Digitech Systems, Inc.
Paperless that works.
PaperVision
Enterprise
User Guide
November 2008
PaperVision Enterprise R65
®
Information in this document is subject to change without notice and does not represent a commitment on
the part of Digitech Systems, Inc. The software described in this document is furnished under a license
agreement or nondisclosure agreement. The software may be used or copied only in accordance with the
terms of the agreement. It is against the law to copy the software on any medium except as specifically
allowed in the license or nondisclosure agreement. No part of this manual may be reproduced or
transmitted in any form or by any means, electronic or mechanical, including photocopying and recording,
for any purpose without the express written permission of Digitech Systems, Inc.
Copyright © 1997-2008 Digitech Systems, Inc. All rights reserved.
Printed in the United States of America.
PaperFlow, DataFlow, OCRFlow, QCFlow and the Digitech Systems, Inc. logo
are trademarks of Digitech Systems, Inc.
PaperVision and PaperVision.net
are registered trademarks of Digitech Systems, Inc.
Microsoft, Windows, and Windows XP are registered trademarks of Microsoft Corporation.
All other trademarks and registered trademarks are the property of their respective owners.
PaperVision Enterprise contains text search technology provided under license
by dtSearch®. All rights reserved.
PaperVision Enterprise contains technology under license
from Autonomy, Inc. All rights reserved.
PaperVision Enterprise contains portions of imaging code owned and copyrighted
by Pegasus Imaging Corporation, Tampa, FL. All rights reserved
Digitech Systems, Inc.
8400 E. Crescent Parkway, Suite 500
Greenwood Village, CO 80111
Voice: (303)493-6900
Fax: (303)493-6979
www.digitechsystems.com
Table of Contents
Table of Contents
Product Support ....................................................................................................................... 5
Chapter 1 – Using PaperVision Enterprise ........................................................................... 6
Overview ............................................................................................................................ 6
Starting PaperVision Enterprise for the First Time............................................................. 6
Using the Setup Wizard to Connect to your PaperVision Server ................................ 7
Logging into PaperVision Enterprise................................................................................ 10
Obtaining On-Line Help ................................................................................................... 12
Chapter 2 – Searching for Documents ................................................................................. 13
Overview .......................................................................................................................... 13
General Searching Rules ................................................................................................... 13
Searching for Documents.................................................................................................. 15
Full-Text Searching .......................................................................................................... 17
Boolean Full-Text Searches ....................................................................................... 18
Performing a Boolean Full-Text Search .................................................................... 19
Natural Language Full-Text Searches ....................................................................... 22
Performing a Natural Language Full-Text Search ..................................................... 22
Full-Text Search Options ........................................................................................... 23
Global Searching .............................................................................................................. 25
Adding a New Global Search .................................................................................... 26
Performing a Global Search....................................................................................... 27
Chapter 3 – Search Results ................................................................................................... 29
Overview .......................................................................................................................... 29
Printing the Search Results List ........................................................................................ 30
Exporting the Search Results List ..................................................................................... 31
Selecting a Document to View ......................................................................................... 32
Adding New Documents ................................................................................................... 33
Scanning New Documents ................................................................................................ 35
Batch Operations .............................................................................................................. 36
Altering Document Index Values .............................................................................. 36
Deleting Documents .................................................................................................. 38
Batch Printing Documents ......................................................................................... 39
Batch Emailing Documents ....................................................................................... 40
Batch Exporting Documents ...................................................................................... 42
Tagging Documents for Migration ............................................................................ 43
Applying Document Security to Documents ............................................................. 44
Chapter 4 – Working with Documents................................................................................. 46
Navigation ........................................................................................................................ 46
Viewing Documents and Images ...................................................................................... 47
Full-Text Search Results ................................................................................................... 48
Document System Settings ............................................................................................... 49
Annotating Documents ..................................................................................................... 57
Annotation Tool Types .............................................................................................. 57
Editing Annotations ................................................................................................... 58
Viewing/Editing Textual Notes ................................................................................. 59
Printing Textual Notes ............................................................................................... 60
Document Operations ....................................................................................................... 61
Printing Documents ................................................................................................... 61
