression mechanism which is designed for compressing either full colour or grey scale images of natural real world scenes Jpeg is a lossy compression format which means that data is discarded from the original scanned image data to achieve the levels of compression possible It is possible to vary the amount of data to be discarded and therefore the quality of the remaining image ScanFile has various quality levels for Jpeg images which will determine how much data is dropped form the original scanned image and will radically affect the size of the file produced Lura Document
6. fill all connected folder index fields with index information from the index file The list will disappear and the focus will be set on the next field If one of the fields in the index file contains no value existing index information in the connected index field will remain If one of the fields in the index file contains a blank existing index information will be deleted Extended Field Properties Extended properties can also be applied to each field which can dictate what is allowed to be entered into a particular field These properties are accessible by selecting the button Ext on the extreme right of the field to which you wish to apply them Extended field properties Mask Other Mask Character Allowed characters a All Only digits 0 9 Digits 0 9 and Character list Test field Delete mask Scan Uppercase letters Search Edit Post index E Character from character list Lowercase letters Following character is constant Characters not listed are treated as constants Cancel Input Mask To set an input mask type in the type of character you wish to be typed in for each of the field character positions in the Mask box The character types are listed As can be seen in the example above entering dashes and slashes within the mask will force those characters to be in the field When typing into a field the cursor will automatically jump
7. ScanFile Document Management S ystem The first step is to choose the language and press OK Location After you have chosen the language you will be asked to choose the drive and directory than the RemoteStation Client software will be installed into A default of C Program Files SrsClient will be offered and this should normally be accepted However if you wish to install it on a different drive and directory then you can browse or type in the required path The Destination directory selection dialogue will also display the available disk space on the chosen drive as well as the space available after RemoteStation has been installed Once you have chosen the drive and directory press the Next button Backup You will then be asked whether the install program should backup any files that the installation process will replace These can be older versions of RemoteStation components if you are installing over an existing installation and common Windows components held in the Windows or Windows System32 directories If you choose to backup these components you will be offered a default location of lt Installation path gt Backup Please note that the installation process will only replace OLDER versions of common Windows components RemoteStation Client is now ready to be installed After this has completed the application must be configured At the completion of the installation you may be asked to reboot the wo
8. Database progress Audit trail databases Saved b 30_06 20061034 58 MDB ADMIN Create search pool If you wish to end your research click on Al The temporarily created database will be deleted The data you are working on afterwards is the current Audit Trail database If you close the Audit Trail window the temporary Audit Trail database is also deleted If you reopen the Audit Trail window again the current Audit Trail data will be displayed Auditing e Seite 215 T ScanFile Benutzerhandbuch Oe erte con Searching in archived Audit Trail data Seite 216 e Auditing ScanFile Benutzerhandbuch Codeless Connector ScanFile un Codeless Connector Codeless Connector e Seite 217 ScanFile Benutzerhandbuch What is Codeless Connector ScanFile Document Management System What is Codeless Connector With Codeless Connector a link can be created between ScanFile and fields for data entry display in any other windows application The great benefit of a Codeless Connector is to take over data from another application for indexing or searching with a simple keyboard combination without big programming expenses and effort The principle of Codeless Connector is based on the module name and the ID of the control used Controls are objects like buttons menus or fields to be filled out The contents of the controls fields are read and passed on to ScanFile In this w
9. EDOC This option allows you to select an electronic document from a storage device on the workstation These can then be added to the current queue to be sent to the selected destination Colour Three settings are available e Black and White e Greyscale e Colour Resolution Three settings are available and these will be dependant upon the attached scanner The setting are Low Medium and High resolution which for the Canon DR5020 80c scanners would be 200 300 and 400dpi Brightness The scan brightness can be set from 1 to 255 for greyscale amp colour and 1 to 7 for black amp white Seite 360 e ScanFile RemoteStation ScanFile Benutzerhandbuch Scan Screen ScanFile Document Management System Text Photo The Text option should be selected if the scan is black and white and it is not important as to the quality of any graphic elements contained on the document The Photo option should be used when the documents contain graphic elements such as photographs This will scan the graphics at a higher quality than the Text option Simplex Duplex This option allows you to set whether the documents to be scanned are single or double sided Priority The Priority option allows you to set a level between 1 and 3 for a document If many documents are waiting to be sent to the RemoteStation server the documents with the highest priority will be sent first Preview Any documents scanned can be
10. Folder Fields Once the folder has been selected press the forward button to show the Folder fields If the user only has access to one folder the fields will be displayed automatically without having to select the folder From this screen you can enter the index information related to the document you wish to scan You can also select the date and time that the document will be scheduled for sending to the RemoteStation server This can be set at the bottom of the Folder fields display Once this has been done press the appropriate Scan button to open the Scan screen You can select to scan single or multi page documents Selecting the Single page option will create a folder record for each page scanned Selecting the Multi page option will create a single folder record for all scanned pages User This option allows you to send a scanned document to a registered ScanFile user The documents will be sent to a users personal hitlist so that they can be accessed from within ScanFile If there is more than one RemoteStation Server registered then you will need to select the server that the user is registered on first The list of users on the server will be displayed and you can select one or more users to send the document to Once you have selected the users press the Forward button to show the index screen Index Screen As the index data is not related to any ScanFile folder the field names will be called Field 01 to Field 10 Any
11. LuraDocument Displa Online Conversion to GIF IPEG GE LuraDocument Transmission needs Plug in Online Conversion to GIF IPEG Download LuraDocument Transmission PDF Download Cancel 3 Lokales Intranet Option Description JPEG Quality The JPEG Quality setting will affect the time taken to view colour images and can be set from 1 to 100 with 100 being the best quality Seite 338 e ScanFile WebServer ScanFile Benutzerhandbuch Open Library Page ScanFile Document Management System Language This is another user specific setting which allows you to select the language that the page text will be displayed in The available languages are English German French and Japanese Please note that you will have to be running a Japanese version of Windows to view Japanese text correctly LuraDocument The LuraDocument settings allow you to specify how documents saved in the LuraDocument format are displayed and downloaded To display Lura format documents in Lura format you will need the Browser plug in loaded This is available for download from www scanfile com on the Updates page Alternatively you can select to have them converted to GIF JPEG form before display or downloaded in which case your standard browser will be able to display the documents Library Search When you open a Library the Library Search page will open This allows you to enter
12. Seite 34 e Installing ScanFile ScanFile Benutzerhandbuch Novell Netware Servers ScanFile Document Management S ystem Novell Netware Servers ScanFile can be installed on to a Netware server but unlike Microsoft server operating systems it cannot be run on the server In addition the Remote Services are unable to run on Netware servers although they can be configured to run on a client The installation must be performed from a network client running Windows 98 Me NT4 2000 or XP Please also note that the license dongle cannot be activated on the Novell server This can be performed on a client workstation after the server and client installation Once the dongle has been activated it can be attached to the Novell server From a network client with Supervisor rights on the Netware server select Run from the Start Menu and then choose SetupSF exe from the Software directory on the ScanFile CD Before pressing the OK button add the switches U NOVELL to the end of SetupSF exe Please ensure that the switches are typed in uppercase lt CD ROM Drive gt Software SetupSF exe U NOVELL The first step is to choose the language that you wish ScanFile to be in Choose the desired language and press OK Location After you have chosen the language you will be asked to choose the drive and directory that ScanFile will be installed into A default of C SFNet ScanFile will be offered this can be changed to the
13. Automatic Exposure This sets the Automatic Exposure level and affects the brightness and contrast settings for the image This has a valid range of 1 to 9 and can be set by moving the slider bar or using the arrow keys to increase or decrease the value Edge Emphasis This can be used to emphasis contour lettering as well as softening scanned images such as photos This has a valid range of 1 to 5 and can be adjusted by moving the slider bar or using the arrow keys to increase or decrease the value Canon DR 5020 5080C amp 5060F The DR 5020 5080c and 5060F are high performance A3 scanners with a maximum scanning throughput of 80 A4 pages per minute They are all double sided scanners with automatic paper size and thickness detection Scanner Setup e Seite 243 ScanFile Benutzerhandbuch Canon DR 5020 5080C amp 5060F ScanFile Docu ment Management System Additionally document skew is automatically corrected during the document feed process from the 500 sheet paper feed tray The DR 5060F incorporates an inbuilt microfilm camera The DR 5020 supports black amp white scanning whilst the DR 5080c supports several modes up to a maximum 24 bit colour The maximum scanning resolution for both of these scanners is 400dpi The DR 5060F supports black amp white scanning only with a maximum scanning resolution of 300dpi Pre and post document endorsers are options which can be added t
14. Description You can select any Page Size that is supported by the scanner attached please check the relevant sections of this manual to verify which Page Sizes are available for each scanner Resolution You can select any Resolution that is supported by the scanner attached please check the relevant sections of this manual to verify which resolutions are available for each scanner Dither Use this setting when scanning in black and white mode This applies error diffusion to simulate greys and halftones on the scanned document This is useful when scanning photos The Inverted option allows you to change from black on a white background to white on a black background Mode This option is used to set the number of colours to be scanned You can select any colour mode that is supported by the scanner attached please check the relevant sections of this manual to verify which colour modes are available for each scanner Please be aware that greyscale and colour scanning especially at high resolutions can result in large file sizes Rotation A document can be scanned and then rotated and saved The available rotation options are Portrait and Landscape Seite 272 e Scanner Setup ScanFile Benutzerhandbuch Axis 7000 ScanFile Document Management System Compression ScanFile will store images in one of four ways Uncompressed TIFF Group 4 Compressed TIFF Jpe
15. Front Sensitivit g Use default settings Extended settings Auto Setting Description Page Size The ScanFile driver will automatically detect the size of the page being scanned if the Adjust option is selected If it is not selected the maximum scan size will be used and the image may have a black border Resolution The DR 2080C supports resolutions from 100dpi to 600dpi The resolutions available will be dependent upon the scanning mode selected e Black amp White Greyscale 200 600dpi e 24bit Colour 100 400dpi single double sided e 600dpi single sided Seite 264 e Scanner Setup ScanFile Benutzerhandbuch Canon DR 2050C amp DR 2080C ScanFile Document Management System Compression ScanFile will store images in one of four ways Uncompressed TIFF Group 4 Compressed TIFF Jpeg Lura Document The type of compression and file format you select is dependent upon several factors including the type of document to be scanned and the type of output required of that document once stored Uncompressed TIFF This format will perform no compression on the image data produced from the scanned document and will result in large file sizes Group 4 Compressed TIFF This format will compress the scanned image data normally by a factor of 10 to 15 This is only used for black amp white scanned images This is a lossless compression format which means that none of the orig
16. The removal of image regions from the Bitonal text image makes high compression rates possible The Bitonal text image is compressed with a LuraTech developed context based coder generating compressed data 10 40 smaller than that achieved by CCITT Fax Group 4 A third image containing colour for text regions is generated and compressed using the LuraWave wavelet coder The Bitonal text image is compressed with the original document resolution while the background and text colour images are coded with a reduced resolution Selecting LuraDocument LuraDocument can be made the default image compression format for a folder when creating or editing a folder Select File gt Setup Folders and go to the Extended settings tab On the tab you find the Import compression format field which represents the default image compression format of the Seite 206 e LuraDocument ScanFile Benutzerhandbuch LuraDocument Settings ScanFile Document Management System folder You can choose between LuraDocument or TIFF G4 JTIF format This can be changed any time Additionally you can use the LuraDocument compression within the scanner setup for the DR 5020 5080c DR 3060 3080c DR 5060F and MS 800 LuraDocument Settings The settings can be viewed and amended from two places in ScanFile In Scanner Setup for the Canon DR 5020 5080c DR 3060 3080c DR 5060F and MS 800 when you select LuraDocument as the compression format a tool icon
17. You can return to the Open Library page by press the Library button or logout by pressing the Logout button OCR Search You can also perform full text searches on the library if full text OCR recognition has been performed on the folders within the library Clicking on the Full text search Index search button at the top of the Search page will display the search page You can search on multiple words or a phrase and this can be an AND or an OR search Search Results Page The results of a search will be displayed on the Hitlist page with up to 13 hits displayed on a page For a standard search each hit will refer to a complete document whereas for a full text search each hit refers to a page within a document so there may be several hits that reference the same document The Hitlist can be sorted by any of the fields by clicking on the Field name at the top of the Hitlist Seite 340 e ScanFile WebServer ScanFile Benutzerhandbuch File Open Library Page re LL es If more than 13 hits are found you can page though the hits by using the navigation buttons at the bottom of the Hitlist A ScanFile WebServer Microsoft Internet Explorer Datei Bearbeiten Ansicht Favoriten Extras Q zw ck gt sl a Le 7 Suchen 57 Favoriten amp Get gt L beten mit Microsoft FrontPage Adresse e http localhost swsjhitlist asp x Wechseln zu Links wein FastPics on off Webserver YQ seeeeeeeeeeeeseeeeeeegeeeee idex 1 100
18. A route has been setup with one user on step one and another user on step two A document is sent to that route by a third party user however User One is not available to view the document This would mean that User Two does not get to view that document until it has eventually been viewed by User One Seite 178 e Document Routing ScanFile Benutzerhandbuch Other Routing Options ScanFile Document Management S ystem To avoid this happening you need to define a time limit that a document can reside in one step of the Route By selecting the Use Timeout Action it is possible to define a Retention Time Limit this can be done in units of Days and Hours in the boxes on the Create Route window There are 3 directions available per step that a document could take should the retention time have elapsed Option Description Route to Next Step Once the defined Retention Time has elapsed it will move the Document onto the next step of the Route If there is no next step defined then the document will remain at that step until it is viewed Route to Previous Once the defined Retention Time has elapsed it will Step move the Document back to the step before it Ifthere is no previous step defined then the document will remain at that step until it is viewed Route To Sender Once the defined Retention Time has elapsed the document will be moved into the personal hitlist of the user who originally sent that document t
19. ET E E EE E GA DA GA PA GA DA GA DA GA DA sf in in The example text file shows 10 records with the index information within the records being delimited by commas The first field is the Project Number the Connect field which will already exist in the folder The Import will use this to search for matching records and then fill the other folder fields with the additional information The Folder fields will be displayed on the left and the fields from the import file can be matched to these It is very important that the No of fields parameter is correctly set as well as any field separators and delimiters Update Now This functionality gives you the opportunity to import index information from the search drives fast and out of schedule Pressing the Update Now button will cause the Remote Services to perform an index update with the next update loop Seite 304 e Remote Services ScanFile Benutzerhandbuch Library Update Service ScanFile Document Management System Library Update Service This scheduler only works if the option is licensed On the contrary to version 7 an unlimited amount of locations can be selected to check for libraries that are set to scheduled update Setup Libraries The Scheduler will update only libraries that have been set for scheduled updating To do this open Setup library in ScanFile select the library from the list on the left of the screen and then ensure
20. Select Choose brightness from the Options menu to assign predefined brightness levels used during scanning to the function keys F2 F6 Where for example documents have different background colours and the scan quality using the automatic mode of the scanner is insufficient manually set values can be applied By pressing the appropriate function key that brightness level will be used during scanning Brightness Brightness 15 Obviously the setting of these values is a matter of trial and error but once the correct values are found they need not be changed This can be Seite 136 e Additional Settings ScanFile Benutzerhandbuch Setup Filter ScanFile Document Management System overridden by using either the automatic mode or by selecting the brightness level using the control on the toolbar A function key value of zero will when that key is pressed reactivate the scanner s automatic brightness function Setup Filter This option enables you to enhance the quality of a scanned page by applying predefined filter options or by creating your own filter settings These settings can be entered when selecting Setup Filter from the Options menu The filter can be applied either after scanning by selecting Edit gt Use Filter or during scanning if the Use Filter option is selected Up to three user defined filter settings can be created and saved These can then be applied
21. and your previous installation removed A running ScanFile 2003 installation has to be completely uninstalled before installing ScanFile V8 The license is updated with the Pick Up code after installing ScanFile V8 Dongle Applet When a Server or Client installation is performed a dongle applet will be added to the Windows Control Panel This can be used to check that the dongle can be found by the workstation or server and can also be used to direct ScanFile to use a dongle attached to a specific server or workstation To start the applet open the Windows Control Panel and select the Wibu Key applet and the following screen will be displayed Licensing e Seite 49 cere ScanFile Benutzerhandbuch Document Management System Dongle Applet A WIBU KEY Software Protection Test and Settings WIBU BOX Context WIBU BOX Update Setup Install Diagnosis About Contents Test Server ServerWkNet Network WIBU BOX Tree USB address 1 1 version 4b Desktop I My Computer Zr Ip sis om 70 84375551 e OO 818 11005 818 2000 Sa Network 2 716 a 16389 amp gO 818 14000 163839 D 6 4960396 1 234 Scan Ports Edit Box Cancel Appl Help Selecting the Scan option on the default Wibu BOX Content Tab will scan the workstation or the network for dongles depending upon whether My Computer or Network is selected This enables you to confirm that the workstation is finding th
22. gt CD Pool Z c Lokaler Datentr ger Folders Sie Bundle TIFF files _ Close Pool size There are two ways to prepare ScanFile Folders for archiving Either you choose Standard Preparation or Fast Preparation Standard Preparation By dropping down the CD Pool Drive option in the CD Preparation window the drive to which the folders will be copied can be selected Next select the drive s containing the folders to be copied Select the folders you wish to add to the CD Pool individually by highlighting the folder name and then clicking Add or by clicking Add All which will add all the folders from that drive to the CD Pool Ensure that the maximum capacity of the CD pool doesn t exceed the capacity of your storage media When writing to CDs it is advisable to reserve 5 of the disk space for the CD writing program for creating and closing the writing session The only other option to select at this stage is the Bundle TIFF Files option If this is selected all the separate TIFF files within a folder will be combined into one large Container file which has advantages when it is intended to CD Preparation e Seite 223 ScanFile Benutzerhandbuch scanFile CD Preparation place the CDs into a jukebox If this is not selected the TIFF files will be copied individually After the folders and options have been selected click the OK button to start the process A prompt will th
23. on OK An activation file with the extension ds will then be returned to you Select the Save option and then browse to the location where you wish to save the file Transfer the dsl file to the workstation connected to the dongle In License Manager select the Load from File option and then browse to the location where you saved the dsl file Highlight the file and then click OK Now the License Manager updates the dongle with the latest license information Once activated the License Manager will return to the main Seite 48 e Licensing ScanFile Benutzerhandbuch Upgrades ScanFile Document Management System License Screen and the programs and program options will be listed The License Manager can then be closed Upgrades If you are upgrading from ScanFile 2000 or ScanFile 2002 to ScanFile it is very important that your existing ScanFile installation is NOT uninstalled deleted or the license transferred out prior to licensing your ScanFile dongle When you attempt to license your ScanFile dongle the License Manager will search for your existing Crypkey License and if this is not found the license attempt will fail In addition the Crypkey license serial number will be validated against the dongle upgrade information and if these do not match the dongle licensing will fail If the License Manager finds the Crypkey license the dongle will then be activated and the Crypkey license will be deleted
24. select the record on the Hitlist and select Hide Record Editing Documents e Seite 79 a ScanFile Benutzerhandbuch Q ScanFile un Hidden Records Seite 80 Editing Documents ScanFile Benutzerhandbuch Libraries scanf ilei un Libraries Libraries e Seite 81 canFile ScanFile Benutzerhandbuch er EL ARE Overview Overview The Libraries feature is a purchasable option of ScanFile A library is a collection of the indexing information from ScanFile folders Libraries allow you to search across all the folders that have been added to a library Due to the construction of a ScanFile library it is possible to have folders with completely different field structures within the same library However to ensure that you find the documents you want you would have to make sure that a name same positio field or customer number field for example is always in the n within the folder since the library search is based on index field positions rather than index field names Create Edit Libraries Selecting the Setup Libraries option from the Libraries menu will display following screen Setup libraries Libraries Libraries Scheduler Auto increment Media IDs Lea c Lokaler Datentrager FEJ E c Lokaler Datentrager Overwrite annotations memos Invoices Conditional Import User dependend search Available folders Push Down Mode Jukebox Folders Delivery notes
25. the requirements of the operating system need to be taken into account Additionally the amount of memory used by other applications that are operating simultaneously need to be considered If there is insufficient RAM in the workstation the operating system will use the hard disk as virtual memory This will dramatically affect the performance of the workstation Seite 26 e System Requirements ScanFile Benutzerhandbuch Minimum Requirements ScanFile Document Management System Minimum Requirements The following workstation specification is recommended as a minimum requirement PC using a 2GHz Pentium 4 Processor 256 MB RAM 17 Display CD ROM Drive 100 MB Hard Disk Drive MS Windows 2000 Professional Dongle ScanFile products are protected from illegal use by utilising a hardware dongle The dongle can be supplied as a USB device or one that attaches to the workstation or servers parallel printer port The parallel port must be set to ECP System Requirements e Seite 27 uge ScanFile Benutzerhandbuch canFile buc Oe Document Management System Dongle Seite 28 e System Requirements ScanFile Benutzerhandbuch Installing ScanFile scanf ile un Installing ScanFile Installing ScanFile e Seite 29 ScanFile Benutzerhandbuch Overview Scan File Document Management System Overview ScanFile can be installed as a standalone system or on a network file
26. to configure and perform Barcode recognition is described in the chapter Barcodes Forms recognition will be described later on in this chapter The Recognize draft printing option will assist in reading faded or dot matrix printed documents After a zone is defined it can be edited any time by right clicking on the corresponding index field and selecting Edit This allows you to resize a zone and also to change the field association and the content type setting Zones can be deleted by right clicking on the field name under Index fields and selecting the Delete option Ensure that the zone is large enough to compensate size differences of scanned pages OCR amp Forms Recognition e Seite 157 ScanFile Benutzerhandbuch ScanFile Forms Recognition When all required zones have been setup the Zone OCR reading can be started Just like fulltext OCR reading you can select between Reading All and Reading New pages All amp New Pages To perform zone recognition open a folder and then from the OCR menu select Zone recognition Selecting the Read all pages option will perform the recognition on all the files in the folder The Read new pages option will perform the recognition on the files have been added since the last recognition was performed Read Selected Documents or Pages You can OCR individual or selected pages of a record or single or selected records within a folder To OCR records or pages use t
27. ument Management System a Scanner setup MS 400 500 Choose scanner SCSI ID Sensitivity Resolution HA 0 ID 7 YMSCSI Dark Brightne Fair 400dpi x 400dpi 300dpi x 300dpi 200dpi x 200dpi ID 277 Soft Sharpness Shap 2 lt SIE Auto Fim type Auto 1 Negative film Auto Positive film Choose Feeder FS Controller Ill via SCSI Automatic fiche carrier via COM Port TIFF format View Uncompr TIFF Photo mode Inverted Rotate 90 Scan area CCITT G4 Auto detect Maximum oo En Oe Scan Resolution The MS400 amp 500 have three scan resolutions e 200x200dpi e 300x300dpi e 400x400dpi View Options These options will affect how the images are stored and displayed Standard documents will normally be scanned using the Text Mode Photo Mode scanning will enhance the document during scanning and result in better quality scans of pictures Please note that the Photo Mode option will result in larger scanned file sizes Documents by default are displayed using black text on a white background The Inverted option allows this to be reversed so that the document is displayed with white text on a black background The scanned documents can be rotated 90 degrees clockwise by selecting the Rotate 90 option so that they will be displayed in their correct orientation Seite 282 e Scanner Setup ScanFile Benutzerhandbuch Canon MS400 amp 500 ScanFile Doc
28. white Greyscale Both scanners support 256 levels of Greyscale Colour Both scanner support 24 bit colour scanning The larger the bit value selected the more colour shades will be scanned Please be aware that greyscale and colour scanning especially at high resolutions can result in very large file sizes Pages You can select whether to scan single or double sided documents Sensitivity These settings allow you to adjust the brightness and contrast settings for each side of a document to be scanned Different settings will apply dependent upon whether the document is to be scanned in Text mode or Photo Mode Photo mode applies error diffusion to simulate rescaling Text Mode In this mode only the Text Brightness setting can be adjusted Both scanners have an automatic brightness function built in but this can be overridden and manually set if necessary When the Auto is selected the scanner will automatically sense the brightness setting required for each page as it is scanned The Brightness setting can be any value between 1 and 255 with 1 being the darkest setting 255 being the brightest A value of O will select Auto brightness To manually set a brightness value untick the Auto checkbox and select any other value as Auto by using the slide bar or typing in a value between 1 and 255 Seite 266 e Scanner Setup ScanFile Benutzerhandbuch Canon DR 3020 ScanFile Document Managemen
29. 3020 Choose scanner SCSI ID Sensitivity Resolution HA 0 ID 7 MSCSI Photo Briahtness 300dpi x 300dpi ID 277 300dpi x 150dpi Page size Text Brightness 200dpi x 200dpi Maximum v Adjust Auto Scanner function Sheets Control Sheet Detection None Batch Detection None TIFF format View Test scan Text mode U TIFF ae Photo mode Inverted Rotate 90 COTTG4 Fo mg Scan Resolution The Canon DR 3020 has three scan resolutions e 200x200dpi e 300x300dpi e 300x150dpi The selected scan resolution will affect the quality of the image and also the scan speed At a resolution of 300 x 150dpi scanning single sided documents the DR 3020 will scan at 40 pages per minute At 300 x300dpi scanning double sided documents will slow the scanner to 11 sheets per minute Page Size The DR 3020 can scan up to A4 size pages The paper size can be selected from the drop down list By selecting Maximum and clicking on the Adjust option the DR 3020 will auto detect the paper size Seite 268 e Scanner Setup ScanFile Benutzerhandbuch Check Scanner scanf ilei un View Options These options will affect how the images are stored and displayed Standard documents will normally be scanned using the Text Mode Photo Mode scanning will enhance the document during scanning and result in better quality scans of pictures Please note that the Photo mode option will result in lar
30. A5 148x210 mm e A6 105x 148 mm e B4 250 x 353 mm ISO e B5 176 x 250 mm ISO If Fit Image is enabled this setting is disabled Window Page Size Setting If you select the Window page size option you can specify an area of the document to be saved To do this select Window as the page size then perform a Test Scan ona sample document A sizeable box will be overlaid on the image in the Test Scan window Size the box over the area of the sample document and the box size and location will then be saved Please note that when this option is used only the area of the document inside the box will be saved All other parts of the scanned document will be discarded Resolution You can select up to one of the following resolutions e 200 dpi e 240 dpi e 300 dpi Dots per Inch With the above settings the horizontal scan resolution is the same as the vertical resolution There is also a high speed scanning setting which has a split resolution The first figure is the horizontal setting the second refers to the vertical setting 300x150 Dither Use this setting when scanning in black and white mode This applies error diffusion to simulate greys and half tones on the scanned document This is useful when scanning photos Scanner Setup e Seite 259 ScanFile Document Management System ScanFile Benutzerhandbuch Canon DR 3060 3080C amp 3080CIl Modus This option is used to set the number of colours to
31. BARCODE ei TE RE 142 READING WHILE SCANNING cccccceecceceeceseeeceseeeseeeeeseeeeeseeeueeeueueeeueeueueueeeuaeeees 144 e Ee e 144 EE ee 145 ZONE BARCODE READING cccccccecceceeceececceeeeueeeueuceeueeesueueesueueesuaeeesuueeeseness 146 DENN 2 OT NA EOL ET CTT TTT ETT OTT ere eT ree 146 FBADING BARCODES sicacataudcsantiaduasoudnandaasonenanaaeaandnendndudsaneacsdneadaaueuahancsduandaanane 149 Reading Selected Documents and Pages 149 OCR amp FORMS RECOGNITION scscsssensnssencnssennssenenesenenesenenasonenssananans 151 EE 152 FULL TEXT ee e uge 152 Read Selected Documents or Pages 153 Edit e 153 Kei ie ale e CN 154 Setting UP EE 154 Ee 158 Read Selected Documents or Pages ee 158 FORMS RECOGNITION wiitissvcscccissscctssessectacsecestsartsecesuneesstsoessesesesnsecssasonesnbeemnan 158 SEID FORM EE 159 eis 2h e EE 159 NE a ee 159 EE ee Lee eT ee ee ee ne 160 CHECK MARKS OMR unse 160 SEENEN 161 FORMS Rtg 161 JOB SEPARATION SHEETS uzu20022000000000n00000nnnunnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn 163 OVERVIEW EE 164 SETTING UP JOB SEPARATION SHEETS cccceceeccececececeeeeseeueeeueueeeueeeeeeeeeeeans 164 La ert 165 eer 166 USING SEPARATION SHEETS eaneenennnunennnunnnnnunnnnnnnnnnnnnnnnnnnnnnnannnnnnnnnnnnnnnnnnnnnnnen 166 MICROFILM SCANNING 00 cccssccccssecessesensseeensseeensseeensseeenaeseneesenseesenaees 167 OVERVIEW Ee ee EE EE E ee 168 FICHE CARRIER 000ccceeeccccsecccceecceneeceen
32. FS Ill and scanned as single page records e Insert the film to be scanned e Position the FS III to the frame to be scanned with keyboard or turning knob of FS Ill e Set zoom and focus properly e Key in index for the frame to be scanned if not created automatically by barcode counting or duplicating index fields e Start scan by clicking on the Single page scanning button Feeder Mode In this mode a user definable number of frames is scanned automatically and saved as separate records With this option automatic indexing barcode counting or duplicating fields should be set as it is not possible to key in index information during the scanning process The index can also be keyed in or edited later FS Controller II MS400 500 Group pages by Start with Boren Bach fi File Pages P Stop at Batch B File F Pages P _ TC TI File F O Batch File B and F O O Pages P Microfilm Scanning e Seite 169 ScanFile Benutzerhandbuch Batch Scanning Microfilm ScanFile Document Management System e Group pages by pages P scans and stores images as single page records between Page blip numbers entered e Group pages by File F scans and stores images as single page records between File blip numbers entered e Group pages by File Fund B scans and stores images as single page records between File and batch blip numbers entered e Group pages b
33. Folders from the File menu and the Folder configuration will be displayed amp Setup folders EJ c Lokaler Datentr ger v Leah Settings Extended settings Folders Delivery notes In box Invoices Name Capacity CD ROM 600MB Name Length Properties Invoice number 30 None Job number 30 None Customer number 30 None Date 10 Date Customer 75 None Street 75 None Postal code 10 None City 75 None IEEIEIEIOEIEIS k New folder Reset folder Delete folder From the Setup folders screen a folder can be created or modified First of all you must choose which drive or UNC path the folder is to be created in Seite 58 e Folders ScanFile Benutzerhandbuch Field Properties ScanFile Document Management System and you can then give the folder a name You can also specify a capacity for the folder In this example it has been set for 600Mb for a CD Once this has been reached no further scanning into the folder will be allowed and you will be prompted to archive the folder to CD s or DVD A user defined capacity can be defined in megabytes as well as options for various other media types An unlimited option is also available for network Drive or RAID arrays The fields for the folder can then be defined A folder can have up to 10 fields with a maximum length of 255 characters and Field properties and Extended Field properties can b
34. From this screen select New Template and you will then be asked to give a name to the template This name should be associated with the data format being imported Type in the name you wish to give to the template press the OK button and you will then be asked to choose the spool file to be used to design the template By default any file with the extensions TXT DAT and ASC will be listed although if the file has a different extension choose the ALL Files option from the List of File Types drop down list Select the spool file you wish to use from the list and then click on the OK button Once the spool file has been chosen the data will be displayed within an Edit Template window within ScanFile This window is where all the parameters associated with the template can be set COLD e Seite 195 ScanFile Benutzerhandbuch The Import Template ScanFi le Document Management System E Edit templates File Edit view MJ M WINXP DIVERSES DATAPATH C Programme ScanFile DATA OFFICEButtons TRUE If the spool file has no page break character Hex Oc within it a message stating this will be displayed If this is the case the file must contain a fixed number of lines per page or must have a unique value within it other than Hex Oc that can be used to signify a page break Also the Hex Oc filters must be removed See the section on Filters for information on this Spool File Type To ensure
35. General Settings Then select the first document you want to index from the Hitlist and choose the Edit option on the Folder toolbox Place the cursor in the first field and then zoom and move the image within the image display window until the information relevant to the index field is being displayed Type this information into the index field and press Enter The cursor will automatically move to the next field and you can then zoom and move the image accordingly for the next field Repeat this for all fields When you press the Enter key in the last field ScanFile will automatically move to the first field of the next record in the Hitlist and display the area of the image relevant to that field Automatic I ndexing ScanFile offers various functions to auto fill index fields depending on the index field and folder settings Which settings are available and what index contents they generate can be found in the Folders chapter OCR Indexing ScanFile s Zone recognition allows you to read area s of a document and place the result of the OCR in to the folder fields To use this function an installed and licensed ScanFile OCR feature is required How to set up zones and or forms is described in the OCR amp Form Recognition chapter Edit Index To edit the index information of an existing document select the document in question in the Hitlist and switch to the Edit mode in the Folder Toolbox The index information of the selecte
36. IP address 192 168 013 Fujitsu M309 SCSI oe Fujitsu ScanPartner 20 2042 HP ScanJet area Panasonic KV 5525 bat ul TWAIN Login Scan Inboxes Options User name user E Printers Password es Hone UPS OnLine Courier Scan to Scanfile JV Enable Scan to ScanFile S H gt Default In the Categories list select the Scan to ScanFile category and the Connector Preferences will be shown IP amp Port The IP address and Port settings should be set to those that the RemoteStation server has been configured to use If these are not set correctly the Connector will not be able to communicate with the RemoteStation server Login The Connector requires a valid ScanFile user name and password to be able to login to the RemoteStation server The users must have permission for RemoteStation and the ScanFile Folders that documents will be saved to If the Automatic Login feature is not enabled each user of the Connector will have to enter a user name and password each time they use the Connector With Automatic Login enabled users of the ScanFile connector will not have to login You can enter a user name and password that will be used by all users of the Connector which will have been set with permissions for RemoteStation and ScanFile Folders ScanFile Connector for ShareScan e Seite 365 ScanFile Benutzerhandbuch Using the Connector ScanFile Docum
37. Once a document has been scanned you may find that you wish to change the position of a page within the file This can be achieved in one of two ways Image Display Menu While displaying the page of the file that you wish to move pressing the right mouse button in the image display window will show the right click menu By choosing Change Image Position you will then be prompted to enter the number of the page you wish to move the currently displayed page to Editing Documents e Seite 77 ScanFile Benutzerhandbuch Annotations ScanFile Docu ment Management System FastPics Drag amp Drop Within the FastPics window by holding down the left mouse button on the page of the document you wish to move and then dragging that page to the position within the file you wish to move the page to the page will be moved and the file reordered Save Rotation The orientation that a scanned image will be displayed can be set and saved so that it will always be displayed in the chosen orientation To do this set the currently displayed image to the rotation you wish to save and from the View menu select Save rotation for You can then choose to set the rotation for the displayed page all pages of the record or all selected records The image rotation setting is saved in the Folder database and does not affect the original scanned image Annotations These can be used to mark or highlight part of a pa
38. Recognition This option enhances the Zone OCR and allows different forms to be scanned into the same folder and by configuring Forms templates different index zones can be applied for each form Please note The OCR option is also required if Forms Recognition capability is required Seite 18 e Welcome to ScanFile ScanFile Benutzerhandbuch ScanFile Options ScanFile Document Management System TlFF Writer TIFFWriter is a printer driver that allows you to print from any Windows application into a ScanFile folder The print will be converted to TIFF format COLD This module adds support for importing computer generated spool data which might otherwise be output to Microfiche or held in printed form Auditing With the optional Audit feature every event performed by all users can be logged to a central database and then reviewed and printed The events to be viewed can be selected by folder or library user and within a given date range Document Routing Documents can be assigned to pre defined routes that will send documents to specific users and or folders for viewing commenting and approval Each route can have multiple steps and documents can be sent from route to route LuraDocument The LuraDocument file format compresses image files to a higher degree than TIFF or JPEG whilst preserving the quality of the document Kofax With the Kofax option support is added to ScanFile for any scanner which works
39. SN ouuanesnnannnnnnnnannnnnnannnnnnnnnnnnnnnnnnnnnnnnnnnnennnnnnnnnn ann nnennnnnnnnnnnnnnnnnnnn nennen 185 EXPOR WEE 185 IMPORT EE 187 OVERVIEW edel EN 188 IMPORT kee 188 INDEX INFORMATION 189 FILES amp INDEX INFORMATION 190 FILE FORMAT nennen nennen 190 03 amp lp BEE 193 ee TE 194 SUPPORTED FILE FORMATS nnninannnnnnnnnnnnnnnnnnnnnnnnnnrnnnnrnnnnrrnrnrrnrnrnnrnnrnrnnrnrnnnnne 194 THE IMPORT TEMPLATE 0ccceccecceeececceeceeccecceeeceeceeaeeceecaeeseecueeaeeseeceeeaeeseeens 195 Creating a EE 195 Spool Fil EE 196 Filer ee 197 Index Eielde 199 IMPORTING SPOOL Daa 200 VIEWING COLDDara ann nnennn 201 PAGE SETTINGS cccceeccecceeccecceccaeececceecceecuccaeccueceecaeeceecaeeaeesuecaeeauecseeaeeaeeeaes 202 OVERLAYS nun nn ae nenne nenne nenne 202 IMPORTED FILES 2ccecececceceeeececceeeceececeaeecuccacecueceeeaeeceecaeeseeceecaeeceecteeaeeeeeens 203 LURADOCUMENT 22 0 scceeceeccneceecceccneceeccneceecceseneceeccusceceesensceeseuseneceeseueees 205 EEN 206 SELECTING LURADOCUMENT nnanannannnnnnnnnnnnnnnnnnrnnnnrnnrnrnnrnrenrnrrnrnrrnrnrrnrnnrnrnnnnne 206 LURADOCUMENT SETTINGS ccccecececcecceeececceeecuececcaeececceeauecuecaeeseeceeeaeeceeeass 207 EE 207 REENEN 208 Welcome to ScanFile e Seite 7 ScanFile Benutzerhandbuch ScanFile system Contents AUDITING EEN 211 DIVE Te 212 AUDIT CONFIGURATION EE 212 DISPILAYING EVENTS EN 213 PRINTING EVENTS LISTS tee 214 SEARCHING IN ARCHIVED A
40. ScanFile dongle T scanfite S EDER Eile Edit Search View Options Libraries COLD OCR Window Plug Ins Help Cee See CEEE E DEE j a 2 Bw j j This window will have a standard Windows Menu bar and Toolbars for quick access to the applications functions When running ScanFile for the first time default settings should be applied to enable the application to know what input device to use and where you want to store the documents A short description how to apply these settings follows Search Drives Before folders and libraries can be created search drives for ScanFile to work on have to be defined Selecting Choose search drives from the File menu allows you to specify the locations which can be anywhere on the workstation mapped drives or UNC paths Within the Search Drives window a list of drives and paths that have been added will be displayed When ScanFile is first started the Search Drives selection screen will be automatically displayed and will list the available drives on the workstation First Steps e Seite 55 ScanFile Benutzerhandbuch Scanner Selection amp Setup Scan File Document Management System The list of search drives is stored centrally and shared with all workstations If a user does not have rights to access certain paths defined then those paths will appear empty To add a storage location to the list press the button on the top right of the display A wi
41. TIFF Spooler Fulltext OCR reading Zone OCR reading Retention Control Features marked with an asterisk are additional purchases to the ScanFile core application depending on the tasks you want to carry out you may need an OCR and Forms Recognition licence Seite 294 e Remote Services ScanFile Benutzerhandbuch Remote Services Windows Service ScanFile Document Management S ystem Remote Services Windows Service The Remote Service carries out the scheduled tasks This application has been specifically designed to be run on Microsoft Windows NT4 and 2000 Servers or NT4 2000 and XP workstations that may act as a workgroup server The Remote Services application will be installed and automatically started during the installation of ScanFile When the Remote Services are installed the Remote Service will be added to the list of server services By default this will be configured to use the local system account for its permissions The Remote Service will require full access to the ScanFile program directory and to the ScanFile folders If stopped the Remote Services application will not perform its purpose as the system process must continue to run for the duration of the required times and dates scheduled For this reason it is intended to be run only on servers or workstations acting as a server In addition to the services mentioned above if the optional ScanFile VNP has been installed
42. The most basic method is to enter the indexing information into the fields in the folder toolbox select the keywords required if applicable and then start scanning If the documents have barcodes if a field has been set for auto increment or if the documents are to be OCR d the index information will be created automatically after the document has been scanned Single amp Batch Scan To add documents to your folder by scanning choose the Scan option from the folder toolbox select either the Batch Scan or the Single Page Scan button to start scanning Batch Scan will create will create a multi page document from the pages being fed through the scanner Once the feeder is empty you will be prompted to save the images or to continue scanning into the same file Single Page Scan will create a new file for each page scanned In both modes the Canon DR 3020 DR 5020 and DR5080c can recognise and act upon control sheets allowing you to change between single amp double sided scanning text amp photo mode and also for file separation whilst using batch scan The Job Separation Sheets in ScanFile allow the automatic file separation independently from the scanner model This option needs the license for Forms Recognition For scanners directly controlled from ScanFile scanning can be stopped at any time by pressing the STOP button which will appear in place of the Scan icons while scanning is in progress If you wish to change any o
43. The images scanned are stored in a separate area of the folder and are not divided into files When going through the post index pool the images can be separated into files by using the available tools They can also be appended to existing files Folders e Seite 69 ScanFile Benutzerhandbuch orale Document Retention Recording ment Management System Keyword Display If a keyword list has been assigned to a folder various options as to how and whether the keywords are displayed are available In the Keywords Search Mode of the General Settings screen the keyword list preferences can be set You can choose not to display the keyword list at all by selecting Hide Keyword list The Display keywords as Text option will display the keywords in a column format but if this is not selected the keywords will be displayed in a cell format You can also choose whether when doing a multiple keyword search the records displayed will show records that have keyword 1 AND keyword 2 or that have keyword 1 OR keyword 2 To select multiple keywords when either indexing or searching hold down the CTRL key when clicking on the words you wish to select Document Retention Recording Document Retention control is a setting that enables you to perform an action on the contents of a folder after an allocated amount of time This is useful for instance if you want to clear a backlog of documents from a folder that are no longer n
44. VIEW PS eler EE 355 Local Sending E 355 EE 355 SAFC Hi EE 356 EE dee EE vena Toren 356 PIU EE 356 OSE a a a eae ee 357 Viewmg 27308 EEN 357 OO ANTAS SN D 357 PUER ENEE 357 FOIE EN 358 EEN 358 TEVA IID eege 359 SCAN SCREEN ssdinisdusidaadsadsduahiadaianebebadwodiarsiuensubianntiaddwendsdebonnduoiamenbidabucndeins 359 EE eegen 360 EE 360 RESOIUIOM E 360 EE E e Eege 360 Eeer 361 ee E 361 le 361 EE 361 Send Eent 361 SCHEDULED SENDING asian anna nn newer 362 SCANFILE CONNECTOR FOR SHARESCAN zuuusuun2200000nnann00nunnnnnnnnnnnnnn0n 363 nger Bang ei EE 364 INSTALLING EREECHEN 364 CONNECTOR CONFIGURATION cccccccceecseceeceeeeeceeeueseeeueeeueueeeueeeeueueesueeeeeuaess 364 Ue EE 365 EOQIM eee ee ee ee 365 Enable Scan to Ee 366 USING THE CONNECTOR EE 366 FIEVIEN Sree M eea a EE EE AAA AE AEE ETRE E dE ALEEA EEEE 366 Welcome to ScanFile e Seite 13 ScanFile Benutzerhandbuch ScanFile un Contents LOGIT geseet 367 ee Ee E 367 ele and SONG suicides 368 Seite 14 e Welcome to ScanFile ScanFile Benutzerhandbuch Welcome to ScanFile Welcome to ScanFile Welcome to ScanFile e Seite 15 ScanFile Benutzerhandbuch Introduction ScanFile Document Management System Introduction Thank you for purchasing ScanFile the fast secure and user friendly solution to your document management requirements ScanFile offers a stable and flexible platform for the storage referencing and retrieval
45. and Viewing documents e Seite 99 ScanFile Benutzerhandbuch Hitlist menu Scan File Document Management System To alter the column width move the mouse pointer to the right edge of the column within the column heading and then hold the left mouse button down and drag the column edge to the required width To move a column hold down the left mouse button anywhere within the column heading and then drag the column to the required position You can also select whether the Row Number and or the Notes columns are displayed This is done from the General Settings Options screen If from this screen you select to save Column Settings the changes you make will be saved and each time you open a Hitlist those settings will be used They can be changed at any time with the new settings then being saved It is also possible to set Alternating Row Colours which will display the rows in alternate grey and blue lines instead of just grey Hitlist menu From the Hitlist menu several options are available that allow you to alter the display of the Hitlist information and to also print export copy and send documents The Hitlist menu is available by pressing the right mouse button anywhere within the Hitlist window The available options are Option Description Sort Ascending Will sort the Hitlist by the data in the column over Descending which the right mouse button was clicked Print Hitlist Prints the Hitlist r
46. and workstations which will be directed to specific VNP ports which then takes the printed output converts it to Group4 TIF format and saves it to pre defined locations These files can then be automatically imported into ScanFile using one of the Scheduler applications within Remote Services such as the TIFF Spooler which works in conjunction with the Forms Recognition Seite 116 e Electronic Document Import ScanFile Benutzerhandbuch ScanFile VNP scanf ilei un General Settings General Settings e Seite 117 ScanFile Benutzerhandbuch scanFile Overview Document Management System Overview The General Settings screen can be found under Options gt General Settings This allows you to set various options that will affect the quality of the displayed image change how the Hit List is displayed the main window background and other options that change the Keywords display and image print These can be changed at any time whilst using ScanFile but some options such as Show additional Toolbar will only take effect when ScanFile is restarted General Settings Toolbar Miscellaneous Autostart Image Print Keywords Formats Hitlist Image display Area post indexing editing Skip back pages Rotate back page Hide annotations Use Stellent Viewer a HOOOd View Black White Bi tonal Greyscale Display Mode The vast majority of PC monitors are unable to displ
47. at any time Right click on the field name under Index fields you have two choices The Edit option allows you to resize a zone and also to change the field association and the content type setting Zones can be deleted by selecting the Delete option Ensure that the zones are a little bigger than necessary to compensate small differences between scanned pages After all the zones have been created press OK to close the Setup zones window Seite 148 e Barcodes ScanFile Benutzerhandbuch Reading Barcodes ScanFile Document Management System Reading Barcodes To perform the zone recognition select OCR gt Zone recognition and the Zone Recognition screen will be displayed di Zone recognition Pages read Words recognised Recognition ratio Chars recognised Chars rejected OCR idle Total progress Row Read new pages Read all pages Selecting the Read all pages option will perform the recognition on all the files in the folder The Read new pages option will perform the recognition on the files that have been added since the last recognition was performed The folder you wish to perform the recognition on must be open Reading Selected Documents and Pages The process described above will read all the records within a folder or the records added to the folder since zone recognition was last run Alternatively you can read single or selecte
48. be in Choose the desired language and press OK ScanFile Location ScanFile WebServer must have access to a Licensed installed copy of ScanFile It needs this to enable it to use the User security information when users access libraries via WebServer Select the ScanFile program directory and then press the Next button The ScanFile path can also be entered as a UNC path Example lt machinename gt path ScanFile WebServer e Seite 329 ScanFile Benutzerhandbuch IIS Configuration ScanFile Document Management System Location You must then choose where ScanFile WebServer is to be installed The default directory can be used but this assumes that WebServer is not being installed on the same server as ScanFile Please ensure that WebServer is not installed as a sub directory of the ScanFile program directory as no users require direct access to the WebServer directory Once you have chosen the location to install WebServer press the Next button to carry on with the installation Backup If you are updating an existing copy of WebServer you can choose to backup any files that are replaced during the installation If you select Yes it will be possible to perform a Rollback to the previous version if necessary If you choose No the previously installed copy will be overwritten and a rollback will not be possible WebServer API WebServer has an API that allows you to integrate it s functional
49. be printed on the front of a sheet back pages will be printed on the back of a sheet When this mode is enabled the pages will be printed in straight sequence User Date and The option will print the name of the computer the Time user and the date amp time the document was printed at the top of each sheet Page numbering When activated ScanFile prints the page number and the total number of pages at the top of each sheet Text Annotations When enabled text annotations can be printed on a separate sheet to the image when this option is selected Print index When enabled index information of a document will information be printed at the top of each sheet Keyword Search Mode If a keyword list has been applied to a folder or library you can choose how this is displayed and how the keyword search will operate Option Description Clear Selected If the option is enabled when the Clear fields button is Keywords pressed in a folder or library the currently highlighted keywords will be de selected If this option is disabled the keywords will remain selected Hide Keyword List When a folder or library is open this option when selected will not show the keyword list next to the folder or library fields General Settings e Seite 121 Scan File Document Management System ScanFile Benutzerhandbuch Personal Hitlist Display Keywords as Text Enabled th
50. button A Hitlist will then be displayed showing the results of the search Unlike a folder when the Hitlist is displayed and the Image Display window opened the first page from the first file will not be shown because the folder in which this document is stored may not be on line To show the contents of the document you must double click on the relevant document on the Hitlist If the document cannot be accessed directly ScanFile will prompt you to enter a medium with a specific Media ID the document is stored on In this case the search drive has to be listed in the search drive list of ScanFile The headings in the Hitlist show the field names of the selected archives Since the possibility exists that folders with different fields are stored in the same library the headings of the columns changes in order to indicate the selected document Seite 86 e Libraries ScanFile Benutzerhandbuch General Scanning scanf ile un General Scanning General Scanning e Seite 87 ScanFile Benutzerhandbuch Overview ScanFile Document Management System Overview New documents can be scanned into ScanFile via either the Scan mode of the folder toolbox or by the Post index mode How the indexing information relating to the document will be entered is very much dependent upon the type of document being scanned and how the folder was set up and what properties have been set for the folder fields
51. can be disabled for a part of the document by setting values in the Disable Dropout option This is measured in millimetres and is applied x mm from the top edge of the scanned image to x mm from the top edge of the image where x is the value required Seite 250 e Scanner Setup ScanFile Benutzerhandbuch Canon DR 5020 5080C amp 5060F ScanFile Document Management S ystem Automatic Exposure This sets the Automatic Exposure level and affects the brightness and contrast settings for the image This has a valid range of 1 to 13 and can be set by moving the slider bar or using the arrow keys to increase or decrease the value Edge Emphasis This can be used to emphasis contour lettering as well as softening scanned images such as photos This has a valid range of 1 to 5 and can be adjusted by moving the slider bar or using the arrow keys to increase or decrease the value Other Options Several other settings options are available and these are detailed below Option Description Verify Count This can be used to ensure that a known number of pages are being fed correctly through the scanner Before scanning the number of pages to be scanned can be set and if that number of pages is not fed through the scanner an error will be displayed Auto New File This setting can be used when batch scanning to automatically create a new file when the feeder empties An option to
52. com entering http www scanfile com sfweb will display the ScanFile WebServer login screen To access ScanFile libraries via WebServer each user must log in The user names passwords and the libraries the users are allowed access to is defined within the Security setup of ScanFile ScanFile WebServer e Seite 331 ScanFile Benutzerhandbuch Configuring WebServer ScanFile Docu ment Management System The first time you use WebServer it will report that it is unlicensed Please see the WebServer section in the Licensing chapter on how to license WebServer To licence and configure WebServer you must login as using the ADMIN user Library Drives The first time you load WebServer no libraries will be displayed in the Open Library list box This is because WebServer does not yet know where to look for the ScanFile libraries To configure WebServer press the Settings button The different settings are described below Settings Only Administrator users will get this Settings screen displayed All other users are only able to set their language and JPEG quality threshold along with a download password Seite 332 e ScanFile WebServer ScanFile Benutzerhandbuch ne Configuring WebServer poco E ori A ScanFile WebServer Microsoft Internet Explorer DER ar Datei Bearbeiten Ansicht Favoriten Extras Q aurick amp EN a Le JO Suchen 57 Favoriten 2 Adresse http localhost sws setu
53. continue scanning will be displayed and when this is pressed a new file will be created Use Front Panel When this is enabled the front panel of the scanner can be used to override certain settings set in the scanner driver In the case of the DR 5060F the front panel enables the user to also control the microfilm scanning functions DR 5060F Additions An additional feature of the Canon DR 5060F is the Save Film Position To option on the driver screen This calculates the position of the film from the blips recorded on the microfilm by the built in camera unit on the scanner When the position of the film has been calculated it can populate an index field in folders that have this option set Scanner Setup e Seite 251 ScanFile Benutzerhandbuch ScanFile Canon DR 5020 5080C amp 5060F ment Management System Function Keys This settings screen can be used to set the functions available on the four keys on the front panel of the DR 5020 DR 5060F and DR 5080c The available functions are Manual Thickness Adjustment Scanner Calibration Auto Thickness Detection On Off Auto Double Feed Detection On Off Imprinter On Off Save Settings Gamma This option is used to download to the scanner Gamma data settings used to express colours and tones These can be set for each of the colours shown To select a file choose the colour from the dropdown list and then press Open File This wi
54. default user could cause security problems for other applications you may be running via IIS or the server running IIS is not the same server as that running ScanFile or where the folders libraries reside the best course of action is to create a new user specifically for use with ScanFile WebServer Permissions The user you create should be a Local User not a Domain user If the ScanFile location or the folders libraries are on a separate server then you will need to create a local user on each server using the same name and password This user requires permissions to the following locations ScanFile WebServer program directory and subdirectories WebServer image cache directories if different from the default ScanFile program directory ScanFile folders drive s directories ScanFile libraries drive s directories The type of permissions you can apply will be dependant upon the location of the programs and data and what format of partition they reside on You should create the user account and permissions for the ScanFile program directory and data locations prior to installing WebServer After WebServer has been installed the permissions to the WebServer program directory can be applied Installation To install WebServer select Run from the Windows Start menu and then choose SetupSWS exe from the Software directory on the ScanFile CD Press the OK button The first step is to choose the language that you wish WebServer to
55. document is sent to a Route even when the Route has been completed and the document has reached its final destination Clear Completed Jobs will clear all of this information from within ScanFile after a specified time limit entered in the box on the main Document Routing window If this information is not cleared additional hard drive space can be taken up by this usually unwanted information Setting the Clear Completed Jobs time to zero will retain that information until a higher value is entered Active Route Log The Active Route Log is a report of all Document Route actions that are currently in progress listed in here you will find useful information regarding the current stages of a document that has been sent to a Route Route Name the name of the user who sent the document to the Route the Status of the document the active user or user who currently needs to action that document the time it was sent to that Route and the time remaining before the next step of that route times out To view any of the Route information in more detail highlight the required Route and click on View This will give a more in depth history of actions that have been progressed for each document and will also show the document index details and any comments that were made on the document Sending to a Route Assigning a document to a route is done by clicking with the right mouse button on the document s you wish to send in the Hitlist and sele
56. ensure that you have the correct amount and type of storage for your documents The storage used may be a mix of hard disk space and CD s DVD s and optical disk either using single drives or jukeboxes The amount of storage you might need is the result of a combination of factors such as Are the documents completed or are they still being updated How many existing documents What is the average document size on disk How many documents are created within a period At what document age does the retrieval rate decrease Is there a retrieval time requirement How many retrievals are required per hour day How many different applications does a customer have What index information is used Taking these factors into account you can approximate the amount of storage space for a given period and put in place your on line and off line storage You need to ensure that whatever method of storage is used adequate and regular backups are taken RAM Typically the ScanFile program itself requires between 30 and 60 Megabytes of RAM to run This is dependant upon what operations are being performed within ScanFile When viewing a document the amount of memory used will increase by the requirements of the document and can differ greatly When viewing a scanned or imported image the compressed file is read from disk and then uncompressed into the workstations memory For a black amp white A4 document scanned at 300dpi
57. file is never deleted The ScanFile uninstall program will not delete the following Folders Libraries User database Audit databases Document routing databases COLD Template database OCR and Forms Recognition template databases Personal Hitlist folders Seite 40 e Installing ScanFile ScanFile Benutzerhandbuch Summary Scan ilei an Summary Installation Type Standalone Microsoft Server Novell Server Client Install Location Standalone Installation Server Installation Backup Location For installation rollback Components Office Integration ScanFile CD TIFFWriter OCR Extensions ASPI Layer ScanFile VNP Personal Hitlist SetupSF exe SetupSF exe U SetupSF exe U NOVELL SetupSF exe N C Programs ScanFile C SFNet ScanFile MS Office 97 2000 XP amp 2003 CD Folder Retrieval Application Print to ScanFile Folder Zone Full Text amp Forms Recognition Exception Report For Adaptec SCSI cards Print to specified Locations Private document store for each user Used for sending documents to users and by the Document Routing option Remote Service Is available after a Standalone or Client Server installation and has to be configured Please see the Remote Services chapter for more information Installing ScanFile e Seite 41 ScanFile Benutzerhandbuch Summary ScanFile Document Management System Removing ScanFile Always use Control Panel Add
58. for the data file The delimiter is the character within a record line used to separate the index records A comma is normally used for this purpose Multi page documents can be exported as either a multi page TIFF file or separate TIFF files for each page of a document If Export keywords is selected ScanFile will export keywords as additional document index If a document is not connected to a keyword the index will be left empty If more than one keyword is assigned to a document the document will be exported as many times as it has keywords assigned to every time with a different one as additional index Pressing the OK button starts the Export Subdirectories called ASCII xx will be created off the selected export directory and these will contain the TIFF images The number of TIFF images in each directory is dictated by the Images per Folder parameter Each subdirectory created will also have an INDEX DAT file which holds the index information related to the images The result is shown in the example below Local Disk C DER ay File Edit View Favorites Tools Help Back A bi E Search E Folders Address ep C Export ASCII_o v EI Go Folders Size Type Date Modified Desktop a 00000001 TIF 46KB TIF Image 02 03 2006 19 05 B My Documents 00000002 TIF 58KB TIF Image 02 03 2006 19 05 3 My Computer d 00000003 TIF 45KB TIF Image 02 03 2006 19 05 H 3 Floppy A 00000004 TIF 45KB TIF Image 02 0
59. have access to to customize how the Hitlist is displayed The order of the columns in the Hitlist can be changed as well as the column widths These settings will be saved with the folder or library being accessed Alternating Row Colours Printing The setting changes the view of the hitlist from plain grey lines to alternating blue and grey lines this can help when viewing similar index information Following settings change the print settings of ScanFile Option Description Exact Scale Print Seite 120 e General Settings When printing documents pages will be printed at the exact scale at which they were scanned This may mean that because a printer has a non printable border the page being printed will not fit onto one A4 page When this option is not enabled ScanFile will ensure that an A4 page will fit on a single printed page by slightly reducing the size ScanFile Benutzerhandbuch Keyword Search Mode ystem ScanFile Document Management S Automatic When enabled ScanFile will test and select Orientation automatically which orientation will be best for the document to be printed in Ignore Duplex mode When scanning double sided documents ScanFile records whether a stored page was the front or back of a page When printing these to a double sided printer if the Ignore Duplex mode is disabled ScanFile will print each page as it was scanned front pages will
60. image cache will by default be set as a subdirectory off the WebServer program directory You can however choose a different drive and directory by typing the location into the Cache path setting box Seite 334 e ScanFile WebServer ScanFile Benutzerhandbuch ScanFile Image Cache ee ge A ScanFile WebServer Microsoft Internet Explorer EIER Datei Bearbeiten Ansicht Favoriten Extras ay Q zw ck kb d sl ei Lei JO Suchen 57 Favoriten 2 St K l L Adresse http localhost sws setup asp v Wechseln zu Links Per Webserver kp s _ Version 8 0 0000 User count 1 Purge cache images now U Image Cache Cache path C Programme ScanFile ScanFile WebServerimgc Cache URL imgcache Settings Cache size MB 500 Delete mode Least accessed out Hold log data days Image Cache Logout Cancel Lokales Intranet The Cache URL is the name of the directory you have selected to set for the cache following by a forward slash The maximum size that the image cache will be allowed to reach can be dictated by entering a value in Megabytes into the Cache Size settings box When the Cache reaches its predefined size it will make room for new documents by deleting documents held in the cache You can choose the criteria by which the documents to be deleted are selected The Delete Mode has two options Option Description Least Accessed The do
61. in both sides of the document being stored as one image Seite 286 e Scanner Setup ScanFile Benutzerhandbuch TWAIN ScanFile Document Management System Brightness Controls The scan brightness settings can be adjusted manually to suit the documents being scanned Alternatively the Auto option can be used to allow the scanner itself to determine the optimum setting TWAIN ScanFile has support for TWAIN compliant devices TWAIN is an open standard device driver for scanners and any scanner supplied with a TWAIN device driver should work with software applications supporting the TWAIN standard The scanner settings for TWAIN devices are set directly within the TWAIN device driver itself The TWAIN interface will be displayed when scanning is started from ScanFile whereupon the scanner settings can be applied When selecting Scanner Setup from the Options menu the TWAIN setup screen will be displayed From this screen you can select whether the TWAIN device driver interface will be displayed and therefore whether you can change the current settings If you choose not to display the screen the scanner will immediately start scanning If the scanner is a double sided device choosing the Use duplex mode will set the scanner to double sided scanning Some TWAIN scanners have built in image compression capabilities to reduce the amount of information sent between the scanner and the PC If the scanner has this c
62. information entered will be shown in the users Personal Hitlist Press the Forward button to open the Scan screen once you have entered the index information Seite 358 e ScanFile RemoteStation ScanFile Benutzerhandbuch Scan Screen ScanFile Document Management System Email The Email option will send the scanned document to an internet email address ScanFile Users When a user is created in ScanFile an email address can be entered as part of the user information This gives the option to send a document to a registered ScanFile users email address rather than to that users ScanFile Personal Hitlist If there is more than one RemoteStation Server available then you will need to select the server that the user is registered on first The list of users on the server will be displayed and you can select one or more users to send the document to Once you have selected the users press the Forward button to show the Email message screen Internet Email This option will display the Email message screen which will allow you to send a document to any valid internet email address Email Message Screen On this screen you can enter email addresses to send the document to If you are sending to a ScanFile user the Email field will be automatically filled You can also select to copy the document to another user by entering the email address into the CC field A Subject and email message can be added by typing th
63. list box and then press the Add button That folder or library will then be shown in the bottom list box To give a user access to all the folders or libraries on the selected drive click on the Add All button To remove folders or libraries from the access list press the Remove All button or select the folder or library and then press Remove With the Open library option you can select whether the Open tool on the left toolbar of the main ScanFile window will open folders or libraries When not selected the Open Folder list default setting will be displayed When selected the Open library list will be displayed Another option in the user setup is to add an individual user to a group of users To do this click on the Member of button and a window will appear listing all available groups To make the user you are editing a member of one of these groups highlight the group and click on the gt gt button to add that user Then click on Ok to save ScanFile will return to the Edit User window Also from this window you can select Extended Settings these are explained later in this chapter Once you have finished with all options press the OK button and the user configuration will be saved Modifying a User To edit an existing user s rights highlight the user on the main Users Window and select Modify All options that are available when creating a new user will apply Once you have finished this press the OK button and the
64. main User Management window and the following screen is displayed Edit user User name l Password E Free licence after l d min Password Open library c Lokaler Datentr ger BEE Folders ibrari Search for Libraries Delivery notes In box Invoices Add all gt gt gt Folder and Libraries User Management e Seite 129 ScanFile Benutzerhandbuch Adding and Editing Users ScanFile Document Management System You must enter a user name the password is optional but the use of one is recommended It is also possible to add an e mail address for the user which is used by the RemoteStation client the use of which is explained later in this manual In ScanFile Version 8 a license time limit was added for every user A user license can be freed after a certain amount of time This prevents users not working with the program from blocking a user license as long as they are logged in The default value is zero The logged in user will only free his license by logging out Every other value larger than zero indicates the time in minutes a user is blocking a license before others are able to obtain it You can then select which Folders and Libraries the user has access to Firstly you need to select the location where the Folders or Libraries reside and they will then be listed in the top box To give a user access to a folder or library highlight it in the top
65. of these parameters depends on the quality of scanned images i e the image resolution the zoom factor and the brightness of the image Filtering generally enhances the screen display readability of low contrast microfilm images and reduces storage requirement dramatically Please note it is possible with the incorrect use of the filter to turn a scanned document completely black or completely white When working with filters NEVER turn the Use Filter function on until you are sure that the filter settings are correct for the documents to be scanned This can be done by scanning an example amending the filter settings and then selecting Filter Image from the Edit menu This option will ask for confirmation before saving the filtered image Fast Search With the option Fast Search you can set what are called Binary Indexes against specific fields within a folder or library A binary index can substantially reduce search times on folders and libraries with large numbers of index records when the search is performed on the field set for binary indexing To set a binary index for a field within a folder or library first of all make sure that the folder or library is open Then select Fast Search from the Edit menu and the following screen will be displayed Additional Settings e Seite 139 ScanFile Benutzerhandbuch Fast Search ScanFile Document Management System Fast search Invoice number Street Job num
66. offset mam 140 Never Vertical offset mm 0 Increment if gt New file or separator Pages Every ee ee Second counter Orientation None v Right to left F Use small fonts F Start value Increment Style of embedment Reset if Black on white Never White on black Increment if Black on image O New file or separator The text to be printed can be specified in the Text field If the counters are to be used these must be specified within square brackets If both counters are used the values must be separated by a decimal point full stop The Horizontal offset only applies if the text is to be embedded in the scanned image You can specify the offset in millimetres from the left edge of the page When printing text the horizontal offset is applied manually please refer to the scanner manual for instructions on how this is done The Vertical offset specifies the distance in millimetres from the top edge of the paper to start printing the text You can select to print the text on every page on the first page of a new file as indicated by the New file key by setting the Pages drop down list to Every or Next page You can set the direction in which the text will print from the Orientation drop down list The available values are None 90 180 and 270 degrees The Right to left option will set the Imprinter to add characters from right to left The default font si
67. one barcode type on the same page there are some consideration that need to be taken into account When using Barcode 3 of 9 and Extended 3 of 9 these barcodes have the same symbologies and can lead to barcodes being recognized twice when both uses on the same page Barcode 2 of 5 interleaved by design is a simplistic barcode which can result in other barcode results that are not 2 of 5 interleaved being read To remedy this then the hierarchy of the barcodes used needs to be considered and if 2 of 5 interleaved is to be used then this barcode should be the last barcode on the document Barcodes e Seite 143 ScanFile Benutzerhandbuch Reading while Scanning ScanFile Docu ment Management System The barcode reading module can also recognize a barcode checksum which checks for the validity of the barcode The checksum number is not added to the index field The Enhance barcode option can improve the reliability of reading barcodes from poorly printed documents such as those produced by dot matrix printers The Rotate Barcode 90 will read barcodes that are printed down a page rather than across Reading while Scanning There are two ways for reading bar coded documents while scanning as follows Single page Scanning will create a new index record for each page scanned The contents of the barcode on each page will be inserted into the barcode fields applied to the folder With Batch S
68. page size option you can specify an area of the document to be saved To do this select Window as the page size then perform a Test Scan on a sample document A sizeable box will be overlaid on the image in the Test Scan window Size the box over the area of the sample document and the box size and location will then be saved Please note that when this option is used only the area of the document inside the box will be saved All other parts of the scanned document will be discarded Resolution You can select up to one of the following resolutions 200 210 220 230 240 250 260 270 280 290 300 and 400 dpi Dots per Inch With the above settings the horizontal scan resolution is the same as the vertical resolution There are also 2 high speed scanning settings which have split resolutions The first figure is the horizontal setting the second refers to the vertical setting These are marked in the Resolution list with asterisks 200 x100 and 300x150 dpi Dither Use this setting when scanning in black and white mode This applies error diffusion to simulate greys and half tones on the scanned document This is useful when scanning photos Seite 246 e Scanner Setup ScanFile Benutzerhandbuch Canon DR 5020 5080C amp 5060F ScanFile Document Management S ystem Modus This option is used to set the number of colours to be scanned Please note that the DR 5020 and DR 5060F only support Black a
69. scanned and will adjust the page size to the actual size of the document When this is set the Page Size option is disabled if scanning double sided documents different settings can be applied for each side of the documents To use the same settings for both sides of the documents click on the Same settings for back side option To use different settings for each side uncheck the Same settings for back side option and then choose from the drop down list which side you wish to choose to set the scanning preferences For each side or both sides of a document the following options can be set Scanner Setup e Seite 239 ScanFile Benutzerhandbuch Canon DR 7080C Scan File ment Management System Setting Description Page Size Select one of the following document sizes Letter 8 5 x 11 In Ledger R 17x11 In Letter R 11 x 8 5 In Legal R 14 x 8 5 In A3 R 420 x 297 mm A4 210 x 297 mm A4 R 297 x 210 mm A5 148 x 210 mm A5 R 210 x 148 mm B4 R 353 x 250 mm B5 176 x 250 mm B5 R 250 x 176 mm If Fit Image is enabled this setting is disabled Window Page Size Setting If you select the Window page size option you can specify an area of the document to be saved To do this select Window as the page size then perform a Test Scan on a sample document A sizeable box will be overlaid on the image in the Test Scan window Size the box over the area of the sample document and the box size and lo
70. select the list you wish to apply All keyword lists have the extension KEY To create a keyword list or to edit an existing one choose Edit keyword lists from the Options menu Seite 66 e Folders ScanFile Benutzerhandbuch Working with folders Keyword list C example key Scan File Document Management System Canon Deutschland GmbH Canon UK Ltd Visible Text DMS ScanFile ScanFile International Ltd Spielberg New open list Delete list Add word Statistic Click on the New open list button to open or create a keyword list To add words to a list click on the Add Word button and type in the words you wish to enter To make words visible invisible click on the column headed Visible next to the word and either a red cross or a green tick will be displayed If a keyword is not visible it will not be displayed when the folder is opened Once you have finished click the Close button and the changes will be saved Working with folders To open a folder go to the File menu and select Open Folder Only one folder can be open at any one time From the displayed screen you can select the drive the folder is on and then select the folder you wish to open Folders e Seite 67 cere ScanFile Benutzerhandbuch Document Management System Working with folders Whenever a folder is open the folder toolbox wi
71. server Please read the installation instructions carefully before installing to ensure that you fully understand what will be installed and what needs to be prepared prior to installation ScanFile is a networkable program in that each workstation on a network will run ScanFile and can share common data The workstations will load ScanFile from a common directory on a network server drive This has the advantage of making ScanFile easier to maintain when updates become available The installation procedure will be dependent upon which network operating system the server ScanFile is to be installed to is running ScanFile can be installed on to Microsoft Windows 2000 and 2003 servers and Novell Netware servers Additionally a workstation running Microsoft Windows 2000 or XP Professional can be used as a small workgroup server serving up to ten connections Important Please do NOT attach the dongle to the workstation before installing ScanFile for the first time The Installation program will install the dongle device drivers and utility software Upgrades If you are upgrading from ScanFile 2000 or ScanFile 2002 you must not uninstall or delete your previous installation or transfer out the existing ScanFile license Seite 30 e Installing ScanFile ScanFile Benutzerhandbuch Standalone Installation ScanFile Document Management S ystem Standalone Installation To install ScanFile sel
72. shown External List The field property External List allows you to connect ScanFile index fields with fields in an index file Later on you will be able to fast index your documents with index data from this file From the Field property combo box select External list and then select the data file that holds the index information Then a window is displayed where you have to enter the number of fields field separator field delimiter and the text mode Click on Read line to read the first line of the file The index fields from the file will be displayed on the left and the fields from the folder can be matched to these It is very important that the settings are correctly set Once the field assignment has been set up click on OK and the settings are saved The folder field that is set to External List will be the connect field for this functionality If you open a folder the connect field will be equipped with a list containing data from the index file If you start to enter characters into the index field the list will appear below the field Additionally the function tries to complete your entry with matching index data from the list You can either select the new index with a double click on the list item or confirm the data in the index field with the return key This will automatically Seite 60 e Folders ScanFile Benutzerhandbuch Extended Field Properties ScanFile Document Management System
73. side of a document to be scanned Different settings will apply dependent upon whether the document is to be scanned in Text mode or Photo Mode Photo mode applies error diffusion to simulate rescaling Text Mode In this mode only the Text Brightness setting can be adjusted All three scanners have an automatic brightness function built in but this can be overridden and manually set if necessary When the Auto is selected the scanner will automatically sense the brightness setting required for each page as it is scanned The Brightness setting can be any value between 1 and 255 with 1 being the darkest setting 255 being the brightest A value of O will select Auto brightness To manually set a brightness value untick the Auto checkbox Scanner Setup e Seite 261 ScanFile Benutzerhandbuch Canon DR 3060 3080C amp 3080CIl Scan File Document Management System and select any other value as Auto by using the slide bar or typing in a value between 1 and 255 Photo Mode In this mode the Photo Brightness and Contrast settings can be adjusted All three scanners have automatic brightness and contrast functions built in but these can be overridden and manually set if necessary When the Auto setting is selected the scanner will automatically sense the brightness and or the contrast setting required for each page as it is scanned The brightness and contrast settings can be any value between 1 and 255 with 1 b
74. te 19 Virtual Printing VNP ee ee 19 NEW INIVERSIONB WEE 20 New Te 20 Impersonation EE 20 Audit EIERE 20 E 20 User NEN E 20 Field property E EE 20 KayWard EXO nennen 21 Ee ele EE ee nennen 21 PO DOI EE 21 Copy Index Information nn 21 erste 21 Advanced Email SUD DON d 21 Windows SOO EE 22 SYSTEM REQUIREMENTS u222200000a0000000nn0n0000unnannnnnunnnnnnnnunnnnnnnnnnnnnnnnnnn 23 OPERATINEES ERIC EA 24 SERVER eene 24 SCANFILE RHEOUIREMENTS nennen 24 Eege 25 RAM EE 25 MINIMUM REQUIREMENTS n nsssesinenesrnineeerrrrererrrresrrrrrerrrrrersrrrreenrrrrernrrrrennrrreennn 27 Belle 21 Welcome to ScanFile e Seite 1 ScanFile Benutzerhandbuch orale an Contents INSTALLING SCANFILE uu22200000000000000n00n00n0nnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nun 29 OVERVIEW Se ee On SEE EE EEA REAA EEEE EEE 30 STANDALONE INSTALLATION nennen 31 DI VON NEE 31 1S 218 4 EE 31 EE 31 PISO A EE 33 PCCP NSH AG EEN 33 MICROSOFT SERVER nee Eee Eee 33 e EE 33 Daleks eege eege 33 BACKUP ann ee E AAE A ee er 34 Pe rsonal TEE 34 LICENSING ee eee ee een Tee ee a Te er ea ere meri er ter men 34 NOVELL NETWARE SERVERS aaneenennnuunnnnunnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn 35 ee 35 1S 218 EE 35 Personal HitliSt EE 36 Dongle License Files 222244404000nnnnnnnnnnnnnnnnnnnnnnnnnnnennnnnnnnnnnnnnn 36 Dongle Eege 37 NETWORK CLIENT INSTALLATION asssssisseiueeeiierneeeninnriine
75. that can be setup within a route At each of these stages you can define a number of users and or folders that you wish the sent document to go to When sending to users you can also decide what those users do with the document after they view it To create a step click on the Add button on the right side of the tree view Select a target for the documents This can be a user or users of the ScanFile system and or ScanFile Folders If you want to select ScanFile users as step target click on in the user section of the target frame A window Send to user opens Document Routing e Seite 175 ScanFile Document Management System Send to user ScanFile Benutzerhandbuch Configuring Routes Originator ADMIN User User B User C User D UserE aaa b bbb b Cancel All available ScanFile users are listed here In version 8 a new user has been added to the user selection of the route Originator This user is a placeholder for the creator of a route in the running program This way you can integrate the creator of a route into your route setup without knowing the user If you display a route later on in the Remote Service Configuration Tool you will never see the placeholder Originator As soon as the creator of a route is known to Document Routing the process will work with the real user name Choose the target user or users for the current step Addit
76. that the Scheduler checkbox is ticked Once this is done press the Apply button Update Schedule The days time period and frequency of the library update scheduler can be set by choosing the Scheduler option at the left of the main screen The values set determine when the directories will be searched for libraries to be updated To select the days for the update to be performed tick the checkboxes alongside the days required You can set the start and end period during the day during which the update will be performed by entering the start time and end time in the From and To fields You can then select how often during the selected time period the update will be performed by putting a value in minutes in the Update every field Library Directories To select a directory or path where libraries can be found on click on the Add button below the folder list You can then select the directory from the available storage locations Once you have selected the directory it will be shown in the library directory list The scheduler will update any library with the Scheduler setting in the selected drives paths The system will check if any of the imported folders has been updated since being imported into the library In this case the data in the library is updated according to the folder data Repeat this step for every directory or path you want to automatically update libraries on Remote Services e Seite 305 Scan
77. the Photo Brightness and Contrast settings can be adjusted All three scanners have automatic brightness and contrast functions built in but these can be overridden and manually set if necessary When the Auto setting is selected the scanner will automatically sense the brightness and or the contrast setting required for each page as it is scanned The brightness and contrast settings can be any value between 1 and 255 with 1 being the darkest setting 255 being the lightest A value of 0 will select auto brightness or contrast To manually set a brightness or contrast value untick the Auto checkbox and select any other value as Auto by using the slide bar or typing in a value between 1 and 255 Feeder Selection The microfilm scanners MS300 350 800 can use the Canon FS Controller III for automatic film advancement while scanning Additionally an automatic fiche carrier is available in some countries Scan Area Setting The MS300 and 350 have an A4 Portrait screen and the MS800 an A3 Landscape screen On the MS800 the screen can also be separated into two A4 portrait zones or a centred A4 portrait zone This setting will affect how Seite 278 e Scanner Setup ScanFile Benutzerhandbuch Canon MS 300 350 amp 800 ScanFile Document Management S ystem the documents being displayed are scanned There are four settings as follows Setting Description Left This will scan the left A4 portrait zone Centre
78. the image quality Min Quality This sets the threshold for the minimum image quality which if not achieved can override the compression level Baseline This mode does not consume as much working memory as the embedded mode It is the only available mode if you compress very large images The resulting image is partly embedded The compression is a little bit faster than in embedded mode If you display a baseline compressed image in your homepage and you have a bad transmission capacity the image will be displayed in top down mode Embedded This allows the image to be displayed progressively and is optimised for internet delivery The quality becomes continuously better during loading over telephone lines An interrupt of the transmission results in a smoothed but full size image Thumbnail These settings affect how the thumbnail is generated and stored LuraDocument e Seite 209 ScanFile Benutzerhandbuch LuraDocument Settings ScanFile Document Management System Option Description Mode This sets the thumbnail image to Baseline or Embedded Min Quality This sets the threshold for the minimum image quality which if not achieved will affect the thumbnail generation Miscellaneous You can set a compression factor that LuraDocument will attempt to achieve The factor can be set from 1 to 100 The compression that can be achieved using LuraDocument depends on many factor
79. the main screen The values set determine when the folders will be searched for new documents to be zone OCR d To select the days for the update to be performed tick the checkboxes alongside the days required You can set the start and end period during the day during which the update will be performed by entering the start time and end time in the From and To fields You can then select how often during the selected time period the update will be performed by putting a value in minutes in the Update every field Remote Services e Seite 311 ScanFile Benutzerhandbuch ScanFile un Retention Control Update Now This functionality gives you the opportunity to perform a zone OCR fast and out of schedule Pressing the Update Now button will cause the Remote Services to perform an OCR reading with the next update loop Retention Control Overview A retention period can be set for each document This is specified in months and will apply either from original creation or from the date of last updating At the expiry of the forward period each document may be selectively moved exported off line or destroyed Add a Folder to the Retention Control The retention control will only monitor folders that are set for it To adda folder to the retention control select File Setup folder in ScanFile Select the folder in the folder list and switch to the tab Extended Settings Select Retention control scheduler Add F
80. the scanning and retrieval performance The specification is dependent upon which operating system you run what other applications you may be running and which scanners you may have attached to the workstation and what type of scanning you are performing Much of this will also apply to workstations that are only used for retrieval purposes If colour scanning and viewing is a requirement you must also ensure that the graphics adaptor and monitor are suitable for viewing the documents and that the workstation has sufficient RAM to allow for data to be processed If there is insufficient RAM in the workstation the operating system will use the hard disk as virtual memory This however will dramatically affect the performance of the workstation ScanFile RemoteStation e Seite 347 ScanFile Benutzerhandbuch Before Installing ScanFile Document Management System The minimum recommended specification for a workstation is as follows Personal computer using a 400Mhz Pentium Il Processor 128MB RAM 17 Display CD ROM Drive 4GB Hard Disk Drive MS Windows 2000 Professional Before Installing RemoteStation server consists of a server service that utilises the local system account to access its resources If the server running RemoteStation Server is not the same as that running ScanFile or where the folders libraries reside you must create a new user specifically for use with RemoteStation This is also necessary if
81. the uncompressed size will be about System Requirements e Seite 25 ScanFile Benutzerhandbuch ScanFile Requirements ScanFile Document Management System 1 Megabyte For a 24bit colour A3 document scanned at 400dpi the uncompressed size will be just under 100 Megabytes Electronic format documents such as MS Word or Excel are displayed with a multi functional viewer within ScanFile and the memory that is required is depend on file type and size The specification for a scanning workstation will be broadly similar to that required for viewing the documents scanned The way a scanner works must be taken into account as they do vary in the way images are presented to the workstation As an example The Canon DR 3020 scans A4 black amp white documents at a maximum resolution of 300dpi The DR 3020 has inbuilt image compression and will therefore typically send over 35 50k of information to the workstation for each page scanned The DR 5080c however can scan 24bit colour documents up to a maximum of A3 at 400dpi As the DR 5080c has no onboard compression this can mean that up to 98MB of information can be sent from the scanner to the workstation for each A3 colour page scanned This must then be compressed and saved to disk The size of the saved image can range from 2k to 100Mb depending upon the type of image and the compression levels that are used When calculating the amount of memory a workstation should have
82. through by selecting the next previous icons on the toolbar Seite 104 e Searching and Viewing documents ScanFile Benutzerhandbuch Image Display Menu Zoom out ScanFile Document Management System Image Display Menu Pressing the right mouse button while in the document display window will open the document display menu This allows you to perform actions on the page currently displayed Several options available are the same as offered on the Hitlist menu but will only apply to the displayed page Please note that these options only apply to scanned documents Option Description Image information Show file information about displayed image LuraDocument If the image is in Lura Document Format this will allow you to switch between the images layers Print copy area Convert to Select an area on the page and print or copy to clipboard OCR s image and converts text to chosen file format Create working copy Opens a secondary display window with the current page Fit image Sizes the page to fit within the display window Fit width Sizes the page to fit the width of the display window 1 1 display Maximum zoom level Change image Reorders the page within the document position OCR Perform full text or zone OCR on the page or copy the page text to the clipboard Searching and Viewing documents e Seite 105 ScanFile Benutzerhandbuc
83. to dramatically smaller files sizes Lura document is also a lossy compression format however ScanFile includes extensive options for determining levels of quality for Lura Document scanned images Sensitivity These settings allow you to adjust the brightness and contrast settings for each side of a document to be scanned Different settings will apply dependent upon whether the document is to be scanned in Text mode or Photo Mode Photo mode applies error diffusion to simulate rescaling Text Mode In this mode only the Text Brightness setting can be adjusted The DR 7080c has an automatic brightness function built in but this can be overridden and manually set if necessary When the Auto is selected the scanner will automatically sense the brightness setting required for each page as it is scanned The Brightness setting can be any value between 1 and 255 with 1 being the darkest setting 255 being the brightest A value of O will select Auto brightness To manually set a brightness value untick the Auto checkbox and select any other value as Auto by using the slide bar or typing in a value between 1 and 255 Photo Mode In this mode the Photo Brightness and Contrast settings can be adjusted The DR 7080c has automatic brightness and contrast functions built in but these can be overridden and manually set if necessary When the Auto setting is selected the scanner will automatically sense the brightness and o
84. to specific ScanFile folders using a pre defined indexing template Any COLD data saved or copied to a named location will be archived into the ScanFile folder that the location is associated with An unlimited amount of ScanFile Folders can be specified with each Folder pointing to a different location and using a different COLD template Update Schedule The days time period and frequency of the document scheduler can be set by choosing the Scheduler option at the left of the main screen The values set determine when the directories will be searched for new COLD files to be added to the specified folders To select the days for the update to be performed tick the checkboxes alongside the days required Remote Services e Seite 299 ScanFile Benutzerhandbuch ScanFile COLD Import Service You can set the start and end period during the day during which the update will be performed by entering the start time and end time in the From and To fields You can then select how often during the selected time period the update will be performed by putting a value in minutes in the Update every field Folder To select a ScanFile Folder to import the COLD data to click on the Add button below the folder list You can then select the folder from the available storage locations Once you have selected the folder it will be shown in the folder list To specify the search and backup drive and the import template the folder mus
85. to a variety of destinations which are explained below Option Description ScanFile Folder Sends selected document s to another ScanFile Folder Choose Target User Exports selected document s and index information Sends selected document s to a user s Personal Hitlist Route Sends selected document s to a pre defined Route Export to file Exports selected document s E Mail Attaches selected document s to a new email message Wallet Creates a Wallet with the selected document s EMail Wallet Creates a new email and attaches the wallet to this email Searching and Viewing documents e Seite 101 ScanFile Benutzerhandbuch Hitlist menu ScanFile Document Management S ystem When selecting the File or Email option the images can be saved as PDF format documents This is enabled within General Settings gt Send to email Combine rows The Combine Rows option on the Hitlist menu either will combine selected records within the folder or records with the same index information When marked the rows to be combined will adopt the index information in the row that was first selected It is not possible to undo after performing this action Please use this option with caution OCR The OCR Option from the Hitlist menu allows you to either Full text OCR or Zone OCR a single document or selected documents If you wish to perf
86. to set an area of the image to move and zoom to for each field in the folder This is used during index editing and when indexing documents from the Post Index pool Check Number of Barcodes When scanning bar coded documents the contents of the barcode can be read during scanning and inserted into fields in the folder You can select whether ScanFile will check if the correct number of barcodes has been read from the document in relation to the number of fields in the folder that have been set with the barcode property Auto Index failed barcode read with X When scanning single page bar coded documents if ScanFile fails to read a barcode from a page an X can be placed in the folder barcode field to identify the document for later indexing The Auto Index failed barcode read with X option selects this If this option is not selected and ScanFile was unable to read a barcode scanning will pause and you will be prompted to type in the index information into the barcode field General Settings e Seite 125 ScanFile Benutzerhandbuch scanFile an Choose Background Choose Background The default display for the main ScanFile window is a grey background Each user can change this by selecting the Choose Background button in the General Settings You can then select whether you wish to choose a colour for the background or to apply an image to the main screen background Colour To choose a colour p
87. windows application Release the mouse button when you have selected the field you wish to link Next to the ApplicationID appears a unique application field identifier Example with Windows calculator Codeless Connector e Seite 219 ScanFile Document Management System ScanFile Benutzerhandbuch Use Codeless Connector E Calculator Edit view Help E cJ LLL e be LL Ls JL LJ Lys Kal JL Bwana LE Connections with fields are possible with any windows application using controls Fields from JAVA applications cannot be linked because the controls cannot be read separately Codeless Connector Create link Here you can configure the codeless connectors ApplicationiD sec Folder Library Field Clear fields calc exej amp 8 2 403 Folder_1 IS Cancel J Use Codeless Connector In order to retrieve field entries and trigger an action in ScanFile start the relevant application and ScanFile Display the linked fields in the windows application and apply the configured shortcut to retrieve the field contents The content of the field s are now passed on to the linked fields in ScanFile and the predefined action Search Edit Scan is performed Seite 220 e Codeless Connector ScanFile Benutzerhandbuch CD Preparation scanf ile un CD Preparation CD Preparation e Seite 221 ScanFile Benutzerhandbuch scanFi
88. you intend to use the Printing option which allows Clients to scan amp print documents to printers that the RemoteStation server has permissions for Permissions The user you create must have Logon Locally rights and have permissions to the following locations e ScanFile RemoteStation Server directory and subdirectories e ScanFile program directory e ScanFile folders drivea s directories e Printers The type of permissions you can apply will be dependant upon the location of the programs and data and what format of partition they reside on You should create the user account and permissions for the ScanFile program directory and data locations prior to installing RemoteStation After RemoteStation has been installed the user account can be applied to the service and the RemoteStation server program directory Server Installation To install RemoteStation Server select Run from the Start Menu and then choose SetupSRSServer exe from the Software directory on the ScanFile CD Press the OK button The first step is to choose the language and press OK Seite 348 e ScanFile RemoteStation ScanFile Benutzerhandbuch Server Installation ScanFile Document Management S ystem ScanFile Location RemoteStation server must have access to a Licensed installed copy of ScanFile It needs this to enable it to use the User security information when users access folders using the RemoteStation Client Select the ScanFi
89. you want to send to document to Select target folder 2002 Manuals Invoices eCopy Demonstration ScanFile Connector for ShareScan e Seite 367 ScanFile Benutzerhandbuch scanFile Using the Connector ument Management System Index and Send Once you have selected the ScanFile Folder the index fields for that Folder will be displayed allowing you to type in the document details prior to sending If the ScanStation being used only has a touch screen a screen based keyboard is available Document indexing Customer Acme Trading Customer ID 11010 Order No 12345 Date 10 12 2002 Entry Date 19 12 2002 Once you have entered the index information the document can be sent to ScanFile by pressing the Send button and the Connector will then close Seite 368 e ScanFile Connector for ShareScan
90. 004229 8 2004 05 13 2 00004229 8 2004 05 23 3 00004229 8 2004 05 31 4 00005197 2 2004 02 19 500005197 2 2004 02 29 600005197 2 2004 03 08 7 00007143 4 2004 03 15 Hammerhof KG 8 00007 143 4 2004 03 25 Hammerhof KG 3 00007 143 4 2004 04 02 Hammerhof KG 10 00008474 7 2004 01 13 R bensaft KG Search 11 00008474 7 2004 01 23 Rubensaft KG pra 12 00008474 7 2004 01 31 R bensat KG Library 13 00008695 2 2004 03 20 Hosenmatz amp Sohn Logout M 4 76 files matched your query amp Lokales Intranet FastPics By default the Search results page will display thumbnail representations of the pages of a record at the bottom of the page You can choose whether these are displayed or not by pressing the FastPics on off button at the top of the page If there are more pages in the document that can be displayed in the FastPics frame a scrollbar will appear on the right of the frame Memos If a document has had a memo attached to it from within ScanFile this will be indicated in the memo column by a tick Clicking on the tick will then show the contents of the memo You can return to the Search Results page by pressing the Back button Download Clicking on the Disk icon at the end of each record will allow you to download the document to your PC As complete documents can consist of a ScanFile WebServer e Seite 341 ne ScanFile Benutzerhandbuch mix of file types such as scanned images MS Word and Excel documents etc these will be bu
91. 21 06 2006 16 20 25 ScanFile Folder Modified Invoices MJ V M WINXP A 21 06 2006 16 21 17 ScanFile Folder Modified Invoices MJ VM WINXP A 21 06 2006 16 22 27 ScanFile Folder Opened Delivery notes MJ YM WINXP A 21 06 2006 16 25 48 ScanFile Folder Closed Delivery notes MJ YM WINXP A 21 06 2006 16 25 56 ScanFile Folder Opened In box MJ V M AWINX lt P A 21 06 2006 16 25 59 ScanFile Folder Closed In box MJ YM WINXP lt 21 06 2006 16 26 04 ScanFile Folder Opened Invoices MJ YM WINXP E 21 06 2006 16 26 08 ScanrFile Folder Closed Invoices MJ VM WINXP Click on the button Audit Trail Configuration from the main Audit Trail Report window and this will display the configuration window Seite 212 e Auditing ScanFile Benutzerhandbuch Displaying events ScanFile Document Management System Audit trail configuration User OCR COLD Routing Audit trail report Program Library Folder File Image Search Keywords Thesaurus Import Open C Batch added Close Batch deleted Create Batch modified Delete Modify Maintain The option Activate audit trail allows you to switch the auditing of events on or off If the option is checked the events selected are recorded In the configuration window there are a number of tabs each headed for various areas of ScanFile where events can be recorded An example of this is the Folder tab where it is possible to select from a number of events that c
92. 3 2006 19 05 EI e 00000005 TIF S8KB TIF Image 02 03 2006 19 05 3 Export a 00000006 TIF 45KB TIF Image 02 03 2006 19 05 asco 00000007 TIF 45KB TIF Image 02 03 2006 19 05 DB ASCII_02 E 00000008 TIF 58KB TIF Image 02 03 2006 19 05 asc _03 a 00000009 TIF 46KB TIF Image 02 03 2006 19 05 B ASCII D d 00000010 TIF 47KB TIF Image 02 03 2006 19 05 a di DVD RW Drive 0 00000011 TIF 59KB TIF Image 02 03 2006 19 05 G Control Panel 00000012 TIF 59KB TIF Image 02 03 2006 19 05 My Network Places 00000013 TIF 5 322KB TIF Image 02 03 2006 19 05 Recycle Bin 00000014 TIF 1 531 KB TIF Image 02 03 2006 19 05 36 objects Disk free space 35 6 GB Seite 186 e Printing Email and Export ScanFile Benutzerhandbuch ument Management System Import Import e Seite 187 ScanFile Benutzerhandbuch Overview ScanFi le Document Management System Overview Documents and index information can be imported or sent to a ScanFile folder in a number of ways and formats Any format of document can be held in a ScanFile folder and viewed from either the folder or a library Explained earlier in this Guide were TIFFWriter and the Send to ScanFile options This chapter describes the import features available There are three choices for importing e Files only e Files and Index information e Index information only Import Files Select Import gt Files from the File menu and the
93. 80 amp 9080c ScanFile Document Management System Rotation Compression A document can be scanned and then rotated and saved The available rotation options are 0 90 180 or 270 ScanFile will store images in one of four ways Uncompressed TIFF Group 4 Compressed TIFF Jpeg Lura Document The type of compression and file format you select is dependent upon several factors including the type of document to be scanned and the type of output required of that document once stored Uncompressed TIFF This format will perform no compression on the image data produced from the scanned document and will result in large file sizes Group 4 Compressed TIFF This format will compress the scanned image data normally by a factor of 10 to 15 This is only used for black amp white scanned images This is a lossless compression format which means that none of the original scanned information is discarded JPEG JTIFF JPEG is a standardised image compression mechanism which is designed for compressing either full colour or grey scale images of natural real world scenes Jpeg is a lossy compression format which means that data is discarded from the original scanned image data to achieve the levels of compression possible It is possible to vary the amount of data to be discarded and therefore the quality of the remaining image ScanFile has various quality levels for Jpeg images which wi