Printing the Current Page of a Document .................................................................. 62
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Printing the Displayed Region of an Image ............................................................... 62
Adding New Documents ........................................................................................... 63
Scanning New Documents ......................................................................................... 64
Exporting Documents ................................................................................................ 66
Opening Files in their Native Application ................................................................. 67
Viewing a Page’s Source File Information ................................................................ 67
Emailing Documents ................................................................................................. 68
Creating Document Grants ........................................................................................ 70
Altering Document Index Values .............................................................................. 72
Finding Text in a Document ...................................................................................... 73
Copying Data to the Clipboard .................................................................................. 74
Extracting Files from Archives .................................................................................. 74
Viewing Password Protected Archives ...................................................................... 75
Document Workflow Operations ...................................................................................... 76
Creating a New WorkFlow Instance for a Document ................................................ 76
Viewing the WorkFlow Status of a Document .......................................................... 77
Revision Control ............................................................................................................... 78
Checking a Document Out......................................................................................... 79
Checking a Document In ........................................................................................... 80
Undoing a Document Check-Out .............................................................................. 81
Viewing Check-Out Status ........................................................................................ 81
Version History ......................................................................................................... 81
Security Audits ................................................................................................................. 82
Enhanced Auditing ........................................................................................................... 83
Making a Disclosure .................................................................................................. 83
Manual Disclosures ................................................................................................... 84
Chapter 5 – WorkFlow .......................................................................................................... 85
WorkFlow Layout ............................................................................................................. 85
Processing a Workstep Instance........................................................................................ 87
Viewing Worksteps Waiting in Queue ............................................................................. 88
Chapter 6 – User Options ...................................................................................................... 89
Available Options ............................................................................................................. 89
Changing Passwords ......................................................................................................... 91
Chapter 7 – Notifications....................................................................................................... 92
Overview .......................................................................................................................... 92
Viewing Notifications ....................................................................................................... 93
Chapter 8 – Migration Jobs .................................................................................................. 94
Overview .......................................................................................................................... 94
Submitting Migration Jobs................................................................................................ 95
Deleting Migration Jobs.................................................................................................... 96
Appendix A – System Hotkeys .............................................................................................. 97
Appendix B – Frequently Asked Questions ......................................................................... 99
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Product Support
Product Support
Digitech takes great pride in providing software that is extremely simple to
use, feature-rich and provides great flexibility both in architecture and in
integration capabilities. If, for some reason, you experience any difficulty,
please do not hesitate to contact us to experience our legendary customer
service toll free at 877.374.3569 (or 402.484.7777) or via email at
[email protected]. Our technical support staff is available to
serve you between the hours of 8:00 AM and 6:00 PM Central Time.
Digitech’s product features and enhancements are driven by you, our
customer. If you have an idea for a future product feature or enhancement,
please pass it along to us by sending an email to [email protected].
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Chapter 1 – Using PaperVision Enterprise
Chapter 1 – Using PaperVision Enterprise
Overview
PaperVision Enterprise provides you with a single interface for accessing and
manipulating your corporate information, as well as interacting with your
corporate business processes through its integrated workflow capabilities.
Documentation describing the installation of PaperVision Enterprise (and the
associated server and administration modules), as well as management of the
PaperVision Enterprise system, is provided in the accompanying PaperVision
Enterprise Administration and System Architecture Reference Guide.
Starting PaperVision Enterprise for the First Time
The first time PaperVision Enterprise is run, you are presented with a setup
wizard. This wizard is designed to minimize the amount of time it takes to
connect with your PaperVision Enterprise server (which may be your own
machine if you are not running a multi-user system). PaperVision Enterprise
can connect to a database server or remotely to a PaperVision.net Enterprise
Web or Application Server.
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Using the Setup Wizard to Connect to your PaperVision Server
To setup this workstation to connect to an existing PaperVision Server:
1. Start PaperVision Enterprise.
The PaperVision Setup Wizard Welcome screen is displayed.