94. Account please ensure that ScanFile and the Remote Service work with the same user account Permissions The user you create must have Logon Locally rights and have permissions to change data on the following locations e ScanFile program directory e ScanFile folders drive s directories e ScanFile library drive s Directories Remote Services Configuration Tool The Remote Services Configuration Tool is used to setup and schedule the modules to run at set times and dates for their individual purpose The program runs as a separate application to the main body of ScanFile but still requires information from folders and libraries created and maintained by ScanFile to be able to operate correctly Electronic Document Service The Electronic Document Scheduler gives you the facility to automatically save documents to specific ScanFile folders Any document saved or copied to a named directory will be archived into that directory s designated ScanFile folder In contrary to version 7 the amount of monitored directories is not limited Update Schedule The days time period and frequency of the Scheduler can be set by choosing the Scheduler option at the left of the main screen The values set determine when the directories will be searched for new documents to be added to the specified folders To select the days for the update to be performed tick the checkboxes alongside the days required You can set the start and end p
95. All three scanners have an automatic brightness function built in but this can be overridden and manually set if necessary When the Auto is selected the scanner will automatically sense the brightness setting required for each page as it is scanned The Brightness setting can be any value between 1 and 255 with 1 being the darkest setting 255 being the brightest A value of O will select Auto brightness To manually set a brightness value untick the Auto checkbox and select any other value as Auto by using the slide bar or typing in a value between 1 and 255 Seite 248 e Scanner Setup ScanFile Benutzerhandbuch Canon DR 5020 5080C amp 5060F ScanFile Document Management S ystem Photo Mode In this mode the Photo Brightness and Contrast settings can be adjusted All three scanners have automatic brightness and contrast functions built in but these can be overridden and manually set if necessary When the Auto setting is selected the scanner will automatically sense the brightness and or the contrast setting required for each page as it is scanned The brightness and contrast settings can be any value between 1 and 255 with 1 being the darkest setting 255 being the lightest A value of 0 will select auto brightness or contrast To manually set a brightness or contrast value untick the Auto checkbox and select any other value as Auto by using the slide bar or typing in a value between 1 and 255 Extended Se
96. E 257 Pag SCHINGS 2 nee 258 SKEWL ONE E 261 SENSITIVE oe eee EUER 261 TEXT MODE en 261 Photo Moden 262 Extended Ee 262 CANON DR 2050C amp DP 2090 263 NIM eegene 266 Text Mode E 266 Photo Mod Ee 267 CANON RE 267 Scan Resolution EE 268 PAO NZ asa hn ee ee ee ee re abt 268 Ee 269 SEET 269 CHECK Eege 269 PROS ONIN OD EEN 269 Eed 270 AXIS 7000 geesde 270 Scanner ER EE 270 Scanner SOSI Ee 271 Page ONG EE 271 Skew Ors g io EE 273 EE 274 CANON MS 300 350 amp 800 sssssssssssssnnsssssessrnrnrnrrnserrrrrrnnnnrnseerrrrnnnnnnneeeeennnn 274 Scanner COMMOURAUON eo 274 Page Settings ee EE eeeng 275 ee En 277 Text MODE anne 278 gien runs 278 Feeder Seletti essen ns ERA 278 Scan Area Setting nn esi tesa Ser leery eee eae 278 Extended dee 279 EE ee 279 FS Controller Ill Scanning with Batch Ee 281 CANON MS400 amp 500 na 281 SCAN FASS ION E 282 NT ee 282 lee 283 e 283 UII une 283 FS Controller Ileni EA 283 ee e La 285 Welcome to ScanFile e Seite 9 a ScanFile Benutzerhandbuch ScanFile Document Management System Contents Scan ACSOWNGN anna 286 eerste egene 286 EE 287 TIN IC EE 287 KOFAX O Re ANE de d Ad dE d de 287 MAINTENANCE oiinicicnsinsicccessevcnseccusnssustsdcusnsinucdsncdssuvansdubausnsieucneustebsveustaveusnaie 289 EIERE nennen 290 MAINTAIN FOLDER usa 290 REPAIR FOLDER nen een ee 290 REPAIR LIBRARY EE 291 CIS Aleng Ale EE 293 OVER EE 294 REMOTE SERVICES WINDOWS DGERWICE 295 COM
97. Example using a semi colon as the separator D Smith Ltd Quotation 01 06 2000 doc Field 1 D Smith Ltd Field 2 Quotation Field 3 01 06 2003 Selective Indexing amp Keywords When Direct Indexing is selected and Use filename as default index is not selected the document e file name can be used to fill selected index fields and to assign keywords This is achieved by prefixing the index data in the file name with amp and the Folder field Number Example amp i1D Smith Ltd amp i2Quotation amp i401 06 2000 doc Note that there is no entry for Field 3 Keywords can be assigned to the documents by prefixing each keyword with amp K Seite 298 e Remote Services ScanFile Benutzerhandbuch COLD Import Service ScanFile j Document Management System Example amp i1D Smith Ltd amp i201 06 2003 amp kQuotation amp ksoftware doc Field 1 D Smith Ltd Field 2 01 06 2003 Keyword Quotation Software Separators and Prefixes are replaced by an underscore in the filename during the import Update Now This functionality gives you the opportunity to import documents from the search drives fast and out of schedule Pressing the Update Now button will cause the Remote Services to perform an update with the next update loop COLD Import Service This scheduler only works if the option is licensed The COLD Import Scheduler gives the facility to automatically save COLD data information
98. F G v Sensitivity Page size Resolution Adjust x Skew correction Contrast Rotation gt Text Brightness lt CH OK Please note that any settings that are defined for the Axis 7000 are dependant on the scanner that is attached to it It is not possible to define which scanner is attached to it so the Axis 7000 must only be setup with the settings that are specific to that scanner Scanner SCSI ID To be able to recognise the Axis 7000 Scan Server you must enter its IP Address and the User Name and Password that have previously been configured on the Axis 7000 The correct configuration of the Axis 7000 can be verified using your web browser please refer to the Axis user manual for details on how to do this Page Settings Any scanners attached that are capable of scanning single or double sided documents can have different settings applied for each side of a double sided document The first option to select is whether to scan single or double sided by selecting Front or Front back scanning from the Pages drop down The Adjust option sets the scanner to automatically detect the size of each page scanned and will adjust the page size to the actual size of the document Scanner Setup e Seite 271 ScanFile Document Management System ScanFile Benutzerhandbuch Axis 7000 For each side or both sides of a document the following options can be set Setting Page Size
99. File Benutzerhandbuch orale Document Routing ment Management System To remove a ScanFile Folder from the list highlight the name by clicking on it and then click on the Delete button below the folder list Folder Directories To select a directory or path where folders that were added to libraries can be found on click on the Add button below the folder directory list You can then select the directory from the available storage locations Once you have selected the directory it will be shown in the folder directory list Repeat this step for every directory or path folders needed for the automatic update are located on To remove a ScanFile Folder from the list highlight the name by clicking on it and then click on the Delete button below the folder list Update Now This functionality gives you the opportunity to update libraries located in the search drives fast and out of schedule Pressing the Update Now button will cause the Remote Services to perform a library update with the next update loop Document Routing This scheduler only works if the option is licensed The Document Routing Scheduler progresses documents through each step of a documents specific route Every 5 minutes the service will check all routed documents and if all the actions within a routing step have taken place for a particular document the document will be progressed to the next step within the route Therefore the scheduler timer settings are
100. In box Invoices Automatically update library Folders in library Ol fodes Status Delivery notes O In box A list of the libraries already created is shown on the left side of the dialogue To create a n Seite 82 e Libraries ew library click on the New Library button and then type in the ScanFile Benutzerhandbuch Create Edit Libraries ScanFile Document Management S ystem name you wish to give the library You can then choose which folders you wish to add to the library First select the drive reference the folder s is on and then highlight the folder name in the top list To add that folder to the library click on the Add button Prior to pressing the Apply button to add the folders to the library you can choose to select the Automatically Update Library option With this option selected every time a library is opened the folders imported into the library will be checked for updates If a folder has been updated the changes will automatically be carried over to the library The Scheduler option is used with the ScanFile Remote Services which is described in the chapter Remote Services Once you have added all the folders to the library the library will be created by clicking on the Apply button which will show a progress dialogue while importing the index information into the library Please note that each drive a folder resides on will be given a media ID so that ScanFile can
101. L ENEE 87 OVERVIEW aa E E epee T E E T A T 88 SINGLE amp BATCH SCAN WEE 88 POSTINDER POOL E 88 F NETION SHEETS nenne 89 JOB SEPARATION DHEETS rennene 90 INDEXING EEN 91 OVERVIEW ee 92 MANUAL INDEXING sicaccdnsacacrtacnenahdweaanctdnancnsducnansndnauansiduanengueueuansnduanenciduaneaaaduicns 92 PEA ADOC ee aerae e E EEA EE EEEE A EEE EEA EEG EEEE AEE 92 E e grell e 93 OCF INDEXING Ee Eau 93 EENS ed 93 SEARCHING AND VIEWING DOCUMENTG ccscccccssssenssesessesesseseeeseees 95 OVERVIEW Ee 96 SEARCH EE 96 EXTENDED SEARCH ns nenne hear 97 MULTIPLE INDEX SEARCH cccccccecceceecceceeeeeceuceeeeueeeeeueesueueeeeaeesueeeeseueeesuaeeeeees 98 FULE TEXT SEARCH nenne 98 Le Inf EE 99 FHT ST EIU EE 100 SENA ENNEN 101 EELER eelere 102 en EEN 102 SOC E ODliOn unser 102 ei RE 103 IMAGE DIEPLAY EEN 104 IMAGE DISPLAY MENU 105 ELECTRONIC DOCUMENTS 4er 106 Seite 4 e Welcome to ScanFile ScanFile Benutzerhandbuch ScanFile Document Management System Contents Electronic Document Display Menu 2 edegiieedet iegedeefeded Zeg deefe dee 106 VIEWING MULTIPLE DOCUMENTS sssissseieeeinnernnernienniinrninnrinnrnenrnirnrnenenrenrrennne 107 SN ee 107 F stPies Men ege Ee 108 ELECTRONIC DOCUMENT IMPORT cssscccssscccssesesseeensseeeesseeenssesenseeees 111 EE 112 TIFEWRITER E 112 BOlELE MOOG anne neun 113 EXPLORER SEND EEN 114 MS OFFICE INTEGRATION cccccccccceceeeceeeceeeeueeeeeueeeueeeeueuseeueeeesueueese
102. Lura Document is a standardised image compression ratio which is designed essentially for compressing either full colour or greyscale images to dramatically smaller files sizes Lura document is also a lossy compression format however ScanFile includes extensive options for determining levels of quality for Lura Document scanned images Sensitivity These settings allow you to adjust the brightness and contrast settings for each side of a document to be scanned Different settings will apply Scanner Setup e Seite 277 ScanFile Benutzerhandbuch ScanFile Canon MS 300 350 amp 800 ment Management System dependent upon whether the document is to be scanned in Text mode or Photo Mode Photo mode applies error diffusion to simulate rescaling Text Mode In this mode only the Text Brightness setting can be adjusted All three scanners have an automatic brightness function built in but this can be overridden and manually set if necessary When the Auto is selected the scanner will automatically sense the brightness setting required for each page as it is scanned The Brightness setting can be any value between 1 and 255 with 1 being the darkest setting 255 being the brightest A value of O will select Auto brightness To manually set a brightness value untick the Auto checkbox and select any other value as Auto by using the slide bar or typing in a value between 1 and 255 Photo Mode In this mode
103. P address of the server P queue name J job name filename Example Jor SG 127 0 0 1 P VNP_001 J Job001 testspool prn After committing this command the VNP will archive the printed date in the selected folder ScanFile VNP e Seite 323 ScanFile Benutzerhandbuch ScanFile Configuration ment Management System Portprintig Configuration The Portprintig makes the VNP accessible to systems that support neither Windows printer sharing nor LPD In this case the files can be send via raw TCP IP The Portprinting can be set up and activated with the Configuration Tool To start the tool open Start Program Files ScanFile VNP and select the tab Common By default the Portprintig is activated and works on the Ports 9100 to 9103 Please make sure that the used ports are open Maybe it is necessary to reopen the ports after installing a Service Pack for example Windows XP Service Pack 2 because the ports are blocked by the Windows integrated firewall To set up the Portprinting folder select the Interface tab and choose the used Port from the list The settings can now be changed The configuration is equal to the setup of the VNP Ports that are used by the virtual printers Read the Configuration of VNP Ports for further information Portprinting sends a coherent data stream to the VNP Therefore it is not possible to set the beginning or the end of a file This could lead to difficulties if a conn
104. Q ScanFile Document Management System 8 Manual for ScanFile Version 8 Installation Licensing amp Configuration ScanFile ScanFile WebServer ScanFile RemoteStation ScanFile Remote Services ScanFile Connector for ShareScan ScanFile User Guide ScanFile Disclaimer ment Management System Disclaimer Dieter Spielberg DMS GmbH makes no representation or warranties with respect to the contents or use of this help file and specifically disclaims any express or implied warranties of merchantability or fitness for any particular purpose Further Dieter Spielberg DMS GmbH reserves the right to revise this help file and to make changes to its content at any time without obligation to notify any person or entity of such revisions or changes Further Dieter Spielberg DMS GmbH makes no representations or warranties with respect to any ScanFile software and specifically disclaims any express or implied warranties of merchantability or fitness for any particular purpose Further Dieter Spielberg DMS GmbH reserves the right to make changes to any or all parts of ScanFile software at any time without obligation to notify any person or entity of such changes Copyright 1999 2006 Dieter Spielberg DMS GmbH All Rights Reserved No part of this document may be reproduced transmitted or stored in any form or by any means electronic or mechanical for any purpose without the express written permission of Diet
105. QUIQU ON eege 295 EE EE 295 REMOTE SERVICES CONFIGURATION TOOL cccccceeecscecesececeeeueeeeeueueesueeseeuaess 296 ELECTRONIC DOCUMENT SERVICE ssisssiisseeiseerierieeeninnriinenrnntinenianinnrtneenrenn 296 Update SCN OCC nn ee 296 OUD E 297 Search Drive Ee 297 EE 297 ee ee de 297 EE 299 COLD IMPORT SERVICE EE 299 Updale Schedule EE 299 ele See EER Tee NL NNT RT A NRMP EHE E NINE Re Se Ree AAE ne ne er eer 300 EE 300 ACTOS eet 300 Import Template ee ent 300 Update NOW eegene edd aaa ed 301 FILES AND INDEX IMPORT SERVICE cc cccecceceeceeeeeceeeeeseeueeseeueseseeeeseaesesaaeeees 301 Update SCHERUIE nun eae ene ene eee meen ne ear Te 301 FUN ea ci eta Bisel nn th eae need a ates edad ns sen nie eae et alee eva ernie 301 EE 302 ER s eee eee een Pee A eee eee eee ene ee 302 eae CeCe Ree OATES LTTE eR LOTTO TE eM TTT TECHIES On TUNES UR STE TOR TTT ene reer 302 Update NOW assis ce ici nena Ca VERRA cin iad 302 INDEX IMPORT SERVICE aunuacanan nenn nn ann nm anna nenn nennen nun 303 Update SCO nenne 303 ele E 303 EE 304 et 304 Update NOW tie eee ee eee eee eee 304 LIBRARY Te ge GE 305 Setup E 305 UDG Ale SCNCOWIG nn 305 Seite 10 e Welcome to ScanFile ScanFile Benutzerhandbuch a ScanFile Document Management System Contents Library DIECIONCS ensure 305 alle Ee 306 Update NOW ee ee ee ee eee ee 306 DOCUMENT ROUTING E 306 In ee ER ee 306 IER 307 AUDIT Eeer 307 Never Delete Automatically cc
106. Red Will not scan red parts of the document e Green Will not scan green parts of the document e Blue Will not scan blue parts of the document Colour Dropout can be disabled for a part of the document by setting values in the Disable Dropout option This is measured in millimetres and is applied x mm from the top edge of the scanned image to x mm from the top edge of the image where x is the value required Edge Emphasis This can be used to emphasise contour lettering as well as softening scanned images such as photos This has a valid range of 1 to 5 and can be adjusted by moving the slider bar or using the arrow keys to increase or decrease the value Canon DR 2050C amp DR 2080C The DR 2050C and the DR 2080C are compact A4 workgroup scanner with a maximum scanning throughput of 20 pages per minute or 39 images per minute when scanning double sided documents They support black amp white and 256 level greyscale scanning and 24 bit colour The maximum scanning resolution is 600dpi The following picture shows the DR 2050C and DR 2080C Scanner setup screen Scanner Setup e Seite 263 ScanFile Document nt Management System ScanFile Benutzerhandbuch Canon DR 2050C amp DR 2080C Scanner setup DR 2050C DR 2080C Page size Maximum Adjust Skew correction View Resolution Compression Mode 200 x 200 Compressed TIFF G zc Black White Rotation Pages 0
107. Remove Programs Client and Server on one machine go to Start gt Run and enter lt ScanFile Folder gt Unwise exe lt ScanFile Folder gt ScanFile_uninstall log Removing ScanFile does not delete data Seite 42 e Installing ScanFile ScanFile Benutzerhandbuch Licensing scanf ile un Licensing Licensing e Seite 43 ScanFile Benutzerhandbuch ScanFile System Overview Overview This chapter describes the necessary steps to license ScanFile The licensing system is a hardware dongle you received with the program This dongle is normally delivered in an unlicensed state and must be activated before ScanFile can be run If you have WebServer and or RemoteStation in addition to ScanFile the licensing for these is held on same dongle as for ScanFile When installing these applications you will be asked for the ScanFile application path and from this WebServer and RemoteStation Server will be able to find the dongle What is the Serial Number The serial number is needed to identify the dongle The number is engraved on the hardware dongle and is needed to download the license key via the Internet No new update request is needed if you mistype your serial number when you try to collect a dongle activation key via the Internet What is the Pick Up Code When a ScanFile system is purchased or when an update to an existing installation has been purchased a Pick Up code is needed This code i
108. ScanFile installation process will replace These can be older versions of ScanFile components if you are installing over an existing installation and common Windows components If you choose to backup these components you will be offered to create a Backup folder in the previously selected installation location Please note that the ScanFile Installation process will only replace older versions of common Windows components Personal Hitlist You will then be asked to select the directory to be used to store the User Personal Hitlist files The default value will be a directory called Data which will be created in the ScanFile program directory Once the directory is selected press the Next button ScanFile will now be ready to be installed Licensing Once the ScanFile server installation is complete the dongle can be attached to the Server The Wibu Key Server service must then be started This can be done manually or it will be done automatically when the Server is rebooted If you wish to activate the dongle from the server directly you must perform a Client installation to install the required files Please see the Licensing chapter for instructions on how to activate the dongle After this the server installation is complete and you can go on to install the ScanFile clients If you wish to use the Remote Services a client installation has to be performed on the server to install the necessary components
109. ScanFile would therefore be changed as shown below WKNet 818 1000 serverFile SYS Apps ScanFile dongle WKNetSF dat RefreshTime 10 TimeOut 30 Selection 1234 Once you have changed the serverFile values in all four sections you can save and close the WibuNov ini file Dongle NLM For ScanFile to be able to find the dongle once it has been activated the dongle Netware Loadable Module NLM needs to be loaded The Dongle cannot be activated from the Novell Server this must be done at a Client before attaching it to the server and starting the NLM Please see the chapter Licensing on how to activate the dongle Before loading the NLM copy it from the Dongle directory into the System directory on the Novell server You can then load the NLM at the Novell server Console by typing LOAD WKSVNW NLM followed by the complete path to WibuNov ini as the parameter LOAD WKSVNW NLM SYS APPS SCANFILE DONGLE WIBUNOV INI This should also be add to the servers Autoexec ncf so that it will automatically load if the server has to be rebooted The Installation will now be complete and Clients will be able to run ScanFile Installing ScanFile Seite 37 ScanFile Benutzerhandbuch scanFile n Network Client Installation Network Client Installation To perform a Network Client Installation select Run from the Start Menu and then choose SetupSF exe from the ScanFile server installation directory Before pressing the OK button add th
110. UDIT TRAIL DATA 214 SEENEN 217 WHAT IS CODELESS CONNECTOR 0ccccccsecccceesecceeseeceeseeneeseseeeeeseeueeeaeeeesaess 218 HEGUFENIONTE ee EEE 218 CONFIGURE CODELESS CONNECTOR 218 Configuration of Keyboard shortcuts 0 cccccceeeseeeeeeeeeeteeeeenneeeeeeeeeenees 218 Configuration of a Codeless Connector link nennen 219 USE CGBELESS CONNECTOR uni 220 CD PREPARA TION E 221 E IS E 222 0DE GIS NT AON EE 222 Standard Preparation EE 223 F st FICO AMON nennen 224 CD WIG ENNEN 225 WRITING Eege 225 SCANNER SETUP u 227 ETN added dd dg 228 SCSI CONNECTED SCANNERS 1 ccccccceecsceeeceseeeceeeeeseeeueseueueeeueueueueeusuaeeeeuaess 228 SCANNING RESOLUTION EEN 228 TEE BE 229 SCANNER CONTROL SHEET Sicisisasasssadasacassdelvasdansdasadsendanndsecdalendinedsssdiendlnndvaaddbas 229 SCANNER CONFIGURATION sascha naar 230 CANON DR 6080 7580 amp OU 230 Scanner Configuration ee 231 EE EEN 231 HEEN 234 TOP MOOS as ee i i aa aaa EAEE e e 234 FINO IOC EE 234 Extended dee 234 CANON DR 70800 eeen 238 Scanner Configuration naeh 238 Pag Ee 239 GENEE 242 ee 242 Photo ModE eege 242 Extended ee 243 CANON DR 5020 5080C amp DOG 243 Scanner Coniguraton 244 Pag EEN eegen d e eg iesen t 245 EE 248 Seite 8 e Welcome to ScanFile ScanFile Benutzerhandbuch a ScanFile Document Management System Contents TEXT MODE E 248 POF OMG EE 249 Extended Ee 249 CANON DR 3060 3080C amp 2000 257 Scanner Configuration
111. WebServer will display The lower the setting the lower the quality of the displayed image This can be useful for viewing large JPEG s over a slow modem link Language This is another user specific setting which allows you to select the language that the page text will be displayed in The available languages are English German French and Japanese Please note that you will have to be running a Japanese version of Windows to view Japanese text correctly LuraDocument The LuraDocument settings allow you to specify how documents saved in the LuraDocument format are displayed and downloaded To display Lura format documents in Lura format you will need the Browser plug in loaded This is available for download from www scanfile com on the Updates page Alternatively you can select to have them converted to GIF JPEG form before display or downloaded in which case your standard browser will be able to display the documents Session Timeout This allows you to specify the period of inactivity after which a user will be required to log in again This also frees the user license Logout Page You can set a URL that WebServer will go to when a user logs out of ScanFile You must specify a page location Image Cache Each time a user views a document using ScanFile WebServer a copy of that document is made in the Image Cache This can significantly enhance document retrieval times The location of the
112. You can set the start and end period during the day during which the update will be performed by entering the start time and end time in the From and To fields You can then select how often during the selected time period the update will be performed by putting a value in minutes in the Update every field Seite 310 e Remote Services ScanFile Benutzerhandbuch Zone OCR Scheduler scanf ile un Update Now This functionality gives you the opportunity to perform a fulltext OCR fast and out of schedule Pressing the Update Now button will cause the Remote Services to perform an OCR reading with the next update loop Zone OCR Scheduler Overview This scheduler only works if option OCR is installed and licensed This service will automatically perform zone recognition on selected folders Any documents that have not been zone OCR d in the folders will be processed on the selected days and time Folder To select a ScanFile Folder to have the zone OCR performed upon click on the Add button below the folder list You can then select the folder from the available storage locations Once you have selected the folder it will be shown in the folder list To remove a ScanFile Folder from the list highlight the name by clicking on it and then click on the Delete button below the folder list Update Schedule The days time period and frequency of the zone OCR scheduler can be set by choosing the Scheduler option at the left of
113. a barcode property The data held in the second barcode found will be placed in the second barcode field and so on In the example shown below the data held in the first barcode Project Number will be placed in the Project No field in the folder which is the first field with a barcode property Project Number AME Project Number E Document Name 12345678 Project Phase 1 Document Number Costing 87654321 Document Number IS IT In General Settings the following options can be set Barcodes e Seite 145 ScanFile Benutzerhandbuch SCONES an Zone Barcode Reading You can select whether ScanFile will check if the correct number of barcodes has been read from the document in relation to the number of fields in the folder that have been set with the barcode property The Check Number of Barcodes option controls this When scanning single page bar coded documents if ScanFile fails to read a barcode from a page an X can be placed in the folder barcode field to identify the document for later indexing The Auto Index failed barcode read with X option selects this If this option is not selected and ScanFile was unable to read a barcode scanning will pause and you will be prompted to type in the index information into the barcode field You can also read a documents barcodes after it has been scanned by displaying the page and then pressing the F12 function key or selecting Edit gt Recognise
114. access or Denied access by choosing the appropriate option To add an IP address to the list select the Add option and then enter a valid IP address and subnet mask The entries in the list can be edited by selecting the Edit option and removed using the Remove option Connections The list of users currently logged on to the RemoteStation server can be monitored using the Connections option Additionally a Session Timeout period can be set default 20 minutes which will automatically log out users which have been inactive for the timeout period and therefore freeing up a license for other users Events The Events display will list all activity that occurs on the RemoteStation server such as connection requests searches and document transmissions The number of Events that the list will hold at any one time can be selected by entering a number between 1 and 999999 into the Events to hold field The Events display will also show the number of concurrent licences the server is licensed for and the number currently being used RemoteStation Client The RemoteStation Client allows users to connect to RemoteStation servers and retrieve and store documents to those servers To install RemoteStation Client select Run from the Start Menu and then choose SetupSRSClient EXE from the SOFTWARE directory on the ScanFile CD Press the OK button Seite 352 e ScanFile RemoteStation ScanFile Benutzerhandbuch Client Configuration
115. also important that the fields specified in the import template are the same as in the folder and in the same order If this is the case choose COLD gt Open Import and the Open Template dialogue will be displayed Select the template to be used for the import Seite 200 e COLD ScanFile Benutzerhandbuch Viewing COLD Data ScanFile Document Management System ensuring that it is the correct template for the open folder and then press the Start Import button You will then be asked to select the spool data file to be imported into the folder Select the correct spool file for the template and the import screen will appear E Import text C Programme ScanFile scanfile dat Job number Customer Date Customer name Records Pages During the import the screen displays all index fields defined for the current template and their processed contents the amount of imported records and the total amount of imported pages Pressing the Start Import button will start the import Viewing COLD Data Searching for and viewing COLD data is achieved in the same way as for any other document stored in a ScanFile folder A folder may be opened the search criteria entered the Search button pressed A Hitlist will then be displayed and the first document shown in the image window All the standard image rotate and zoom controls will function with COLD data COLD e Seite 201 ScanF
116. alue untick the Auto checkbox and select any other value as Auto by using the slide bar or typing in a value between 1 and 255 Photo Mode In this mode the Photo Brightness and Contrast settings can be adjusted All three scanners have automatic brightness and contrast functions built in but these can be overridden and manually set if necessary When the Auto setting is selected the scanner will automatically sense the brightness and or the contrast setting required for each page as it is scanned The brightness and contrast settings can be any value between 1 and 255 with 1 being the darkest setting 255 being the lightest A value of 0 will select auto brightness or contrast To manually set a brightness or contrast value untick the Auto checkbox and select any other value as Auto by using the slide bar or typing in a value between 1 and 255 Extended Settings The Extended Settings option allows you access to the advanced functions of the scanners Many settings are available from this option and these are explained on the following pages Several of these settings can affect the quality of the scanned image and they should therefore be used with caution Seite 234 e Scanner Setup ScanFile Benutzerhandbuch Canon DR 6080 7580 amp 9080c ScanFile Document Management S ystem Double Feed Detection There are two methods to set the scanner to detect the simultaneous feeding of two or more sheets of pap
117. amp 3080CIl ument Management System Scanner setup DR 3060 DR 3080C DR 3080CII Choose scanner SCSI ID Page size Ha 0 ID 7 YMSCSI Maximum v Adjust Skew correction ID 5 77 View Resolution Compression Mode 200 x 200 v Compressed TIFF G v Black White Rotation Pages Dither 0 v Front v Text mode Sensitivit R Use default settings Extended settings Front Text Brightness 2128 Page Settings All three scanners are capable of scanning single or double sided documents and different settings can be applied for each side of a double sided document The first option to select is whether to scan single or double sided Selecting Front Back or Front back scanning from the option on the screen above can do this Please note that greyscale and colour scanning is only available for single sided front page scanning on DR 3060 and DR 3080C The Adjust option sets the scanner to automatically detect the size of each page scanned and will adjust the page size to the actual size of the document For each side or both sides of a document the following options can be set Seite 258 e Scanner Setup ScanFile Benutzerhandbuch Canon DR 3060 3080C amp 3080CIl ScanFile Document Management S ystem Option Description Page Size Select one of the following document sizes e Letter 8 5x 11 Inch e Legal 8 5x 14 Inch e A4 210x 297 mm e
118. ample document A sizeable box will be overlaid on the image in the Test Scan window Size the box over the area of the sample document and the box size and location will then be saved Please note that when this option is used only the area of the document inside the box will be saved All other parts of the scanned document will be discarded Resolution You can select one of the following resolutions 200 300 400 and 600 dpi Dots per Inch With the above settings the horizontal scan resolution is the same as the vertical resolution Scanner Setup e Seite 275 ScanFile Document Management System ScanFile Benutzerhandbuch Canon MS 300 350 amp 800 Mode The scanners support black amp white and greyscale scanning Black amp White The black amp white mode scans only in black amp white Greyscale The scanners support 4 16 amp 256 levels of Greyscale Please be aware that greyscale scanning especially at high resolutions can result in extremely large file sizes Dither Use this setting when scanning in black and white mode This applies error diffusion to simulate greys and half tones on the scanned document This is useful when scanning photos Rotation A document can be scanned and then rotated and saved The available rotation options are 0 90 180 or 270 Seite 276 e Scanner Setup ScanFile Benutzerhandbuch Canon MS 300 350 amp 800
119. an be recorded when working with Folders If you wish to record the event that a folder is opened closed modified or deleted and so on then these options must be selected by means of the checkboxes Once the required event settings have been defined click on OK to save the settings and you will be returned to the main Audit Trail configuration window Displaying events Once any of the events selected have been activated or modified in the main ScanFile program a list of up to 100 events can now be displayed To do this click on the Filter List button If the event list that is returned is not specific enough there are three ways to narrow down the results so that only the events that are currently required are displayed The first option is to select which folders and libraries you wish to display events from these are selected by means of checkboxes on the main Audit Trail Report window Click again on Filter List The new list contains event actions recorded from all users that are related to the selected folders and libraries Auditing e Seite 213 ScanFile Benutzerhandbuch Printing Events Lists Scan File ment Management System The second option to select is the user s whose event actions are to be displayed this is also done by means of checkboxes in the main Audit Trail Report window Thirdly should you require events to be displayed for a certain date or time period this period should be defined by selec
120. and license ScanFile as well as the VNP ScanFile VNP also requires the Microsoft Net Framework 1 1 It can be downloaded from the Microsoft website for free An installation guide is also available on the Microsoft website Please note that Microsoft Net Framework 1 1 is required to run ScanFile VNP It is not included in later Versions of the Microsoft Net Framework The installation of Microsoft Net Framework is insufficient The ScanFile VNP Service based on Microsoft Net can only be used with ScanFile version 8 0 3 and later All earlier Versions have to use older VNP versions Setup The ScanFile VNP is no longer installed during the ScanFile setup The VNP has to be installed out of his own setup program To install ScanFile VNP open the VNPSetup msi in the Software VNP folder on the ScanFile CD Seite 316 e ScanFile VNP ScanFile Benutzerhandbuch Configuration ScanFile Document Management System Location In the first step you will be asked to choose the drive and directory that ScanFile VNP will be installed into A default of C Program Files VNP will be offered this can be changed to the server location you wish to install ScanFile VNP to Once you have chosen the drive and directory press the Next button The folder that is used by ScanFile VNP to archive it s files has to be shared in order to provide ScanFile Schedulers the opportunity to get the VNP archived files
121. anning on the workstation using a scanner attached to a SCSI card ScanFile VNP With ScanFile VNP you can create up to 8 virtual network printers which allow to you print documents which are converted to TIFF format and saved to specified directories and can then be automatically imported into ScanFile folders Seite 32 e Installing ScanFile ScanFile Benutzerhandbuch Microsoft Server ScanFile Document Management System If TIFFWriter was selected to be installed and the operating system on the PC is Microsoft Windows NT4 you will be asked to insert the NT4 CD ScanFile needs to install files that are on the NT4 disc Personal Hitlist You will then be asked to select the directory to be used to store the User Personal Hitlist files The default value will be a directory called Data which will be created in the ScanFile program directory Once the directory is selected press the Next button ScanFile will now be ready to be installed Licensing Once the ScanFile installation is complete the dongle can be attached to the workstation and then licensed Please see the Licensing chapter for instructions on how to do this Microsoft Server ScanFile can be installed onto Microsoft Windows NT4 2000 and 2003 servers Please ensure that the server operating system has been updated with the latest Service releases prior to installing ScanFile The ScanFile installation must be
122. apability it can be selected by choosing the Use Compressed Transmission option Kofax Kofax manufacture specialist image processing boards for PCs to allow them to support high speed scanners from companies such as Bell amp Howell and Kodak A TWAIN driver is available for the KOFAX scanner Scanner Setup e Seite 287 File ScanFile Benutzerhandbuch acan ee System Kofax Seite 288 e Scanner Setup ScanFile Benutzerhandbuch Maintenance scanf ilei un Maintenance Maintenance e Seite 289 ScanFile Benutzerhandbuch Overview Scan File Document Management System Overview Built in to ScanFile are utilities that will assist you if you experience problems with any of your folders or libraries For this case ScanFile offers following functions to maintain and repair folder and libraries The functions do not replace a regular backup You should always take regular backups of all your ScanFile folders and libraries to prevent loss of data Maintain Folder This utility is available from File gt Maintain Folder ScanFile will check a folder for any errors within the database and for missing or corrupt document files If any incorrect index records or records pointing to missing document files are found a record of these will be written to the file Error log which is created in the PC s TEMP directory Problems such as these can occur if the PC was switched off during scanni
123. art to configure is the Access Permissions This will determine what rights users will have when they access the WebServer site For standard access you do not normally need to change from the default permissions Once you have set the permissions the WebServer setup is complete WebServer user If you have created a user account for WebServer to use in IIS this must also be configured To do this open the Properties screen for the WebServer virtual directory and select the Directory Security tab You must then edit the Anonymous access and authentication control properties Click on the Edit button and the Authentication Methods screen will open You must then edit tne Account used for anonymous access property This can be done by clicking Edit This will then open the Anonymous User Account screen which allows you to select the user account that you previously created from WebServer to allow access to ScanFile libraries You must also disable the Allow IIS to control password option Once you have done this the WebServer configuration within IIS is complete Configuring WebServer Once you have created and configured the Virtual Directory you can then log on to the WebServer site you have just created by opening your browser software and typing in the name of the site together with the alias you selected for the WebServer Virtual Directory Example If the Virtual directory has been called SFWeb and the site is called scanfile
124. as no GUI to set such settings An example of this would be an AS400 printer These features are not described in this manual Please ask our support team for further information Import scheduler The TIFF Spooler or other import scheduler can be used to automatically import VNP printed files into ScanFile Please read the Remote Services chapter for more information ScanFile VNP e Seite 325 uge ScanFile Benutzerhan h canFile utzerhandbuc Document Management System Import scheduler Seite 326 e ScanFile VNP ScanFile Benutzerhandbuch ScanFile WebServer ScanFile un ScanFile WebServer ScanFile WebServer e Seite 327 ScanFile Benutzerhandbuch Overview ScanFile Document Management System Overview Companies are rapidly embracing Internet technologies supporting remote and mobile users and implementing corporate intranets using the web browser as the universal desktop client application As this trend continues internal and external users such as customers and partners are demanding Internet access to corporate document repositories ScanFile WebServer is uniquely positioned to deliver the vast benefits of Internet technology to users With ScanFile WebServer you can give anyone anywhere in the world access to your document libraries ScanFile WebServer is an Internet server based application that allows the retrieval of documents using just a web browser Whether you wish to make d
125. at any software module included in the Software may have utility with or be able to be called by other software and or hardware which Spielberg considers to be an unauthorised use of the Software Accordingly you agree that you will use such software modules only as part of the Software and not in conjunction with or as part of or as a component of other software and or hardware which makes calls to such software modules Spielberg grants you the personal non exclusive rights a For a single user version of the Software to install and use the Software for internal purposes only on a single computer the Software is considered in use when it is installed in the temporary memory i e RAM or the permanent memory i e Hard Disk Drive b For a multi user version of the Software to install and use the Software for internal purposes only for the number of computers or simultaneous users identified in the Installation Configuration sheet of the Software package for example if you have purchased a 5 User license you may install the Software for simultaneous use by up to 5 Users on a network 2 BACKUP COPY a You may make whatever copies you deem appropriate from the ScanFile delivery Compact Disc the Programs Example Files and any other promotional material that may be included thereon The Application Manual or any part thereof may be reproduced in sufficient quantity to support only the number of users licensed to you and no mor
126. ation Sheets From ScanFile Release 7 3 the Forms Recognition option adds support for Job Separation Sheets while scanning which enables several files to be placed in the scanner feeder at the same time with the job separation sheets placed between them The files will be automatically divided into documents and stored in the ScanFile folder Sheet templates can be assigned to a Folder within the Folder setup Job Separation Sheets can be assigned to a folder in the Setup Folder window and can be used with any scanner Further information about working with Job Separation Sheets are given in the chapter Job Separation Sheets Seite 90 e General Scanning ScanFile Benutzerhandbuch Indexing canFile Document Management System Indexing Indexing Seite 91 ScanFile Benutzerhandbuch Overview ScanFile Document Management System Overview The correct indexing of documents is very important as you have to rely on the index information to search and retrieve your documents later on The more detailed your index information is the better you will be able to narrow down your search results The following indexing options are available Manual Indexing Automatic Indexing Import of index files OCR Indexing The first three options are standard features that are described later on in this chapter Please refer to the Import chapter to read more about the import of index information from an exter
127. ay a document at its scanned resolution As an example an A4 page scanned at 200dpi results in an image 1664 pixels wide by 2532 pixels in length This means that if the monitor resolution is lower than this information from the image has to be removed to be able to display it This can then result in a loss of quality in Seite 118 e General Settings ScanFile Benutzerhandbuch Display Mode ScanFile Document Management S ystem the displayed image ScanFile has three image display modes which can be applied so that optimum display quality can be achieved Option Description Greyscale Applies 4 levels of greyscale to enhance the displayed image Bitonal Applies one level of grey to enhance the image Black White Displays the image with no enhancement When the scanned image is displayed at 1 1 level one screen pixel for each scanned pixel the Greyscale and Bitonal enhancements are not applied There are more settings to influence the image display in ScanFile Following table lists the options and gives a brief description Option Description Skip back pages When enabled it will stop the reverse side of a double sided scanned document from being displayed when browsing through a file Rotate Back Page If a double sided page has been scanned and the reverse side of the document is upside down in relation to the front side the option will display the reverse s
128. ay the retrieving of information is independent of the application used Requirements A license has to be provided for each user who wants to use the Codeless Connector The configuration is done via menu Options gt Codeless Connector The windows application you want to transfer information from has to be installed on the same machine where you setup the application links Configure Codeless Connector The following steps must be carried out for configuration e Configuration of keyboard shortcuts for transfer of field contents e Creation of one or more Codeless Connector connections to different applications Configuration of Keyboard shortcuts With selecting Options gt Codeless Connector gt General Settings the keyboard shortcuts can be configured For each function Search Edit Scan the keys Ctrl Alt or Shift and a character can be selected Mouse clicks can also be used as shortcuts Please note that the combinations configured must be unique for each function and must not interfere with other shortcuts also from other applications The following image shows the window to set up the keyboard shortcuts Seite 218 e Codeless Connector ScanFile Benutzerhandbuch Configure Codeless Connector ScanFile Document Management System Codeless Connector General Settings Here you can define the hotkeys to call the codeless connector functions Hotkeys single Hotk
129. b number Invoices xxx None xxx Customer number Canon Deutschland GmbH 1 Canon UK Ltd Date DMS ScarFile ScanFile International Ltd Spielberg Customer name Search in all folders 3 Search Search in one folder Les View folder names View Media ID Folders lt lt lt AND combined Close OR combined The number of search fields depends on the field structure of the imported folders The folder with the largest amount of index fields limits the amount of search fields Always the he field names of the selected folder will be shown If a selected folder has less index fields than others the remaining search fields are unnamed But named or not any of the fields can be used for searching irrespective of the number of fields a folder has as other folders may have more fields The keyword list of a library is a summary of all imported folder keyword lists and can be used to search for documents in the same way as for folders Libraries e Seite 85 ScanFile Benutzerhandbuch Search in Libraries ScanFile Document Management System Selecting Options gt General Settings gt Hide Keyword List will turn off displaying of keywords By pressing the Folders button you can display or hide the names of the folders in the library You can also highlight a folder name and choose to just search within that folder To search specify the criteria and then press the Search
130. barcodes Zone Barcode Reading This method of reading barcodes allows you to specify the field to which the barcode value will be placed Up to ten zones can be defined and linked to fields in the folder Zone barcode reading can also be combined with zone OCR reading allowing you to read barcodes and text from scanned pages at the same time Please note the ScanFile OCR option is required for this feature Defining Zones To define the zones from the OCR menu select Setup zones and the OCR image window will be displayed which will show the first page of the first file in the folder or the currently displayed page from the folder Seite 146 e Barcodes ScanFile Benutzerhandbuch Zone Barcode Reading ScanFile Document Management System Zonen einrichten C ProgrammeScanFile D efault sff 44 Properties amp A Threshold 60 A Skew correction Yes A Border removal Yes E All unknown forms Siess Index fields mo Memo field Keywords al Fa Dieter Spielberg Ehinger Str 53 47249 Duisburg 9 9 3 est recognition You can navigate through the files in the folder by using the available tools until the page you wish to define zones is displayed Please note that the zone recognition will always be carried out on the first page of a file To ensure that when drawing the zone the correct part of the page is within the zone you can zoom and rotat
131. be scanned Black amp White The black amp white mode scans only in black amp white Greyscale The DR 3060 and DR 3080c support 256 levels of Greyscale Colour Only the DR 3080c supports 3 6 12 and 24 bit colour scanning The larger the bit value selected the more colour shades will be scanned Please be aware that greyscale and colour scanning especially at high resolutions can result in large file sizes Rotation A document can be scanned and then rotated and saved The available rotation options are 0 90 180 or 270 Compression ScanFile will store images in one of four ways Uncompressed TIFF Group 4 Compressed TIFF Jpeg Lura Document The type of compression and file format you select is dependent upon several factors including the type of document to be scanned and the type of output required of that document once stored Uncompressed TIFF This format will perform no compression on the image data produced from the scanned document and will result in large file sizes Group 4 Compressed TIFF This format will compress the scanned image data normally by a factor of 10 to 15 This is only used for black amp white scanned images This is a lossless compression format which means that none of the original scanned information is discarded JPEG JTIFF JPEG is a standardised image compression mechanism which is designed for compressing either full colour or grey scale images of natura
132. beginning This route must also be selected here Confirm your selected action by clicking on OK and ScanFile returns to the Send to user window Repeat this for every user in one step whose action is different than View Return to the window Create Route by clicking on OK Before a document can proceed to the next step the user or users assigned to a step must perform the action assigned to them If you have assigned more than one user to a step on the route you can select that the document can proceed to the next step if one of the users has performed the action assigned to them This can be done by ensuring the All users must perform action option is not selected If this option is selected all users assigned to a step must perform their action before the document can progress Send To Folders If you want to select ScanFile Folders as step target click on in the Folder section of the target frame A window Available Folders opens In here are folders that have been previously set up on the system Select the target folder or folders for the current step Once you have selected one or more folders from the list click on OK and they will be entered as part of a step on the route in the window Create Route Timeout Action Another option of Document Routing is the Timeout Action this option determines the length of time a Document is retained within a single step of a Route This can be extremely useful for example
133. ber C Postal code Customer number City Date Fi Customer Fi Select the field to set a binary index on and then press OK A binary index will then be created for that field A field set with a binary index can adversely affect the import of new records This is especially so when importing folders into libraries It is therefore wise to switch the binary index OFF before importing folders into libraries and then to switch the binary index back on Seite 140 e Additional Settings ScanFile Benutzerhandbuch Barcodes canFile Document Management System Barcodes Barcodes e Seite 141 a ScanFile Benutzerhandbuch ScanFile Document Management System Overview Overview Documents containing barcodes can have the value of the barcodes inserted into index fields in the folder either during scanning or by performing zoned barcode reading as a batch process after scanning The barcode function is an option of ScanFile and must be purchased to enable it ScanFile can read up to 10 barcodes at a time in either reading mode Barcode Formats Five barcode formats are supported by ScanFile The supported formats are Code 39 Extended 3 of 9 2 of 5 interleaved Codabar Code 128 The barcode type can be selected from Choose Barcode from the Options menu Additionally you can select settings to influence the way ScanFile reads barcodes Barcode 39 3 of 9 Code 128
134. built document viewer that supports over 200 document types including MS Office and PDF documents Automatic barcode indexing COLD data import TIFFWriter Zone and Full text OCR Forms Recognition Document Routing Audit Trail Full network and jukebox support Features marked with an asterix are additional purchases to the ScanFile core application Welcome to ScanFile e Seite 17 ScanFile Benutzerhandbuch ScanFile ScanFile Options ScanFile Options The basic ScanFile system comes complete with everything you need to create folders and scan and import documents into them The following options can be purchased to enhance the functionality of your ScanFile document management solution Global Index This adds support for Libraries into ScanFile Barcode This allows ScanFile to automatically read and index bar coded documents Keywords This allows keyword lists to be applied to ScanFile folders and libraries Export The Export option allows you to export complete folders libraries to a selected drive and directory All documents will be exported and a data file will be created with the index information associated with the documents OCR The OCR module has two functions Zone OCR can automatically index scanned documents from data contained within the page of a document Full Text OCR creates a searchable word list from scanned documents allowing you to search the contents of documents Forms
135. by selecting them from the drop down lists on the right side of the Filter Settings wind90ow Up to six filters standard or user defined can be applied at any time and they will be actioned in the order from top to bottom that they are selected in the drop down lists Edit filter Image filter settings User defined filter 1 v Use filter Filter parameters Threshold Noise removal o o jo o None 0 o 0 None None None Pre defined Filters There are six pre defined filters that can be applied and these are described below Additional Settings e Seite 137 ScanFile Document Management System ScanFile Benutzerhandbuch User Defined Filters Filter Description Noise Removal This will remove single black amp white pixels Horizontal line removal Vertical Line removal This will remove horizontal lines This removes vertical lines Brighten page This will brighten the page Darken page This darkens the page Complete Lines Attempts to complete horizontal amp vertical lines Softer edge Will soften edges of words and graphics blending them with their surroundings Harder edge More clearly defines the edges of graphics boxes and text The following example shows the result of filtering using Noise removal This filter favours white or black areas and removes isolated white and black pixe
136. can the barcodes can be used as file separators If a barcode is found on a page being scanned a new index record is created If there are no barcodes on the next page being scanned this page will be appended to the previously created file The next page to be scanned that contains barcodes will create a new index record Folder Configuration ScanFile can read up to ten barcodes at one time and place the results in to the folder fields When setting up folders a property of Barcode can be set for each field In the example below the fields Serial No and Pick Up Code have the Barcode property applied to them When documents are scanned in to the folder ScanFile will attempt to read barcodes from the scanned pages and insert the result into these fields Seite 144 e Barcodes ScanFile Benutzerhandbuch Reading while Scanning ScanFile Document Management System Name Lenath Properties Ext Invoice number 30 Barcode Z i ka Job number 30 Barcode ba ka Customer number 30 Barcode Mi a Date 10 Date v uid Customer 75 None be uJ Street 75 None Mi ka Postal code 10 None ba ka City 75 None vC Reading Barcodes The location of barcodes on a form does not have to be specified for this mode of reading If there is more than one barcode on a page the data held in the first barcode found on the page will be placed in the first field in the folder with
137. cation will then be saved Please note that when this option is used only the area of the document inside the box will be saved All other parts of the scanned document will be discarded Resolution You can select one of the following 100 150 200 240 300 400 amp 600dpi Dither Use this setting when scanning in black and white mode This applies error diffusion to simulate greys and half tones on the scanned document This is useful when scanning photos Mode This option is used to set the number of colours to be scanned Black amp White The black amp white mode scans only in black amp white Seite 240 e Scanner Setup ScanFile Benutzerhandbuch Canon DR 7080C ScanFile Document Management S ystem Greyscale Greyscale mode creates images with 256 greyscale levels Colour The DR 7080C supports 24 bit colour scanning The larger the bit value selected the more colour shades will be scanned Please be aware that greyscale and colour scanning especially at high resolutions can result in extremely large file sizes Rotation A document can be scanned and then rotated and saved The available rotation options are 0 90 180 or 270 Compression ScanFile will store images in one of four ways Uncompressed TIFF Group 4 Compressed TIFF Jpeg Lura Document The type of compression and file format you select is dependent upon several factors inc
138. ce When RemoteStation Server is installed the ScanFile RemoteStation service will be added to the list of server services By default this will be configured to use the local system account for its permissions However if the ScanFile and or the ScanFile folders it requires access to are on a different server the use of the local system account will be inapplicable The RemoteStation service will require full access to the ScanFile program directory and to the ScanFile RemoteStation e Seite 349 ScanFile Benutzerhandbuch scanFile Server Configuration Document Management System ScanFile folders to be used with RemoteStation Please see the Before installing section above For information about creating a user account for the service to utilise Server Configuration When RemoteStation server is first started it will report that it is not licensed Please see the RemoteStation section of the Licensing chapter in the manual for instructions on RemoteStation licensing RemoteStation Server is in two parts the RemoteStation Service which will be automatically loaded and the RemoteStation Server application which is used to configure the RemoteStation Service and can also be used to monitor the service activity Once the RemoteStation service has been configured the server application need not be running for the RemoteStation server to be active When starting the RemoteStation Server application a screen with 5 tabs
139. ce larger file sizes for a scanned image With file compression which ScanFile utilises the file size can be reduced The resolution chosen to scan particular documents will very much depend upon the type of document being scanned its quality whether it is to be live or archive filing and user preference Test Scan The Test scan function is available within the inbuilt Canon scanner drivers and allows you to scan a document with your selected settings to see whether these settings are correct Place a document in the scanner feeder and then press the Test Scan button The document will then be displayed in the Test Scan Display window The image quality can be checked from this window The Plus and Minus signs in the bottom left and right of the Test scan window allow you to enlarge and reduce the size of the image Pressing the O allows a box zoom draw a box around the area you wish to enlarge The will display the complete image in the Test scan window The image can be moved around within the window by pressing and holding the right mouse button while the cursor is over the Test Scan window then dragging the mouse around the window Scanner Control Sheets The Canon DR 3020 DR5020 and DR05080c are delivered with two types of control sheets The first type can change the scanner settings whilst the second will affect how the documents are stored The Control sheets can be inserted between pages files and dur
140. ce you have selected the folder it will be shown in the folder list To specify the image storage path backup directory and the form database the folder must be selected in the folder list by clicking on the folder name The name will then be highlighted To remove a ScanFile Folder from the list highlight the name by clicking on it and then click on the Delete button below the folder list Image Storage Path Select the location that the service will check for documents to import from The service will check only this location for forms to import Documents which should be automatically imported and indexed must be placed here Backup drive When the scheduler imports the files from the Image Storage path to the specified ScanFile folder the file s will be deleted from the storage location To enable you to keep a copy of the file s outside of ScanFile you can select a location to make a copy of the file s to You can specify the location by clicking on the three dots immediately after the field which will then display a directory find screen Once you have selected the location click on the OK button and the name of the location will be shown in the field Form Database Select the database that contains the form templates The default forms database is default sff which is in the ScanFile program directory although this can be changed Create batch This setting is for documents created by ScanFile VNP archive print
141. ched when the RemoteStation Client will attempt to send them to the server You do not have to be logged into the RemoteStation Client for the documents to be sent but the RemoteStation Client must be open Additionally if you are using a Dial Up connection to the RemoteStation server this must be connected prior to the Client sending Seite 362 e ScanFile RemoteStation ScanFile Benutzerhandbuch ScanFile Connector for ShareScan ScanFile Connector for ShareScan ScanFile Connector for ShareScan e Seite 363 ScanFile Benutzerhandbuch Introduction ScanFile Document Management System Introduction With the ScanFile Connector for ShareScan any eCopy enabled device can be used to scan and send documents to ScanFile Folders Using TCP IP connectivity combined with ScanFile security ScanStation can send documents to the RemoteStation server which will then store them to the selected ScanFile document folders RemoteStation Server with the ScanFile Connector for ShareScan is an ideal application for centralised scanning stations and to allow remote offices access to your ScanFile document store An advanced function of RemoteStation Server is it s ability to act as a master server allowing users to store documents to slave RemoteStation Servers therefore allowing a central user access point for storing documents which can then be distributed to ScanFile document stores located elsewhere Please refe
142. ct Send To Route This will display a window listing all Routes that have previously been setup Select the Route you wish to send the documents on and confirm you selection by clicking on OK Seite 180 e Document Routing ScanFile Benutzerhandbuch Viewing Routed Documents ScanFile Document Management S ystem Also on this window is an option called Split Records this is used if multiple documents are being sent to the Route If selected each document will be treated separately on the route All required user actions along the route will be requested independently from each document If Split Records is not selected then multiple documents that are being sent will be batched together and treated as one route task All required user actions along the route will only take effect when all documents have been processed Viewing Routed Documents Any documents sent to a route will appear in users Personal Hitlist They can be identified by the name of the sender being SFROUTE Local Copy By default once the action has been performed and the document progresses to the next step of the route it will be deleted from the Personal Hitlist You can however choose to keep a copy of the document by clicking on the Keep local copy checkbox before performing the action This copy will not be updated with the changes done to the document while it is sent along the route Actions When the document is displayed action icons
143. cted user or group full administrator rights to the ScanFile program which will limit no options If a user is a member of more than one group and different settings have been applied to these groups the menu options available to a user will be inherited from the group the folder or library the user has open is a member of ScanFile Account The ScanFile Account allows you to run ScanFile with a windows user account ScanFile folder and libraries protected with this windows user account are protected from unauthorized access ScanFile To enter a windows user account open Options gt Edit User and click und ScanFile Account Following window is displayed ScanFile Account Activate Runds Account Domain SOLUTION Name Scanfile Password Password Save Cancel User Management e Seite 133 ScanFile Benutzerhandbuch ScanFile Account Scan File Document Management System Select Activate RunAs Account The fields will be enabled Enter domain user name and the password Please enter the password a second time to verify your first entry and to avoid mistyping Save the new settings close all windows and restart ScanFile After the restart ScanFile will run under the entered windows user account Remote Service If you use the Remote Services please note that the Windows service has to run under the same domain account as ScanFile Display Start gt Settings gt Control Pa
144. cuments that have been accessed least will be Out removed from the cache Oldest Out The documents that have not been accessed for the longest period will be removed from the cache ScanFile WebServer e Seite 335 ScanFile Benutzerhandbuch Opening WebServer ScanFile Document Management System Each time a user retrieves a page of a document not only is the page cached a record of the retrieval is also written into a log file called CACHE MDB which will be in the IMGCACHE directory of the selected Image Cache location The time that a retrieval record is kept can be set by typing in the number of days it is to be kept in the Hold log data days field The default value is 90 days If you wish to remove all cached documents selecting Purge cache images now and pressing the OK button will do this Opening WebServer To access WebServer the address of the WebServer site needs to be entered in the browser software which will then display the WebServer login page 28 ScanFile WebServer Microsoft Internet Explorer Datei Bearbeiten Ansicht Favoriten Extras Q zw ck sl a Le ES Suchen 57 Favoriten 2 6 Adresse http localhost sws v Wechseln zu Links 7 ScanFil Webserver Kb m 1 n e e Name Password Cancel Lokales Intranet Enter a valid ScanFile user name and password and then press the Login button If the details are correct the Open L
145. d allowing you to search the documents for specific text Seite 38 e Installing ScanFile ScanFile Benutzerhandbuch Remote Service ScanFile Document Management S ystem Extensions Currently the Extension consist of an Exception Report utility This can check the existence of numbers of a defined range in a ScanFile folder A log will be created reporting missing numbers and numbers that are present several times ASPI Layer This option will install the latest release of Adaptec s ASPI drivers for their range of SCSI cards This will be required if you intend to perform scanning on the workstation using a scanner attached to a SCSI card ScanFile VNP With ScanFile VNP you can create up to 8 virtual network printers which allow to you print documents which are converted to TIFF format and saved to specified directories and can then be automatically imported into ScanFile folders If TIFFWriter was selected to be installed and the operating system on the PC is Microsoft Windows NT4 you will be asked to insert the NT4 CD ScanFile needs to install files that are on the NT4 disc Personal Hitlist You will then be asked to select the directory to be used to store the User Personal Hitlist files The default value will be a directory called Data which will be created in the ScanFile program directory Once the directory is selected press the Next button ScanFile w
146. d documents to the RemoteStation server which will then store them to the selected ScanFile document folders In addition the RemoteStation Client can be used for the retrieval from your ScanFile document store Seite 16 e Welcome to ScanFile ScanFile Benutzerhandbuch Important Please Read ScanFile Document Management System Important Please Read ScanFile WebServer and RemoteStation cannot be run without a valid software license The license is contained on a hardware dongle Once ScanFile has been installed it can be started and will immediately inform you that it is not licensed and will then open the licensing window Upgrades ScanFile 2000 and ScanFile 2002 use a software license called Crypkey This license must not be deleted before installing ScanFile This also applies to WebServer and RemoteStation ScanFile Features ScanFile is a very straightforward and easy document management system to use and manage but has all the features required for serious document management applications Intuitive user interface Black amp white and colour scanner support Import any electronic format document such as MS Word Excel files Integration with Microsoft Office 97 2000 and XP Comprehensive document referencing and retrieval features with user defined index fields keywords and full text search e Full document display features including zoom rotate and enhance View multiple documents e In
147. d Scans the Centred A4 zone Separated Scans the left and right A4 portrait zones and stores the two pages separately Overlaid This mode can scan two A4 portrait halves and combines them in to one A4 portrait Each half on the A4 Portrait is centred within the left and right A4 portrait zones The scan from the right zone will be the top half of the page and the bottom half will be from the left zone Extended Settings This option can be used to set whether to use the front panel of the scanner to control scanning rather than ScanFile itself E g if you selected the option you have to start the scan process by pressing the green button on the front panel of the MS 800 FS Controller Ill This section describes the setup and initialisation of the scanner with the FS Carrier Ill A full description of this will be available in the FS Carrier Ill manual Blip Level Description 1 Pageblip 2 File Pageblip 3 Batch File Pageblip 1 Blip 2 Blip 3 Blip Shift F Store Return Scanner Setup e Seite 279 ScanFile Benutzerhandbuch scanf ilei un Canon MS 300 350 amp 800 Password 149 149 149 Return 1 Search Mode Return Mode 5 2 3 Return Canon Meth No No No Return Ser Progr 8 13 13 Return Std Blip Yes Yes Yes Return Neg Blip Yes Yes Yes Return N P Key on No No No Return Stand Slice Yes Y
148. d a license file In both cases the License Manager is used A Pick up Code which enables you to activate the ScanFile Dongle will have been issued when ScanFile was purchased and this allows you to collect the license Please ensure that the Dongle is attached to the server or workstation that you are using and then run the ScanFile License Manager After the start of the License Manager a password is required unless the user login has been switched off A user needs ScanFile administrator rights to be able to update the license If you start ScanFile for the first time and haven t setup any users yet enter the default ScanFile user login User name admin Password admin Please note the password is case sensitive Internet Licensing If you have started the License Manager you can start a license update via the internet by clicking on the button Internet License For this option to work the server or workstation you started the License Manager on must have Internet access After selecting the Internet License option you will be asked to enter the Pick Up Code that you have been supplied with Seite 46 e Licensing ScanFile Benutzerhandbuch Licensing ScanFile Document Management System Enter pick up code Pick Up Code Once you have entered this and pressed OK the License manager will connect and verify the dongle and pickup code A confirmation screen will be dis
149. d document are displayed and can be changed Save changes by clicking on the Change Index button The index information is saved the Hitlist is updated Another option is using the Return key in the last index field to save index information The index of the document is saved the Hitlist will be updated but then ScanFile will jump to the next document on the Hitlist and display first image and index information of the new document Indexing e Seite 93 eerie ScanFile Benutzerhandbuch ScanFile System Edit Index Seite 94 e Indexing ScanFile Benutzerhandbuch Searching and Viewing documents Searching and Viewing documents Searching and Viewing documents e Seite 95 ScanFile Benutzerhandbuch Overview ScanFile Document Management S ystem Overview Searching for documents within ScanFile is a straightforward and easy task The standard document search tools in ScanFile are comprehensive allowing you to perform range searches with AND OR properties on more information than just the user defined index fields created within a folder Search The primary search screen is available from the Folder toolbox Search option where the fields within the folder are presented as well as the keywords if used Just enter your search criteria and pressing the Search button will produce a list of all tne documents that matched the search criteria At the same time the first document in the matching list wil
150. d linked to fields in the database Setting up Zones To define the zones select Setup Zones from the OCR menu and the zone configuration screen will be displayed showing the first page of the currently selected Hitlist Seite 154 e OCR amp Forms Recognition ScanFile Benutzerhandbuch Zone Recognition ScanFile Document Management System Zonen einrichten C Programme ScanFile D efault stf LIETZ 44 Properties 993 amp A Threshold 60 AA Skew correction Yes A Border removal Yes E All unknown forms Index fields Customer name Kepwords al 993 Fa Dieter Spielberg Ehinger Str 53 47249 Duisburg 9 9 3 est recognition You can navigate through the files in the folder by using the available tools until the page you wish to define zones for is displayed Then you define the zones and link them to the index fields of the folder Please note that the zone recognition will always be carried out on the FIRST page of a file To ensure that when drawing the zone the correct part of the page is in the zone you can zoom and rotate the image within the display window Once you have displayed the area of the page you wish to create a zone for right click on Index fields on the OCR tree under the All Unknown Forms branch and select Add Field This will then display a crosshair cursor in the image display window and by moving th
151. d on Multiple Index Search This feature allows you to search across selected index fields for the documents you require To perform this type of search select Multiple index search from the Search menu You can then enter the search criteria and select the folder library fields that you want to search across Wildcard characters such and can be used in the search criteria Pressing the Search button will then display a Hitlist showing all the documents that matched the criteria used Full Text Search Selecting Full text search from the Search menu allows you to search the word list resulting from full text recognition The search screen will appear allowing you to type in the word or words to search for Searches can include multiple words and can be set to an AND or an OR search on the words entered Selecting the page to view is exactly the same as previously just highlight it in the Hitlist and the page will be displayed in the Image window Fulltext retrieval Search for Detailed hitlist AND combined O Show number of matches in hitlist OR combined Phonetic search O Seite 98 e Searching and Viewing documents ScanFile Benutzerhandbuch Hitlist canFile Document Management System Option Detailed Hitlist Description This option when selected will show a Hitlist record for each page that contains the word or words searched for When not selected the Hitl
152. d records within a folder In order to do this use the OCR menu option which is shown when right clicking in the Hitlist or Image Display window Barcodes e Seite 149 canFile ScanFile Benutzerhandbuch Document Management System Reading Barcodes Seite 150 e Barcodes ScanFile Benutzerhandbuch OCR amp Forms Recognition OCR amp Forms Recognition OCR amp Forms Recognition e Seite 151 ScanFile Benutzerhandbuch scanFile Overview ment Management System Overview This is an option for ScanFile and has two methods of OCR Full Text OCR and Zone Recognition Full text recognition creates a searchable database allowing to find pages of documents that specific words appear on Electronic documents containing text and COLD documents can be read as well Since COLD data are already text based the fulltext reading is very fast and reliable Zone recognition allows you to read area s of a document and place the result of the OCR in to the folder fields The Forms Recognition option works in conjunction with the OCR zone option of ScanFile Its purpose is to recognise a form by means of defined identifiers and then index records with data read from the contents of zones that have been created for each form From ScanFile Release 7 3 the Forms Recognition option includes support for Job Separation Sheets Please see the according chapter for information on how to configure and use these Fu
153. ded Settings button o Setup user access rights General M File Select all File Edit Search View Options Libraries COLD OCR Window Plug Ins Help WebServer RemoteStation Setup folders Open folder Personal Hitlist Ir Choose search drives Select scanner Repair folder Maintain folder Import Export folder M Send to M Move to Prepare CD writing Setup utoCD Print image Print hitlist Cancel Log out Exit To select which options you wish to allow or prohibit for the user or group click on the corresponding tab on the left hand side of the window and then Seite 132 e User Management ScanFile Benutzerhandbuch ScanFile Account ScanFile Document Management System select the options required A Tick in the checkbox means that option is allowed a blank checkbox will mean that option is prohibited The selected options are then the only options viewable when that user or group member logs into ScanFile Included are three options at the top right hand side of the window to allow you to select all or deselect all options listed against one tab and to select the default options available for the whole menu listings Use Select All or Deselect All to select deselect every displayed menu option The General Tab at the top left hand side of the window will display the Administrator selection next to it When ticked it will automatically give the currently sele
154. delete events from SFAudit mdb fast and out of schedule Pressing the Update Now button will cause the Remote Services to perform an update with the next update loop TIFF Spooler Service This service allows the automatic import and recognition of forms and works in conjunction with the form templates created and configured within ScanFile The forms to be imported must be Group 4 compressed TIFF format files or JPEG files Update Schedule The days time period and frequency of the document scheduler can be set by choosing the Scheduler option at the left of the main screen The values set determine when the directories will be searched for new documents to be added to the specified folders To select the days for the update to be performed tick the checkboxes alongside the days required You can set the start and end period during the day during which the update will be performed by entering the start time and end time in the From and To fields Specify how often in minutes that the service will check the image storage path for new documents by putting a value in minutes in the Update every field The valid range is 1 9999 minutes Seite 308 e Remote Services ScanFile Benutzerhandbuch TIFF Spooler Service Scan Fe un Folder To select a ScanFile Folder the forms will be imported and indexed to click on the Add button below the folder list You can then select the folder from the available storage locations On
155. dex data associated with those pages Generally spool data can be divided into the following formats although other formats are in use Spool Files COM 1 Files COM 2 Files Text Files Spool files will have the FF character Hex OC to signify page breaks within the file COM 1 files use the first column of the file the first character in each line to specify page breaks and other formatting COM 2 files use the first 4 columns to control page breaks Text files generally should have a fixed number of lines allocated for each page The ScanFile COLD module supports the above formats although other format files can be imported by specifying other data within the file to act as page break characters Seite 194 e COLD ScanFile Benutzerhandbuch The Import Template ScanFile Document Management System The Import Template For each spool data format an import template must be created The template specifies the import file type the indexing information location and the display formatting such as overlays and font font size and line and character spacing Once a template has been created it can be used to import spool data from any file that has the same format as the file the template was created from Creating a Template To create an Import template choose the COLD gt Open Import and the Template list will be displayed Open text based files Templates and File types
156. directory located off the ScanFile program directory This file is used by the dongle NLM when controlling the ScanFile licensing WibuNov ini contains references to the location of four license files which the dongle NLM interacts with The four Files are These files in the same directory as the WibuNov ini the Dongle directory located off the ScanFile program directory Open WibuNov ini in a text editor and look for the following sections WkLAN IpPort 22347 WKNet 818 1000 serverFile lt ScanFile Folder gt Dongle WKNetSF dat RefreshTime 10 TimeOut 30 Selection 1234 WKNet 818 2000 serverFile lt ScanFile Folder gt Dongle WKNetTic dat RefreshTime 10 TimeOut 30 Selection 1234 WKNet 818 3000 serverFile lt ScanFile Folder gt Dongle WKNetSWS dat RefreshTime 10 TimeOut 30 Selection 1234 Seite 36 e Installing ScanFile ScanFile Benutzerhandbuch Novell Netware Servers scanf ile un WKNet 818 4000 serverFile lt ScanFile Folder gt Dongle WKNetSRS dat RefreshTime 10 TimeOut 30 Selection 1234 The serverFile parameter within each section needs to contain the path to the relevant application file The value of the parameter needs to contain the Novell Volume name and directory name For example If ScanFile has been installed into a directory called ScanFile within the Apps directory on the SYS volume then the path would be as follows SYS Apps ScanFile Dongle lt Filename gt The section for
157. disabled In Progress Documents Documents that are currently In Progress within a route will be listed in the service window and by double clicking on one of the documents further information about the document will be displayed such as the index information and it s routing history to date This will include the date and time of a routing action the type of action and the name of the user Seite 306 e Remote Services ScanFile Benutzerhandbuch Audit Trail ScanFile j Document Management System Update Now This functionality gives you the opportunity to route fast and out of schedule Pressing the Update Now button will cause the Remote Services to perform an update with the next update loop Audit Trail This scheduler only works if the option is licensed The Audit Trail service allows authorised users to maintain the audit database Dependent upon what events you have decided to audit and the level of activity within ScanFile the audit database can become extremely large and you may therefore decide that certain events can be deleted after a time period The standard schedule which is once every 24 hours from the time the service was started Therefore the scheduler timer settings are disabled If you do not wish to delete any audit events do not run the Audit Trail service Never Delete Automatically You can select which types of events will not be deleted automatically when the service i
158. documents up to A3 Therefore it is suitable to scan pages automatically from the document feeder and to scan single pages for example from books In feeder mode the scanner can scan black and white greyscale and full colour up to A3 size The maximum resolution is 600 dpi Scanner Configuration There are many options that can be selected for the scanners and these are split over several option screens which are selected from Scanner Setup The following screen is displayed when choosing Scanner Setup for the Canon DR 7080C Seite 238 e Scanner Setup ScanFile Benutzerhandbuch ScanFile Document Management System ai Scanner setup DR 7080C Choose scanner SCSI ID Page settings HA 0 ID 7 WMSCSI Page size Resolution Mode Iezsss 200 x 200 v Black White Dither Compression Rotation Text mode w Compressed TIFF G se 0 Sensitivity Front Fit image Photo Brightne r Pages Front Same settings for back side Settings for Auto Page Settings The scanner is able to scan single or double sided documents and different settings can be applied for each side of a double sided document The first option to select is whether to scan single or double sided or to scan from flatoed without feeder Selecting Front Flatbed or Front back scanning from the option on the screen above can do this The Fit Image option sets the scanner to automatically detect the size of each page
159. e SCSI Connected Scanners With some of the built in drivers if the scanner is using a SCSI connection the SCSI adaptor the scanner is attached to must be specified This can be done by selecting from the top drop down list in Select Scanner SCSI ID If there is only one SCSI adaptor card installed in the PC this will be selected by default The scanner itself then has to be selected A SCSI Adaptor can have up to 7 SCSI devices attached to it They are each identified by a SCSI ID in the range 0 7 Normally the SCSI adaptor itself will be set to SCSI ID 7 This leaves 0 6 for other devices The correct SCSI ID for the scanner can be selected by using the second drop down list in Select Scanner SCSI ID For any SCSI device attached to the selected adaptor card a description of what the device is will be displayed next to the SCSI ID Scanning Resolution Any scanning device has the ability to scan documents at different resolutions These are measured in Dots per Inch Dpi In the majority of scanners vertical and horizontal resolutions will be the same although certain Canon DR scanners can scan at split resolutions The resolution that a document is scanned at will have two effects The higher the scan resolution the better the quality of the image that will be Seite 228 e Scanner Setup ScanFile Benutzerhandbuch Test Scan ScanFile Document Management System produced Higher scan resolutions will produ
160. e You must reproduce and include on the backup copy the copyright notice and other ownership or proprietary legends that are on the original copy of the Software Page Il ScanFile User Guide ScanFile Software License Agreement ScanFile Document Management System b You may NOT make any copy whatsoever of the License Dongle ANY ATTEMPT TO COPY MAY CORRUPT THE ENABLING LICENSE The License Dongle represents the full purchase value of the license to use the ScanFile Software 3 RESTRICTIONS a You may not market distribute or transfer the Software or the Documentation to others or electronically transfer the Software from one computer to another over a network except as expressly provided herein b You may not de compile reverse engineer disassemble or otherwise reduce the code of the Software to a human perceivable form c You may not modify adapt translate rent lease or loan the Software or the Documentation or create derivative works based on the Software or the Documentation 4 OWNERSHIP AND COPYRIGHT Spielberg Microsoft Wise Apex Nuance Lura Microplex Stellent Desaware Crescent Wibu and Innovasys reserve all rights to their respective software modules of the Software and the Documentation The Software and the Documentation is copyrighted Unauthorised copying of the Software including portions thereof or the Documentation is expressly forbidden 5 EXPORT CONTROL You agre
161. e 345 ScanFile Benutzerhandbuch Introduction ScanFile Document Management System Introduction ScanFile RemoteStation is a client server application that allows you to store documents to a central ScanFile store from any location Using TCP IP connectivity combined with ScanFile security client workstations can send documents to the RemoteStation Server which will then store them to the selected ScanFile document folders In addition the RemoteStation Client can be used for retrieval from your ScanFile document store RemoteStation is an ideal application for centralised scanning workstations and to allow remote offices access to your ScanFile document store An advanced function of RemoteStation Server is it s ability to act as a master server allowing users to store documents to slave RemoteStation Servers therefore allowing a central user access point for storing documents which can then be distributed to ScanFile document stores located elsewhere RemoteStation features include the scheduled sending of documents to the RemoteStation server support for TWAIN scanning devices and the sending of electronic format documents and when scanning to select between single and multi page file scanning This chapter explains how RemoteStation Server is installed and configured and also covers the installation and configuration of the RemoteStation Client Key Features The Key Features are e TCP IP based Clien
162. e LIMITED WARRANTY is void if failure of the Compact Disc has resulted from accident abuse or misapplication of the software No liability for consequential damages In no event shall Spielberg or Spielberg s affiliates their distributors or dealers be liable for any damages whatsoever including without limitation direct or indirect damages for personal injury loss of business profits business interruption loss of business information or other consequential or incidental damages arising out of the software the use thereof or inability to use the software even if Spielberg Spielberg s affiliates their distributors or dealers has been advised of the possibility of such damages Some states or jurisdictions do not allow Page IV ScanFile User Guide ScanFile Software License Agreement ScanFile Document Management S ystem the exclusion or limitation of liability for consequential or incidental damages so the above limitation may not apply to you Disclaimer of indemnity Spielberg Spielberg s affiliates their distributors and dealers shall have no obligation to indemnify you against any claim or suit brought to you by a third party alleging that the Software or the use thereof infringes any intellectual property of such third party 8 TERM This agreement is effective upon pressing the Yes accept the agreement button and remains in effect until terminated You may terminate this agreement by destroying
163. e Seite 31 Scan File ment Management System ScanFile Benutzerhandbuch Standalone Installation Option Module MS Office Integration Description This option will add Send to ScanFile and Print and Send to ScanFile options into Microsoft Office 2000 or XP The Version Microsoft Office 97 only supports Word and Excel To use the Microsoft Office Integration a Version of Microsoft Office must be installed ScanFile CD This facility allows you to create data CDs which have retrieval software copied to the CD This allows retrieval of document from the CDs using any PC ScanFile TIFFWriter This option installs a special printer driver which allows you to print documents from any windows application as TIFF G4 or JPEG files directly into a selected ScanFile folder ScanFile OCR This option offers two facilities Documents can be automatically indexed by the Zone OCR function Additionally Full Text OCR can be performed allowing you to search the documents for specific text Extensions Currently the Extension consist of an Exception Report utility This can check the existence of numbers of a defined range in a ScanFile folder A log will be created reporting missing numbers and numbers that are present several times ASPI Layer This option will install the latest release of Adaptec s ASPI drivers for their range of SCSI cards This will be required if you intend to perform sc
164. e applied to them The field names lengths and functions can be modified at any time without any loss of existing data Field Properties Each field can be set with a property value depending upon the entry requirements for that field The available properties are listed below None No auto indexing or field formatting property has been applied Duplicating An entry typed into the field will be kept and passed on to all subsequent records created until the entry is amended Counting The field content is automatically incremented by one digit or character The option will left fill the field with blanks the 0 will left fill with O s Date The system date will be entered into the field automatically Please note that the date format will be taken from the operating system Short Date Format Folders e Seite 59 ScanFile Benutzerhandbuch ScanFile Field Properties Long Date The system date will be entered into the field automatically This is taken from the system Long Date Format Barcode A barcode will be read from the scanned document and entered into the field The type of barcode must be set from the options menu Checksums These options will check entries for errors via the use of check digits included in the value being entered Thesaurus A predefined list of words and their associated synonyms can be applied to a field If the synonym is typed in when indexing the word will be
165. e by clicking on it and then click on the Delete button below the folder list Remote Services e Seite 303 ScanFile Benutzerhandbuch Index Import Service ScanFile mt Management System Search Drive The Search Drive should point to the location where the index data file is located This can be a location on a drive or a UNC path You can specify the location by clicking on the three dots immediately after the field which will then display a directory find screen Once you have selected the location and data file name click on the OK button and the name of the location will be shown in the field Fields The Import Index function is used to fill index records in existing folder documents with additional information As an example bar coded documents may have been scanned with the barcode representing a Project Number An external file MS Access or ASCII format can have that number in it plus the Document Name Document No etc The Project Number can be set to be the Connect field and the additional index information will then be imported to the appropriate records DO 8 Projekt Phase 1 8765 Teil 1 Phase 2 97654321 ee ne 00 SL Planung 54321 6000 P r PEES ung 286 654321 2500 Kapit ee 78 D on ar ham af s DA D n Om n an in in n tn nm CH gt oh Bas hafiung GE 586 Inst allation Dr OSOE dala 87 Abnahme 78 w L 1 1 l 1 d 1 1 1 1
166. e cursor to the beginning of the zone and then holding down the mouse button you can define the zone The example below shows several zones already created Always ensure that there is sufficient space around the zone for slight differences and skewing during the scanning process Fa Dieter Spielberg 248 Duisburg 993 OCR amp Forms Recognition e Seite 155 canFile ScanFile Benutzerhandbuch Document Management System Zone Recognition The zone has been defined once you released the mouse button Then you can relate the zone to a particular field within the folder Connect zone to Connect zone with field Chars to be recognised All characters Memo field Numbers and prices Job number Numbers only Customer number Chars only Date Only uppercase letters Customer name Only lowercase letters Barcode Check mark recognition Recognize draft printing In addition to the Folder fields a zone can be associated to the Memo for each record From here you can also specify the characters allowable for that field Option Description All characters This is to be used if the characters are a combination of any keyboard character including punctuation marks etc Numbers amp Prices This is to be used if the characters are a combination of numbers and currency symbols such as or Numbers Only This is to be used if the characters are nu
167. e dongle You can force ScanFile to only look for a dongle on a specific workstation or server by selecting the Network tab and entering the Computer Name or IP address of the dongle server in the Server Search List In the example below ScanFile will use the dongle attached to release server Seite 50 e Licensing ScanFile Benutzerhandbuch eerie Dongle Applet BER A La c A WIBU KEY Software Protection Test and Settings WIBU BOX Context WIBU BOX Update Setup Install Diagnosis About Contents Test Server Server WkNet Network gt WkNet Server Files Application WkNet Server File Browse WIBU KEY Subsystems r WkLAN Server Search List Server Name IP address d a Add release server Delete WLAN Port Address Modify 22347 Default Browse Cancel Appl Help Please note On a server in a network installation the WIBU KEY Subsystem Local should be switched off Otherwise the server could approach the dongle via local drivers and block the network clients In this case the network clients could report No valid license file Licensing e Seite 51 eerie ScanFile Benutzerhandbuch Document Management System Dongle Applet Seite 52 e Licensing ScanFile Benutzerhandbuch First Steps canFile Document Management System First Steps First Steps e Seite 53 ScanFile Benutzerhandbuch Overvie
168. e keyword list will be shown in list format Otherwise the text will be shown in the cell box One of the features of the Canofile is index cells which work in the same way as keywords These cells can have graphic images scanned into them and can be displayed using cells AND OR When using keywords to search for documents multiple keywords can be selected By choosing either the AND or the OR option the search will find documents that have had ALL the selected keywords applied to them or will find documents that have had ANY of the keywords applied to them Personal Hitlist Every user in ScanFile owns a Personal Hitlist This list is a way for each user to keep a list of documents together so that they do not need to search for them each time they wish to view them Additionally users can send documents to other users Personal Hitlist These options allow you to select whether users will be informed when another user sends a document to a user s list Option Description No message If the option is selected no action will be taken if a new document appears A user will have to manually check for new documents in their personal hitlist At Login Each time a user starts ScanFile their Personal Hitlist will be checked for new messages if the At login option is selected Time Interval A user s Hitlist can be checked at specific time intervals if the Time interval option is selected and a time period entered
169. e switch N to the end of SetupSF exe Please ensure that the switch is entered in uppercase lt ScanFile directory on the server gt Software SetupSF exe N The first step is to choose the language that you wish ScanFile to be in Choose the desired language and press OK Components The next step is to choose the ScanFile components to be installed The core ScanFile program will be installed automatically but you must select the additional options individually Please note that if you have not purchased the TIFFWriter OCR or the Virtual printing option ScanFile VNP these will not function Option Module Description MS Office Integration This option will add Send to ScanFile and Print and Send to ScanFile options into Microsoft Office 2000 or XP The Version Microsoft Office 97 only supports Word and Excel To use the Microsoft Office Integration a Version of Microsoft Office must be installed ScanFile CD This facility allows you to create data CDs which have retrieval software copied to the CD This allows retrieval of document from the CDs using any PC ScanFile TIFFWriter This option installs a special printer driver which allows you to print documents from any windows application as TIFF G4 or JPEG files directly into a selected ScanFile folder ScanFile OCR This option offers two facilities Documents can be automatically indexed by the Zone OCR function Additionally Full Text OCR can be performe
170. e that the Software and Documentation will not be shipped transferred or exported into any country or used in any manner prohibited by the United States Export Administration Act or any other applicable export control laws restrictions or regulations of the countries involved 6 SUPPORT AND UPDATE a Spielberg Spielberg s subsidiaries or affiliates their distributors and dealers are not responsible for maintaining or helping you to use the Software and the Documentation excepting where agreements have been entered into between specific parties i e Spielberg Distributor Distributor Dealer Dealer End User b No updates fixes or support will be made available for the Software and Documentation other than by publishing such revisions on the Spielberg web site http www spielberg de or http www spielbergsolutions com Page Ill ScanFile User Guide orale ScanFile Software License Agreement ment Management System c Any updates fixes or support will be made available on the said web site solely at the discretion of Spielberg who are under no obligation whatsoever so to do 7 LIMITED WARRANTY AND DISCLAIMER OF INDEMNITY Limited Warranty The Software is provided as is without warranty of any kind either express or implied including but not limited to implied warranties of merchantability and fitness for a particular purpose The entire risk as to quality and performance of the Software is with you Sho
171. e the image within the display window Once you have displayed the area of the page you wish to create a zone for right click on the Indexfields option under All unknown forms and choose Add Field A crosshair cursor will then be displayed in the image window and by moving the cursor to where you want the zone to start and then holding down the left mouse button and moving the mouse you can define the zone Releasing the left mouse button will then fix the zone and the Connect zone to screen will be displayed Barcodes e Seite 147 ScanFile Benutzerhandbuch Zone Barcode Reading ScanFile Document Management System Connect zone to Connect zone with field Chars to be recognised All characters Memo field Numbers and prices Job number Numbers only Customer number Chars only Date Only uppercase letters Customer name Only lowercase letters Barcode Check mark recognition Recognize draft printing On this screen you can select which field within the folder you wish to associate the zone with and you can also specify the content type of the zone In this example the zone is associated with the field Project No with a content type of Barcode The Recognize draft printing option will assist in reading faded or dot matrix printed documents Press OK to return to the Setup Zones window Once you defined a zone it can be changed
172. e to import the index information correctly As a Field separator every character that is not part of the index information itself can be used If the Field separator occurs in the index information a Field delimiter can must be added to separate the fields The Field delimiter must be the first and the last character in each field If so all characters between the field delimiter characters even a character that is used as Field separator will be used as index information 12345 Project XY Phase X Y Customer Y The comma separates the four fields e Field 1 12345 e Field 2 Project XY e Field 3 Phase X Y e Field 4 Customer Y The example uses a quote sign as Field delimiter Without the Field delimiter the comma in field 3 would also be interpreted as Field separator and the field content would be divided into two different fields In addition to the import of index information ScanFile is also able to import index information and related files from In this case the index file must contain the index information and the document filenames All files must be located in the same path as the index file itself or have the path to the file location as part of the filename The following example shows a line of an import file to import index information and their related files 12345 Project XY Phase X Y Customer Y 01 tif 02 xls Import e Seite 191 ScanFile B
173. each step the document can be assigned to a specific folder and or users Until each user at each step within a route has performed the required action such as viewing or approving the document will not move onto the next step in the route If a document routed to a user it will appear in the user s personal hitlist Configuring Routes Setup can only proceed if the user wishing to setup a Document Route has Administration rights to ScanFile To define a route along which to send documents firstly click on Options and select Document Routing from the menu this will return an Edit Process window Here you will find a number of options including a list of any routes that have been defined previously From here select New and you will be presented with the Create Route window In the Create Route window there are a number of options that need to be defined to create a working Document Route Firstly you will need to give the route a name and then you can continue onto the next stage Seite 174 e Document Routing ScanFile Benutzerhandbuch File Configuring Routes SE E ees Edit route Route name Project 1A Deactivate C Target User All user have to take action Folders IN BOX C Use timeout action Retention period a Days Default route Project 14 Step 1 User A Comment Step 2 Gy User C View Step 3 amp User B Approve Reject Step 4 SEE Steps Steps are different stages
174. eated for each new template For spool files with no page break characters these must be removed To do this choose Edit gt Edit Filter within the Edit templates window The Filter parameters screen will be displayed showing the pre defined page break filters COLD e Seite 197 ScanFi le Document Management System Filter parameters ScanFile Benutzerhandbuch The Import Template CharOption Valid Range Page start Entire text Cut out Entire text Highlighting a filter and pressing the Delete button will remove it The options that can be performed against a sequence of characters are shown below and can be accessed by clicking in the CharOption column in the row of the sequence you wish to set an option for A drop down list will become available allowing you to select the required option Option Description Cut Out This option will remove the selected sequence and move any text to the right of the sequence to the left Blank Out This will replace the selected sequence with spaces Page Start This action can be set to identify the selected sequence of characters as the start of a new page This is useful if the import file has no identifiable page break character and does not have a fixed number of lines per page 0 line feeds This option is normally used with COM1 and COM2 format files The sequence selected will not evoke any l
175. ecord information to the default printer Export to file Exports the Hitlist record information to a named file Copy to Clipboard Copies the Hitlist record information to the Windows Clipboard Font Select the font and font size the Hitlist will use Move Moves all pages from a record Copy Copies all pages from a record Paste Pastes previously copied or moved pages into the selected record Send to Send selected Hitlist documents to folders users e mail route wallet and export See below Seite 100 e Searching and Viewing documents ScanFile Benutzerhandbuch Hitlist menu ScanFile Document Management S ystem Move to Moves the selected document into a chosen folder Summarise column For Numeric Values Calculates the total of the selected column Combine rows Either combines marked records or records with same index information When marked the rows to be combined will adopt the index information in the row that was first selected by the mouse Delete Deletes selected records and documents Filter image s Filters selected records OCR Performs Full Text or Zone OCR on the selected records and also gives option to Copy OCR text to the clipboard Select Tool to select documents Close Close the Hitlist menu Send to The Send to option from the Hitlist menu allows you to send a document or selected documents
176. ect Run from the Start Menu and then choose SetupSF exe from the Software directory on the ScanFile CD Location After you have chosen the language you will be asked to choose the drive and directory that ScanFile will be installed into A default of C Programs ScanFile will be offered and this should normally be accepted The Destination directory selection dialogue will also display the available disk space on the chosen drive as well as the space available after ScanFile has been installed Once you have chosen the drive and directory press the Next button Backup You will then be asked whether the install program should backup any files that the ScanFile installation process will replace These can be older versions of ScanFile components if you are installing over an existing installation and common Windows components If you choose to backup these components you will be offered to create a Backup folder in the previously selected installation location Please note that the ScanFile Installation process will only replace older versions of common Windows components Components The next step is to choose the ScanFile components to be installed The core ScanFile program will be installed automatically but you must select the additional options individually Please note that if you have not purchased the TIFFWriter OCR or the Virtual printing option ScanFile VNP these will not function Installing ScanFile
177. ection fails In this case it might be helpful to set a manual form feed This can be done in the Configuration Tool on the WebPanel tab Use the following key to set a manual form feed Online Userlevel1 gt Enter Button gt Next gt Next gt Next Normal Print FF gt Enter Button The Portprinting should only be used in exceptional cases It does not support any functions to control the running process Its is recommend to use the virtual Windows printer or the LPD option if possible RIP The RIP option defines the memory or the virtual printers The VNP uses a dynamic memory allocation Printing large files or pages with a high resolution the memory should be at least 128 MB An undersized memory could result in a lesser quality or even incomplete documents The memory size can be set in the Configuration Tool on the Common tab Seite 324 e ScanFile VNP ScanFile Benutzerhandbuch Import scheduler ScanFile Document Management S ystem WebPanel Common Interface WebPanel Save OK Cancel The WebPanel can be used in exceptional cases to set up printer emulations If you are using a printer that has no GUI print driver the WebPanel allows you to change the printer settings When using windows print drivers the WebPanel is not required The WebPanel is designed to allow you to set setting such as resolutions page width etc that can t be configured as the printer driver h
178. ed tick the Print checkbox To embed the text as part of a scanned image tick the Embed to image checkbox Seite 236 e Scanner Setup ScanFile Benutzerhandbuch Canon DR 6080 7580 amp 9080c ScanFile Document Management System L e ai Imprinter Activate First counter Print O Start value O Embed to image Increment Text Scan 01 0001 YMD TIME Reset if Horizontal offset mam 140 Never Vertical offset mm 0 Increment if gt New file or separator Pages Every ee ee Second counter Orientation None v Right to left F Use small fonts F Start value Increment Style of embedment Reset if Black on white Never White on black Increment if Black on image O New file or separator The text to be printed can be specified in the Text field If the counters are to be used these must be specified within square brackets If both counters are used the values must be separated by a decimal point full stop The Horizontal offset only applies if the text is to be embedded in the scanned image You can specify the offset in millimetres from the left edge of the page When printing text the horizontal offset is applied manually please refer to the scanner manual for instructions on how this is done The Vertical offset specifies the distance in millimetres from the top edge of the paper to start printing the text Y
179. eeded to save space This action can only be performed on folders created in version 6 0 0 or later of ScanFile Setup Once a folder has been setup to activate the recording of the Document retention information you must select Document retention from the Options Seite 70 e Folders ScanFile Benutzerhandbuch Document Retention Recording ScanFile Document Management System menu and click on the Activate checkbox You are then required to select a time you wish to start recording the retention information for that record here you have four options Setting Description Document Open Set by the user Date Document Close Set by the user Date Last Addition Date Set pages were last added to the Document Last Retrieval Date Recorded from when the Document was last retrieved Once you have selected the time at which the Retention Recording will start you must select how long the data will be held for this is done by monthly periods Finally you must select what action you wish to be performed once the Retention Time has expired here you have a choice to export destroy or move the documents Folders e Seite 71 ScanFile Document Management System ScanFile Benutzerhandbuch Folders Summary Folders Summary Folders are the storage location for all documents held in a ScanFile system Folder can also contain the index data associated with tho
180. eeeesaneeees 115 Send EE 116 Print and Save TO SCAMS wcsccccdicrcnevsncversndnetenerinstansnaveraversnaveneraburarevsnavs 116 SCARE LEE 116 GENERAL SETTINGS EEN 117 OVERVIEW ee 118 bo S N gd cine A 118 e N E 120 PRINTING cenne e EAE EN 120 KEYWORE SEARGHIMDDE as 121 PERSONAL HITLIST sanken ee ee 122 LIBRARY DATE FORMAT WEEN 123 OS TNE EE 123 SEND TO GETT 124 OTHER SETTINGS EEN 124 CHOOSE BACKGROUND wiccsiscciccedecedeaedensaicndeuetenedevabewetannenatenesduelavabenetaaudnaseus 126 610 0 V geen eT EER tN RO NONATOPIC LNT SICHER UNE EINER UNE Sen Unter 126 e 126 USER MANAGEMENT au tree eege 127 OVERVIEW ANEREBEREBERTRENERURVETEFEERBEREBEELVEREERTLERERERELENERERERTREBERUEENEBEEERTRURERERTERERETEFENETENN 128 ADDING AND EDITING Uernpg 128 POON a USE aeee ee eee 129 Modifying EE 130 User Blocking ner 131 ADDING AND EDITING GpOUpS 131 Default User e 131 User Defined Groups nun Renee une 132 EXTENDED SETTINGS geed EENS 132 SCANFILE ACCOUNT anne 133 PO 11 E 133 PION EE 134 ADDITIONAL SE WINGS EE 135 OVERVIEW ee 136 CHOOSE Biere 136 CHOOSE DRIGHTNESS eaceenennnunennnunnnnnunnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn 136 EECH 137 Welcome to ScanFile e Seite 5 a ScanFile Benutzerhandbuch ScanFile Document Management System Contents PRE DEFINED EIER 137 USER DEFINED FILTERS citsiniiuncdassduitidancinisadniasthuitisnsic tuitasiataaiuisiiiniashut ie 138 SE BEEN 139 REENEN 141 DIVE EEN een 142
181. eeseenenseeneaseenenseeneuseenenseeueuseneueeneeeees 168 FS CONTROLLER IEN 168 SINGLE PAGE SCANNING MICROFILM eeanseeennnunnnnnunnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn 168 EE 168 Fo COMMONER EE 169 BATCH SCANNING MICROFILM ueeansenennsunennnunnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnen 170 Manual Mode wisccercsernncsescnasanetonassnerananensdaneeatansnnsnnerazenntansnasanansencnbssnnensncce 170 Seite 6 e Welcome to ScanFile ScanFile Benutzerhandbuch ScanFile Document Management System Contents Feeder Mod EE 170 DOCUMENT ROUTING ek ENKEN RENE KENNEN KEREN EEN KEN REENEN REENEN RENE KEN 173 OVERVIEW cccccccecceeccecceeccecceceaeececeaeeceeceeeaeeceeeaeeceeceeaueceecaesseecaeeaeeseesteeseeeaees 174 CONFIGURING HOUTES 174 e 175 OTHER ROUTING OPTIONS aanannannnnennnnnnnnnnnnnnnnnnrnnrnrnnrnrenrnrnrnrrrrnrrnrnnrnrnnrnne 179 ee REPOS eet ae ee eee me eee enn eee Tae eee ae ae ere 180 Clear Completed SOD S rresinsersrosetrrorusas Buslinien 180 Active Route LOQ ee 180 SENDING TO A ROUTE 180 VIEWING ROUTED DOCUMENTS ann nnennn 181 e e Meee eee a ee ern a Oe ae eee ee a rn 181 ACHONS EE ve erden 181 ROUTING SERVICE cccecccccceceeececceeeceececeaeececceeceecueeaueceeceeaeecuecaeeceeseeeneeeeeeas 182 PRINTING EMAIL AND EXPORT z222222 22222000002nnn0000nnnnnnnonnnnnnnnnnnnnn 183 OVERVIEW naannnannannnnnnannnnnnannnnnnnnnnnnnnnnnnnennnnnnnnnn ann nnnnnn nennen ann nne nennen nennen 184 EINEN EEN 184
182. eing the darkest setting 255 being the lightest A value of 0 will select auto brightness or contrast To manually set a brightness or contrast value untick the Auto checkbox and select any other value as Auto by using the slide bar or typing in a value between 1 and 255 Extended Settings The Extended Settings option allows you access to the advanced functions of the scanners Many settings are available from this option and these are explained on the following pages Several of these settings can affect the quality of the scanned image and they should therefore be used with caution Option Description Automatic Page This function allows both scanners to ignore Suppression unwanted blank pages being scanned This can be performed for the front and back of a scanned page To switch this option on click on the relevant activate checkboxes The levels at which a blank page can be identified can be adjusted by the blackness threshold slide bar this will help to identify pages with little surface coverage on the page and depending on the levels set will ignore those pages Seite 262 e Scanner Setup ScanFile Benutzerhandbuch Canon DR 2050C amp DR 2080C ScanFile Document Management S ystem Drop Out Colour This function is only available for the DR 3080c and will disable the scanning of areas of the document of a particular colour The settings are e None Disables Colour dropout e