PaperVision Setup Wizard Welcome
2. Click Next to continue.
You will be prompted to enter the name, IP address, or URL of the
existing PaperVision server you are connecting to.
Database Server Name/IP Address
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3. If you are connecting to a database, enter the IP address or name (as
provided by your system administrator). If you are connecting to a remote
PaperVision.net Enterprise Web or Application Server, enter the URL of
the remote server.
4. Click Next.
PaperVision will first attempt to connect to the supplied server as a remote
web or application server. If it is unable to connect, it will then try to
connect as a PaperVision Database Server. If either of these two methods
fail, you will be prompted to provide the full connection information to
connect to your database server.
SQL Server Connection Information
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5. Enter the connection information that has been provided by your database
administrator and click Next.
PaperVision will connect to the specified database. The Configuration
Complete screen is displayed.
Configuration Complete
The configuration is now complete. Click Finish to close the setup wizard.
You are now ready to log into PaperVision Enterprise and start managing your
documents.
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Logging into PaperVision Enterprise
When PaperVision Enterprise is started, you will be prompted to log into the
system.
Login
If this is your first time logging in, the user name is ADMIN and the password
is ADMIN.
If your administrator has enabled integrated Windows authentication and
created the appropriate account for you, you can completely bypass the login
process and have the application authenticate you based on your Windows
domain and user name by selecting Use Windows Account.
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Once you have logged in, the main PaperVision Enterprise screen is
displayed.
PaperVision Enterprise
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Obtaining On-Line Help
PaperVision Enterprise includes full on-line documentation in Adobe PDF
format. It can be accessed by selecting On-Line Documentation from the Help
menu.
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Chapter 2 – Searching for Documents
Chapter 2 – Searching for Documents
Overview
The key to PaperVision is its extremely easy, yet powerful, search
capabilities, allowing you to locate any desired document in seconds.
PaperVision offers the ability to easily perform either extremely detailed or
very broad searches within a project. You can perform multiple searches
across multiple index fields at the same time, as well as perform limiting
searches (allowing you to specify ranges of values) on dates and numbers.
General Searching Rules
•
You can specify the number of documents to return in a single query through
your Options settings.
•
All numeric and date fields allow you to perform "limiting searches" to limit
the results to a specific range of values. If both range limits are not filled for a
particular index field, PaperVision will search for the one specific value you
have entered.
•
Index field searches are NOT case sensitive. In other words, entering the name
"smith" will find "Smith".
•
PaperVision allows you to utilize the "*" wildcard to specify any number of
unknown characters. For example, searching for T* in a name field would
locate any document that had a name beginning with the letter T. Furthermore,
searching for *T* would locate any document that included a letter T
anywhere in the name. Finally, searching for *T would locate any document
whose name ended with the letter T.
•
PaperVision allows you to utilize the “_” wildcard to specify a single
unknown character. For example, searching for S_N would locate SON, but it
would not locate SOON. Additionally searching for _* would locate any nonblank value.
•
PaperVision allows you to search for a single character within a range or list
by using the [ and ] characters. For example, searching for A[456]TEST
would locate A4TEST, A5TEST, and A6TEST. The same thing could also be
accomplished by searching for A[4-6]TEST. You can also utilize letters
within the brackets to search for a range or list of letters (i.e. [a-f]).
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•
You can perform multiple searches within a single index field by using the &
(and) and ^ (or) operators. To perform a search on a name field for names that
begin with an A or Z, you could simply enter A*^Z*. To perform a search on
a name field for names that begin with an A and end with a P, you could enter
either A*P.
•
To search for a document whose index field contains an ampersand, simply
use &&. For example, to find Johnson & Johnson, you would search for
“Johnson && Johnson”.
•
You can perform searches on multiple fields at once. Simply enter the search
criteria into the desired fields and select a Search Type of "And" (to find
documents where all criteria has been met) or "Or" (to find documents where
any of the criteria has been met).
•
During the search, PaperVision will initially sort the results in ascending order
based on the Sort By field selected. Please note that "long text" fields are not
available to be sorted on.
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Searching for Documents
To search for documents within a project:
1. From the main screen, select the Search button
Search from the Actions menu.
on the toolbar or select
The Search Criteria screen is displayed.