183. em into the appropriate fields Once you have completed the email message press the Scan button to open the Scan screen Scan Screen There are several options that can be set prior to scanning or importing relevant to the type of document being scanned and the source of the documents Once these options have been selected press the Scan button to scan the documents ScanFile RemoteStation e Seite 359 ScanFile Benutzerhandbuch Scan Screen ScanFile Document Management System Document Source If you have a Canon DR range scanner attached to the workstation this will be automatically detected and you can start scanning immediately If you wish to use a TWAIN device as the scanning source you must first configure this Pressing the Document Source button allows you to select whether the source is a Canon DR scanner a TWAIN device or an electronic document located on the workstation such as an MS Word document Canon DR Scanner If the selected source is a Canon DR range scanner this scanner model is automatically detected and the scan options available will be set accordingly TWAIN Source When selecting the TWAIN source option you will then have to select the device from the displayed list You must ensure that the TWAIN driver for the device is installed correctly When this option is used pressing the Scan button in the RemoteStation Scan Screen will display the TWAIN source scan settings screen
184. ement System Imported Files Seite 204 e COLD ScanFile Benutzerhandbuch LuraDocument scanf ilei un LuraDocument LuraDocument e Seite 205 ScanFile Benutzerhandbuch Overview ScanFile Document Management System Overview LuraDocument an option of ScanFile is a document compression procedure which preserves text legibility together with high visual and colour quality The basis of the LuraDocument procedure is the analysis and segmentation of documents Mixed documents are segmented to generate the following three images e abinary image containing text e a foreground image preserving the text colour e a background image with the text removed The three images are then individually compressed using the most appropriate efficient techniques LuraDocument is particularly suited to documents scanned at a resolution of 300 dpi or higher containing large image regions together with text The separation stage uses the segmentation to separate the document into three images of different resolutions The text is removed from the original document to generate a colour or greyscale image containing the image regions and text background This image is compressed using a specially adapted version of the LuraWave wavelet based image coder The removal of text regions extremely difficult structures for image coders to compress enables a significantly higher compression performance to be achieved
185. emove Deselects all documents Personal Hitlist The Personal Hitlist allows a user to build a list of documents that they may wish to refer to on a frequent basis without the need to keep on searching folder and or libraries for them The Personal Hitlist is totally independent of folders and therefore any document from any folder may be placed in the Personal Hitlist It is also possible for one user to send a document to another user s Personal Hitlist The Personal Hitlist can be accessed in one of two ways by the Personal Hitlist option on the File menu or by clicking on the icon in the bottom right of the Hitlist it you have a folder or library open To revert to the folder library Hitlist click on the button next to the Personal Hitlist button in the bottom right of the Hitlist folder library EI personal hitlist La hitlist When you display the Personal Hitlist the Folder toolbox will be shown allowing you to perform searches within the Personal Hitlist To place a document in the Personal Hitlist highlight the document in the standard Hitlist hold down the left mouse button and drag it to the Personal Hitlist icon Another method is to right click on the document and then choose Send To User A list of all the users will be displayed choose the name of the user and then click OK From the Send To User the document can be sent to another user or to your own Personal Hitlist When the Personal Hitl
186. en appear asking whether a copy of the retrieval software is to be copied If Yes is selected the application will be copied to the CD_TRANS CD directory Such a CD can be used in any PC for retrieval The amount of the CD Tickers stored in the hardware dongle will be decreased by one Select No to create a CD without retrieval program In this case the amount of CD Ticker isn t reduced If Yes was selected the folders can be secured with a password to stop unauthorised access A prompt will be displayed asking whether a password should be applied To avoid mistyping the password has to be entered twice When Ok is pressed the CD_TRANS CD will be created on the Pool Drive the folders will be copied and if selected the retrieval version of ScanFile will also be copied The preparation starts If missing the folder CD_TRANS CD on the CD Pool Drive is created and the selected folders and retrieval software will be copied Each folder receives an additional file validating the folder for the use with the Retrieval Software After the CD preparation finished the contents of the CD _TRANS CD directory can be copied to CD Fast Preparation With Fast Preparation the folder is not copied into a CD_TRANS CD directory but is left in its original location The folder will have a special archive file added to it to enable it to be used with the retrieval version of ScanFile Also the retrieval software will be copied to the CD_TRANS CD d
187. end to go to the Postindex pool display the page you want to append and then press the Append page icon Instead of pressing the Append icon you can also press the key on the keyboard to append pages This will only work if the first field is in overwrite mode Pressing the key will bring the appended page back into the Postindex pool Pressing CTRL and will append all remaining images from the Post Index pool By pressing ALT and all remaining pages will be imported into the folder as single page documents Function Sheets The Canon DR 3020 and the Canon DR 5020 80c scanners support the use of two types of function control sheets The control sheets can be used to change the paper size being scanned as well as changing from single sided to double sided scanning Batch detection sheets are used to enable several files to be placed in the scanner feeder at the same time with the batch detection sheets placed between them The files will be automatically divided and records created in the ScanFile folder With each type of function sheet you can elect to either keep or discard the function sheet the sheet is not saved in ScanFile and to either stop or continue scanning when the function sheet is detected The use of the function sheets is selected from the scanner setup General Scanning e Seite 89 ScanFile Benutzerhandbuch Job Separation Sheets ScanFile Document Management System Job Separ
188. ennnunnnnnunnnnnunnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnennnnn 331 Library DIVES Sees 332 ENEE ee 332 IMAGE CACHE anna Se a E aa RE 334 OPENING WEBSERVER u ee 336 OPEN LIBRARY PAGE 0000 00 0000 een 337 SEIN einen ee ea een 337 LIBRARY SEARCH EE 339 OCR SWOR EE 340 Search Results Page sninnudennininiuniainienindanalenimuisine 340 EEN 341 Eed 341 Download EE 341 VIEWING TG IIA TEE 342 Document Viewing Eed 343 SCANFILE REMOTESTATION cccccccssscccssscecsseeecsseeensseeenssesenssesenesesenees 345 INTRODUC TON EE 346 L il 346 Bizet MEN Eed dE ege da 347 Egeter 347 ee LEE 347 BEFORE INSTALLING ass anna annahm han namen anna 348 EE 348 SERVER INSTALLATION an eege eege e E ge eg 348 SCAN IE LOCH ON EE 349 Re 349 BACKUP Ree ee ee e nee RET a SEER RnR E nnn E 349 FICTION SIA en EE 349 SERVER CONFIGURATION eege eege ana andern anne enden 350 tele le OESERERUNENNENENENERTERTEETPETEREHERORTENNEREREEURENERSURSELEREENSTREREERSERRHELNATRERHER 350 Seite 12 e Welcome to ScanFile ScanFile Benutzerhandbuch a ScanFile Document Management System Contents LOGAN OTIS eegene ees 350 EE ee 351 CE oa cites av capes een eae sania aan alae ine ein apie anand 352 Eege 352 PS rns cisplatin esis pins in ala i niente 352 REMOTESTATION CLIENT eege ege ehe hehe 352 ENEE 353 e DE 353 CLIENT CONFIGURATION EE 353 Local Station settings nn ee ee ae 354 EEN ee 354 STARTING RHEMOTEGSTATION 354 KEyDDald sense een 354 TOONS ee 354
189. ent Management System Enable Scan to ScanFile The ScanFile Connector can be enabled or disabled with this option If the Connector is enabled the Send to ScanFile button will be available on the ScanStation If disabled the button will not be shown Using the Connector On the ScanStation main screen select the Scan to ScanFile button after placing the document in the scanner feeder ShareScan from eCopy Place document on feeder or flatbed and choose function Preview Screen Once the document has been scanned the preview screen is displayed where you can review the scanned pages scan more pages delete the document or select to Send to document to ScanFile d Scan More a 1 Seite 366 e ScanFile Connector for ShareScan ScanFile Benutzerhandbuch Using the Connector ScanFile ment Management System Login If the Automatic Login feature is disabled each user will have to login using a valid ScanFile user name and password If the ScanStation being used only has a touch screen a screen based keyboard is available Pressing the ESC key will close the keyboard User Login Name User Rhee Password Destination You can select to send the scanned document to either a ScanFile user or a ScanFile folder When you select to send to a ScanFile Folder the following screen will be displayed which allows you to select the folder
190. ent Management System ScanFile Benutzerhandbuch Canon DR 5020 5080C amp 5060F UPC A Extended UPC A can be read by ticking the Extended checkbox If the barcode has a checksum this can be recognised by ticking the Recognise checksum checkbox The header can also be returned by selecting the Return Header checkbox UPC E If the barcode has a checksum this can be recognised by ticking the Recognise checksum checkbox The header can also be returned by selecting the Return Header checkbox Code 128 Code 128 has no options Imprinter Option If the mprinter option has been installed in the DR 5020 DR 5080c or DR 5060F this can be configured by selecting the mprinter option from the Extended Settings screen The Imprinter option allows you to print specified alphanumeric and symbol characters at any position on a page as it is being scanned You can also embed the characters to be printed in the scanned image To set the Imprinter to print text on a page as it is being scanned tick the Print checkbox To embed the text as part of a scanned image tick the Embed to image checkbox Seite 254 e Scanner Setup ScanFile Benutzerhandbuch Canon DR 5020 5080C amp 5060F ScanFile Document Management System L e ai Imprinter Activate First counter Print O Start value O Embed to image Increment Text Scan 01 0001 YMD TIME Reset if Horizontal
191. ent and the Index screen has been displayed press the Collect Mode button The Index display will then change to just show an End Collection button While this is displayed you can print using TIFFWriter from Windows applications without having to store each printout at once Electronic Document Import e Seite 113 ScanFile Benutzerhandbuch ScanFile Explorer Send To Document Management System When you have finished printing your documents press the End Collection button and the screen will return to the standard Index display You can review the documents held with the collection by pressing the Show Collection button which will then open the Collecting pages screen Collecting pages Jump to document 1 Delete image Delete document Reset changes PLLLELPPPPEPPPPPPPEEFFEPPPPPEFEPPPPPFPEPRPPLELPRRPPFPPFLFPEPPPPEFLFFPPPELFFEPLPPFFLFPRRPELERRFRN py A z You can page through the collected documents using the navigation buttons at the bottom of the preview window and select the document to view from the Jump to document drop down list You can also select to delete pages from a document by displaying the page and pressing the Delete image button or you can delete a whole document using the Delete document button All the documents in the collection will be saved to one ScanFile folder document or they can be placed in the folder Postindex pool Explorer Send To Within Microsof
192. entered the index information and positioned the fiche carrier to the relevant frame on the fiche the scanning process is started by clicking on either Batch scan or Single page scanning Using a fiche carrier the Feeder manual button is ignored When a scan is finished the scanned pages and the relevant data record have not yet been saved the user must decide on the step required next FS Controller IlI The FS Controller Il is an automatic roll film carrier that can be directly controlled from ScanFile Single Page Scanning Microfilm Single Page scanning will create one record for each page scanned You can switch between manual or automatic mode dependent on the carrier Fiche Carrier Using the fiche carrier you need to go to the page to scan manually Insert fiche to be scanned Position to the relevant fiche frame Set zoom and focus properly Key in index for the frame to be scanned if not created automatically by barcode counting or duplicating index fields e Start scanning process by clicking on the Single page scanning button Seite 168 e Microfilm Scanning ScanFile Benutzerhandbuch Single Page Scanning Microfilm ScanFile Document Management System FS Controller II The FS Controller Il can scan in a given number of frames automatically It can be switched between automatic and manual feed Manual Mode In this mode the pages are manually selected via the keyboard or knob of the
193. enutzerhandbuch ScanFile un File Format ScanFile would find the following information Field 1 12345 Field 2 Project XY Field 3 Phase X Y Field 4 Customer Y File 1 01 tif File 2 02 xls The example shows the index information and tow related files The file named 01 tif is a TIFF file that is directly imported to the chosen folder When importing TIFF files these can be either single or multi page Group 4 TIFF files The second file named 02 xls is a Excel file that will be appended to the document after the last page of the TIFF file Seite 192 e Import ScanFile Benutzerhandbuch COLD canFile Document Management System COLD COLD e Seite 193 ScanFile Benutzerhandbuch ScanFile System Overview Overview The optional ScanFile COLD Computer Output to Laser Disc module allows the import of computer generated spool data into ScanFile folders This data can be combined with scanned or other imported documentation to give a complete comprehensive document storage system The COLD module will take the spool data such as mainframe generated invoices and automatically create index records to the appropriate pages This manual explains the setup and import procedures required by the COLD module and details the supported import spool data formats Supported File Formats A spool file can contain many thousands of pages of data which must be divided into pages and have in
194. ep has been completed Comment Password This option is identical to the option Comment but this will force the user to enter their ScanFile password to signify that the step has been completed Approve Reject Password This option is identical to the Approve Reject password option but this will force the user to enter their ScanFile password to signify that the step has been The Approve Reject option allows the user two completed If you select the Approve Reject or Approve Reject Password option there are three actions that can be set to take place when the user either accepts or rejects the document You can apply the action in the window Action opening directly after you chose Approve Reject Action Continue Jump to Continue with Reject action Approve action Cancel Document Routing e Seite 177 ScanFile Benutzerhandbuch Configuring Routes Scan File Document Management System Following options are selectable to define the action when the user approves or rejects a document Option Description Continue This option will mean that the document will continue to the next step of the defined route Jump to The document will jump to the specified step bypassing steps if required The step you wish the document to jump to must be selected here Continue with The document will continue on a different predefined Route from the
195. er The scanner can be calibrated for paper thickness and or length To set Double Feed Detection tick either the Detect by ultrasonic or Detect by Length checkbox or both When you next scan a batch of documents the first page fed through the scanner will have its thickness and or length measured and the measurement then stored Subsequent documents measurements will be compared against the stored value and if the scanned document is thicker or longer than the stored value an error will be displayed Filter Settings The Filter settings can be used to improve the quality of the scanned image and to set colour dropout areas where the document will not be scanned Option Description Dropout Colour This function is only available with the DR 9080 It is available separately for the front and back page It will disable the scanning of areas of the document of a particular colour The settings are e None Disables Colour dropout e Red Will not scan red parts of the document e Green Will not scan green parts of the document e Blue Will not scan blue parts of the document Automatic Exposure This sets the Automatic Exposure level and affects the brightness and contrast settings for the image This has a valid range of 1 to 9 and can be set by moving the slider bar or using the arrow keys to increase or decrease the value Edge Emphasis This can be used to emphasis contour lettering as well as softening scanned image
196. er Spielberg DMS GmbH ScanFile User Guide ScanFile Software License Agreement ScanFile Document Management ystem ScanFile Software License Agreement IMPORTANT Read this agreement before continuing with this installation By pressing the Yes accept the agreement button you are deemed to agree to be bound by this agreement This license agreement is a legal document between you and Dieter Spielberg Document Management Systems GmbH By pressing the Yes accept the agreement button you are deemed to agree to be bound by the terms of this agreement If you do not agree to the terms of this agreement press the No don t want to continue button and promptly return the software CD and accompanying documentation the Documentation and other items to the place from where you obtained them for a refund before they are marked or damaged in any way In consideration of the right to use the Software you agree to abide by the terms and conditions of this agreement 1 GRANT OF LICENSE The Software consists of the software modules by a Dieter Spielberg Document Management Systems GmbH a German public listed company having its place of business at Wanheimer Str 593 47249 Duisburg Germany Spielberg b Microsoft Corp a Washington Corporation having its place of business at 1 Microsoft Way Redmond WA 98052 6399 USA Microsoft c Wise Solutions Inc a Michigan Corporation having its p
197. eriod during the day for which the update will be performed by entering the start time and end time in the From and To fields Seite 296 e Remote Services ScanFile Benutzerhandbuch Electronic Document Service scanf ile un You can then select how often during the selected time period the update will be performed by putting a value in minutes in the Update every field Folder To select a ScanFile Folder to import documents from the Search directory click on the Add button below the folder list You can then select the folder from the available storage locations Once you have selected the folder it will be shown in the folder list To specify the search and backup drive and the indexing options the folder must be selected in the folder list by clicking on the folder name The name will then be highlighted To remove a ScanFile Folder from the list highlight the name by clicking on it and then click on the Delete button below the folder list Search Drive The Search Drive should point to the location where documents are going to be saved or copied to This can be a directory on a drive or a UNC path After selecting the Folder you can specify the location by clicking on the three dots immediately after the field which will then display a directory find screen Once you have selected the location click on the OK button and the name of the location will be shown in the field Backup Drive When the scheduler imports t
198. ervice ScanFile j Document Management System You can specify the import template by clicking on the three dots immediately after the field which will then display a template list Once you have selected the template click on the OK button and the name of the template will be shown in the field Update Now This functionality gives you the opportunity to import COLD files from the search drives fast and out of schedule Pressing the Update Now button will cause the Remote Services to perform an update with the next update loop Files and Index Import Service The Files and Index Scheduler gives the facility to automatically save files and ASCII or ANSI data files to specific ScanFile Folders Any files and indexes saved together and copied to a named directory will be archived into that directory s designated ScanFile folder providing the information is in the correct format In contrary to version 7 the amount of monitored directories is not limited Update Schedule The days time period and frequency of the document scheduler can be set by choosing the Scheduler option at the left of the main screen The values set determine when the directories will be searched for new documents to be added to the specified folders To select the days for the update to be performed tick the checkboxes alongside the days required You can set the start and end period during the day during which the update will be performed by e
199. es Yes Return Count Splice No No No Return Set 1 DOC Yes Yes Yes Return Enable Auto No No No Return Indexing No No Return Send Address No No No Return Input OK Yes Yes Yes Return 8X Plus Key Exit Return Mode Setting Film adjust vertical SHIFT WorA Return Film adjust horizontal SHIFT 4 then Yes or No Return Seite 280 e Scanner Setup ScanFile Benutzerhandbuch Canon MS400 amp 500 ScanFile Document Management System FS Controller Ill Scanning with Batch File Shift F Store Return Password 149 Return 1 Search Mode Plus Key 2 Machine setup Return Trailer stop No Return Mod F amp C nstd No Return E M detect Yes Return Key buffer No Return Face U D set No Return Face down Yes Scan in ascending order Return Face down No Scan in descending order Return Adrs prt set No Return Address prt No Return Japanese MSG No Return Input OK Yes Return 7 X Plus Key Exit Return Canon MS400 amp 500 Canon s digital microfilm reader printers have an optional SCSI kit to enable them to be used as PC scanning devices Two modes are supported manual or automatic feed scanning With automatic feed scanning an FS Carrier III will be required as well as blipped films The maximum resolution of the MS scanners is 400dpi Scanner Setup e Seite 281 ScanFile Benutzerhandbuch ScanFile Canon MS400 amp 500
200. esources on a server All important application files are located on a server and shared by all ScanFile clients The server itself as long no client installation is performed only provides storage resources If the Remote Services are to be run on a server an additional client installation is needed to register all required files on the server ScanFile Requirements ScanFile is a 32 bit application designed to require only the least amount of resources on server and workstations The nature of the application requires additional storage space to store your documents In addition the specification of a ScanFile workstation has to meet the requirements of every Seite 24 e System Requirements ScanFile Benutzerhandbuch ScanFile Requirements ScanFile Document Management S ystem day use attached scanners type of scanning you are performing and the type of documents you work with Hard Disk Space A full installation of ScanFile will require around 100 Megabytes of hard disk space This will decrease to less than 10 Megabytes if a Client install is performed The majority of the Client install consists of common Windows components that may already be installed on the workstation In this case the Client install may take up only an additional 5 Megabyte of disk space Additional to the storage space that is needed for the application itself sufficient storage space is needed for your documents Please
201. ex can also be keyed in or edited later The images to be scanned can be selected according to the blips B F P on film Group pages by pages P scans and stores images into one batch between Page blip numbers entered Group pages by File F scans and stores images between File blip numbers entered into batches Group pages by File F und B scans and stores images between File blip and batch blip numbers entered into batches Group pages by Batch B scans and stores images between Batch blip numbers entered into batches Be sure that the mode for blip recognition on the FS Controller Ill is set properly For more information on the FS Controller Ill see the MS300 MS350 MS400 MS500 MS800 Scanner Configuration manual or the FS Carrier Ill manual Microfilm Scanning e Seite 171 eerie ScanFile Benutzerhandbuch ScanFile Batch Scanning u Microfilm Seite 172 e Microfilm Scanning ScanFile Benutzerhandbuch Document Routing scanf ile un Document Routing Document Routing e Seite 173 ScanFile Benutzerhandbuch scanFile Overview Document Management System Overview The ScanFile module Document Routing allows you to assign documents to pre defined routes that will direct the documents to users and or archives in an order that has been defined within the route The Document routes consist of separate steps which can vary depending on selected options At
202. eys all Free licence Search Mshitt Oct lat None ze Edit Shift Ctrl Alt None ze Left mouse single m Left mouse double Scan Shift C Cti Alt None Middle mouse single Middle mouse double Via the tabs Hotkeys single or Hotkeys all the keyboard shortcuts are setup The first will trigger the actions only for the active field the latter will trigger the actions for all defined fields of the third party application Configuration of a Codeless Connector link Select Options gt Codeless Connector gt Create Link in order to create a new connection to a field A dialogue window is displayed where actions can be taken Select a target folder or library and a target index field into which the content of the field from the source application should be imported Folders and or libraries and index fields have to be created beforehand to be selectable here Clear fields If this option is set all index fields in ScanFile are cleared before the new index information is retrieved and filled in by a shortcut If this option is not set the new information is overwriting the existing index information in ScanFile ApplicationID The little crosshair icon on the left is used to link the fields Open a windows application from which a field entry should be retrived Click on the crosshair in Codeless Connector keep the mouse button pressed and drag the crosshair to the relevant field in the
203. f the default parameters for the scanner prior to starting to scan this must be done from the Scanner Setup screen Postindex Pool The Post index facility lets you scan batches of documents very quickly and then divide them into files and apply indexing information to them at a later date Documents scanned to this Pool are kept in a special work area until Seite 88 e General Scanning ScanFile Benutzerhandbuch Function Sheets ScanFile Document Management System they are indexed whereupon they are added to the main index and file storage location within the folder To add documents to the Postindex pool select Post index from the Folder Toolbox place pages into the scanner feeder and then select the Scan Pages icon Once the documents are in the pool they can be viewed by using the Next page amp Previous page icons To create a new file select the page that is the first page of the file type in the indexing information for the file and then click on the Save Image icon Once you have pressed the Save Image icon the next page in the Postindex pool will be displayed To keep adding pages to the new file just keep on pressing the Append page icon for each page of the file that is displayed When a new file needs to be created just press the Save Image icon again The Append page feature of Postindex can also be used to append pages to existing files Via the search option find the file you wish to app
204. folder However it is possible for you to enter your own information to be applied as index data Seite 160 e OCR amp Forms Recognition ScanFile Benutzerhandbuch Properties ScanFile Document Management S ystem With selecting a Separator you specify the character that will separate multiple index entries in one index field You can choose from predefined characters but you also have the possibility to enter your own separator Once this is all set up perform a zone recognition from the OCR menu and the index fields will be filled Properties At the very top of the OCR tree in the Setup Zones window you will find three options Option Description Threshold The threshold is the setting that determines whether a forms data will be recognised by the reliability of that form Example If the threshold is set to 60 then any forms which have matching identifiers will return higher than 60 and be recognised any forms that don t have matching identifiers will score below 60 and be rejected as that form Skew Correction This setting will straighten or un straighten any images that have been scanned to assist with a more successful OCR Border Removal This setting will remove or add the borders that may appear on a document once it has been scanned Forms Database The forms with the relevant index field setup and the identifiers are stored in a forms database The defaul
205. folder Then to begin the zone setup select Setup Zones from the OCR menu on the main ScanFile Desktop and the Forms configuration screen will be displayed that you already know from setting up OCR zones To create a form you must first click with the right hand mouse button on All unknown Forms and select Add Form You will be asked to give the new form a name Once you have named the form it will appear in the OCR tree on the right hand side of the setup zones window Also in this tree under the form name there will appear three additional options explained below Index Fields After creating a new form the zones for the index fields can be setup The zones are setup the same way as in the Zone Setup window For more information see Setup Zones in this chapter Identifier An Identifier is a part of a form that distinguishes it from other forms so that the Forms Recognition can tell the difference between two or more types of form that may be scanned in one folder To create an identifier right mouse click on Identifiers and select Add Identifier Similarly to the zone setup a crosshair will appear over the image display use this crosshair to draw a box around the identifier you wish to use Once you release the mouse button a window will appear asking you which identifier you wish to use the selection you make here depends on the type of identifier you have selected to use for that form Should you select any of these options wit
206. folder or the pages added to the folder since Full Text OCR was last run Alternatively you can OCR individual or selected pages of a record or single or selected records within a folder To OCR records or pages use the OCR menu option which is shown when right clicking in the relevant window Window Description Hitlist Window Selected record or records Image Window Displayed page FastPics Window Selected page or pages Edit Wordlist When performing a full text OCR there will be some words that you would not wish to search on and that just take up space within the OCR database These are generally words such as that the and etc These can be set to OCR amp Forms Recognition e Seite 153 ScanFile Benutzerhandbuch Zone Recognition ScanFile Document Management System be ignored by adding them to the OCR wordlist which you can open by selecting the Edit wordlist option on the OCR menu Per default this wordlist is empty and no words are filtered from the text read Edit wordlist Oo OO CO sO amp oo NM Oe How to perform a full text search is described in chapter Searching and Viewing Documents Zone Recognition This method allows you to specify parts of a document to be OCR d and the results put into specific fields within the folder Up to ten zones can be defined an
207. g Lura Document The type of compression and file format you select is dependent upon several factors including the type of document to be scanned and the type of output required of that document once stored Uncompressed TIFF This format will perform no compression on the image data produced from the scanned document and will result in large file sizes Group 4 Compressed TIFF This format will compress the scanned image data normally by a factor of 10 to 15 This is only used for black amp white scanned images This is a lossless compression format which means that none of the original scanned information is discarded JPEG JTIFF JPEG is a standardised image compression mechanism which is designed for compressing either full colour or grey scale images of natural real world scenes Jpeg is a lossy compression format which means that data is discarded from the original scanned image data to achieve the levels of compression possible It is possible to vary the amount of data to be discarded and therefore the quality of the remaining image ScanFile has various quality levels for Jpeg images which will determine how much data is dropped form the original scanned image and will radically affect the size of the file produced Lura Document Lura Document is a standardised image compression ratio which is designed essentially for compressing either full colour or greyscale images to dramatically smaller files sizes Lu
208. ge that is of particular interest The annotations are specific to the page on which they are created Different annotations can be added to different pages within the same document The annotation types are Text annotation Line Highlight White out Area Black Out Area If a file has annotations attached to pages this will be signified by a pencil symbol in the top left corner of the image display window This will also be shown in the FastPics Seite 78 e Editing Documents ScanFile Benutzerhandbuch Keen Hidden Records Can Ne econ 4 Image display 2 16 F BERLINER MORGENPOST BERUNER Au IGEMEINE Senden is zum ien ar ma PETSA a a e EE EE KE Auch ohne Feel Kommunen d rfen Sollen Verkehr beschr nk nern mh Betting Craxi zu achteinhalb Medi von ser im Jahren Voh corel Gaich ne E Please note Annotations cannot be applied to native format documents Hidden Records A user within a default security level group of Trustee or above has the option of hiding records within a folder Hidden records will not be shown on the Hitlist to users within the View security level group To hide a record highlight the record you wish to hide on the Hitlist and then press the Hide Record tool or select Hide Record from the Options menu If a record has been marked as hidden to View level user groups an X will be shown in the Notes column of the Hitlist against the record To unhide a record
209. ger scanned file sizes Documents by default are displayed using black text on a white background The Inverted option allows this to be reversed so that the document is displayed with white text on a black background The DR 3020 scans documents in portrait format For landscape documents select the Rotate 90 option so that they will be displayed in the correct orientation When selected the Front Back scanning option will scan and store both sides of the scanned document When not selected only the front side of the document is scanned Brightness Controls The Canon DR 3020 has an automatic brightness function which should work with most documents Unticking the Auto option and then selecting the required brightness setting by using the slider bar or by typing in the brightness value between 1 255 can override this Check Scanner ScanFile support several check scanners which can read MICR Coded checks The following check scanners are supported e TellerScan TS200 e TellerScan TS300 350 e TellerScan TS400ES e BUIC 1500 e e e e Some of the described settings may only apply to certain scanner models Resolution The resolution can be 200x100 dpi or 200x200 dpi Using 200x100 dpi scanning speed is bigger but quality is less The minor quality image is Scanner Setup e Seite 269 ScanFile Benutzerhandbuch ScanFile un Axis 7000 interpolated to a 200x200 dpi image Select the resolution which ser
210. gnition This is used to determine a number of values on forms with check boxes such as survey forms These values can then be entered once the Forms Recognition has been performed as index information To set up Check Mark Recognition you must first scan in a form that has checkboxes on it to prepare the checkbox zones for recognition Once you have scanned the page select OCR gt Setup Zones From the OCR tree in the Setup zones window right click on index field and select Add Zone Draw a box using the crosshair around each checkbox on the form that you wish to be recognised When you release the mouse button you will be prompted which field you wish to attribute that zones information to select the zone you wish and then select Check Mark Recognition To adjust the settings for the way the index information is entered click on the box Here you will be given a number of default choices for indexing Option Description Mark Set This setting determines the index information that is entered if a checkbox is marked Mark Not Set This setting determines the index information that is entered if a checkbox is not marked Separator This setting determines the separator that is entered between index values on the hitlist The Mark Set and Mark Not Set settings have a number of default entries that can be entered as index information Yes amp No True amp False On amp Off and Keywords assigned to the
211. h ScanFile un Electronic Documents Move Moves the displayed image to the clipboard ready to paste to another record Copy Copies the displayed image to the clipboard ready to paste to another record Send to Send page to another folder user export email and wallet Move to Moves the selected document into a chosen folder Close Closes the document display menu Electronic Documents ScanFile supports the display of over 200 different electronic document file formats such as Microsoft Office documents Adobe PDF documents HTML pages and graphic format files such as AutoCAD and CorelDraw When viewing multi page documents such as PDF files and PowerPoint presentations the tools to move from page to page or worksheet to worksheet will be displayed at the bottom of the viewing window For documents such as Word files and text files these can be scrolled through using the scroll bar on the right of the viewing window Electronic Document Display Menu The options displayed when you right click on an electronic document will be different to those available when viewing a black amp white or colour image Optionen Description To the clipboard Copies the selection to the Windows clipboard Print Prints the currently displayed document Display Selects to display the document in Draft Normal or Preview mode Options Settings that affect the copying display and printing of document
212. h Auditing canFile Document Management System Auditing Auditing e Seite 211 canFile ScanFile Benutzerhandbuch Document Management System Overview Overview The Audit Trail option in ScanFile tracks and records any event performed in the application This is used primarily by system administrators and can be customised to track a number of different events The Audit Trail option will display the recorded event information in an event viewer format which can also be printed In addition to recording ScanFile events WebServer events are also recorded within the Audit system Audit Configuration To create the required report options have to be selected to determine which events are to be recorded Select Audit Trail Report from the Options menu to open the following window E Audit trail report Folder and Libraries From E Delivery notes E In box E Invoices OG UseE Target folder AN 21 06 2006 16 17 18 ScanFile Folder Modified Invoices MJ VM AWINX lt P A 21 06 2006 16 17 37 ScanFile Folder Modified Invoices MJ YM WINXP A 21 06 2006 16 17 50 ScanFile Folder Modified Invoices MJ VM AWINXP A 21 06 2006 16 18 13 ScanFile Folder Modified Invoices MJ YM WINXP lt E 21 06 2006 16 18 31 ScanFile Folder Modified Invoices MJ VM WINXP A 21 06 2006 16 18 39 ScanFile Folder Modified Invoices MJ M WINXP A 21 06 2006 16 20 09 ScanFile Folder Modified Invoices MJ VYM WINXP A
213. h the exceptions of Barcode Check Mark and Graphical Element you must type in the Identifier Text box at the bottom of the Set ID Field Properties window the text in which format you selected that should be used as the Identifier For example if the identifier is form number 12345 you select Numbers Only and then type in 12345 in the identifier text box Once the identifiers have been setup it is now possible to test the reliability of the Forms Recognition by clicking on the Test Recognition button from the Setup Zones window This will give a percentage of recognition next to the name of the form in the OCR tree The recognition rate will be 100 for the form you used to setup the identifiers The recognition rate of other scanned pages of the same form may vary OCR amp Forms Recognition e Seite 159 ScanFile Benutzerhandbuch zcanFiie Check Marks OMR ment Management System Keywords To speed up retrieval once a form has been recognised and indexed it is possible to add Keywords to a form In order to do this right mouse click on Keywords and select Add Keyword A keyword list will then appear Select the keyword you wish to add from the list and then click on OK Repeat this for every keyword you wish to add A keyword list must be added to the folder you are working in before you attempt to add keywords to a form setup Check Marks OMR Another option of the Forms Recognition is Check Mark Reco
214. he Horizontal and Vertical settings move the page of text x number of pixels left right up or down After changing any of these settings by pressing the Apply button you should immediately see the effect the settings have had An example of COLD information overlaid on a scanned image is shown below amp Edit templates File Edit View Invoice ScanFile Document Management Software Eeett i Lye ee Accounts Lyle a Saset Ltd Involce Gaugr Forse pelvery UIT Sherringnan way Aggteee Grim Liicap Road Address Ne Las VAT REG No 123 1234 12 er Slozu Road dybasloa Mecchesler Sng Kl DD Hanzz R311 LAN Account No Customer Order No Despatch Dote Our Order Wo Dellvery Aol Imvoica No Inmolos Dala Arma Debary Nate ho Transactkn rnn202 2A 19999 5 33 94 90 12936 PARCELPCE 111439 397 94 90 AR A 11107 Invoice Prodiat Dascrip ian Unit Quantity Prigs Each Dessum TotaiS DEM Scantile Manual Software one 3 e940 33 0 231 13 1 WATTE VAT Rate Total E 17 89 51 1 Jeg quote our invoice nurrber whan making payment laima bar short Aeiberba must ba notified within 7 days INVOICE TOTALE 342 49 I mported Files For each folder a list of the files imported into that folder and the name of the template used to import the data can be displayed by choosing the List Imported files from the COLD menu while the folder is open COLD e Seite 203 uge ScanFile Benutzerhan h canFile utzerha dbuc Document Manag
215. he OCR menu option which is shown when right clicking in the relevant window Please note that the zone recognition will always be carried out on the FIRST page of a file Forms Recognition This option works in conjunction with the OCR zone option of ScanFile Its purpose is to recognise a form by means of defined identifiers and then index records with data read from the contents of zones that have been created for each form The normal Zone OCR will apply the defined zone from All Unknown Forms on each page This is not a problem if you only have one type of document per folder But if you save different types of documents you need a different set of zones per document This can be achieved by using the ScanFile option Forms Recognition The Forms Recognition allows you to specify identifiers for a document giving ScanFile the opportunity to identify a document and apply the zones belonging to a certain document type Identifiers can be a graphic or picture on a form this could be used if the identifier is a company logo for example or a unique identifier text Seite 158 e OCR amp Forms Recognition ScanFile Benutzerhandbuch Forms Recognition ScanFile Document Management S ystem Setup Form The first part of the forms recognition process is to setup zones on the different forms that are to be identified and indexed To do this you must first scan in some good examples of the forms to a ScanFile
216. he files from the Search location to the specified ScanFile folder the file s will be deleted from the Search location To enable you to keep a copy of the file s outside of ScanFile you can select a location to make a copy of the file s to You can specify the location by clicking on the three dots immediately after the field which will then display a directory find screen Once you have selected the location click on the OK button and the name of the location will be shown in the field Indexing Options Documents can be imported into a ScanFile Folder in one of two ways and the file name can be used for automatic indexing of the documents 1 Postindex When the Postindex option is selected all documents found to be archived will be placed in the selected ScanFile Folder s Postindex pool for later filing Remote Services e Seite 297 ScanFile Benutzerhandbuch ScanFile Electronic Document Service ment Management System 2 Using the File Name The Direct Index option together with the Use filename as default index will save the documents directly to the folder creating index records for each document saved and placing the name of the file into the FIRST folder field Separator If you also select a Separator the name of the file can be delimited so that it can be placed into separate consecutive Folder fields Valid separators are comma semi colon full stop dash _ underscore quote
217. he main one being the speed of the connection between the client and the server Local Sending State This will show any documents queued locally that are waiting to be sent to the RemoteStation server Serverside This option will show the job history for a user on a RemoteStation All the jobs sent by a user to the Server can be listed If there is more than one ScanFile RemoteStation e Seite 355 ScanFile Benutzerhandbuch ScanFile Search Document Management System RemoteStation server available to a user you must first select the server you want to view the history on You can then select the user On the Settings screen you can select to view the history for each of the four Send option Folder User Email Printer Select one of these and optionally add a single date or date range and then press the Forward button and the send history will then be displayed Search The Search option from the main RemoteStation menu will display the list of folders that the currently logged in user has rights to access If there is more than one RemoteStation Server registered then you will need to select the server that holds the folder you wish to search first Search Screen Selecting the folder will display the Folder Search screen that will show the folder fields Searching within RemoteStation gives the option to perform range searches within the selected folder the first value being entered in the fi
218. ibrary page will then be displayed Seite 336 e ScanFile WebServer ScanFile Benutzerhandbuch ne Open Library Page LE Open Library Page From the Open Library Page you can select the ScanFile Library you wish to open by highlighting the Library name in the list which only shows the Libraries that the ScanFile user is allowed access to ScanFile WebServer Microsoft Internet Explorer Datei Bearbeiten Ansicht Favoriten Extras zw ck x a Le pe Suchen 57 Favoriten 2 Gk a z i Adresse http localhost sws Open asp v wechseln zu Links 7 penis Webserver Wg seeeeeeeeeegeeeegeeegeeeee e Open library Settings ad Lokales Intranet You can also choose to set your user preferences by clicking on the Settings button which will then display the Settings page Settings The screenshot below shows the setting page with the options a normal user ScanFile WebServer e Seite 337 ScanFile Benutzernandbuch canFile Document Management System Open Library Page A ScanFile WebServer Microsoft Internet Explorer Datei Bearbeiten Ansicht Favoriten Extras Q zw ck I EN 2 Sa d Suchen 57 Favoriten Ea Adresse http localhost sws setup asp v EJ wechseln zu Links ScanFil Webserver 8 ee ee eege ee ee ee ee eee e eege Version 8 0 0000 JPEG Quality 1 100 Language Sprache Langage English v Download Password TTT Confirmation eecccccece
219. ide of all files in the correct orientation Hide Annotations Allows you to hide annotations added to a scanned page A pencil symbol in the upper left corner will then indicate if there is a hidden annotation belonging to the image Use Stellent Viewer Allows you to switch off the display of electronic documents with the Stellent Viewer which can take some time if the documents are large If this viewer is not used the electronic documents will appear as an iconic symbol on the image window With a double click on the icon the documents can be displayed in their corresponding applications as long as they are installed General Settings e Seite 119 Scan File Document Management System Hitlist ScanFile Benutzerhandbuch Hitlist The Hitlist is used to display the results of a document search Four options are available to alter its appearance and functionality Option Description Display Hitlist The records in the Hitlist will be numbered in Numbers ascending order This will be in the first column of the Hitlist Show Notes Adds a column to the end of the Hitlist The Notes Column column will show whether records have memos applied to them or that the records are hidden Records with a memo attached will show a M in the Notes column Records hidden for users of the group View will have an X Save Column settings If selected it allows each user for each folder they
220. identify the correct drive for that folder In the case of CDs each disk will be given an ID The media IDs can be set automatically by selecting Auto increment Media IDs on the Setup Libraries dialogue or can be entered manually When entering the Media ID s manually an alphanumeric reference can be given Conditional Import Conditional Library Import is a feature that allows you to limit and specify which documents from a folder you wish to import into a Library This is useful especially if there is information in a folder that you do not want in a specific Library To setup a Conditional Import click on the button of the same name on the Library Setup window and the Conditional Import window will be displayed Here you have three options Field Condition and Value Under Field you must select which field is to be used as the conditional field from the fields available in any of the selected folders Secondly you must select the Condition to be applied here you are given a number of options Option Description Greater This is used usually for numerical or date fields should a number be entered and any numbers in that field be greater the records will import Libraries e Seite 83 ScanFile Benutzerhandbuch Create Edit Libraries ScanFile Document Management System Smaller This is used usually for numerical or date fields should a number be entered and any numbers in that field be smal
221. ifier is used to distinguish the separation sheet from all the other documents being scanned To create an identifier right click on Identifiers and select Add Identifier A crosshair will appear over the image display use this crosshair to draw a box around the identifier you wish to use You can create multiple Identifiers by repeating the process described above Once the identifiers have been setup it is now possible to test the reliability of the sheet recognition by clicking on the Test Recognition button from the Setup window This will give a percentage of recognition next to the name of the form in the tree Job Separation Sheets e Seite 165 ScanFile Benutzerhandbuch Using Separation Sheets ScanFile Document Management System During a scan process all scanned images are compared with the saved job separation sheets If the threshold is reached an image is considered to be a job separation sheet and therefore isn t saved At the same time the current document is closed and a new document is created Further scanned images are saved into the new document Properties Additional settings can be applied to influence the recognition These properties are also used in the Zone OCR setup The following table gives a short overview Option Description Threshold The threshold is the setting that determines whether a sheet will be recognised by the reliability of that sheet When you run the Test Rec
222. igured choose to keep the existing driver The other option uses the Rapid 32 printer driver supplied with VNP and will convert printed output to TIFF files and create data files containing the text of the printed output which can then be imported to allow for Full text searching of the documents Instead of using the HP LaserJet 5 click on the Have Disk button open the Rapid folder that is located in the ScanFile directory Select the INF file and when the printer list is displayed select Rapid 32 and press Next Seite 320 e ScanFile VNP ScanFile Benutzerhandbuch Configuration ScanFile Docu ment Management System Add Printer Wizard Install Printer Software The manufacturer and model determine which printer software to use A Select the manufacturer and model of your printer IF your printer came with an installation KA disk click Have Disk If your printer is not listed consult your printer documentation for compatible printer software Printers Virtual Network Printer A This driver is not digitally signed windows Update Tell me why driver signing is important You can then give the printer a meaningful name that will identify it as a virtual printer used by ScanFile for importing documents You can also choose whether the printer will be the default printer Once you have done this press Next If you are creating the virtual printer on a server you can share the printer to network user
223. ile Benutzerhandbuch ScanFile Page Settings ment Management System Page Settings It may be that the default paper size font and font size and line and character spacing are incorrect for the spool data being imported These can be amended in one of two locations After the spool data has been imported choosing General Settings from the COLD menu will display the Settings dialogue When creating or editing a template choosing the Graphic option from the View menu will display the spool data in graphic format This will then allow you to edit the page settings for the spool data In the Edit Template window select Page Settings from the Edit menu and the Settings screen will be displayed If the Graphic option is not selected all options apart from the file type selection options will be greyed out Whilst the Graphic option is selected the correct paper size can be set as well as the font and font size to be used for displaying the data Please note that although any font can be selected even TrueType fonts most spool data is printed in a fixed width font Also in the pages settings dialogue you will find a checkbox option called OEM Chartable this when checked ignores generally foreign characters from a COLD template E g 6 1 0 If you wish these characters to be recognized then uncheck this option Overlays When spool data such as invoices are printed they are usually printed onto prepared forms
224. ile Benutzerhandbuch Canon DR 5020 5080C amp 5060F You can set a margin around the scanning area The value ranged from 10mm to 10mm To use this function tick the Activate checkbox To adjust the values use the arrow keys or the slider bar to increase or decrease the value To enlarge the scanning area to ensure the document edges are not clipped set a plus value To reduce the scanning area so that the image is not framed by a black border set a minus value Filter Settings The Filter settings can be used to improve the quality of the scanned image and to set colour dropout areas where the document will not be scanned Option Description Erase Black Dots This will automatically erase isolated black dots on a white background from the scanned image Erase White Dots This will automatically erase isolated white dots on a black background from the scanned image Erase Notch This will automatically remove areas that are caused by contours Complete Thin Lines This will automatically fill in broken or thin faint lines Drop Out Colour This function is only available for the DR 5080c and will disable the scanning of areas of the document of a particular colour The settings are e None Disables Colour dropout e Red Will not scan red parts of the document e Green Will not scan green parts of the document e Blue Will not scan blue parts of the document Colour Dropout
225. ill now be ready to be installed Remote Service The Remote Service is available after a Standalone or Client Server installation on the same machine The service is not started automatically when the installation has finished If you want to use the functionalities of the Remote Service please go to chapter Remote Services for further information about setting up and starting of the service Removing ScanFile ScanFile can be removed from a workstation or server by selecting ScanFile in the Add Remove Programs option in the Control Panel Installing ScanFile e Seite 39 ScanFile Benutzerhandbuch Removing ScanFile ScanFile Document Management System If you installed a ScanFile Client and a ScanFile Server on one machine the de installation from above will only remove the Client To de install the Server go to Start gt Run and enter lt ScanFile Folder gt Unwise exe lt ScanFile Folder gt ScanFile_uninstall log When Scan File is installed whether on a server or on a networked PC as a client an installation log is either created or updated in the ScanFile program directory This details exactly which elements of ScanFile and common Windows components have been installed as well as any Windows Registry entries that have been updated or created The uninstall program uses the information in this file to remove only the elements that were added when ScanFile was installed It is very important that this
226. import screen will be shown Import files 4 c Lokaler Datentr ger J m Ser 1G4B85507 SCF Go GI POSTIDX TIFF Images tif Any format file can be selected for import Select the drive and directory where the files to be imported are highlight the file or files to be imported and then click on OK The files will then be placed in the Postindex pool Seite 188 e Import ScanFile Benutzerhandbuch Index Information ScanFile Document Management System Index Information The Import index function is used to fill index records in existing folder documents with additional information As an example bar coded documents may have been scanned with the barcode representing a Project Number An external can have that number in it plus the Document Name Document No etc The Project Number can be set to be the Connect field and the additional index information will then be imported to the appropriate records To open the Import select the File gt Import gt Index menu Import index Connect field Customer number Job number Field 2 Connect field Field 1 v Customer number Field 4 Date Field 3 No of fields Customer name Field 5 Field separator Field delimiter TextMode The example text file shows 10 records with the index information within the records being delimited by commas The first field i
227. in a file that can be displayed The page you then want to view can be selected and shown in the Searching and Viewing documents e Seite 107 ScanFile Benutzerhandbuch canFile j Document Management System FastPics Image window FastPics will also show whether a page was the front or back of a double sided document and you can also tag pages for printing or exporting by clicking when the mouse pointer turns to a tick over the FastPic image of the page Electronic documents such as word processing files will show a page with the reference EDOC COLD information pages will have the word COLD FastPics Menu Pressing the right mouse button within the Thumbnail window will open the Thumbnail option menu which allows you to perform actions on the selected pages within the document The options available are the same as offered on the Hitlist menu but will only apply to the pages within the document that have been selected Option Description OCR Full text or zone recognition can be performed on the selected pages The OCR d text can also be copied to the clipboard Move Mark the selected pages for moving to another record within the folder Seite 108 e Searching and Viewing documents ScanFile Benutzerhandbuch FastPics ScanFile ument Management System Copy Copies the selected pages for pasting to another record within the folder Send to Selected pages can be se
228. inal scanned information is discarded JPEG JTIFF JPEG is a standardised image compression mechanism which is designed for compressing either full colour or grey scale images of natural real world scenes Jpeg is a lossy compression format which means that data is discarded from the original scanned image data to achieve the levels of compression possible It is possible to vary the amount of data to be discarded and therefore the quality of the remaining image ScanFile has various quality levels for Jpeg images which will determine how much data is dropped form the original scanned image and will radically affect the size of the file produced Lura Document Lura Document is a standardised image compression ratio which is designed essentially for compressing either full colour or greyscale images to dramatically smaller files sizes Lura document is also a lossy compression format however ScanFile includes extensive options for determining levels of quality for Lura Document scanned images Rotation A document can be scanned and then rotated and saved The available rotation options are 0 90 180 or 270 Scanner Setup e Seite 265 ScanFile Benutzerhandbuch Canon DR 2050C amp DR 2080C ScanFile Document Management System Mode This option is used to set the number of colours to be scanned Black amp White The black amp white mode scans only in black amp
229. indow Import Thesaurus This function allows you to automatically fill or extend a Thesaurus file Folders e Seite 65 ScanFile Benutzerhandbuch Keywords ScanFile Document Management System After clicking on Import Thesaurus you are asked to select a file containing update information Then following window is displayed Update thesaurus C Example the File I Thesaurus ew tet Field delimiter Separator Text mode AS Cll Start import Enter field separator field delimiter and text mode and click on Start Import The file will be imported The first field of a line will be considered to be a word all following fields will be interpreted as synonyms belonging to the word If a word is not found in a ScanFile Thesaurus it will be created All synonyms belonging to this word will be added as long as they are not already in use Synonyms have to be unique so double entries are not allowed After a successful import you can return to the Thesaurus window by clicking on Close If you opened the Thesaurus from an open folder the new entries will be immediately at your disposal Keywords A predefined list of keywords can be created and assigned to a folder This is an extra level of indexing and allows multiple keywords to be attached to a particular document To attach a keyword list to a folder click on the Keyword List button in the Setup Folders dialogue and then
230. ine feed One line feed The sequence selected will be replaced by one line feed Two line feeds The sequence selected will be replaced by two line feeds Three line feeds Seite 198 e COLD The sequence selected will be replaced by three line feeds ScanFile Benutzerhandbuch The Import Template ScanFile Document Management S ystem Additionally to the CharOption the Valid Range drop down list is used to identify the area of the import file that the filter should look and act upon the selected sequence The options available are described below Option Description This Position Will only perform the action upon the sequence at the position in the import file where the text was highlighted Start to Here Will perform the Action from the start of the import file to the selected sequences position in the file Here to End Will perform the action from the location of the selected sequence to the end of the file Entire Text Will perform the action upon the entire file Once the Filter Parameters have been set the spool data should be displayed and you should be able to page through the file correctly Some spool files may contain other information such as printer control codes that are used to specify whether text should be in bold or underlined These codes will be shown in different ways in the spool file but they should not be shown when the file is imported in
231. ing In this case documents with more than one page are stored as one document Remote Services e Seite 309 ScanFile Benutzerhandbuch scanFile un Fulltext OCR Scheduler Update Now This functionality gives you the opportunity to import forms from the search drives fast and out of schedule Pressing the Update Now button will cause the Remote Services to perform an import with the next update loop Fulltext OCR Scheduler Overview This scheduler only works if option OCR is installed and licensed This service will automatically perform full text recognition on selected folders Any pages that have not been OCR d in the folders will be processed on the selected days and time Folder To select a ScanFile Folder to have the full text OCR performed upon click on the Add button below the folder list You can then select the folder from the available storage locations Once you have selected the folder it will be shown in the folder list To remove a ScanFile Folder from the list highlight the name by clicking on it and then click on the Delete button below the folder list Update Schedule The days time period and frequency of the fulltext OCR scheduler can be set by choosing the Scheduler option at the left of the main screen The values set determine when the folders will be searched for new documents to be OCR d To select the days for the update to be performed tick the checkboxes alongside the days required
232. ing The number of Tickers can be displayed by clicking Options Display ticker status Writing to CD How this is achieved and what facilities are available will be dependent upon the software being used to write the data to a recordable CD If you have chosen the standard preparation the retrieval software and all selected folders were copied to CD_TRANS CD directory The contents of the CD_TRANS CD directory can be written to CD With Fast Preparation the folders are left in their original location and the software will be copied to CD_TRANS CD directory and they can therefore be selected and copied directly Please refer to the manual supplied with the CD writing application for exact instructions on using the application CD Preparation e Seite 225 eerie ScanFile Benutzerhandbuch ScanFile System Writing to CD Seite 226 e CD Preparation ScanFile Benutzerhandbuch Scanner Setup scanFile an Scanner Setup Scanner Setup e Seite 227 ScanFile Benutzerhandbuch ScanFile System Overview Overview ScanFile has built in support for the following Canon scanning devices e DR 3020 e DR 2050C e DR 7080C e DR 3060 e DR 2080C e MS300 e DR 3080C e DR 2580C e MS350 e DR 3080CIl e DR 5010C e MS400 e DR 5020 e DR 6080 e MS800 e DR 5060F e DR 7580 e CR 180 e DR 5080C e DR 9080C e CF510 Additionally ScanFile supports the Panasonic KV S2026C directly and also supports any TWAIN and Kofax devic
233. ing scanning will affect either how the documents are scanned or how they are filed For each type of control sheet four options are available e Detect amp Scan Continue Scanning e Detect amp Skip Continue Scanning e Detect amp Scan Stop Scanning e Detect amp Skip Stop Scanning Scanner Setup e Seite 229 ScanFile Benutzerhandbuch scanFile Scanner Configuration Document Management System If the Detect amp Scan option is chosen the control sheet is stored in the ScanFile folder If the Detect amp Skip option is selected the control sheet is not stored in the ScanFile folder Job Separation control sheets are used to divide documents placed in the scanner feeder into separate files when scanned Place a Job Separation sheet between each file choose the required Batch Detection mode and then scan the documents When a control sheet has been detected scanning can either continue or stop You may wish to stop scanning so as to enter additional indexing information Alternatively you may wish to scan everything and then index it In this case choose the Continue Scanning option The Function Control sheets affect the operation of the scanner With these sheets during scanning the scanning mode can be changed from Text Mode to Photo Mode or vice versa by the use of the appropriate control sheet Using The Simplex and Duplex control sheets changes the scanning mode to either single or do
234. ion allows you to scan documents and then send them to one of four destinations Printer Folder User Email Printer This option enables you to scan documents and have them sent to a local printer or a printer that the RemoteStation server has access to The available server printers will be dictated by the configuration of the RemoteStation server Printer List When selecting the Printer option you must first select the location of the printer This can be on the local workstation or on a RemoteStation server Once selected the available printers will be shown If there is only one printer configured on the selected location the Printer List will be skipped Document Header After selecting the printer you will be able to create a print header sheet onto which you can enter the following information e Recipient e Originator ScanFile RemoteStation e Seite 357 ScanFile Benutzerhandbuch Scan Send ScanFile Document Management System e Message Once this information has been added press the Scan button to open the Scan screen Folder The Folder option allows you to scan documents to ScanFile folders that the currently logged in user has permissions to If there is more than one RemoteStation Server registered then you will need to select the server that holds the folder you wish to scan to first If the logged in user only has access to one folder on the server a folder list will not be displayed
235. ional feature of ScanFile is support for the LuraDocument compression format This offers far greater levels of image compression without any significant loss of quality allowing you to store many more documents per megabyte than standard compression formats Using this option in Setup Folders you can set the default image compression format to LuraDocument or to TIFF G4 JPEG format Please see the chapter on LuraDocument for more details Folders e Seite 63 ScanFile Benutzerhandbuch Thesaurus ScanFile Document Management System Duplicate Index Action This option Execute after Zone OCR reading allows you to assign whether the duplicate index action will be executed after a zone OCR Index information With the option Clear fields the contents in the index fields within the toolbox will be deleted by changing the category in the folders toolbox Document Retention Recording Document Retention control is a setting that enables you to perform an action on the contents of a folder after an allocated amount of time This is useful for instance if you want to clear a backlog of documents from a folder that are no longer needed to save space Thesaurus The Thesaurus field property can be used to cut out repetitive indexing and to ensure that index data such as names are typed correctly A list of words can be defined and multiple synonyms or short codes can be set for each word For example the short code ds
236. ionally assign user actions that the users have to perform once a routed document arrived on their personal hitlist Following user actions are available Option Description View The View option the user that receives that document will only need to view it and confirm the image display before it continues on to the next step in the Route Steps are explained above This is confirmed by clicking on the eye symbol on the document Seite 176 e Document Routing ScanFile Benutzerhandbuch Configuring Routes Scan File Document Management System Comment This option then the user that receives that document will be prompted to comment on it by means of a clipboard button that appears on the document when it is viewed To comment on the document the user must click on this button and a text box will appear that should be filled out Any comments they make are attached to that document and will continue onto the next step in the route The following users on that Route can then view these comments Approve Reject possibilities He can approve or reject the document by clicking on the Approve or Reject button displayed in the image window Where the document is sent to depending on the choice will be selected when setting up a Route View Password This option is identical to the action View but this will force the user to enter their ScanFile password to signify that the st
237. ir and compact the library The database will be rewritten to a single area of the hard disk and will also free any unused space in the database caused by deleted records In most cases running this utility should resolve problems with the library Maintenance e Seite 291 eerie ScanFile Benutzerhandbuch Document Management System Repair Library Seite 292 e Maintenance ScanFile Benutzerhandbuch Remote Services ScanFile un Remote Services Remote Services e Seite 293 ScanFile Benutzerhandbuch Overview ScanFile Document Management System Overview Included in the ScanFile setup is a server based application called Remote Services In version 7 this application was a configuration tool and executing program in one In Version 8 the Remote Services is in two parts the Remote Service and the Remote Service Configuration Tool which is used to configure the service Once the Remote service has been configured the Configuration Tool doesn t need to be running for the Remote Service to be active If you wish to use the Remote Services a client installation has to be performed on the server to install the necessary components The modules available subject to the options that have been purchased are ee Import of Electronic Documents Import of Files amp Index Import of Indexes Only EB Library Update E Import of COLD data Document Routing Audit Trail
238. irectory of the pool drive The process for selecting the folder is the same as described above but to start the Fast Preparation click on the Fast Preparation button in the CD Preparation dialogue The folder will be checked the archive drive will be added and the retrieval software copied to the CD_TRANS CD directory of the pool drive A window pops up giving you the location of the selected folders and retrieval software Seite 224 e CD Preparation ScanFile Benutzerhandbuch CD Tickers ScanFile Document Management System ScanfFile Folder successfully prepared for writing to CD The Following files and directories need to be copied Directory c 2Y0C778E SCR File s c cd_trans cd setup exe c cd_trans cdiretsetup exe c cd_trans cdiautorun inf c cd_trans cdiicon ico CD Tickers If you wish to create a ScanFile Executable CD with a retrieval only version of ScanFile this will require a CD Ticker These can be purchased in groups from your supplier Each executable CD preparation will use one CD ticker These are licences allowing you to put the retrieval only version of ScanFile on a CD You can create as many copies of that CD as you wish Each time you purchase a group of tickers you must give your dongle serial number to your supplier who will then send you a PickUp Code This PickUp code has to entered clicking Internet licence or be loaded via file transfer as described in chapter Licens
239. is not licensed and will then open the License Manager When opened after the first installation the License Manager will only show the dongle serial number This can also be run from the License Manager option in the ScanFile program group whenever you are updating the license Order information Details Customer data Serial number 6 5048781 Activate Program Options ER Barcode gi Export Audit trail report f Global Index Libraries Si Document routing gi Form recognition g COLD Si Keywords ei ScanFile YNP Si TIFF writer i Si OCR ts LuraDocument Compression Ticker 20 t Codeless connector seats 0 Scanfile Licensing e Seite 45 ScanFile Benutzerhandbuch Licensing Scan File Document Management System After a successful update or if your dongle is already activated all licensed programs and options will be displayed The dongle can be activated on a Microsoft Windows server or workstation once a ScanFile client has been installed For Novell NetWare server installations the dongle can only be activated when connected to a Microsoft Windows workstation after a ScanFile Client install has been performed There are two methods of activating the ScanFile Dongle via the Internet using the License Manager when purchasing a new ScanFile system or upgrading an existing ScanFile installation Either you update your dongle directly via the Internet or you just downloa
240. ist is displayed additional fields to the standard Hitlist are shown which detail the name of the source folder the name of the user who put the document into the Personal Hitlist and the date the document was added Searching and Viewing documents e Seite 103 ScanFile Benutzerhandbuch ScanFile Image Display ment Management System t Personal Hitlist Record 1 of 8 Selected 0 The additional fields shown on a personal Hitlist are From Folder From User and Sent On When the Personal Hitlist is displayed the Field Name row is shown with a yellow background to distinguish it from the Standard Hitlist The names of the folder fields are not shown as documents may have come from different folders with different fields You can edit the documents within the Personal Hitlist The changes do not have any effect to the original document in the folder All changes are only saved in the Personal Hitlist Documents placed in a Personal Hitlist will remain until manually deleted unless they are placed there by the Document Routing option and the user selects not to keep a local copy Image Display All Documents are shown in the Image Diplay Window ScanFile has a comprehensive set of tools available to change the way displayed images are shown The images can be zoomed rotated and also fit to the height or width of the image window A file can be paged
241. ist record will correspond to the file the words were found in Please note that a Detailed Hitlist can take a longer period of time to be generated due to each page having to be identified Show number of matches With this selected the number of times the word or words occur on the page or in the file will be displayed in the Hitlist Phonetic Search With the Phonetic Search option words with a similar pronunciation to the searched word will be included in the search result When you select a record on the Hitlist by single clicking on it with the mouse the document being displayed will automatically change to show the selected file Hitlist The Hitlist which shows the list of documents that matched the search criteria can be altered to show the information in a number of ways The column width and the order of the columns within the Hitlist can be amended B Hitlist Customer number Date Customer name 00004229 8 SchulzGmbH SchulzGmbH 00004229 8 Schulz GmbH 00005197 2 19 02 2004 Holzwurm GmbH 00005197 2 29 02 2004 Holzwurm GmbH 000051 97 2 08 03 2004 Holzwurm GmbH 00007143 4 15 03 2004 Hammerhof KG 00007143 4 25 03 2004 Hammerhof KG 00007143 4 02 04 2004 Hammerhof KG 00008474 7 13 01 2004 R bensaft KG 00008474 7 23 01 2004 R bensaft KG Record 1 of 15 Selected 0 Searching
242. ity into your own web sites You can select whether you want to install the API or not Contact your supplier on how to obtain a full description of the WebServer API ScanFile WebServer is now ready to be installed Pressing the Next button on the screen shown right will install WebServer into the selected directory After this has completed the Internet Server must be configured IIS Configuration After installing ScanFile WebServer your Internet Server must be configured to allow users access to WebServer The following installation instructions are for Microsoft Internet Information Services supplied with Microsoft Windows 2000 Virtual Directory After you have started Internet Services Manager you must create a new Virtual Directory for WebServer in your web site To do this right click on your web site and then select New gt Virtual Directory Seite 330 e ScanFile WebServer ScanFile Benutzerhandbuch Configuring WebServer ScanFile Document Management S ystem A welcome screen will then be displayed Click on Next and you will then be prompted for the name that you wish to give to the ScanFile WebServer part of your site This can be anything but a short name is more useable After typing in a name and pressing Next you must then enter the path to the ScanFile WebServer Directory for the content of the site You can either type in the location or use the Browse button to locate the directory The next p
243. ive statement of agreement between you and Spielberg concerning the subject matter hereof which supersedes any proposals or prior agreements oral or written and any other communication between you and Spielberg relating to the subject matter hereof No amendment to this agreement shall be effective unless signed by a duly authorised representative of Spielberg Page V ScanFile User Guide ScanFile Software License Agreement ScanFile Document Management System Should you have any questions concerning this agreement or if you desire to contact Spielberg for any reason please write to your authorised supplier requesting that they pass your correspondence to Dieter Spielberg Document Management Systems GmbH or Spielberg Solutions Ltd Page VI ScanFile Benutzerhandbuch Contents ScanFile Document Management S Contents WELCOME TO SCANFILE in ar 15 DTA OBC TOW ee 16 WHAT ES C AN EE 16 IMPORTANT PLEASE READ uuuunnnnanuunennnnnnunnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn 17 iere 17 SCANFILE FEATURES secret cece acto aioe A A leer 17 GESEIS 18 EE 18 EE 18 PROV WIS EE 18 e 18 EE EE 18 Forms ACCOQMINON sictcccssonzscoxdencdenedentiensdenedededaudiacadadededsdaudbensdedsdedadendieasdans 18 EE eegene 19 COLD E 19 a 101111810 POSENUEUNEEETERSEERCLESOTERBLETOLTSELESOLTRELETOLTRSTENOFERRLESUEISELENOFERRLISULISEIENEFTRELENOETS 19 Document Routing EE 19 ENEE et tegen Agenten deed dE Ee 19
244. ize image Expert Settings The Expert mode allows you to alter the compression and quality levels of the image segments These are divided into Bi tonal Foreground Background Thumbnail Miscellaneous Bi tonal The Bi tonal settings are for the text part of the image and can determine how the text is segmented and stored and the compression level Following options are available Option Description Mode This sets the compression format in which the text is saved This can be LuraDocument LDF TIFF G4 or no compression Segmentation This defines whether the image is all text a mix of text and graphics or all graphics An auto mode is also available Seite 208 e LuraDocument ScanFile Benutzerhandbuch LuraDocument Settings ScanFile Document Management S ystem Mask The mask sets how LuraDocument processes the image text It can adapt it s processes dependant upon specific parts of the image or process the whole image using the Constant setting Quality The quality can be set from 1 to 100 Foreground The foreground image saves the text colour information and can be set for differing levels of compression and quality thresholds Option Description Mode This sets the foreground image to Baseline or Embedded You can also select no None settings Sample The value is the down sample rate The higher the value the higher the compression and lower
245. l real world scenes Jpeg is a lossy compression Seite 260 e Scanner Setup ScanFile Benutzerhandbuch Canon DR 3060 3080C amp 3080CIl ScanFile Document Management System format which means that data is discarded from the original scanned image data to achieve the levels of compression possible It is possible to vary the amount of data to be discarded and therefore the quality of the remaining image ScanFile has various quality levels for Jpeg images which will determine how much data is dropped form the original scanned image and will radically affect the size of the file produced Lura Document Lura Document is a standardised image compression ratio which is designed essentially for compressing either full colour or greyscale images to dramatically smaller files sizes Lura document is also a lossy compression format however ScanFile includes extensive options for determining levels of quality for Lura Document scanned images Skew Correction This function is a software driver based skew correction facility that can be selected by a checkbox on the main Scanner Setup window Should pages be scanned at an angle through the scanner and not appear straight when viewing this option will straighten the page and justify it which will help when performing other actions such as OCR Sensitivity These settings allow you to adjust the brightness and contrast settings for each
246. l be displayed Wildcard Description Denotes a string of any length even 0 Denotes any single character x y z Denotes one character x or y or z list of characters 1 5 Denotes a single character of 1 2 3 4 or 5 first character must be smaller than the second With wildcards there is no distinction between uppercase and lowercase Examples Wildcard Description Puts all records into the Hitlist 2222 Shows all records with 5 characters in the field selected ir Shows all records beginning with 1 for example 1 11 19 100 199 s o M le Shows records with Mable Mowle etc Seite 96 e Searching and Viewing documents ScanFile Benutzerhandbuch Extended Search ScanFile Document Management System M le Shows records with Mable Mayle Mole Mowle Mule Module etc Use of wildcards combined with other keyword fields reduces the Hitlist to a minimum and targets desired records as closely as possible Several search criteria can be combined to narrow down the results The search entries are logical AND combined apart from keywords which can be set to produce and AND or an OR search Once the search has been performed it will return a Hitlist of the results of your search Both the Hitlist and the Image Display windows can be sized as required The size of the display on the PC will obviously affect how these windows can be show
247. l be applied For each additional server a user name and password must be created on that server to be used as the Share user which enables users who are not registered on that server to store and retrieve documents from the server depending upon the permissions assigned to the share user To create an additional server press the Server list button and then select Add You can then assign the additional server a Description which is used to identify the server to users You must then enter the IP Address and Port being used by the additional RemoteStation server as well as the name of the Share User of that server and the share users Password Additionally contact details for that server may be added which consist of Telephone number Fax number and Email address ScanFile RemoteStation e Seite 351 ScanFile Benutzerhandbuch RemoteStation Client ScanFile Document Management System The additional RemoteStation server s details can be edited by choosing the Edit option on the Server list or deleted by choosing the Remove option Security Specific IP Addresses or IP ranges can be added to the Security option to either allow or not allow them access to the RemoteStation server Each time a RemoteStation Client attempts to connect to a RemoteStation server the IP address of the Client will be checked against the entries in this list You can select whether the IP addresses added to the list will be Granted
248. l three checkboxes The DR 5020 and DR 5060F will return only Black amp White and Bi tonal Seite 256 e Scanner Setup ScanFile Benutzerhandbuch Canon DR 3060 3080C amp 3080CIll ScanFile Document Management S ystem Canon DR 3060 3080C amp 3080CII The DR 3060 DR 3080c and DR 3080cll are high performance A4 scanners with a maximum scanning throughput of 40 pages per minute They are all double sided scanners with automatic paper size and thickness detection Both scanners incorporate a 100 sheet paper tray The DR 3060 supports black amp white and 256 level greyscale scanning whilst the DR 3080c supports several modes up to a maximum 24 bit colour The maximum scanning resolution for both scanners is 300dpi Post document endorsers are options which can be added to the scanners Document specifications are e Width 55mm to 257mm e Length 70mm to 364mm e Thickness 0 06mm to 0 15mm 0 05 to 0 2mm Manual Feed Scanner Configuration There are many options that can be selected for the scanners and these are split over different option screens which are selected from Scanner Setup The most used options are collected together on the first screen displayed when Scanner Setup is selected The following screen shows the first screen displayed when choosing Scanner Setup for the Canon DR 3060 DR 3080C or DR 3080CIl Scanner Setup e Seite 257 ScanFile Benutzerhandbuch ScanFile Canon DR 3060 3080C
249. lace of business at 2200 N Canton Centre Road Suite 150 Canton MI 48187 USA Wise d Apex Software Corporation a Pennsylvania Corporation having its place of business at 4516 Henry Street Pittsburg PA 15213 USA Apex e Nuance Communications International BVBA a belgian Company having its place of business at Guldensporenpark 32 9820 Merelbeke Nuance f Algo Vision LuraTech GmbH a german Company having its place of business at Helmholtzstr 2 9 10587 Berlin Lura g MICROPLEX Trading GmbH a german Company having its place of business at Leipziger Chaussee 191g 06112 Halle Microplex Page ScanFile User Guide orale ScanFile Software License Agreement ment Management System h Stellent Inc an Illinois Corporation having its place of business at 330 N Wabash Ave 15th Floor Chicago IL 60611 Stellent i Desaware a California Corporation having its place of business at 1100 East Hamilton Ave Suite 4 Campbell CA 95008 Desaware j Progress Software Corporation Crescent Div a Massachusetts Corporation having its place of business at 14 Oak Park Bedford MA 11730 Crescent k WIBU SYSTEMS AG a german Company having its place of business at R ppurrer Stra e 52 54 76137 Karlsruhe Wibu I Innovasys Ltd an english Company having its place of business at Westowe Chelston Road Torquay Devon UK TQ2 6PU Innovasys You understand and acknowledge th
250. le program directory and then press the Next button The ScanFile path can also be entered as a UNC path Example lt machinename gt path Location After you have chosen the language you will be asked to choose the drive and directory than the RemoteStation Server software will be installed into A default of C ScanFile SRS will be offered however this assumes that RemoteStation is not being installed on the same server as ScanFile Please ensure that RemoteStation is not installed as a sub directory of the ScanFile program directory as no users require direct access to the RemoteStation directory Once you have chosen the drive and directory press the Next button Backup You will then be asked whether the install program should backup any files that the installation process will replace These can be older versions of RemoteStation components if you are installing over an existing installation and common Windows components held in the Windows or Windows System directories If you choose to backup these components you will be offered a default location of lt Installation path gt Backup Please note that the installation process will only replace older versions of common Windows components RemoteStation Server is now ready to be installed After this has completed the application must be configured At the completion of the installation you will be asked to reboot the server RemoteStation Servi
251. le Overview ment Management System Overview Once a folder has been completed and is no longer required to be updated it can be archived to other media such as CD There is also an option to put a retrieval only version of ScanFile on to a CD with the folder or folders so that the information can be retrieved on any PC running MS Windows even if that PC does not have ScanFile installed on it A CD Ticker is required for preparing such an executable Ticker will be described later on in this chapter ScanFile does not itself have built in CD Writing software and therefore a third party application is required Normally this will be supplied with the CD writer The normal method of CD writing is to specify within the CD writing application the information to be written to CD and then choose the write to CD option within the application Form Windows XP on it is possible to burn data on a CD without third party software For more information refer to your Windows Help CD Preparation To select CD Preparation choose that option from the File menu or click on the toolbar button and the CD Preparation screen will be displayed Seite 222 e CD Preparation ScanFile Benutzerhandbuch CD Preparation ScanFile Document Management System gt Prepare for CD writing Available folders x Fast preparation C Lokaler Datentr ger Delivery notes In box Invoices Add all gt gt gt Add gt gt
252. ler the records will import Equals This can be used for numeric or alphabetic text should any record match exactly what is entered in the value box then is will be imported Not Equal This can be used for numeric or alphabetic text should any record not match exactly what is entered in the value box then is will be imported Greater or This will typically be used for numeric but can also be used Equal for alphabetic text Should any value entered be Greater than or Equal to the number entered then it will be imported Smaller or This will typically be used for numeric but can also be used Equal for alphabetic text Should any value entered be Smaller than or Equal to the number entered then it will be imported Like This option is used in conjunction with wildcards If you type the value as part of a word but use a wildcard for the rest of it should import all matches E g Scan will import Scan Scanner ScanFile etc Finally you must enter the value that the condition must adhere to whether it be numeric or alphabetic text The Conditional Import can be setup to perform the checks for import on up to two fields at the same time With the option AND or OR you can determine the records that are to be imported by the second field should you wish AND selected both conditions have to be valid OR connected only either one of the conditions have to be valid User Dependent Search If you select the Setu
253. ll Text Recognition Using this option every scanned page of a ScanFile folder is read and recognised words will be saved in a database This database is attached to the folder and can be searched by anyone who has ScanFile You do NOT need the OCR module to do a Full Text Search you only need the OCR module to perform the recognition in the first place o do a fulltext recognition open the relevant folder and click to menu OCR gt Full text recognition You can select whether you wish to OCR all pages in the folder or just the new pages the pages added since the OCR was last run Seite 152 e OCR amp Forms Recognition ScanFile Benutzerhandbuch Full Text Recognition ScanFile Document Management System di Zone recognition Pages read 4 Words recognised Recognition ratio 99 86 Chars recognised Chars rejected OCR idle 80 Total progress Row Read new pages Read all pages Once the recognition starts the progress can be monitored The information displayed includes a recognition ratio showing the perceived reliability of the process Obviously the OCR recognition will have problems with bad quality documents so always ensure that the documents to be OCR d are of decent quality It is also wise to have scanned them at a minimum of 300x300dpi for best results Read Selected Documents or Pages The process described above will OCR all the pages within a
254. ll allow you to select the Gamma settings file to associate with that colour Barcode Decoder If the Barcode decoder option has been installed in the DR 5020 DR 5080c or DR 5060F the Barcode Setup option will be available from the Extended Settings screen From this screen you can set which barcode types are to be searched for and you can also specify an area of the document to search for barcodes which can be on the front or back of a scanned page The scanners will recognise the following barcode types EAN Code 39 Codabar Code 25 UPC UPC A UPC E Code 128 Up to four barcodes of differing types can be searched for and read from a document The number to read can be set in the Barcodes per page option To select the side of the page that the barcodes are on choose the appropriate option from the Side drop down list Seite 252 e Scanner Setup ScanFile Benutzerhandbuch Canon DR 5020 5080C amp 5060F ScanFile Document Management S ystem To activate the barcode recognition tick the Use barcode recognition checkbox The Activate buzzer option will set the scanner to buzz each time a barcode is found and read Additionally you can set a specific an area on a page to search for barcodes To select this option tick the Activate checkbox under Search Area The area to be read must be specified in millimetres and the top left of the search area is set by putting the appropriate values in the Horizontal and Ve
255. ll be available allowing you to access the majority of functions that need to be carried out within a folder such as scanning indexing and editing and searching Invoices Marked 0 6 5 xxx None xxx Invoice number S Canon Deutschland GmbH Canon UK Ltd DMS Customer number ScanFile p z ScanFile International Ltd Date Spielberg Job number Customer Street Postal code City The structure of the folders toolbox depends on the folders setup and may vary from the picture above Toolbox Scan The following tools will be available if the Scan option is selected in the folder toolbox These allow you to scan single or multi page files select manual or auto feed and to browse through the current file Seite 68 e Folders ScanFile Benutzerhandbuch Working with folders ScanFile Document Management System Toolbox Search This selection allows you to specify the required search criteria for documents and perform a search This will result in a list of the files found being displayed Toolbox Edit From this the indexing information for a document can be changed You can also amend the document itself by inserting appending revising and deleting Revise Insert page pages 5 wane 3 8 tr jie il at pages a Toolbox Postindex Post indexing allows you to scan documents that are to be indexed at a later date
256. ll cause the Remote Services to perform an update with the next update loop Remote Services e Seite 313 File ScanFile Benutzerhandbuch Scan Ne omen Retention Control Seite 314 e Remote Services ScanFile Benutzerhandbuch ScanFile VNP canFile Document Management System ScanFile VNP ScanFile VNP e Seite 315 ScanFile Benutzerhandbuch scanFile Overview ment Management System Overview ScanFile VNP is a virtual network printer to print documents into a specified Location The documents are stored as TIFF files and can be imported into any ScanFile folder This can even be done automatically by using the ScanFile Scheduler With the VNP a document can be archived from any program just by printing it via VNP In most cases the VNP is used to archive external correspondences Typesets like invoices or delivery notes with a similar structure can be printed via the VNP and automatically indexed with the Zone OCR Scheduler Thus the indexing is very safe because the documents are finished electronically without the loss of quality through manual scanning Installation To install ScanFile VNP some necessary preparations have to be made The VNP can only be installed in conjunction with ScanFile The Installation of the VNP will be cancelled if the setup program is not able to localise a licensed ScanFile version on the local system In order to install the VNP you have to install ScanFile
257. ll determine how much data is dropped form the original scanned image and will radically affect the size of the file produced Lura Document Lura Document is a standardised image compression ratio which is designed essentially for compressing either full colour or greyscale images to dramatically smaller files sizes Lura document is also a lossy compression format however ScanFile includes extensive options for determining levels of quality for Lura Document scanned images Scanner Setup e Seite 233 ScanFile Benutzerhandbuch Canon DR 6080 7580 amp 9080c ScanFile Document Management System Sensitivity These settings allow you to adjust the brightness and contrast settings for each side of a document to be scanned Different settings will apply dependent upon whether the document is to be scanned in Text mode or Photo Mode Photo mode applies error diffusion to simulate rescaling Text Mode In this mode only the Text Brightness setting can be adjusted All three scanners have an automatic brightness function built in but this can be overridden and manually set if necessary When the Auto is selected the scanner will automatically sense the brightness setting required for each page as it is scanned The Brightness setting can be any value between 1 and 255 with 1 being the darkest setting 255 being the brightest A value of O will select Auto brightness To manually set a brightness v
258. location of the index data cannot be varied from page to page The index fields MUST be created in the same order as the fields within the folder the data is to be imported to To view the fields created choose the Edit gt Edit Field option from the menu From this screen you can see exactly what has been specified for each index field and this information can be edited For example you may not have highlighted sufficient characters for a name field and that can be adjusted from this window Some spool data files may contain multi page records such as an invoice being continued over several pages These pages can be grouped into one index record in the ScanFile folder by setting the Group Pages if option This will be displayed if the page grouping data in the Edit Template window is highlighted and the Connect pages option is selected from the pop up menu Any relevant data can be used to group pages together such as an increasing page number or the same data on following pages as on the first page The required option can be selected by choosing from the drop down list and the available options are No grouping Increasing Number Empty on next page Not empty on next page As preceding page Once these options have been set the raw data is ready to be imported into ScanFile Importing Spool Data Before you can import spool file data into ScanFile the folder the data is to be imported into must be open It is
259. locked or unlocked the display of a document Use Global Scanner Settings Activated all user related scanner settings are ignored and the scanner settings of user ADMIN will be applied for every folder and user Seite 124 e General Settings ScanFile Benutzerhandbuch Other Settings ScanFile Document Management S ystem Display Inactive Buttons With this option you can choose whether buttons on the toolbars are displayed or not dependent on whether they are applicable to the function being carried out If this option is not selected toolbar buttons will be greyed out when not applicable Display Additional The toolbar along the top of the main ScanFile window Toolbar will be shown when the option is selected Hide Tooltips Tool tips are short descriptions of the functions of the toolbar buttons They will be displayed if the mouse cursor is left over a toolbar button for a moment You can select whether these are displayed or not by enabling disabling this option Automatic Date in Memo field Enabled this will add the date and time of a memo to a memo applied to a document Automatically Clear Pooldrive The option is used by the Prepare CD function When selected the existing contents of the pool drive will be deleted prior to the new information being written to it Area Post indexing function The Area Post indexing function when selected will allow you
260. lows you to assign index fields from an index file to the folder fields in ScanFile When typing in index information a list will pop up for fast selection and when possible the index field used will try to complete the entry with the next matching index from the external list Seite 20 e Welcome to ScanFile ScanFile Benutzerhandbuch New in Version 8 ScanFile Document Management System Keyword Export Keywords can now be exported as additional index field If a document has more than one keyword assigned to it will be exported as many times as keywords are assigned to it Every time with a different keyword Mandatory Keywords Extended Folder setting Mandatory Keywords forces the user to select keywords before an index is successfully saved Auto Open ScanFile Auto Open allows the user to e select a folder or library that will be opened automatically right after ScanFile startup e select a setting that will automatically reopen the folder or library that was open before the program was closed Copy Index Information The functions Move to and Send to ScanFile folder as well as the field property Copy Index offer extended settings to change the order of the index information in the target folder Input assistance A thesaurus list can be updated via file import Input assistance for Thesaurus linked index fields a word list generated from assigned Thesaurus will pup up below the index field for fast
261. ls As a result the contrast and readability is improved whereas the storage space is reduced Teo other features enha functions Once a docume x gives you the ability to ame There are several options document after it has been sq o Insert Pages a Append Pages o Delete pages Two other features enha functions Once a docume gives you the ability to ame There are several options document after it has been sd Q Insert Pages Q Append Pages Q Delete pages User Defined Filters The filter algorithm calculates the brightness of each pixel of an image With black and white images the brightness value of each pixel is binary the Seite 138 e Additional Settings ScanFile Benutzerhandbuch Fast Search ScanFile Document Management System value of a black pixel is 1 and of a white pixel 0 The brightness value to be allocated to a pixel is calculated by the weighted sum of the neighbouring pixels These weighting factors give a coefficient to a filter Since the calculated brightness values have to be assigned either to black 1 or white 0 a threshold for the decision must be defined 1 1 1 With his filter parameters and a threshold of e g 3 1 1 1 an isolated white black pixel will be automatically converted to black white With these parameters and a threshold of 4 thin CC interrupted horizontal and vertical lines will be closed The setting
262. luding the type of document to be scanned and the type of output required of that document once stored Uncompressed TIFF This format will perform no compression on the image data produced from the scanned document and will result in large file sizes Group 4 Compressed TIFF This format will compress the scanned image data normally by a factor of 10 to 15 This is only used for black amp white scanned images This is a lossless compression format which means that none of the original scanned information is discarded JPEG JTIFF JPEG is a standardised image compression mechanism which is designed for compressing either full colour or grey scale images of natural real world scenes Jpeg is a lossy compression format which means that data is discarded from the original scanned image data to achieve the levels of compression possible It is possible to vary the amount of data to be discarded and therefore the quality of the remaining image ScanFile has various quality levels for Jpeg images which will determine how much data is dropped form the original scanned image and will radically affect the size of the file produced Scanner Setup e Seite 241 ScanFile Benutzerhandbuch Canon DR 7080C ScanFile Document Management System Lura Document Lura Document is a standardised image compression ratio which is designed essentially for compressing either full colour or greyscale images
263. m e B4 250 x 353 mm e B5 176x 250 mm e B6 125x 176mm If Fit Image is enabled this setting is disabled Window Page Size Setting If you select the Window page size option you can specify an area of the document to be saved To do this select Window as the page size then perform a Test Scan ona sample document A sizeable box will be overlaid on the image in the Test Scan window Size the box over the area of the sample document and the box size and location will then be saved Please note that when this option is used only the area of the document inside the box will be saved All other parts of the scanned document will be discarded Resolution You can select one of the following 100 150 200 240 300 400 amp 600dpi Dither Use this setting when scanning in black and white mode This applies error diffusion to simulate greys and half tones on the scanned document This is useful when scanning photos Mode This option is used to set the number of colours to be scanned Please note that DR 6080 and DR 7580 support black amp White and greyscale mode scanning All other settings are applicable to the DR 9080c The DR 9080c supports 24 bit colour scanning The larger the bit value selected the more colour shades will be scanned Please be aware that greyscale and colour scanning especially at high resolutions can result in extremely large file sizes Seite 232 e Scanner Setup ScanFile Benutzerhandbuch Canon DR 6080 75
264. ment S ystem Overview ScanFile has comprehensive facilities for the printing of scanned documents as well as for exporting both indexes and documents for use outside of ScanFile Printing With ScanFile you can choose from several options for printing Currently displayed page of a document All pages in the selected document Range of pages from the selected document Selected pages from the selected document Selected documents Hitlist Audit Trail Events Selecting the Print Image option from the File menu allows you to print the currently selected file or a range of pages from the currently selected file It also gives you the opportunity to choose the printer you wish to print to The Print button in the toolbar has different functions depending on which window is active at the time it is pressed Window Action Image Window Displayed image is printed Hitlist Window The selected hitlist documents are printed Fastpic Window The SE images from the current document are printe Selecting Print Hitlist from the File menu will print the Hitlist When printing scanned images various options are available These can be selected from the General Settings dialogue The options and their explanations are listed in the chapter General Settings Seite 184 e Printing Email and Export ScanFile Benutzerhandbuch age ScanFile Email Socumant Management System Email Use the pop u
265. merical characters only Characters Only This is to be used if the characters are alphabetical characters only Seite 156 e OCR amp Forms Recognition ScanFile Benutzerhandbuch Zone Recognition ScanFile Document Management S ystem Only Uppercase Letters This is to be used if the characters are Uppercase alphabetical characters only Only Lowercase Letters This is to be used if the characters are Lowercase alphabetical characters only Barcode This is to be used if the characters are Barcodes Please note the barcode format must be selected beforehand in the Options gt Choose Barcode menu from the main ScanFile Desktop For more information see chapter Barcodes Check Mark This is used to determine a number of values on forms with check boxes such as survey forms Further information later in this chapter Graphical Element Identifier Only This is to be used if the identifier is a graphic or picture on a form This could be used if the identifier is a company logo for example The selection of the characters allowed for a zone increases the reliability of the results of the OCR reading If you assign Numbers only to a field the amount of possible characters is significantly reduced and a zero will not be mistaken as an O The options Barcode Check Mark and Graphical Element are extended functions They are needed for reading barcodes and forms recognition How
266. mp White mode scanning All other settings are applicable to the DR 5080c Black amp White The black amp white mode scans only in black amp white Greyscale The DR 5080c supports 4 16 amp 256 levels of Greyscale Colour The DR 5080c supports 3 6 12 and 24 bit colour scanning The larger the bit value selected the more colour shades will be scanned Please be aware that greyscale and colour scanning especially at high resolutions can result in extremely large file sizes Rotation A document can be scanned and then rotated and saved The available rotation options are 0 90 180 or 270 Compression ScanFile will store images in one of four ways e Uncompressed TIFF e Group 4 Compressed TIFF e Jpeg e Lura Document The type of compression and file format you select is dependent upon several factors including the type of document to be scanned and the type of output required of that document once stored Uncompressed TIFF This format will perform no compression on the image data produced from the scanned document and will result in large file sizes Group 4 Compressed TIFF This format will compress the scanned image data normally by a factor of 10 to 15 This is only used for black amp white scanned images This is a lossless compression format which means that none of the original scanned information is discarded Scanner Setup e Seite 247 ScanFile Benutzerhandbuch Can
267. n The fields within the Folder Toolbox will display the indexing information and the assigned keywords for the selected record from the Hitlist The information shown in the Folder Toolbox will change to reflect the record selected Extended Search The Extended Search option allows the user to find documents using the above information as well as giving a more user friendly display for range searches on any field in the folder Extended search Search from Search to Scanned on Invoice number Scanned by Job number Changed on Customer number Changed by Date Pages Customer Street II 7 AND combined Ir zu OR combined Postal code City View extended hitlist RO Use keyword information for retrieval sen Ss All the user defined folder fields can have a range search performed upon them as well as the Scan date and Change date fields When the search is performed the resultant Hitlist can be displayed with or without the additional Searching and Viewing documents e Seite 97 ScanFile Benutzerhandbuch scanFile Multiple Index Search Document Management System fields by selecting the View extended Hitlist option The additions in the extended hitlist show who the document was scanned by the date it was scanned on the name of any user that may have changed that document and the date that it was change
268. n conjunction with the serial number is used to license the hardware dongle A Pick Up code will be issued after you ordered a new license or a license update How is the license controlled The way the licensing is controlled will depend upon which operating system the server or workstation is using When ScanFile is installed a directory called Dongle will be created in the ScanFile program directory holding various dongle configuration and information files Please note that TCP IP is the only protocol supported by the dongle when used in a network environment Windows NT4 2000 and 2003 When a ScanFile Server installation is performed on Windows NT4 Windows 2000 or Windows 2003 servers the service WIBU KEY Server will be Seite 44 e Licensing ScanFile Benutzerhandbuch age Li ScanFile icensing Document Management System installed and configured to start automatically Without this service Clients will not be able to find the ScanFile dongle For standalone installations no service is installed or required Novel Netware The Netware Loadable Module NLM WKSVNW NLM that is supplied with ScanFile and copied to the Dongle directory during installation must be loaded on the Netware server This can be copied to the Netware SYSTEM directory Without this NLM loaded ScanFile will not find the dongle Licensing When Scanfile is installed and then run for the first time it will report that it
269. nal file To index documents with Zone OCR recognition the ScanFile OCR option needs to be installed and licensed Several methods can be used at the same time so that some index fields are filled manually as others are filled automatically by selected field properties or by a Zone OCR process Manual I ndexing When indexing manually the user has to type in the index information This can be done before documents are scanned or saved to the folder from the Postindex pool The index information of documents in the folder can be changed at any time Enter the information into the text boxes and confirm with Return ScanFile will automatically jump to the next index field and the user can continue with the index entry Options such as the Duplicating field property and applying a thesaurus to a field help to cut out repetitive indexing and to ensure that index data such as names are typed correctly Please refer to chapter Folders to read more about these field properties Area Indexing With area indexing for each field in the folder ScanFile can zoom and display a specific portion of the image This is particularly useful when indexing batches of similar documents that have the indexing information in the same position Seite 92 e Indexing ScanFile Benutzerhandbuch Automatic Indexing ScanFile Document Management S ystem To do this first you must ensure that the Area Postindexing feature is turned on within the
270. ndled together within a ZIP file Viewing Documents When you select a document for viewing the first page of the document selected will be displayed or the page selected from the FastPics or Full text search A ScanFile WebServer Microsoft Internet Explorer Datei Bearbeiten Ansicht Favoriten Extras Q aurick gt x a Lei f Suchen 57 Favoriten EA 2 d s Ka Adresse Si http localhost sws image asp v Wechseln zu Links win Webserver 8 Image 2 of 16 Display 15 e Index 1 Newspapers Index 2 Postindexed microfil _BERLINER MORGENPOST _ m BERLINER AEE Hitlist Search Auch ohne Sommer Smog Kommunen Logout 5 sollen Verkehr beschr nken d rfen zk Bettino Craxi zu achteinhalb Ms Vos eiser fhe Bani satin Jahren Haft verurteilt Bao ya SPD Experte kritisiert private Arbeitsvermittlung K Lokales Intranet Seite 342 e ScanFile WebServer ScanFile Benutzerhandbuch Open Library Page ScanFile Document Management System How a document is viewed will be dependent upon the type of document being viewed and which browser software you are using All black amp white and scanned documents can be viewed directly within the Document View page Electronic format documents such as MS Word amp Excel documents require that the source application be present Applications such as Microsoft Word and Excel can be opened within Internet Expl
271. ndow will then be displayed where you can select the drive or UNC path that you want to add To remove a storage location highlight it on the list and press the button on the top left of the display Scanner Selection amp Setup Before any scanning can be done the scanner must be selected Select Choose Scanner from the File Menu and select the appropriate scanner Then select Scanner Settings from the Options menu to apply default settings for the selected scanner These can be for scan resolution paper size single double sided scanning brightness contrast etc A full description of the options for all scanners is given in the Scanner Setup chapter The scanner settings are saved for every single user and folder Please note by selecting Options gt Scanner Settings the settings for the opened folder are changed If no folder is open the scanner settings are saved as a default for the logged in user This default will be copied into every new folder that is created by the logged in user Next Steps Before you can store any documents to ScanFile you must first create ScanFile folders to store the documents in your selected locations Creating folders is fully described in the Folders chapter Once you have created a folder and stored your documents the searching and viewing options are described in the chapter named Searching amp Viewing Please also read the General Settings chapter as this describes the opti