Search Criteria
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2. Select the Project you wish to search from the Project list.
The associated document index fields for that project will be displayed.
3. Enter your search criteria in the desired fields.
4. Select the Search button.
PaperVision will search for the requested documents and display the
Search Results screen.
Search Results
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Full-Text Searching
PaperVision offers extensive Full-Text searching capabilities. The full-text
database is populated whenever a new document is added to the system if they
are either external documents (i.e. Microsoft Word or Adobe PDF), COLD
documents, or images that have been full-text OCR'ed. You will only see fulltext search capabilities available in projects that have a full-text database
populated with information.
There are a number of options available when performing a full-text search.
By default, the majority of those options are hidden from view. To enable use
of those options, simply select Options from the Actions menu and place a
checkmark next to "Show Full-Text Options".
Full-text searches may be performed in combination with standard indexfield-level searches. In other words, you can specify your index field search
criteria and then have those documents further filtered by adding a full-text
search criteria. When performing a combined search, both the index field
criteria and the full-text criteria must be met in order for the document to be
found.
There are two basic types of full-text searches that can be performed: Boolean
and Natural Language.
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Boolean Full-Text Searches
A boolean search request consists of a group of words or phrases linked by
search connectors such as AND and OR to precisely indicate the relationship
between them.
AND: both words must be present
OR: at least one of the words must be present
NOT: the next word must not be present (use with AND or OR)
W/5: the words must occur not more than 5 words apart (you can
also use W/10, W/20, etc.)
*: matches any number of letters
?: matches any single letter
Examples:
apple AND pear
*apple w/6 pear
apple sauce w/27 grape ju?ce
apple and (pear W/5 bana*a)
apple and not pear
Boolean searches treat two or more words appearing together as a phrase, so a
search for apple sauce w/10 grape juice would search for the phrase apple
sauce within 10 words of the phrase grape juice.
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Performing a Boolean Full-Text Search
To perform a boolean full-text search:
1. From the main screen, select the Search button
Search from the Actions menu.
on the toolbar or select
The Search Criteria screen is displayed.
Search Criteria (with Full-Text Options)
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Search Criteria (without Full-Text Options)
2. Ensure that Boolean Search is selected.
3. Enter words or phrases linked by connectors.
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4. Click the Search button.
PaperVision will perform the search and display a list of documents,
ranked in order of their relevance based on the criteria you entered.
Full-Text Search Results
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Natural Language Full-Text Searches
A natural language search is any combination of words, phrases, or sentences.
Example: Get me Sam's memo on the 1999 takeover of CorpX
Finds: All documents that contain the words that match the individual search
terms: Sam, memo, 1999, takeover, CorpX
In natural language searches, PaperVision does intelligent relevancy ranking
using automatic term weighting based on the frequency and density of hits in
documents. In the above example, if 1999 appeared in 3,000 files and Sam
appeared in only two files, the files containing Sam would get a much higher
relevancy ranking. Noise and connector words in the request, such as AND
and OR, are ignored, and words in phrases are searched individually (not as a
phrase).
Performing a Natural Language Full-Text Search
To perform a natural language full-text search:
1. From the main screen, select the Search button
Search from the Actions menu.
on the toolbar or select
The Search Criteria screen is displayed.
2. Ensure that Natural Language is selected.
3. Enter your plain text search request.
4. Click the Search button.
PaperVision will perform the search and display a list of documents,
ranked in order of their relevance based on the criteria you entered.
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Full-Text Search Options
PaperVision Enterprise’s full-text options provide very robust searching
capabilities.
Variable Term Weighting: Allows you to weigh some words more heavily
than others in ranking search results.
Example: apple:5 and pear:3
Stemming: Extends a search to cover grammatical variations of a word. For
example, a search for fish would also find fishing. A search for applied would
also find applying, applies, and apply. You can either perform stemming for
all of the words in your query by selecting the Stemming checkbox, or for
specific words by placing a tilde ~ character at the end of the desired word(s)
in your criteria (i.e. fish~).