272. nel gt Administrative Tools gt Services Go to ScanFile Remote Service If the service has already been started please stop the service With the right mouse button select Settings to display the ScanFile Remote Service Properties Select the tab Log On and change from Local System account to Log On As Enter the same domain account as in ScanFile Close the settings window and start the service ScanFile Account doesn t work with Windows Workgroup accounts Please note that the domain account has to be at least entered as a Power user on the machine Seite 134 e User Management ScanFile Benutzerhandbuch Additional Settings ScanFile ument Management System Additional Settings Additional Settings e Seite 135 ScanFile Benutzerhandbuch Overview ScanFile Document Management System Overview Further settings are available within ScanFile that allow you to select the language ScanFile uses which barcode to read and other scanning related functions These are described below Choose language When installing ScanFile you will be asked to select the language required but this can be changed at any time by selecting Choose Language from the Options menu Available languages are Before the new language will take effect ScanFile must be closed down and restarted The Far East languages Japanese Korean and Chinese are available in special setups Choose brightness
273. ner setup MS 300 350 800 Choose scanner SCSI ID View HA 0 ID 7 VMSCSI Page size Resolution Mode ID 2 277 Maximum v 200 x 200 v Black White Dither Compression Rotation Text mode E Compressed TIFF G K 0 Sensitivit ensitivity Page Centered Dark Brightness Film type Auto Auto Negative film Positive film View Test scan Scan area Choose Feeder FS Controller Ill via SCSI Bee aatiogs Automatic fiche carrier via COM Port A Cancel OK Seite 274 e Scanner Setup ScanFile Benutzerhandbuch Canon MS 300 350 amp 800 ScanFile Document Management S ystem Page Settings A number of options can be set which will affect the size quality and orientation of the documents being scanned These are in the View section on the Scanner Setup screen The tables below and on the following pages show the available settings Setting Description Page Size Select one of the following document sizes e Letter 8 5x 11 Inch e Legal 8 5x 14 Inch e A3 297x420 mm e A4 210x 297 mm e A5 148x210 mm e A6 105x 148 mm e B4 250 x 353 mm ISO e B4 257 x 364 mm JIS e B5 176 x 250 mm ISO e B5 182x 257 mm JIS If Fit Image is enabled this setting is disabled Window Page Size Setting If you select the Window page size option you can specify an area of the document to be saved To do this select Window as the page size then perform a Test Scan ona s
274. ng or deleting if the hard disk became full or corrupt or if document files have been deleted from the ScanFile folder from outside of ScanFile Unfortunately there is not a way to automatically correct such problems and therefore the concerned index records will have to be deleted and the documents rescanned The Maintain folder utility may take some time to run but it is strongly recommended before writing a folder to archive write once devices Repair Folder If you experience a problem when trying to open a folder you will be prompted to run the Repair folder utility You can select this option from the File gt Repair Folder menu This will attempt to repair and compact the folder database Over time the database may become fragmented on the hard disk which will affect its performance Compacting the database will rewrite it to a single area of the hard disk and will also free any unused space in the database caused by deleted records In most cases running this utility should resolve problems with the folder Seite 290 e Maintenance ScanFile Benutzerhandbuch Repair Library ScanFile Document Management System Repair Library Just like ScanFile folders it may happen that you experience a problem when you are trying to open a library You will be prompted to run the Repair library utility This option can be selected from the Libraries gt Repair library menu This will attempt to repa
275. ninnrrenrnrnnrrenrnnnenrenrrennne 38 EE Ee 38 EE Eegeregie 39 REMOTE SERVICE deet ee eeh 39 REMOVING SCANFILE eegene 39 SUMMARY EE 41 Installation Type spinania A EAER AA EARR 41 VISTA CANON EE 41 Backup E 41 eer 41 Personal FASE EE 41 EE EE 41 HEMOVIRT SCENPIe EE ee 42 LICENSING EEN 43 EE ge 44 What is the Serial Number gege 44 What is the Pick Up Code eet 44 How is the license controlled cece ccccccccseccccseececuecesseeceeueceuseeceuseeeeueeeeees 44 Ree 45 Internet Licensing EE 46 Save to Load from E 47 UPGRADES EN 49 EG E Teen sense 49 FIRST STEPS incnsicnisencntstusenseniacaatteinapsndaantausdntansandnbiaaeavadusauiaybavanndnbasaantnnisenntnnk 53 OVERVIEW ansehe 54 LE an tee TN 54 Seite 2 e Welcome to ScanFile ScanFile Benutzerhandbuch Contents ant de system SCANFILE MAIN SCREEN u 55 SEARCH DRIES E 55 SCANNER SELECTION amp SETUP 0cccccccccsseeeccteesseescceessececceeseeseseesseeseseeseeseess 56 Klaue 56 FOLDERS ed 57 EE 58 CREATE FOLDER einen 58 FIELD PROPERTIES E 59 NEE 59 DU DNGCAUING EE 59 Ee EE 59 Dato EE 59 Long dE 60 EE 60 CNECKSUMS AE 60 EE 60 EE eer 60 EXTENDED FIELD PROPERTIES uuunuunennnnnuunnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn 61 Input IACI rennen 61 Duplicate Index ACtiON ccccccceesteneeeeeeeeeceennnaaaeneeeeeeessseesaaaneneeeeeetseeenes 62 Dat Validation geheegt 62 UEO OIS FON EE 62 Field Must be FUN wsccarsivtaeressrntesarsayneransratocans
276. nt Support option will display the same dialogue as for TIFFWriter but it handles the documents in a different way The documents are not converted to TIFF or JPEG but saved to a ScanFile folder in their original file format MS Office Integration The Office integration tools which you can select during the installation of ScanFile allow you to file documents to ScanFile folders from within Microsoft Office The tools support Microsoft Word and Excel 97 and Microsoft Word Excel Access PowerPoint and Outlook 2000 XP and 2003 The documents will be saved with ScanFile in their original format unlike TIFFWriter which converts the documents to TIFF format Two toolbar icons will be added to the programs and these are shown below Save to ScanFile Print amp Save to ScanFile Electronic Document Import e Seite 115 ScanFile Benutzerhandbuch ScanFile ScanFile VNP ment Management System Send To ScanFile The Save to ScanFile icon will open the Index screen as detailed in the TIFFWriter option and Explorer Send To option The functionality of the Index window is the same as described in these chapters Print and Save To ScanFile This option performs two functions it will print the document to your selected printer and open the Index screen to allow you to save the document to ScanFile ScanFile VNP The optional ScanFile VNP server application allows you to create PCL5 compatible printers on servers
277. nt to another folder a user exported or emailed Move to Moves the selected document into a chosen folder Select Selects all or no pages or inverts the current selection Close Close the option menu Searching and Viewing documents e Seite 109 eerie ScanFile Benutzerhandbuch Scan Ne omen FastPics Seite 110 e Searching and Viewing documents ScanFile Benutzerhandbuch Electronic Document Import Electronic Document Import Electronic Document Import e Seite 111 ScanFile Benutzerhandbuch Overview ScanFile Document Management System Overview There are several methods for importing and sending documents to ScanFile folders Documents can also be saved in their original format or alternatively converted to TIFF format This chapter describes different methods of importing electronic documents into ScanFile folders TI FFWriter TIFFWriter is a Windows Printer driver that allows you to print any document from any Windows application into a ScanFile folder Each page will be analysed by TIFFWriter and will either be processed as a colour or black amp white page If a page has ANY colour content it will be converted to JPEG format Pages with black amp white only content will be converted to compressed TIF format TIFFWriter is an option for ScanFile and can be selected for installation during the installation process of ScanFile If the option has not been purchased it will repo
278. ntering the start time and end time in the From and To fields You can then select how often during the selected time period the update will be performed by putting a value in minutes in the Update every field Folder To select a ScanFile Folder to import documents from the search directory click on the Add button below the folder list You can then select the folder from the available storage locations Once you have selected the folder it will be shown in the folder list To specify the search and backup drive and the Remote Services e Seite 301 ScanFile Benutzerhandbuch scanFile an Files and Index Import Service field the folder must be selected in the folder list by clicking on the folder name The name will then be highlighted To remove a ScanFile Folder from the list highlight the name by clicking on it and then click on the Delete button below the folder list Search Drive The Search Drive should point to the location where data to be imported is saved or copied to This can be a location on a drive or a UNC path You can specify the location by clicking on the three dots immediately after the field which will then display a directory find screen Once you have selected the location click on the OK button and the name of the location will be shown in the field Backup Drive When the scheduler imports the files from the Search location to the specified ScanFile folder the file s will be deleted from
279. o the scanners A Barcode decoder can also be included as an option Document specifications are e Width 55mm to 297mm e Length 70mm to 432mm e Thickness 0 06mm to 0 15mm 0 05 to 0 2mm Manual Feed Scanner Configuration There are many options that can be selected for the scanners and these are split over several option screens which are selected from Scanner Setup The most used options are collected together on the first screen displayed when Scanner Setup is selected The following screen shows the first screen displayed when choosing Scanner Setup for the Canon DR 5060F This has an additional option to the setup screen for the DR5020 80c allowing the film position to be saved to a folder field but apart from that the screen has the same options Seite 244 e Scanner Setup ScanFile Benutzerhandbuch ScanFile Canon DR 5020 5080C amp 5060F acanr ie ument Management System ai Scanner setup DR 5020 DR 5080C Choose scanner SCSI ID b Page settings Front HA 0 ID 7 VMSCSI Page size Resolution Mode ID 2 Maximum u 200 x 200 v Black white Dither Compression i Rotation Text mode v Compressed TIFF G 0 Sensitivity Front Fit it image Pages Front Same settings for back side Settings for Auto Use default settings Cancel Page Settings All three scanners are capable of scanning single or double sided documents and different settings can be a
280. o the Route The Timeout Action is only valid if that particular step of the Route includes a user Timeout Actions do not have any bearing on Folders as targets After creation of one step click on the Save button The step will appear as a tree node in the tree view of the Create Route window In this tree view you can see all steps and their assigned targets and user actions If you wish to edit a step select the node and edit its settings You can discard your changes by clicking on Cancel If you click on Save your changes will be saved and the tree view is updated If you wish to remove any of the steps defined highlight the required step and click on the Delete button Other Routing Options Selecting Options gt Document Routing opens the Edit process window Apart from setting up Routes there are two settings for the general Routing process Document Routing e Seite 179 ScanFile Benutzerhandbuch Sending to a Route ScanFile Document Management System Save Job Reports Details of the actions performed by the Document routing can be saved to a text file This will record information on all the steps for each defined route You can specify the name and location for this log file in the Save job reports in field Clear Completed Jobs In addition to the Timeout Action there is another time related option Database Image and instruction information is kept within ScanFile when a
281. ocuments available over the Internet or an intranet ScanFile WebServer is the fast secure reliable and easy way to do it Used together with ScanFile you have everything to store and reference your documents and then retrieve them no matter your location Features e Full search display and download options on ScanFile document libraries including full text search Users only have access to authorized libraries Fully automatic update of libraries No additional client software required just use a web browser Any type of document stored in ScanFile can be displayed or downloaded e Complete audit trail report on accessed documents Before Installing ScanFile WebServer requires that the person installing and configuring WebServer is fully conversant with both Microsoft Windows NT4 2000 XP and Microsoft Internet Information Server As the majority of internet intranet servers are separate to a company s main server links between the servers will have to be established with the appropriate rights given to those links to allow users of WebServer access to libraries and documents The default user account created for Internet Information Server IIS IUSR_ lt machine name gt will have insufficient permissions to allow ScanFile WebServer to function correctly As changing Seite 328 e ScanFile WebServer ScanFile Benutzerhandbuch Installation ScanFile Document Management S ystem the permissions for the
282. of your organisations documents ScanFile supports a vast range of black and white and colour document scanners and includes several options to make the storage of electronic format documents such as word processing and spreadsheet format files a straightforward task including integration with Microsoft Office ScanFile is a multi user document management system that uses a concurrent licensing system allowing you to maximize your investment in the product What is ScanFile The ScanFile solution incorporates three applications e ScanFile e ScanFile WebServer e ScanFile RemoteStation ScanFile is the core application and is a full 32bit application that is optimised to run on Microsoft Windows ME NT4 2000 and XP Professional based workstations ScanFile can also be installed on Novell Netware and Microsoft Windows NT4 2000 and 2003 servers With ScanFile WebServer you can give anyone anywhere in the world access to your document libraries ScanFile WebServer is an Internet server based application that allows the retrieval of documents using just a web browser Whether you wish to make documents available over the Internet or an Intranet ScanFile WebServer is the fast secure reliable and easy way to do it ScanFile RemoteStation is a client server application that allows you to send documents to a central ScanFile store from any location Using TCP IP connectivity combined with ScanFile security client workstations can sen
283. ognition a percentage will be marked against the sheet Example If the threshold is set to 60 then any sheets which have matching identifiers will return higher than 60 and be recognised any sheets that don t have matching identifiers will score below 60 and be rejected as that sheet Skew Correction The setting will straighten or unstraighten any images that have been scanned to assist with a more successful recognition Border Removal This setting will remove or add the borders that may appear on a document once it has been scanned Using Separation Sheets Each ScanFile Folder can have a Job Separation Sheet template associated with it This is configured in the Setup Folder window by selecting the folder you wish to configure go to Extended Settings and select the template to use within the Job separation sheet drop down list Settings Extended settings Job separation sheet None v Import compression format TIFF G4 JTIF v Seite 166 e Job Separation Sheets ScanFile Benutzerhandbuch Microfilm Scanning Microfilm Scanning Microfilm Scanning e Seite 167 ScanFile Benutzerhandbuch scanFile Overview ment Management System Overview The Canon microfilm scanners can be equipped either with a fiche carrier or a roll film retrieval FS Controller Ill to allow batch scanning of the documents held on the film or fiche Fiche Carrier After the user has
284. older checkbox Folder To select a ScanFile Folder to be monitored for retention action click on the Add button below the folder list You can then select the folder from the available storage locations Once you have selected the folder it will be shown in the folder list To remove a ScanFile Folder from the list highlight the name by clicking on it and then click on the Delete button below the folder list Update Schedule The days time period and frequency of the Retention Control scheduler can be set by choosing the Scheduler option at the left of the main screen The values set determine when the documents in the selected folders will processed according to their retention settings assigned to them in ScanFile To select the days for the update to be performed tick the checkboxes alongside the days required Seite 312 e Remote Services ScanFile Benutzerhandbuch Retention Control ScanFile Document Management System You can set the start and end period during the day during which the update will be performed by entering the start time and end time in the From and To fields You can then select how often during the selected time period the update will be performed by putting a value in minutes in the Update every field Update Now This functionality gives you the opportunity to perform the defined retention actions for the documents fast and out of schedule Pressing the Update Now button wi
285. on DR 5020 5080C amp 5060F ScanFile Document Management System JPEG JTIFF JPEG is a standardised image compression mechanism which is designed for compressing either full colour or grey scale images of natural real world scenes Jpeg is a lossy compression format which means that data is discarded from the original scanned image data to achieve the levels of compression possible It is possible to vary the amount of data to be discarded and therefore the quality of the remaining image ScanFile has various quality levels for Jpeg images which will determine how much data is dropped form the original scanned image and will radically affect the size of the file produced Lura Document Lura Document is a standardised image compression ratio which is designed essentially for compressing either full colour or greyscale images to dramatically smaller files sizes Lura document is also a lossy compression format however ScanFile includes extensive options for determining levels of quality for Lura Document scanned images Sensitivity These settings allow you to adjust the brightness and contrast settings for each side of a document to be scanned Different settings will apply dependent upon whether the document is to be scanned in Text mode or Photo Mode Photo mode applies error diffusion to simulate rescaling Text Mode In this mode only the Text Brightness setting can be adjusted
286. on is also used to import index information with no associated files This allows you to create 0 page records in a folder to add documents to at a later date File Format It is very important when importing index information from a text file that the index records are formatted correctly within that file Firstly each record must start on a new line within the text file This can be easily verified by opening the file in a text viewer such as Notepad When exporting data from other applications most of the applications will automatically start a new record on a new line They do this by adding the CR Carriage Return and LF Line Feed ASCII characters to the end of each record Seite 190 e Import ScanFile Benutzerhandbuch File Format ScanFile Document Management System The format of each record within the import file is also very important When importing multiple index fields into each record ScanFile expects each field s index information to be separated by a character The most common character used for this is a comma See the following example 12345 Project XY Phase X Customer Y The comma separates the four fields e Field 1 12345 e Field 2 Project XY e Field 3 Phase X e Field 4 Customer Y These four fields can be assigned to the index fields in the import folder The options No of fields and Field separator must be filled with a 4 and a comma so that ScanFile is abl
287. ons available that will affect how the ScanFile main screen ScanFile folders and libraries will be displayed as well as affecting the actions of keyword searches and the display of hit lists Many other settings influencing the behaviour of ScanFile are described in that chapter too It is very important that you read and understand the General Settings chapter to ensure that you get the best from your ScanFile solution Seite 56 e First Steps ScanFile Benutzerhandbuch Folders canFile Document Management System Folders Folders e Seite 57 a ScanFile Benutzerhandbuch ScanFile Sects vk A h Overview Overview All documents either scanned or imported into ScanFile will be held in ScanFile Folders Folders not only hold the images but also the indexing information and annotations associated with the images If using the optional OCR module the OCR full text tables are also held in the folder Folders can be created on any rewriteable media available to the PC as a drive reference This includes network drives It is always a good idea to have separate drives for storing folders and for programs When creating a folder you can give it a name of up to 32 characters and specify up to ten fields with a maximum length of 255 characters per field Field functions can be applied to these fields providing rapid automatic indexing during scanning or post indexing Create Folder To create a folder select Setup
288. ool open Start gt Program Files gt ScanFile gt VNP and select the tab Common By default the option LDP is activated and works on Port 515 This is the default port for printers on a linux or unix based system Seite 322 e ScanFile VNP ScanFile Benutzerhandbuch Configuration ScanFile Document Management System Interface WebPanel RIP Memory 1128 MB jw LPD LPD Portnumber standard 515 Iw PortPrinting PortPrinting standard 9100 PortPrinting2 standard 9101 PortPrinting3 standard 9102 PortPrinting4 standard 9103 Please make sure that the used port is open Maybe it is necessary to reopen the port after installing a Service Pack for example Windows XP Service Pack 2 because the port is blocked by the Windows integrated firewall To set up the folder for LPD select the Interface tab and choose LPD from the list The LPD settings can now be changed The configuration is equal to the setup of the VNP Ports that are used by the virtual printers Read the Configuration of VNP Ports for further information Once you have set up the configuration you may test if all settings are correct This can be done with the Command Prompt and a spool or print file spl or prn Open Start gt Program Files gt Accessories gt Command Prompt and chance to the folder where the spool file is saved The following command sends a print job via LDP to the VNP Ipr S I
289. option and entering the required format in the field provided Some Examples Date Format 23 06 03 DD MM YY 2003 06 23 YYYY MM DD 06 23 2003 MM DD YYYY Mandatory Field If this option is selected an entry must be made into the field when indexing Seite 62 e Folders ScanFile Benutzerhandbuch Advanced Settings ScanFile j Document Management System Field Must be Full This option when selected will force the user to enter index information in the field to the full length of the field For example if the field length is set to 10 then 10 characters must be entered by the user into the field Right Align When entering numeric values the contents of the field can be automatically right aligned with leading O s or blanks by selecting the appropriate option Advanced Settings Job Separation Sheet With the optional Forms Recognition enabled ScanFile can use job separation sheets during batch scanning This enables several files to be placed in the scanner feeder at the same time with the job separation sheets placed between them The files will be automatically divided and records created in the ScanFile folder From the drop down Job Separation Sheet list you can select which separation sheet is to be used when batch scanning documents within the Folder Please see the Job Separation Sheets chapter for a full description on configuring the separation sheets Import Compression Format An opt
290. orer and therefore these format documents will be viewed with the Document View page For Netscape these applications will be opened independently of the browser Document Viewing Tools On the left of the Document View page are a number of tools that allow you to alter how a document is viewed and to select the document or page of a document to be viewed Rotate Page 0 Rotate Page 90 Rotate Page 180 Rotate Page 270 Enlarge Page Size Reduce Page Size View Next Page View Previous Page Go to 1st Page Go to Last Page Go to Previous Document on the Hitlist Go to Next Document on the Hitlist In addition to the tools above you can select the page number to view and the zoom level using the options at the top of the Document View Page You can choose which page to view and its zoom level by typing the page number and clicking on the Show button The zoom level can be selected from the drop down list The Download button will download in ZIP format the currently displayed page ScanFile WebServer e Seite 343 ScanFile Benutzerhandbuch ScanFile Open Library Page ument Management System You can return to the Hitlist or the Search pages by pressing the appropriate button on the left of the Document View page or you can Logout by pressing Logout Seite 344 e ScanFile WebServer ScanFile Benutzerhandbuch ScanFile RemoteStation ScanFile RemoteStation ScanFile RemoteStation e Seit
291. orm batch OCR on all or new documents added to a folder please use the options available from the main OCR menu Option Description Full text recognition Performs Full Text OCR on selected documents Zone recognition Performs Zone OCR on Page 1 of selected documents Copy text Copies the OCR d text from all pages of the document in to the Windows clipboard Select Option When you click on a record on the Hitlist or use the arrow keys to scroll through the records the current record will be shown with a dark grey background If you wish to select multiple records to perform a specific task this can be done in a number of ways The column at the extreme left of the Hitlist is used to select records To select a range of records press the left mouse button in the left column of the Hitlist next to the first record to be selected and then while holding down the Shift key click on the last record in the range All records in the range will be highlighted in yellow Seite 102 e Searching and Viewing documents ScanFile Benutzerhandbuch Personal Hitlist ScanFile Document Management System To select specific records while holding down the CTRL key click in the left column next to each record you wish to select The Hitlist menu Select option can also be used for record selections Option Description All Selects all documents in the Hitlist Toggle Inverts selection R
292. orrect information saved in one of the ten connect fields this allows the information in the data file to be imported into the correct fields You must select which format the data is in ASCII or ANSI and the number of fields field separator and field delimiter Update Schedule The days time period and frequency of the document scheduler can be set by choosing the Scheduler option at the left of the main screen The values set determine when the directories will be searched for new documents to be added to the specified folders To select the days for the update to be performed tick the checkboxes alongside the days required You can set the start and end period during the day during which the update will be performed by entering the start time and end time in the From and To fields You can then select how often during the selected time period the update will be performed by putting a value in minutes in the Update every field Folder To select a ScanFile Folder to import index information into click on the Add button below the folder list You can then select the folder from the available storage locations Once you have selected the folder it will be shown in the folder list To specify the search drive the connected field and the linked index fields the folder must be selected in the folder list by clicking on the folder name The name will then be highlighted To remove a ScanFile Folder from the list highlight the nam
293. ou can select to print the text on every page on the first page of a new file as indicated by the New file key by setting the Pages drop down list to Every or Next page You can set the direction in which the text will print from the Orientation drop down list The available values are None 90 180 and 270 degrees The Right to left option will set the Imprinter to add characters from right to left The default font size the Imprinter uses is 12x12 dots You can select to use a smaller 8x7 font size by ticking the Use small fonts checkbox Scanner Setup e Seite 237 ScanFile Benutzerhandbuch Canon DR 7080C ScanFile Document Management System The Style of Embedment can be set from one of three options e Black on White will print black text on to a white background e White on Black will print white text on a black background e Black on image will print black text on to the image There are two counters that can be configured and these options apply to both The Start value of the counter can be set as well as the value to increment the value for each page The following values can be set for the Reset if and Increment if options Reset If will reset the counter to its start value Increment If will add the specified increment value to the counter Never Separator New File or Separator New File Each Document Canon DR 7080C The Canon DR 7080C can be used with a document feeder and a flatbed with
294. over these characters You can test the format of the input mask within the Test field box Folders e Seite 61 ScanFile Document Management System ScanFile Benutzerhandbuch Extended Field Properties Duplicate Index Action The Duplicate Index Action list offers options that will determine what action should be taken if the same index information as an existing record is entered The available options are Action Description None Duplicate Index Action is disabled Append The document pages will be appended to the existing record Append with The user will be prompted whether to append the prompt document pages to an existing record Reject The index information will be rejected Prepend The document pages will be inserted at the beginning of the existing record Prepend with prompt The user will be prompted whether to insert the document pages at the beginning of the existing record Copy index This option is the same as the field property Duplicate Index Action H you use the Copy Index property in the Extended Field Properties you are able to use another field property like Barcode for the index field Date Validation Validation of a user entered date can be performed by selecting the Check if Valid Date option This will ensure that incorrect dates are not accepted In addition you can set the format in which the date has to be entered by the user by selecting the New Date Format
295. ows the scanner setup for the Canofile CF510 and Canofile CF510S Scanner Setup e Seite 285 ScanFile Benutzerhandbuch Canon Canofile 510 510S ScanFile Document Management System Scanner setup Canofile 510 510S Choose scanner SCSI ID Sensitivity Resolution HA 0 ID 7 YMSCSI 200dpi x 200dpi Brightness front ID 2 77 H lt 7 200dpi x 100dpi Brightness back TIFF format View Uncomp TIFF Test scan Photo mode Crop border Front CCITT G4 Front back scanning 2 scanning 1 P o Scan Resolution The CF510 has two scan resolutions e 200x 100 dpi e 200 x 200 dpi View Options These options will affect how the images are stored and displayed Standard documents will normally be scanned using the Standard Mode Photo mode scanning will enhance the document during scanning and result in better quality scans of pictures Please note that the Photo Mode option will result in larger scanned file sizes Each document scanned by the CF510 will have a Black border up to the maximum paper size of the CF510 scanner Choosing the Crop Border option removes this border The CF510 has a double sided scanner this can be set to scan the front of a document only or both sides of a document For double sided scanning there are two options Front Back scanning will place each side of the document into a separate page Choosing Front Back One Page will result
296. p can be applied to Dieter Spielberg DMS GmbH and when indexing if dsp is typed in it will be replaced with Dieter Spielberg DMS GmbH Seite 64 e Folders ScanFile Benutzerhandbuch Thesaurus ScanFi le Document Management System Thesaurus C Beispiel the Word Field value Synonym Enter value Canon Deutschland GmbH ds Canon Ltd dsdms Canon NL dsp Dieter Spielberg DMS GmbH Import thesaurus Spielberg Solutions Ltd Thesaurus new open Delete Thesaurus Add word Add synonym Delete word Delete synonym To create or edit a Thesaurus list from the Options menu choose Edit Thesaurus On the displayed screen choose Thesaurus New Open to open an existing Thesaurus or to create a new one The Thesaurus files are given the extension THE so are easily identifiable The words are displayed in the left column with their associated synonyms in the right column Only the synonyms for the selected word are displayed To add a word choose Add Word and then type the word To add a synonym for a word select the word then choose Add Synonym and then type the synonym When finished choose Close and the changes will be automatically saved The same Thesaurus can be applied to as many folders as you wish They are not specific to a folder Thesaurus Import A new button was added to the Thesaurus w
297. p Libraries option from the Libraries menu and click on the button User depended search a window will be displayed allowing you to select an index field that is used for access verification This field has to contain the name of the user to connect the logged in user to the document when a search within the library is performed using WebServer As an example if you have a library that contains Customer Invoices and you wish to make these available to your customers using WebServer you can create a ScanFile user for each customer with the user name being the Customer number When creating the Invoices Library you can then set the Seite 84 e Libraries ScanFile Benutzerhandbuch Search in Libraries ScanFile Document Management System library filter to the field number that corresponds to the Customer Number field When a customer logs in to the WebServer system using his customer number it is ensured that he can only access the invoices belonging to him Please note that if a user is a member of the Admin user group the filter will not apply and that user will be able to view all records within the library Search in Libraries Firstly you must open a library you wish to search in To do this select Open Library from the Libraries menu and then choose the library you wish to open on the selected search drive The Library search screen will then be displayed Search from Search to ES Jo
298. p asp v EJ wechseln zu Links 2 Scanfil y Webserver Vg ee ee e ee ee ee ee eege ee e ee ee ee ee e e e Version 8 0 0000 User count 1 Library drives JPEG Quality CA 1 100 Language Sprache Langage English kd Download Settings Password eescccccce cel eel Ga ee RS Se Image Cache Confirmation eeeeeeeeeg Logout LuraDocument Online Conversion to GIF IPEG O LuraDocument Transmission needs Plug in Online Conversion to GIF JPEG O LuraDocument Transmission Display Download PDF Download Session Timeout minutes Logout Page htta Awww spielberg de i Save Cancel si Lokales Intranet The WebServer application can search up to 8 drives for ScanFile libraries These can be specified in the Library Drives section of the Settings screen The drive references must correspond to the drives the WebServer is able to manage If the libraries are held on a separate server and no drive mappings exist the Universal Naming Convention UNC can be used The format for this is lt servername gt lt sharename gt The Settings page used to configure the Library Drives also includes other settings which are described below ScanFile WebServer e Seite 333 Scan File ment Management System ScanFile Benutzerhandbuch Image Cache Option JPEG Quality Description This is a user specific setting that determines the quality of JPEG images that
299. p menu of the hitlist to create an email with the selected document attached Therefore right click on a document in ScanFile choose Send To gt E mail option and ScanFile opens a new message window in the PC s default e mail software and attaches the selected document s Scanned multi page documents can be converted to single page Tiff multi page Tiffs or PDF file depending upon the option selected in General Settings Electronic documents will be copied in their native format Export It is possible to export the contents of a folder for use with other systems An ASCII file will be created with the index information and references to the exported image files Selecting Export Folder from the File menu will display the following dialogue ASCII Export c Programme ScanFile c Lokaler Datentr ger v IC Images per Folder 1500 i ch Field separator R 3 Programme JPG Quali 100 e asp on er 8 CI BACKUP CI DATA E Dongle Filters Multipage TIFF Office C Prep_CD RAPID Export keywords 4 vnp Image may be unreadable below 50 Delete export path TextMode Printing Email and Export e Seite 185 canFile ScanFile Benutzerhandbuch Document Management System Expo rt Before starting the export the directory the information will be exported to must be selected The number of TIFF images to be written to each directory can also be set as well as the field delimiter
300. performed directly on to the server not from a workstation as Windows services will be installed Installation To install ScanFile to the server select Run from the Start Menu and then choose SetupSF exe from the Software directory on the ScanFile CD Before pressing the OK button add the switch U to the end of SetupSF exe Please ensure that the switch is entered in uppercase lt CD ROM Drive gt Software SetupSF exe U The first step is to choose the language that you wish ScanFile to be in Choose the desired language and press OK Location After you have chosen the language you will be asked to choose the drive and directory that ScanFile will be installed into A default of Installing ScanFile e Seite 33 ScanFile Benutzerhandbuch Microsoft Server ScanFile Document Management S ystem C SFNet ScanFile will be offered this can be changed to the server location you wish to install ScanFile to Once you have chosen the drive and directory press the Next button When installing to a server drive ScanFile should be installed to a server Applications directory e g SFNET not to the root of a server drive The Applications directory is subsequently shared for client use This is so that when a server location is mapped by a client the ScanFile program directory is not the root of the mapped drive Backup You will then be asked whether the install program should backup any files that the
301. played showing your details and the options purchased If these are correct press the Activate button to license the dongle Once activated the License Manager will return to the main License Screen and the programs and program options will be listed The License Manager can then be closed Save to Load from File If an Internet connection is not available a dongle status file can be saved to disk and then uploaded to the ScanFile License site and a dongle activation file will then be returned which can be loaded and the dongle activated After starting the Licence Manager click to Save to file You will be asked to enter the Pick Up code you have been supplied together with your company details A screen appears where the Pick Up code and the contact details should be entered Licensing e Seite 47 ScanFile Benutzerhandbuch scanFile Licensing Document Management System Pick Up Code Company Firstname Lastname Street Postal Code City Once you have entered this and pressed OK the License manager will open a window allowing you to save your license file The name of the file is your serial number the file extension is dsc Transfer the dsc file to a workstation that has internet access go to the following site using your internet browser www scanfile com dongle Enter or browse to the path where you saved the dsc file and then click
302. pplied for each side of a double sided document The first option to select is whether to scan single or double sided Selecting Front Back or Front back scanning from the option on the screen above can do this The Fit Image option sets the scanner to automatically detect the size of each page scanned and will adjust the page size to the actual size of the document When this is set the Page Size option is disabled if scanning double sided documents different settings can be applied for each side of the documents To use the same settings for both sides of the documents click on the Same settings for back side option To use different settings for each side uncheck the Same settings for back side option and then choose from the drop down list which side you wish to choose to set the scanning preferences For each side or both sides of a document the following options can be set Scanner Setup e Seite 245 Scan File ment Management System ScanFile Benutzerhandbuch Canon DR 5020 5080C amp 5060F Setting Description Page Size Select one of the following document sizes e Letter 8 5x 11 Inch e Legal 8 5 x 14 Inch e A3 297 x 420 mm e A4 210x 297mm e A5 148x210 mm e A6 105x 148 mm e B4 250 x 353 mm ISO e B4 257 x 364 mm JIS e B5 176 x 250 mm ISO e B5 182 x 257 mm JIS If Fit Image is enabled this setting is disabled Window Page Size Setting If you select the Window
303. previewed on the Scan screen before sending them to the RemoteStation server They will be shown on the left side of the screen and display tools are available to allow you to rotate and zoom the displayed image If more than one page has been scanned you can move between the pages by using the Up and Down arrows under the Documents option The X under documents will delete the displayed page Send Document Once you are happy with the scanned document press the Send button which will queue the document locally before sending it to the RemoteStation Server Whilst sending if the connection between the client and the server is broken once it is re established the document will once again be sent The documents are queued locally until a successful transmission message is received from the server ScanFile RemoteStation e Seite 361 ScanFile Benutzerhandbuch Scheduled Sending ScanFile Document Management System Scheduled Sending When scanning or importing documents to a ScanFile folder you can select the date and time that the documents are to be sent to the RemoteStation server for adding to the folder At the bottom of the Folder indexing screen the current date and time will be displayed You can amend this to the date and or time that you wish the documents to be sent Once you have completed the scanning and or importing of documents they are held in a queue locally until the scheduled date and time is rea
304. ption of the Folder Toolbox Once the feeder is empty you will be prompted to save or discard the pages just scanned Delete Pages There are several choices when deleting pages from a document First of all display the page at which you wish to start deleting and then select the Delete icon from the Folders Toolbox You will then be prompted on what you want to delete Select the appropriate option and the file will be updated Seite 76 Editing Documents ScanFile Benutzerhandbuch Editing Documents scanFile un Delete images What is to be deleted Displayed image Displayed image and all following Displayed image and all preceding All images of this file Cancel Revise Pages An original document can be revised by clicking on the Revise Pages button in the Folder toolbox Edit menu This will scan in an amended copy of the document and allow you to browse through the revised and original pages Split File This option enables you to break apart a single file in to two files with identical index information To do this select the file you wish to break apart from the Hitlist and then display the page of the file that you wish to become the first page of the second file Select Split File from the Edit menu After confirming that you wish to proceed a second file will be created If required you can then edit the index information of the files to reflect the changes Change Page Order
305. r the contrast setting required for each page as it is scanned The brightness and contrast settings can be any value between 1 and 255 with 1 being the darkest setting 255 being the lightest A value of 0 will select auto brightness or contrast To manually set a brightness or contrast value untick the Auto checkbox and select any other value as Auto by using the slide bar or typing in a value between 1 and 255 Seite 242 e Scanner Setup ScanFile Benutzerhandbuch Canon DR 5020 5080C amp 5060F ScanFile Document Management S ystem Extended Settings The Extended Settings option allows you access to the advanced functions of the scanners Many settings are available from this option and these are explained on the following pages Several of these settings can affect the quality of the scanned image and they should therefore be used with caution Filter Settings The Filter settings can be used to improve the quality of the scanned image and to set colour dropout areas where the document will not be scanned Option Description Dropout Colour This function is available separately for the front and back page It will disable the scanning of areas of the document of a particular colour The settings are e None Disables Colour dropout e Red Will not scan red parts of the document e Green Will not scan green parts of the document e Blue Will not scan blue parts of the document
306. r to the previous chapter on RemoteStation for instructions on how to install and configure the RemoteStation Server Installing the Connector The ScanFile Connector for ShareScan is an add on to the main eCopy ScanStation application This must be installed and running correctly prior to the installation of the ScanFile Connector To install the Connector on the ScanStation select Run from the Start menu and select setupScanFileConnector exe from the Software directory on the ScanFile program CD If the ScanStation does not have a CD drive the installation program can be copied to a network location and run from there You will be asked to select the language and the installation location for the Connector and then the program files will be installed Once installed the Connector can be configured Connector Configuration Before the ScanFile Connector can be used it must be configured by using the eCopy Administration application For ShareScan this can be accessed by running the ShareScan Administration program from the eCopy Applications program group Seite 364 e ScanFile Connector for ShareScan ScanFile Benutzerhandbuch ScanFile Connector Configuration Document Management System E eCopy ShareScan Administration 15 xli Preferences Create Inboxes About Categories _ _ r Preferences Canon GP200 a r Scan to ScanFile Canon Image Runner Canon Network Scat
307. ra document is also a lossy compression format however ScanFile includes extensive options for determining levels of quality for Lura Document scanned images Skew Correction This function is a software driver based skew correction facility that can be selected by a checkbox on the main scanner setup window Should pages be Scanner Setup e Seite 273 ScanFile Benutzerhandbuch ScanFile Canon MS 300 350 amp 800 ment Management System scanned at an angle through the scanner and not appear straight when viewing this option will straighten the page and justify it which will help when performing other actions such as OCR Sensitivity These settings allow you to adjust the brightness and contrast settings for each side of a document to be scanned Different settings will apply dependent upon whether the document is to be scanned in Text mode or Photo Mode Photo mode applies error diffusion to simulate rescaling Canon MS 300 350 amp 800 The Canon MS300 350 and 800 microfilm scanners offers high speed and high resolution scanning and provide easy conversion and integration into existing digital environments Full automatic search and retrieval scanning functions are available via the optional FS Controller Ill where the scanner supports it Scanner Configuration The following screen shows the main settings screen displayed when choosing Scanner Setup for the MS 300 MS 350 or MS 800 a Scan
308. ransmissions option Pressing the Advanced button will open a settings screen from which you can set the location of the ScanFile folders and configure SMTP mail settings RemoteStation Server needs to know the location of the ScanFile folders to be made accessible to RemoteStation Clients The entries can refer to local drive paths or to UNC paths Pressing the Add button will allow you to enter the appropriate path Please note that the network user account used by the RemoteStation service default local system account must have permissions to the drives and or UNC locations The location of the ScanFile 2003 program directory is shown in the ScanFile Path field and can be amended if required The SMTP settings of your mail server can be entered to enable RemoteStation Client users to email non ScanFile users You will need to enter the Domain name Host name and the Port default 25 Server List RemoteStation servers can be linked to one another allowing users to store and retrieve documents from more than one ScanFile document store When a user logs on to a RemoteStation server the server will attempt to validate the user name and password using the local security database If the user name is not found locally the server will then attempt to validate the user name on one of the additional servers defined within the server list If it is successful then the permissions that have been assigned to the user on that server wil
309. rarcdmmsbsnenanssenedmiaenceanivneratsbentss 63 RIGATA i esse 63 ADVANCED SE TTINGS su ee en ern 63 e ee E 63 Import Compression Formal eher 63 eier 64 Index eene Ale E 64 Document Retention Recording sss0oosnnnnnnnnnnneennnnnnnnnnnnnenennnnnnnnnneenne 64 THESAURUS EE 64 Thesaurus WAGON E 65 KEYWORD Seiren eege 66 WORKING WITH FOLDERS uuuun 000 nn an anna nennen 67 Toolbox SCH E 68 TOBDOX BEIN EE 69 TOOIDOX E 69 D tte POSING lt ROR ee ee ne ee ALOE eee Re DICH RER eer ery 69 Keyword DISpla y nn ee i eee 70 DOCUMENT RETENTION RECORDING eansenennsunnnnnunnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn 70 SCH alae Sie nein newest ea peat 70 FOLDERS SUMMARY ae ee ct kennel nnan Ennni annn nanen nanna 72 Folder Spell callan uunu unsern 72 Extended Ee 72 Field Properlies anaa a 72 Extended Ee sen een 73 EDITING DOCUMENTS sc aan nnd 75 Welcome to ScanFile e Seite 3 a ScanFile Benutzerhandbuch ScanFile Document Management System Contents EDITING DOCUMENTS aussah 76 Append Pages EE 76 INS NO age nee nennen eee 76 Delete FAO CS sinne 76 Heulse Pages nn ee 77 SPIE F lE eiert 77 Change Page Older EE 77 VO FO ee 78 ANNOTATIONS EEN 78 PAID EN PEC F ee 79 LIBRARIES eebe eege 81 OVERVIEW eege 82 CREATE EDIT LIBRARIES asus kennen 82 Conditional EE 83 User Dependent Eege 84 SEARCH IN LIBRARIES SOONEREREREEERERPEBEUEREEEREFEREREERUERFEEEEEEEREUREUEEUEEEEREEEREERNEREREHEFEERFERENR 85 GENERA
310. ress the Choose Colour button and the following dialogue will be displayed You can then choose the colour you wish and press OK You will then be returned to the Choose background screen shown on the previous page The available colours will be dependent upon the settings of the display adaptor Image Selecting the Choose Image option will allow you to apply a Bitmap BMP file to be displayed in the main image window The top left corner of the selected bitmap will be in the top left corner of the main ScanFile screen Seite 126 e General Settings ScanFile Benutzerhandbuch User Management scanf ile un User Management User Management e Seite 127 ScanFile Benutzerhandbuch Overview ScanFile Document Management System Overview By default each user must log in to ScanFile with a unique user name and optional password Each user created in ScanFile can also be granted or denied access to any area or option of ScanFile ScanFile WebServer and ScanFile RemoteStation Groups can also be created to manage the access rights for one or more users inheriting the group s rights This is useful if you have a number of users that you wish to assign same rights to Two types of user groups are available for selection Customised User Groups and Default User Groups which are covered later in this chapter Adding and Editing Users To manage user access to ScanFile select Edit U
311. rkstation Client Configuration Selecting the option created in the ScanFile program group can start the RemoteStation Client When the Client is started for the first time you will be asked to enter a password to be used to access the configuration options Once you have entered this password the Configuration screen will be shown Whenever you wish to configure the client you can access the configuration screen by just entering the password you created above into the password field on the Client Login screen without entering a user name If the correct configuration password is entered the configuration screen will be displayed ScanFile RemoteStation e Seite 353 ScanFile Benutzerhandbuch Starting RemoteStation ScanFile Document Management S ystem Local Station settings The Client configuration will automatically detect the workstation Computer name and it s IP address and subnet mask The subnet mask can be amended if required Server Settings To enable the client to access a RemoteStation server it needs to know the computer name or IP address of the server For private networks either setting may be used but for connections via the Internet the IP address of the RemoteStation server must be entered The Port the RemoteStation server uses must also be set This will default to Port 2042 Once you have entered the server details press the Tick icon at the bottom of the window and the RemoteS
312. rst field alongside a field name and the second value in to the second field alongside the field name You can also choose whether the search is to be an AND search or an OR search The AND search will result in producing a list of documents that match the search criteria entered into ALL fields The OR search will list those documents that match the criteria entered into ANY of the folder fields Once the search criteria has been entered pressing the Search button will show the list of matching documents Hitlist The Hitlist will show all documents that matched the search criteria entered Each documents complete index information will be shown within its own separate box To view a specific document click on the box If a document has more than one page FastPics of the pages will be displayed but if the document only has one page it will be immediately displayed Seite 356 e ScanFile RemoteStation ScanFile Benutzerhandbuch Scan Send ScanFile Document Management System You can return to the Search screen by clicking on the Back button FastPics The FastPics display allows you to view in thumbnail format all the pages of the selected document and then to select the page to view by clicking on the thumbnail Viewing a Page The image viewing page can display one page of a document at a time The page can be zoomed up or down rotated or made to fit the display window Scan Send The Scan Send opt
313. rt that it is not licensed To prin a document into ScanFile using TIFFWriter from a Windows application choose the Print option and select the ScanFile TIFFWriter printer From the printer Properties dialogue the standard options such as paper size and orientation single or double sided and resolution can be set Pressing the OK button of the Print dialogue will display the Index screen Seite 112 e Electronic Document Import ScanFile Benutzerhandbuch TIFFWriter ScanFi le Document Management System I Archive document under Folders c Lokaler Datentr ger Folders Index fields Delivery notes bunis In box Invoices Customer number Di Customer name Save mode Post index Index now From this display you can select which folder you want to put the document into Once you have selected the folder the folder fields and keywords if assigned to the folder will be displayed You can then type index information relevant to the document or you can choose to place the document into the Post Index pool Once you have indexed the document or selected to put the document into the Post Index Pool pressing Save will put the document in the folder Collect Mode TIFFWriter also has a Collect Mode which allows you to print multiple documents using TIFFWriter before saving them to ScanFile folders To activate this feature once you have printed the first docum
314. rtical offset value fields You can then specify the width and height of the search area in the Width and Height value fields To set the scanner to read a particular barcode format or formats tick the Activate checkbox in each of the barcode formats Barcode Option EAN To read the Extended EAN format tick the Extended checkbox Code 39 Codabar If the barcode has a checksum this can be recognised by ticking the Recognise checksum checkbox If this is selected the checksum value can be returned by selecting the Return checksum option You can also select to include the start and stop characters in the barcode read by ticking the Return start stop checkbox If the barcode has a checksum this can be recognised by ticking the Recognise checksum checkbox If this is selected the checksum value can be returned by selecting the Return checksum option There are two checksum options for Codabar Mod 16 and DR7 which can be selected from the drop down list You can also select to include the start and stop characters in the barcode read by ticking the Return start stop checkbox Code 25 If the barcode has a checksum this can be recognised by ticking the Recognise checksum checkbox If this is selected the checksum value can be returned by selecting the Return checksum option By selecting UPC you can then also select UPC A and or UPC E Scanner Setup e Seite 253 ScanFile Docu m
315. s Launch application Launches the documents associated application if available Seite 106 e Searching and Viewing documents ScanFile Benutzerhandbuch ere Viewing Multiple Documents ac AL Viewing Multiple Documents Up to three secondary image display windows can be opened in addition to the standard image display window To open a secondary display window right click on the image in the standard display window and choose Create Working Copy This will open a secondary display window showing the image currently displayed in the standard display window The secondary display windows are totally independent of the standard display window and of the folder and do not relate to a particular file It is not possible to page through a document from a secondary window The secondary windows will remain open until they are manually closed or ScanFile is closed IX ScanFile Demoarchiy a DS i Image display D BERLINER MORGENPOST ere 66 Sungsing 6rZZy 9 as fum Brogionis ema L4 SE SE E 66 ee Tree BHitlist Echsen Fische 26 07 1999 S ident Newspapers si Korallen ZOE F persee ouuu Index2 Microfilm Reprints Newspapers Microfilm 16 ScanFile System bersicht Schecks A 6 Photomode Schecks A 6 Textmode Zirkus Chops Zirkus 3 Club Cascade Record 8 of 14 Selected 0 FastPics FastPics are thumbnail representations of the pages with