Phonic: Looks for a word that sounds like the word you are searching for and
begins with the same letter. For example, a phonic search for Smith will also
find Smithe and Smythe. You can either perform phonic searching for all of
the words in your query by selecting the Phonic checkbox, or for specific
words by placing a pound # character in front of the specific word(s) in your
criteria (i.e. #Smith).
Fuzzy Searching: Finds a word even if it is misspelled. For example, a fuzzy
search for apple will find appple. Fuzzy searching can be useful when you are
searching text that may contain typographical errors, or for text that has been
created using optical character recognition (OCR). You can enter the level of
fuzziness as a value between 1 and 10. A search for alphabet with a fuzziness
of 1 would find alphaqet; with a fuzziness of 3, it would find both alphaqet
and alpkaqet. You can either perform fuzzy searching for all of the words in
your query by selecting the Fuzzy Searching checkbox and entering a
fuzziness value, or selectively by using the percent % character in the specific
word(s) in your criteria (see examples below).
ba%nana = Word must begin with ba and have at most one difference
between it and banana.
b%%anana = Word must begin with b and have at most two differences
between it and banana.
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Synonym Searching: Uses a thesaurus to automatically expand a search to
include synonyms or related concepts. For example, a search for fast would
also find quick. You can either perform synonym searching for all of the
words in your query by selecting the Synonym Searching checkbox or by
placing an ampersand character “&” after certain words (i.e. improve& w/5
search). There are three available ways to perform synonym searching. At
least one must be selected to perform synonym searching for either all of the
words in your query or certain words:
WordNet Synonyms: Uses the WordNet thesaurus developed at Princeton
University.
WordNet Related Words: Uses WordNet's extensive lexical and semantic
network of the English language to include links between words other than
synonym relationships, including antonyms, hypernyms, hyponyms,
meronyms, and holonyms.
User Synonyms: Uses the server's user-defined synonyms.
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Global Searching
Global Searches allow you to search across multiple document index fields in
multiple projects (or just a single project) at the same time. Each user can
define an unlimited number of global searches.
Global Search Criteria
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Adding a New Global Search
To add/define a new global search:
1. From the Global Search Criteria screen, select Add.
The Add Global Search screen is displayed.
Add Global Search
2. Enter a Name for the new global search.
3. Select the fields in the projects you wish to search by placing a checkmark
in the checkbox to the left of the field. Checking or un-checking the
checkbox to the left of the project will select or deselect all of the fields
for that project.
4. Click Save.
The new global search will be saved and added to your list of Available
Global Searches.
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Performing a Global Search
To perform a global search:
1. From the Global Search Criteria screen, select the global search you wish
to perform from the Available Global Searches list.
2. Enter your Global Search Criteria as if you were performing a normal
search on an index field. The only limitation of global searches is that you
cannot perform multiple searches (using the & or ^ characters).
3. Click Search.
PaperVision Enterprise will perform the search and display a list of
results.
Global Search Results
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4. Select the appropriate Project from the dropdown list at the top to see the
results from other projects defined.
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Chapter 3 – Search Results
Overview
Based on the criteria you provided, the server performed your search and
displayed a list of documents that met your criteria. The number of documents
that were found is displayed at the bottom of the list. By default, the server
will limit the number of documents returned from a search to the Max. Results
Per Query value in your Options settings. If more documents exist, a More
Available link is provided. Simply click on the More Available text to display
the next group of documents that met your criteria.
Your search results include all of the document index fields for the documents
that PaperVision located. If you submitted a full-text query, PaperVision also
provides the first 512 characters of the document.
To easily locate a document in a large results list, you can re-sort columns in
both ascending and descending order by clicking on the column header. Once
the results are re-sorted in ascending order, you can click the column header
again to have that column re-sorted in descending order.
You can also resize columns by resizing the column header. Furthermore, you
can reorder columns by clicking on a column and dragging it to the desired
location.
In addition to selecting a document to view, there are a number of operations
that can be performed from the Search Results screen, including altering
document index values, deleting, printing, emailing, exporting, migrating,
adding new documents, and applying document-level security. Access to the
specific operations is controlled by your administrator.