316. s In general are documents with higher resolutions high dpi number easier to compress The complexity of the document has a major influence If the amount of text is very high compression is very difficult as the text layer is always compressed lossless For the background image and the text colour image the quality or compression ratio can be chosen So the total compression ratio can be controlled via the size of the text layer dependent on the settings of quantization and segmentation and the quality of the fore and background images If a compression factor set during compression the system will try to achieve this compression exactly However it is possible that the text layer is too huge or that in order to guarantee the minimal requested image quality the actual rate may be higher To reach maximum compression two things should be observed e As the text layer is compressed lossless the text layer has to be kept as small as possible e Automatic text detection will always result in smaller text sizes that the setting everything is text However if the text sensitivity levels is too low some letters may not be detected High compression ratios may also be obtained by lowering the minimum image qualities Another way to increase compression is to lower the resolutions for text colour image and the background image This can be done if the document has a simple structure Seite 210 e LuraDocument ScanFile Benutzerhandbuc
317. s Once you have chosen whether to share the printer or not press Next As you were installing a virtual printer you do not need to print a test page so select No and then press Next The last dialog shows a summary of the chosen printer settings Press Finish if the settings are correct The new virtual printer is then created by the system Configuration of VNP Ports To set up the configuration of an existing VNP Port use the VNP Configuration Tool Open Start Program Files ScanFile VNP and select the Interface tab ScanFile VNP e Seite 321 ScanFile Benutzerhandbuch Configuration ScanFile Document Management System Common Interface WebPanel LPD PortPrintingi VNP _001 PortPrinting2 PortPrinting3 Achva PortPrinting4 Path archive FR Iw Print Printer HP LaserJet 5 v Choose the Port to be configured from the list on the left To change the archive path type the new path into the Path field or click on the Button to open an open dialog With the option Print you will be able to set up a Printer to archive and print out the document within one step LDP Configuration By using LPD the VNP gets accessible from workstations that do not use Microsoft Windows as operating system If there are only windows workstations within a network it is not necessary to make use of the LDP option The LDP function can be set up and activated with the Configuration Tool To start the t
318. s index information from an external file for fast indexing Only accept input in pre defined format Allow Not allow Duplicate index Checks entry for valid date amp specified format Field must contain data Field must contain data to maximum field length Sets leading 0 s in front of numeric values Sets leading blanks in front of numeric values Folders e Seite 73 canFile ScanFile Benutzerhandbuch eege Folders Summary Seite 74 e Folders ScanFile Benutzerhandbuch Editing Documents Editing Documents Editing Documents e Seite 75 ScanFile Benutzerhandbuch SCONES an Editing Documents Editing Documents There are several options that allow you to change a document after it has been scanned These are Append Pages Insert Pages Delete Pages Revise Pages Split File Change the Page Order Save Rotation The first four options are available in the Folder Toolbox from the Edit option Append Pages Once you have selected the file you want to append to on the Hitlist choose the Edit option in the Folder Toolbox and press the append icon The pages to be appended will then be scanned After all the pages have been scanned you will be prompted to save the pages continue scanning or to abandon the append Inserting Pages To insert pages into an existing file select the file on the Hitlist then go to the page that you want to insert pages before Click on the Insert pages icon in the Edit o
319. s operating When the event types are ticked they will NOT be deleted Deletion Period The number of days after which events can be deleted is in the range of 1 to 999 Export Audit Trail Data Audit Trail Exportpath The Audit Trail Exportpath should point to the location where the export database should be saved to This can be a location on a drive or a UNC path You can specify the location by clicking on the three dots immediately after the field which will then display a directory find screen Once you have selected the location click on the OK button and the name of the location will be shown in the field Export audit trail data Remote Services e Seite 307 ScanFile Benutzerhandbuch TIFF Spooler Service ScanFile Docu ment Management System If you wish to export data click on Export audit trail data You will be given the opportunity to add a description to your export Then the program automatically exports all records to a newly created database in the Audit Trail Export Path named with the current date and time In the ScanFile Audit Trail Report window you can then select from the exported databases and create a temporary Audit trail database to search in Compact Database It is a good idea to periodically run the Compact database option as this will check the database for any errors and compact it removing deleted records Update Now This functionality gives you the opportunity to
320. s such as photos This has a valid range of 1 to 5 and can be adjusted by moving the slider bar or using the arrow keys to increase or decrease the value Other Options Other settings are available and these are detailed below Scanner Setup e Seite 235 Scan File Document Management System ScanFile Benutzerhandbuch Canon DR 6080 7580 amp 9080c Option Description Verify Count Simple Staple Detection This can be used to ensure that a known number of pages are being fed correctly through the scanner Before scanning the number of pages to be scanned can be set and if that number of pages is not fed through the scanner an error will be displayed The scanner has a simple staple detection for document feeding When the sensor detects a staple in either upper corner the scanning process is automatically stopped Deskew by roll This function activates a hardware based deskew of sheets to ensure the correct feeding of pages Imprinter Option If the Imprinter option has been installed in the scanner this can be configured by selecting the Imprinter option from the Extended Settings screen The Imprinter option allows you to print specified alphanumeric and symbol characters at any position on a back page as it is being scanned You can also embed the characters to be printed in the scanned image To set the Imprinter to print text on a page as it is being scann
321. s the Project Number the Connect field which already exists in the folder The Import will use this to search for matching records and then fill the other folder fields with the additional information From the File menu select Import Index and then select the data file that holds the index information the screen above will be shown The Folder fields will be displayed on the left and the fields from the import file can be matched to these It is very important that the No of fields parameter is correctly set as well as any field separators and delimiters Once the import has been set up the import can be started by pressing the OK button Import e Seite 189 ScanFile Benutzerhandbuch Files amp Index Information ScanFile Document Management System Files amp Index Information Files and their associated index information can be directly imported into a ScanFile folder An ASCII file may hold the index details for project information and will also hold references as to which TIFF files belong to a particular record This can be read into ScanFile the index records created automatically and the images imported and associated with the correct index record Import index and images E c Lokaler Datentr ger k No of fields ch 10 amp 16485507 SCF Goo Field separator E POSTIDX Field delimiter TextMode AS Cll This opti
322. scccccccceccccceensncceneeeeeeeseeeneaaeeeeeeeeeeseeeea 307 Deletion Ee GEN 307 Export Audit Trail Data spits sear ase ee a 307 Compact Database ee 308 Update e 308 TIFF SPOOLER SERVICE cccccceseeeecccesseeeceeesseeecceesseeseteeseeseseanseeeeteaseeseess 308 Update SONOS unseren 308 Folde o E E T OAE E E E AA 309 Image Storage Path EE 309 Backup Ave 309 EE 309 EE OT Te a Le Tee ee ee ee age a nee are a eee 309 Update NOW Sacra ee 310 FULLTEXT OCR SCHEDULER gek e 310 NEE 310 FO EE 310 06 0 2 1 aol 6 EE 310 Update NOW nungen 311 ZONE OCR SCHEDULER ee 311 WENN EEN 311 OMG E EE 311 Update SCO E 311 Update NOW setae dae ahd fn dn aa dad edna dn saved 312 RETENTION CONTROL eege 312 el 312 Add a Folder to the Retention Control 312 EE 312 Update Gchedule AAA 312 Update NOW 2 2 313 SCANFILE VNP EN 315 EE 316 INSTALLATION E 316 Eeer 316 LOCO E 317 EE EE EE ee 317 ENEE ER 317 Virtual PNIEPS EEN 317 Configuration of VNP Pos 321 LDP ee ae 322 Portprintig GCOMMOUIAUON E 324 Welcome to ScanFile e Seite 11 ScanFile Benutzerhandbuch ScanFile system Contents See 324 EE getrei 325 IMPORT SCHEDULER egener eege denen 325 SCANFILE WEBSERVER 006 0400000 nenne 327 VE A ee een 328 EE 328 BEFORE INSTALLING cine ee nee 328 FEIN ON een 329 NEEN 329 CEO N EE 329 EE 330 BACKUP E 330 Webserver Ar een 330 IIS CONFIGURATION EEN 330 EE Director ee 330 WEeRSeWerlser anne 331 CONFIGURING WEBSERVER ceee
323. se documents Folder Specification Folder Name Fields Field Name Field Length Keyword List Thesaurus Extended Settings Compression Format Job Separation Sheet Duplicate Index Action Clear Fields Retention Control Scheduler Field Properties None Duplicating Counting Counting 0 Date Long Date Barcode Thesaurus Copy Index Mod 2 Mod 10 1 Mod 11 1 Mod 11 2 Verify 11 ISBN Seite 72 e Folders 32 Characters 10 Maximum 32 Characters 255 Characters Maximum 1 per Folder 1 per Field TIFF JPeg or LuraDocument None Job Separation Sheet Named Sheet Sets the action for duplicate index information Clears the index information within the folders Toolbox when changing the category Adds a folder to the Document Retention Scheduler No Property Field retains previously entered value Puts leading blanks in front of numeric values Puts leading 0 s in front of numeric values Current Date Current date in format eg 07 October 2003 Accept barcode value while scanning Assign Thesaurus to field Duplicates index information of existing records Customer checksum Customer checksum Customer checksum Customer checksum Customer checksum Customer checksum ScanFile Benutzerhandbuch Folders Summary External List Extended Properties Mask Duplicate Index Check Valid Date Mandatory Field Must be Full Right Align 0 s Right Align e ScanFile Document Management System Read
324. selection Input assistance for Date fields a calendar will pop up below the index field for fast selection Advanced Email Support Email attachments can be displayed in an additional window Welcome to ScanFile e Seite 21 a ScanFile Benutzerhandbuch canFile EE New in Version 8 Windows Service Remote Services have been split into a RS Configuration Tool and a RS Service true windows service Seite 22 e Welcome to ScanFile ScanFile Benutzerhandbuch System Requirements System Requirements System Requirements e Seite 23 ScanFile Benutzerhandbuch Operating Systems Scan File Document Management System Operating Systems ScanFile is designed to run as a full or client installation on the following operating systems Microsoft Windows ME Microsoft Windows NT4 Workstation Microsoft Windows 2000 Professional Microsoft Windows XP Professional Microsoft Windows 2003 Server As a network installation ScanFile can be installed on the following server operating systems e Microsoft Windows NT4 Server e Microsoft Windows 2000 Server e Microsoft Windows 2003 Server Additionally ScanFile can be installed onto Novell systems with restrained capabilities no Remote Services Service Packs Please ensure that you keep your operating system up to date with the latest service packs Server ScanFile is not a client server application and therefore it normally uses only storage r
325. ser from the Options menu and the screen below will be displayed REES men Fj ADMIN Mittwoch 21 Juni 2006 17 43 22 00 49 33 J ER Admin ER Operator New group 8 SF Research Leg Trustee Modify view Delete ScanFile Account Use login system This window lists the currently defined users and groups and gives information about the users that are logged in what time they logged in and the duration they have been logged in the program After the installation you will find here the pre defined user ADMIN and the user groups Admin Operator Trustee and View Here you can select a user or group for editing or deletion or you can add a new user or group Seite 128 e User Management ScanFile Benutzerhandbuch Adding and Editing Users ScanFile nt Management System Users Groups can be deleted by selecting the list entry and clicking to button Delete The user ADMIN has administration rights It is important to change the default password ADMIN once ScanFile has been set up The Use login system option allows you to disable the login requirement so that when ScanFile is opened you will not be asked for a user name and password and will automatically be logged in as the Admin user Only the user ADMIN or members of the group Administrator have the right to enabled disable the Use login system option Adding a User To add a new user click on the Add User button in the
326. server location you wish to install ScanFile to Once you have chosen the drive and directory press the Next button When installing to a server drive ScanFile should be installed to a server Applications directory e g SFNET not to the root of a server drive The Applications directory is subsequently shared for client use This is so that when a server location is mapped by a client the ScanFile program directory is not the root of the mapped drive Backup You will then be asked whether the install program should backup any files that the ScanFile installation process will replace These can be older versions of ScanFile components if you are installing over an existing installation and common Windows components If you choose to backup these components you will be offered to create a Backup folder in the previously selected installation location Installing ScanFile e Seite 35 ScanFile Benutzerhandbuch Novell Netware Servers ScanFile Document Management System Personal Hitlist You will then be asked to select the directory to be used to store the User Personal Hitlist files The default value will be a directory called Data which will be created in the ScanFile program directory Once the directory is selected press the Next button ScanFile will now be ready to be installed Dongle License Files Once the installation has completed you must edit the file WibuNov ini which is in the Dongle
327. t Server architecture e Scan or Send Documents directly to Remote ScanFile Document Stores ScanFile registered users Email Networked Printers Local printers e Support for the following Canon scanners DR 3020 DR 3060 DR 3080c DR 5020 DR 5080c DR 5060F MS300 MS350 MS400 MS500 MS800 TWAIN Devices Seite 346 e ScanFile RemoteStation ScanFile Benutzerhandbuch Requirements ScanFile Document Management System e Comprehensive Security Logon by username password Full Audit log of all activity Encrypted document transmission IP Range Restrictions Requirements RemoteStation Server and Client are 32bit applications that have been designed to use a minimum amount of server workstation and network resource Special attention should be paid to ensuring that the specification of any Client workstation is sufficient to meet the requirements of any attached scanner and the types of documents being scanned and or viewed Further details on these are given below RemoteStation Server RemoteStation Server must be installed on a Microsoft Windows 2000 or 2003 Server with TCP IP protocol loaded Please ensure that the latest service packs for the operating system have been applied RemoteStation Server will require access to the ScanFile program directory and to the location of your ScanFile folders Clients The specification of RemoteStation Client workstations is very important and if incorrectly configured can affect
328. t System Photo Mode In this mode the Photo Brightness and Contrast settings can be adjusted Both scanners have automatic brightness and contrast functions built in but these can be overridden and manually set if necessary When the Auto setting is selected the scanner will automatically sense the brightness and or the contrast setting required for each page as it is scanned The brightness and contrast settings can be any value between 1 and 255 with 1 being the darkest setting 255 being the lightest A value of 0 will select auto brightness or contrast To manually set a brightness or contrast value untick the Auto checkbox and select any other value as Auto by using the slide bar or typing in a value between 1 and 255 Canon DR 3020 The Canon DR 3020 is a 40 page per minute black amp white scanner with automatic paper thickness and size detection with a maximum paper size of B4 Its automatic document feeder can take up to 100 sheets at a time and these can be either single or double sided documents It has an industry standard SCSI 2 interface The DR 3020 has a maximum resolution of 300dpi To configure the DR 3020 scanning options ensure that the DR 3020 is set as the default scanner and then click on the Scanner Setup button The following window will then be displayed Scanner Setup e Seite 267 ScanFile Benutzerhandbuch Canon DR 3020 ScanFile Doc ument Management System Scanner setup DR
329. t Windows a new option will have been added to the Windows Explorer pop up menu Send To gt Electronic Document Support after the installation of ScanFile This allows you to highlight files from within Explorer and then choose the ScanFile folder you wish to put them into Seite 114 e Electronic Document Import ScanFile Benutzerhandbuch canFile MS Office Integration E ee ge amp Local Disk IC File Edit View Favorites Tools Help au Back gt bi Search E Folders E b Go X Name Size Type Date Modified Oscanrile File Folder 22 06 2006 15 02 E My Documents 1 RAS ER ndohe erobat Doc 12 02 2004 14 24 I ma N Open with Acrobat 6 0 ly Computer Print Scan with AVG Free Open With TextPad Badd to archive Add to SF2003 User Guide rar Compress and email Compress to SF2003 User Guide rar and email DB winzip gt iView MediaPro Import EI Compressed zipped Folder Cut Desktop create shortcut Copy 9 FieDirector Create Shortcut _J Mail Recipient Delete E My Documents Rename E NoTEPaD e TextPad H 31 Floppy amp gt DVD RW Drive D Se IOMEGA_HDD E disk CH E ub DVD RW Drive D G Control Panel D Si My Network Places Recycle Bin 36 objects Disk Free space 35 6 GB After highlighting the document s you wish to put into ScanFile press the right mouse button and choose the Send To option Choosing the ScanFile Electronic Docume
330. t be selected in the folder list by clicking on the folder name The name will then be highlighted To remove a ScanFile Folder from the list highlight the name by clicking on it and then click on the Delete button below the folder list Search Drive The Search Drive should point to the location where the COLD files to be imported are saved or copied to This can be a location on a drive or a UNC path You can specify the location by clicking on the three dots immediately after the field which will then display a directory find screen Once you have selected the location click on the OK button and the name of the location will be shown in the field Backup Drive When the scheduler imports the files from the Search location to the specified ScanFile folder the file s will be deleted from the Search location To enable you to keep a copy of the file s outside of ScanFile you can select a location to make a copy of the file s to You can specify the location by clicking on the three dots immediately after the field which will then display a directory find screen Once you have selected the location click on the OK button and the name of the location will be shown in the field Import Template You must specify the pre defined COLD import template to be used with the ScanFile Folder The template will have been created in ScanFile previously Seite 300 e Remote Services ScanFile Benutzerhandbuch Files and Index Import S
331. t forms database is stored in the ScanFile application path as file default sff The file is displayed above the OCR tree in the window Setup Zones All changes to the forms database will be saved when clicking on OK OCR amp Forms Recognition e Seite 161 a ScanFile Benutzerhandbuch canFile Document Management System Forms Database Seite 162 e OCR amp Forms Recognition ScanFile Benutzerhandbuch Job Separation Sheets Job Separation Sheets Job Separation Sheets e Seite 163 ScanFile Benutzerhandbuch Overview ScanFile Document Management System Overview ScanFile can use job separation sheets during batch scanning which enables several files to be placed in the scanner feeder at the same time with the job separation sheets placed between them The files will be automatically divided into documents stored in the ScanFile folder The job separation sheets are user defined Only users with Administrator or Operator status are given permission to configure Job Separation Sheets by default This applies to new installations For upgraded installations Operators will have to be assigned permission manually Please see the Security chapter Setting Up J ob Separation Sheets To create a separation sheet template you must first scan a sample of the sheet to a ScanFile Folder It is good practise to create a Folder to hold all the different separations sheets that you wish to use and from this
332. t image Pages Front Same settings for back side Settings for Auto Page Settings All three scanners are capable of scanning single or double sided documents and different settings can be applied for each side of a double sided document The first option to select is whether to scan single or double sided Selecting Front Back or Front back scanning from the option on the screen above can do this The Fit Image option sets the scanner to automatically detect the size of each page scanned and will adjust the page size to the actual size of the document When this is set the Page Size option is disabled If scanning double sided documents different settings can be applied for each side of the documents To use the same settings for both sides of the documents click on the Same settings for back side option To use different settings for each side uncheck the Same settings for back side option and then choose from the drop down list which side you wish to choose to set the scanning preferences For each side or both sides of a document the following options can be set Scanner Setup e Seite 231 Scan File ment Management System ScanFile Benutzerhandbuch Canon DR 6080 7580 amp 9080c Setting Description Page Size Select one of the following document sizes e Letter 8 5 x 11 Inch e Legal 8 5 x 14 Inch e A3 297 x 420 mm e A4 210x 297mm e A5 148x210 mm e A6 105x 148 m
333. tation Client configuration is complete Starting RemoteStation To start RemoteStation select the RemoteStation Client from the ScanFile program group You will then be required to login using a valid ScanFile user name and password Once logged in the main RemoteStation menu will be displayed showing 3 options e View Protocol e Search e Scan Send Keyboard If the RemoteStation does not have a keyboard attached and is using a touch screen a screen based keyboard can be used anywhere within RemoteStation by pressing the Keyboard picture at the bottom left of the RemoteStation screen Tools RemoteStation uses standard icons throughout to navigate through the application The main tools are described below Seite 354 e ScanFile RemoteStation ScanFile Benutzerhandbuch View Protocol ScanFile Document Management System Beschreibung Beschreibung Logout Search Previous screen Next screen Single Page Scan Mutli Page Scan ORLE OO Server or Workstation Internet Email 7 ri Scan Document Select Document Source Send Document to Queue Faur ie d x IW View Protocol This option can be used to monitor the status of scanning jobs waiting to be sent to a server and also the history of specific types of jobs sent to the server The time taken for scanning jobs to be sent to the server can be affected by several factors t
334. te a new port Use the following port COM gt Serial Por t computers use the it to Communicate with a local printer nnector for this port should look something like this ia Vas Create a new port Type of port E gt ScanFile VNP e Seite 319 a ScanFile Benutzerhandbuch canFile l Document Management System Configuration As every Port represents an archive path it is recommend that ever virtual printer should use it s own port The archive paths can be set in the Configuration Tool later on Click on Next to proceed with the installation The next dialog selects the printer driver This has two options Add Printer Wizard Install Printer Software The manufacturer and model determine which printer software to use Select the manufacturer and model of your printer If your printer came with an installation disk click Have Disk If your printer is not listed consult your printer documentation for compatible printer software Manufacturer Printers Fujitsu Ki HP Color LaserJet 4550 PCL GCC EF HP Color LaserJet 4550 PS Generic Gestetner HF Color LaserJet 5 HP a EI HP Color LaserJet 5M SEH v Si This driver is digitally signed windows Update Tell me why driver signing is important If you want to keep your documents as TIFF files select the HP LaserJet 5 from the list of available printers and press Next If there is already an HP LaserJet 5 printer conf
335. tees are allowed to edit memos and to hide and reveal index records Operator Operators are allowed to scan edit and prepare for CD writing rename and post index Operator level users cannot create edit or delete folders Admin Members of the Admin group have full access in the ScanFile system They can create edit and delete folders and switch off the login password system To setup a Default user group highlight the group required and click on Modify A window will open that you know from creating and editing users You can modify the group settings the same way User Management e Seite 131 canFile Document Management System User Defined Groups ScanFile Benutzerhandbuch Extended Settings Additionally to the pre defined groups you can create new groups and assign folder libraries and menu rights matching your requirements to them Click on New Group and the User Setup window will be displayed Creating a new group requires the same steps as creating a new user Extended Settings When creating or editing a user or group you need to assign the rights that user or group will have within ScanFile for the folders libraries they have access to The Extended Settings screen allows you to define exactly which functions or groups of functions a user or group will have access to The functions are displayed in groups which mirror the ScanFile menu options Following window will be displayed after you clicked on the Exten
336. ter Wizard Local or Network Printer The wizard needs to know which type of printer to set up Select the option that describes the printer you want to use Local printer attached to this computer amp network printer or a printer attached to another computer To set up a network printer that is not attached to a print server J use the Local printer option Once you have chosen the needed settings press the Next button In the next step the printer port has to be selected At this point you can decide either to use an existing port or creating an new one To use an existing port choose the option Use the following port and select the preferred port Seite 318 e ScanFile VNP ScanFile Benutzerhandbuch canFile Configuration e ee Sitios Add Printer Wizard Select a Printer Port Computers communicate with printers through ports Select the port you want your printer to use If the port is not listed you can create a new port Use the following port Di P_001 MNP Forwarder Note Most computers use the LPT1 port to communicate with a local printer The connector for this port should look something like this vS If you wish to create a new port choose the Create a new port option and select VNP as Type of port Add Printer Wizard Select a Printer Port Computers communicate with printers through ports Select the port you want your printer to use If the port is not listed you can crea
337. that the COLD module pages the file correctly choose Edit gt Page Settings within the Edit templates window and the Setup screen will be displayed Seite 196 e COLD ScanFile Benutzerhandbuch The Import Template ScanFile Document Management System Font Name Courier New Auto detect Size 10 DEM Chattable File type Spoolfile w all Fonts Lines per page 0 Adjust overlay image Horizontal adjustment Overlay image Vertical adjustmen First page Linefeed adjustment Following pages i Apply SIZE Width 10mm Cancel Height 10 mrm 2969 OK From this screen you can attempt to automatically detect the file type by pressing the Auto Detect button This option will detect whether the file is a COM1 or COM2 format and show the file type accordingly If it is not one of those the Auto Detect will attempt to find a non standard page break within the file If it cannot do this the parameters must be set manually In the Lines per page field specify the number of fixed lines allocated to each page within the spool file To set the options chosen either manually or by the Auto Detect function click the Apply button and then choose OK You will then return to the Edit template window Filters Filters are used to specify the actions to be carried out when a certain character or sequence of characters within the spool file is encountered By default a page break filter is cr
338. the Search location To enable you to keep a copy of the file s outside of ScanFile you can select a location to make a copy of the file s to You can specify the location by clicking on the three dots immediately after the field which will then display a directory find screen Once you have selected the location click on the OK button and the name of the location will be shown in the field Fields Enter the number of fields the index information contains along with the field separator and delimiter Then select whether the index information is contained in an ASCII or ANSI format Update Now This functionality gives you the opportunity to import files and index information from the search drives fast and out of schedule Pressing the Update Now button will cause the Remote Services to perform an update with the next update loop Seite 302 e Remote Services ScanFile Benutzerhandbuch Index Import Service scanf ile un I ndex I mport Service The Index Scheduler gives the facility to automatically save ASCII or ANSI data files to specific ScanFile Folders as index information Any indexes saved and copied to a named directory will be archived into that directory s designated ScanFile Folder providing the information is in the correct format In contrary to version 7 the amount of monitored directories is not limited With the index only scheduler the folder that the index is being imported to must already have the c
339. the Software and any copy thereof This agreement will also terminate if you fail to comply with any of the terms of this agreement In addition to Spielberg enforcing its legal rights you must then promptly destroy the Software and any copy thereof 9 U S GOVERNMENT RESTRICTED RIGHTS NOTICE The Software is provided with Restricted Rights Use duplication or disclosure by the United States Government is subject to restrictions as set forth in subparagraph c 1 ii of the Rights in Technical Data and Computer Software clause at DFARS 252 227 7013 or subparagraphs c 1 and 2 of the Commercial Computer Software Restricted Rights at 48 CFR 52 227 19 as applicable The Software is a commercial item as that term is defined at 48 C F R 2 101 Oct 1995 consisting of commercial computer software and commercial computer software documentation as such terms are used in 48 C F R 12 212 Sept 1995 Consistent with 48 C F R 12 212 and 48 C F R 227 7202 1 through to 227 7202 4 June 1995 all U S Governmental End Users acquire the Software and the Documentation with only those rights set forth herein Manufacturer is Dieter Spielberg Wanheimer Str 593 47249 Duisburg Germany 10 ACKNOWLEDGEMENT By selecting the Yes accept the agreement option you acknowledge that you have read this agreement understand it and agree to be bound by its terms and conditions You further agree that this agreement is the complete and exclus
340. the configuration and monitoring application for this can be started and stopped from within Remote Services Configuration Tool from the ScanFile VNP menu option ScanFile VNP is described later in this Guide Configuration The Remote Service is per default installed with the start type Manually Therefore it is inactive after installation and is not automatically started after a reboot If you want to use the functionalities of the Remote Service go to Start gt Settings gt Control Panel gt Administrative Tools gt Services Select ScanFile Remote Service With the right mouse button select Settings to display the ScanFile Remote Service Properties The tab General contains the start type Change it from manually to automatically This way the service will be started right after a reboot Close the Service Control Panel With right Mouse gt Start you can now start the service User Account The Remote Service utilises the local system account to access its resources The access rights of the local system account are limited You should assign a user account that provides the necessary access rights We recommend to create a new user account for the Remote Service If the Remote Service has to access network resources this should be a domain account Remote Services e Seite 295 ScanFile Benutzerhandbuch scanFile an Remote Services Configuration Tool In case you are working with the ScanFile
341. the search criteria for the documents you wish to retrieve The fields associated with the library will be displayed as well as the keyword list if any The list of folders imported into the library will also be displayed Wildcard and range searches can be performed and you can also choose to search across all folders in the library or just a specific folder Multiple keyword selections are also supported When you have entered your search criteria click on the Search button which will then produce a Hitlist of matching documents ScanFile WebServer e Seite 339 ScanFile Benutzerhandbuch ScanFile Docu ment Management System Open Library Page A ScanFile WebServer Microsoft Internet Explorer Datei Bearbeiten Ansicht Favoriten Extras Q aurick gt EN a Sa A Suchen 57 Favoriten amp Ra Ki LJ Adresse e http localhost sws search asp E Wechseln zu Links Page Full Text Search Index Search 8 Webserver e eoeoeeeeeeeee eee ee 6 amp e Folder Search from Search to DEMOCD Index 1 Keywords Index 2 lt None gt ArchiFax Barcode Car Super Plus Cheques Examples Fliers L Manuals SR Newspapers E E J Multiple index search Search in all folders Search in one folder AND Search Logout OR Search Library amp Lokales Intranet The Clear Fields button will clear any search information previously entered
342. ting Customized in the Duration list and by amending the date boxes labelled From and To in the main Audit Trail Report window Another option here is the ability to define pre determined periods by weeks and months these are also listed in the Duration list After selecting a time period click again on Filter List The new list contains event actions recorded in the given period To view an event in more detail double click on it and an Audit Trail Details window will be displayed Printing Events Lists Once a satisfactory event list has been returned it is possible to print the list by clicking on the Print button from the main Audit Trail Report window At this point you will be prompted if you wish to continue and selecting Yes will print the report directly to the default printer installed on your system Searching in archived Audit Trail data Click on Create Search Pool and the window below will open It displays all databases that have been previously exported to ScanFile Path Saveaudit Select the exported Audit Trail data required for your research and click on Create Search Pool The program will merge all selected databases to one temporary database Return to the Audit Trail window by clicking on Close All Audit Trail functions will now work on the temporary database You can research as usual Seite 214 e Auditing ScanFile Benutzerhandbuch ne Searching in archived Audit Trail data BEL IE as Total progress
343. to ScanFile As an example the code BLD is shown in the spool file at the start and end of a piece of text This signifies that when printed that text should be printed in Bold This code needs to be hidden or removed when the file is imported and the filter can be used for this purpose This can be done by highlighting the code in the Edit template window and then choosing New Filter from the displayed menu From the CharOption column within the Filter Parameters window the Cut out option can be chosen Select Entire Text from the Valid Range drop down list to filter the code from the text Repeat this for every control code Index Fields The COLD module when importing the spool data into a ScanFile folder will not only import the page information but will also create the index records associated with the pages To do this the location of the index information on the spool data page must be specified To add an index field record highlight the text to be used for indexing in the Edit Template window and a pop up menu will be displayed Choosing the COLD e Seite 199 ScanFile Benutzerhandbuch scanFile Importing Spool Data ment Management System New Index Field option then allows you to enter the index field name This can be repeated for each index field you wish to create A very important point is that the location of the index data MUST be consistent across each page of the spool data file the
344. ttings The Extended Settings option allows you access to the advanced functions of the scanners Many settings are available from this option and these are explained on the following pages Several of these settings can affect the quality of the scanned image and they should therefore be used with caution Double Feed Detection There are two methods to set the scanner to detect the simultaneous feeding of two or more sheets of paper The scanner can be calibrated for paper thickness and or length To set Double Feed Detection tick either the Thickness or Length checkboxes or both When you next scan a batch of documents the first page fed through the scanner will have its thickness and or length measured and the measurement then stored Subsequent documents measurements will be compared against the stored value and if the scanned document is thicker or longer than the stored value an error will be displayed Manual Thickness Adjust The thickness setting can be manually adjusted when the automatic thickness detection is not used or when there are frequent double feeds of paper The setting ranges from 1 to 13 with 1 being the thinnest and 13 the thickest setting To adjust this setting tick the Activate checkbox and then use the arrow keys at either end of the slider bar to increase or decrease the value Scanner Setup e Seite 249 ScanFile Document Management System Border Removal ScanF
345. ttings e Seite 123 Scan File Document Management System ScanFile Benutzerhandbuch Send to Email Send to Email This option allows you to select how images are sent to an e mail message If a document has multiple pages the images can be put into the new message as either single page TIFF files a multi page TIFF file or as a PDF File If a document is of mixed format it also contains colour documents or Word Excel files these will be separate to the file s This setting also affects the Save to File option Option Description Normal Mode In this case all files that are sent and automatically appended to an Email remain in there original format Multipage TIFF In this mode the system stores single TIFF files in a multipage TIFF files In case a document contains only TIFF files one multipage TIFF file is appended to the Email In case a document contains a mixture of file formats it will still collect consecutive TIFF pages and COLD pages in one file all other formats remain in their original format Group to PDF In this mode pages in TIFF JPEG and COLD format will be converted into a PDF file containing these pages as graphics Electronic documents are appended in their original format Other Settings Option Beschreibung Memo note view hidden creator Automatically enters a short entry into the memo of a document noting who and when
346. uble sided scanning Scanner Configuration There are many options that can be selected for the scanners and these are split over several screens which are selected from Scanner Setup The most used options are collected together on the first screen displayed when Scanner Setup is selected The options of the different scanners are detailed below Canon DR 6080 7580 amp 9080c The DR 6080 DR 7580 and DR 9080c are high performance A3 scanners with a maximum scanning throughput of up to180 images per minute They are double sided scanners with automatic paper size and thickness detection Additionally document skew is automatically corrected during the document feed The DR 6080 and DR 7580 support black amp white and greyscale scanning whilst the DR 9080c supports several modes up to a maximum 24 bit colour The maximum scanning resolution is for all scanners 600 dpi Seite 230 e Scanner Setup ScanFile Benutzerhandbuch Canon DR 6080 7580 amp 9080c ScanFil Document Manage ment System Scanner Configuration The following screen shows the first screen displayed when choosing Scanner Setup for the Canon DR 6080 DR 7580 or DR 9080C Scanner setup DR 6080 DR 7580 DR 9080C Choose scanner SCSI ID Page settings HA 0 ID 7 VMSCSI b Page size Resolution Mode ID 2 777 v Maximum 200 x 200 v Black White Dither Compression Rotation Text mode Compressed TIFF G ze 0 Sensitivity Front Fi
347. uld the Software prove defective you and not Spielberg Spielberg s affiliates their distributors or dealers assume the entire cost of all necessary servicing repair or correction Some states or jurisdictions no not allow the exclusion of implied warranties so the above exclusion may not apply to you This warranty gives you specific legal rights and you may also have other rights which vary according to state or jurisdiction Spielberg Spielberg s affiliates their distributors and dealers do not warrant that the functions contained in the Software will meet your requirements or that the operation of the Software will meet your requirements or that the operation of the Software will be uninterrupted or error free However Spielberg or Spielberg s affiliates warrants a compact disc or diskette on which the Software is stored to be free from defects in materials and workmanship under normal use for a period of ninety 90 days from the date you purchased the same as evidenced by a receipt or otherwise Some states or jurisdictions do not allow limitations on duration of an implied warranty so the above limitation may not apply to you CUSTOMER REMEDIES Spielberg s entire liability and your exclusive remedy shall be the replacement of the Compact Disc and or Diskette not meeting the LIMITED WARRANTY and which is returned to Spielberg or Spielberg s marketing affiliate Spielberg Solutions Ltd with a copy of your receipt or otherwise Th
348. ument Management System Film Type Use this option to set the type of film loaded into the microfilm scanner The Auto option will automatically detect the type of film loaded Feeder This option allows you to set the type of feeder used on the microfilm scanner It can be set for the Canon FS Carrier III or Auto Fiche Carrier For the Auto Fiche Carrier the Communication port and baud rate being used must also be set Please note that these feeder options may not be available in all countries Please check with the supplier of the microfilm scanner for availability Sensitivity These settings allow you to adjust the brightness and contrast settings for each side of a document to be scanned Different settings will apply dependent upon whether the document is to be scanned in Text mode or Photo Mode Photo mode applies error diffusion to simulate rescaling FS Controller Ill This section describes the setup and initialisation of the MS400 500 with the FS Carrier Ill A full description of this will be available in the FS Carrier Ill manual Mode Description l Page II File Page III Batch File Page VII File Page Mode Mode II Mode Ill Mode VII Shift F Store Return Password 149 149 149 149 Return Scanner Setup e Seite 283 ScanFile Benutzerhandbuch ScanFile un Canon MS400 amp 500
349. user configuration will be saved with any changes made Seite 130 e User Management ScanFile Benutzerhandbuch Adding and Editing Groups ScanFile Document Management S ystem User blocking If a user enters an invalid password three times in a row the ScanFile User Management will block this user The user is not able to log into any ScanFile program from that point on Any user with administrator rights can unblock this user Go to Options gt User management and select the blocked user The button Unblock will be activated A click on this button will unblock the user Adding and Editing Groups It is possible in ScanFile to define User groups and assign access rights to them Groups are especially useful should you have a number of users that you wish to assign same rights to The administration of access rights is easier and more efficient this way If a user is member of more than one group the user inherits a conjunctive combination of all group rights Default User Groups Four different levels of User Group have been included by default in ScanFile These can be seen when entering the Edit User area of ScanFile from the Options menu The groups that are created by default all have default security levels associated with them The levels are View Users added to this group are allowed to retrieve and view data records that are not hidden The users may also view memos but not modify them Trustee Trus
350. ves your application best MICR The MICR code can be read and stored to index fields of ScanFile folders Select the relevant MICR type between CMC7 and E13B In order to store the MICR information to ScanFile index fields you have to perform a test scan first Afterwards the check will be displayed in the test scan display window and the adjoining MICR information will be displayed in the text fields below For each of the different MICR information parts you can select a ScanFile index field from a drop down list When scanning checks the relevant information will then be stored automatically in these fields Axis 7000 The Axis 7000 is a network scan server box that will allow across network scanning with any scanner that is attached and supported by it Scanner Configuration There are many options that can be selected for any scanners attached to the Axis 7000 and these are defined in the Scanner Setup The most used options are collected together on the first screen displayed when Scanner Setup is selected The following screen dialogue shows the first screen displayed when choosing Scanner Setup for the Axis 7000 Seite 270 e Scanner Setup ScanFile Benutzerhandbuch Axis 7000 ScanFile Document Management System Scanner setup Choose scanner SCSI ID Page size IP address 000 000 000 000 Page size Rotation User name root Password View Mode Compression Black White v Compressed TIF
351. w ScanFile Document Management System Overview This section describes the first steps after the installation of ScanFile It leads your through the first start up of ScanFile the licensing process and informs you about important general settings Starting ScanFile During the installation process a ScanFile program group is created in the start Start ScanFile by selecting Programs gt ScanFile gt ScanFile The login dialog of ScanFile is displayed on the screen 3 ScanFile Oe ScanFile Document Management System EC Fovo ZE Enter your user name and password in order to continue The first time you start ScanFile login as the pre installed user admin password admin With this pre installed user you can enter all necessary settings and have full access to every licensed option Login at first start User name admin Password admin The password entry is case sensitive The user admin has all rights within ScanFile Therefore the pre installed password should be changed after the first start in order to prevent unauthorized access Seite 54 e First Steps ScanFile Benutzerhandbuch A ScanFile ScanFile Main Screen Document Management System ScanFile Main Screen After logging in successfully the main window will be displayed If you haven t licensed ScanFile yet the License Manager will open automatically Please see the Licensing chapteron how to activate your
352. will be displayed To configure the server service select the Configuration tab Identification This section is used to set the IP address and the Port to be used by RemoteStation Server The server Computer name will be automatically shown and the IP can be selected by choosing from the available server IP addresses shown in the drop down list The default Port is 2042 but this can be changed if required If the IP address is changed from the default value the RemoteStation server service will have to be stopped and restarted Pressing the Advanced button allows you to enter some descriptive information concerning the RemoteStation Server The Description entered will be the one used by all RemoteStation Clients connecting to this server to identify the server Contact details for the support of the server consisting of Telephone and Fax numbers and an email address can also be entered Local Settings RemoteStation Server holds a log of transmissions from clients and the Days field under Hold Transmission log determines the period that this log can be held for If a client fails to complete a transmission to the server details of this are held within the log You can select whether this information Seite 350 e ScanFile RemoteStation ScanFile Benutzerhandbuch Server Configuration ScanFile Document Management System is kept even though the transmission log is cleared by selecting the Preserved Failed T
353. will appear corresponding to the actions assigned for that step of the route The three actions are View Comment and Approve Reject For Comment and Approve Reject actions a window will pop up to allow you to add comments concerning the document The comments associated with a document can be view by pressing the Route icon which is displayed in the top right corner of the document display window Before the document can progress to the next step of the route the action assigned to the user must be performed To do this click on the action icon Document Routing e Seite 181 ScanFile Benutzerhandbuch Routing Service ScanFile Document Management System Routing Service The Document Routing Service is part of the ScanFile Remote Services Its main task is to monitor the current routes and to send on documents depending on the settings of these routes The Document Routing Service in ScanFile Remote Services must be running to allow the Documents to move from step to step within a Route This is described in the Remote Services chapter For more information please refer to the corresponding chapter in this guide Seite 182 e Document Routing ScanFile Benutzerhandbuch Printing Email and Export ScanFile Doc ument Management System Printing Email and Export Printing Email and Export e Seite 183 ScanFile Benutzerhandbuch Overview ScanFile Document Manage
354. will be displayed Clicking on that will display the settings screen In addition you can select it from the Options gt Compression menu With either option the configuration screen will be displayed ZC LuraDocument 2 Quality Expert mode Bi tonal ES F d PPRP en Segmentation All image Background Thumbnail Mask Adaptive Misc lt Predefined Settings There are three pre defined settings that can be used that for differing types of documents to be scanned Additionally these formats can be optimised for Internet retrieval using ScanFile WebServer Option Description This will set the compression to the optimum settings for graphic only images LuraDocument e Seite 207 ScanFile Benutzerhandbuch LuraDocument Settings ScanFile Document Management System The compression will be optimised for images that are mixed text and graphics The compression will be set for text only images There are also 5 quality levels that will affect the compression levels of the foreground and background images but will not affect the text compression The Internet optimised storage will change the storage mode to Embedded The image can then be displayed progressively The quality becomes continuously better during loading over telephone lines An interrupt of the transmission results in a smoothed but full s
355. with named columns and data headings Without these forms the data can be quite hard to read and can easily mislead For this type of spool data the ScanFile COLD module allows a scanned image of the form to be specified for a template and when the imported data is displayed it will be overlaid on the image of the form Two separate overlays can be specified for the first page of a record and for any subsequent pages of a record If it is the same form for every page the Following pages field can be left blank When using overlays it is critical that the text will line up in the correct position relative to the overlay form It is therefore important that an original form is scanned to be used for the overlay and that this is not scaled in any way The form can be scanned using ScanFile or any other program The image file of the scanned page can be used in ScanFile as an overlay Seite 202 e COLD ScanFile Benutzerhandbuch canFile Imported Files Document Management System The other options that can affect the alignment are the Overlay Settings Firstly adjust the linefeed setting and this will normally ensure that if the correct font and font size have been selected the data will fit the overlay If any other adjustments need to be done the horizontal and vertical adjustment options can be used for minute changes to the character positions The Linefeed setting adjusts the number of pixels between each line of text T
356. with the Adrenaline Image processing board and ImageControls V3 0 Virtual Printing VNP With ScanFile VNP you can create up to 8 virtual printers which allow to you print documents which are converted to TIFF format and saved to specified directories and can then be automatically imported into ScanFile folders Welcome to ScanFile e Seite 19 ScanFile Benutzerhandbuch ScanFile un New in Version 8 New in Version 8 New Appearance A modern toolbar was added as alternate appearance of ScanFile The classic look is still available Impersonation ScanFile Account enabled ScanFile to use a windows account for impersonation Data secured with that windows account can be protected from illegal access Audit Trail Management Audit Trail Management offers an export function for Audit Trail data The exported files can be merged in ScanFile to a temporary search database to retrieve exported data View User ScanFile View User It is possible to license an amount of users who are only allowed to view documents These users do not block a full user licence and their rights cannot be altered User Time Out A Time Out User functionality was added to ScanFile A user licence can be set free after a certain timespan to avoid license blocking by a user who doesn t work with ScanFile for a longer time period while being logged in Field property External list New field property External list The property al
357. y Batch B scans and stores images as single page records between Batch blip numbers entered Be sure that the mode of the FS Controller III for blip reading is set properly For more information on the FS Controller Ill see the MS300 MS350 MS400 MS500 MS800 Scanner Configuration manual or the FS Carrier II manual Batch Scanning Microfilm Batch scanning will create a document containing multiple scanned pages Manual Mode Using manual mode the user can scan several images into a batch record from roll film ScanFile will combine these single images to one document e Insert the film to be scanned into the FS Controller III e Set roll film retrieval to the first image by the keyboard or knob of the FS III e Set Zoom and focus e Key in the index information if not created automatically by barcode or by duplicating or counting fields e Start scanning by clicking on the Batch Scan button e Select next frame if necessary and click on Continue scanning Repeat this step until end of batch e To end batch click on Save scanned pages Feeder Mode In this mode a user definable number of images is scanned sequentially and stored as one batch document Seite 170 e Microfilm Scanning ScanFile Benutzerhandbuch Batch Scanning Microfilm ScanFile Document Management System The index is either entered manually or created automatically using barcode counting or duplicating fields The ind
358. you can create the templates The templates you create can be applied to any ScanFile Folder With the Folder that has the sample separation sheet open select Setup job separation sheets from the Options menu This will open the separation sheet setup screen You can then select the separation sheet image that you want to create the template for Seite 164 e Job Separation Sheets ScanFile Benutzerhandbuch Setting Up Job Separation Sheets ScanFile Document Management System Setup zones 4A Properties amp A Threshold 60 AR A A Skew correction Yes 993 A amp A Border removal Yes By Job separation sheet Identifiers i Identifiers 993 Fa Dieter Spielberg Ehinger Str 53 47249 Duisburg 993 To create a sheet you must first click with the right hand mouse button on Job separation sheet and select Add Form You will be asked to give the new form a name Once you have named the form it will appear in the Sheet tree on the right hand side of the setup window Also in this tree under the sheet name there will be a sub node called Identifier This node contains all identifiers that are used later on to identify the separation sheet If you do not intend to use more than one job separation sheet you do not need to create a new sheet as described above You can create the Identifier within the default Job separation sheet Identifiers An Ident
359. ze the Imprinter uses is 12x12 dots You can select to use a smaller 8x7 font size by ticking the Use small fonts checkbox Scanner Setup e Seite 255 ScanFile Benutzerhandbuch ScanFile Canon DR 5020 5080C amp 5060F ment Management System The Style of Embedment can be set from one of three options e Black on White will print black text on to a white background e White on Black will print white text on a black background e Black on image will print black text on to the image There are two counters that can be configured and these options apply to both The Start value of the counter can be set as well as the value to increment the value for each page The following values can be set for the Reset if and Increment if options Reset If will reset the counter to its start value Increment If will add the specified increment value to the counter Never Separator New File or Separator New File Each Document Options Screen The Options screen is for information and will show the attached scanner s installed or available options The Barcode Imprinter and Endorser checkboxes will be ticked if the options are installed Option Description CC CC is a special filter option YG LED Will be ticked if the attached scanner is a DR 5020 or DR 5060F Red Green Blue LED Will be ticked if the DR 5080c is attached The View options are values returned by the scanner The DR 5080c will tick al

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