Please note that the More Available link and document operations are not
available for Global search results. You can, however, view documents from
the global search results.
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Printing the Search Results List
You can print the entire contents of the search results list (exactly as it is
displayed). To print the results list:
1. From the Search Results screen, select Print Entire Results List button
on the toolbar.
The Print Setup screen is displayed.
Print Setup
2. Select the printer you wish to use and click OK.
The list will be printed.
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Exporting the Search Results List
You can export selected items in the search results list to either an XML
formatted file or a tab-delimited text file. To export the search results list:
1. From the Search Results screen, select the items you wish to export.
2. Select the Export Selected Results List Items button
on the toolbar.
The Export Results screen is displayed.
Export Results
3. Enter the name of the file you wish to export and click Save.
If you entered a file with the XML file extension on the end, the selected
items will be exported into an XML formatted text file. Otherwise, the
selected items will be exported into a tab-delimited text file.
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Selecting a Document to View
To view a document, simply double-click on the document you wish to view.
You can also use your up and down arrow keys to scroll through the list and
press <Enter> to display the selected document.
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Adding New Documents
There are a number of methods for documents to be added to the PaperVision
Enterprise repository. One of these procedures is accomplished through the
PaperVision Enterprise application.
To add a new document:
1. From the Search Criteria or Search Results screen select the Add New
Document button
on the toolbar.
The Add New Document screen is displayed. If an existing document is
selected in the Search Results, the selected document’s index values will
be pre-populated for the new document.
Add New Document
2. Enter the document index fields for the new document.
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3. Click the … button and select the new document’s file.
4. Click Save.
The new document will be uploaded to the server. Applicable document
security levels will be applied and, if necessary, the document will be fulltext indexed (for full-text searching). Then your search query will be
reissued. Your new document will not show up in the search results list if
its index values do not meet your search criteria.
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Scanning New Documents
There are a number of methods for documents to be scanned to the
PaperVision Enterprise repository. One of these procedures is accomplished
through the Search Results screen.
To scan a new document:
1. From the Search Criteria or Search Results screen select the Scan New
Document button
on the toolbar.
The View Document window is displayed.
2. Select the Scan New Document button
on the toolbar.
The scanner will scan your document and prompt you for the document’s
index values.
3. You may continue to scan additional documents as desired. When you are
ready to submit your scanned documents to the repository, select the
Upload Scanned Documents button
on the toolbar.
The scanned documents will be uploaded to the repository.
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Batch Operations
PaperVision Enterprise’s batch operations allow you to execute a specific
operation across multiple documents at the same time, saving you
considerable time over performing the same operation multiple times for
multiple documents.
Altering Document Index Values
To alter multiple documents’ index values:
1. From the Search Results screen, select the documents you wish to alter.
2. Click on the Alter Selected Documents’ Index Values button
toolbar.
on the
The Alter Document Index Values screen is displayed.
Alter Document Index Values
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3. Enter the index values that you wish to replace on the selected documents.
Leave the value as "[Current Value]" if you do not want that particular
value to be changed. Entering a blank/empty value will result in the index
value being blanked out for the selected documents.
4. Click the Save button.
The server will update the index values for the documents you selected
and your search query will be reissued. This may result in the documents
you just edited not being listed since their new index values may not meet
your search criteria.
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Deleting Documents
Deleting documents from PaperVision Enterprise will remove the documents
(and all associated versions and annotations) from the system. Furthermore,
depending on the way the administrator has the data group for the documents
configured; PaperVision may also delete the physical files from their source
media.
To delete documents:
1. From the Search Results screen, select the documents you wish to delete.
2. Click the Delete Selected Documents button
on the toolbar.
You will be prompted to ensure you wish to delete the selected
documents.
3. Click Yes to permanently delete the documents.
The server will delete the documents you selected and your search query
will be reissued.
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Batch Printing Documents
To batch print multiple documents:
1. From the Search Results screen, select the documents you wish to print.
2. Click the Print Selected Documents button
on the toolbar.
The Printer Setup screen is displayed.
Printer Setup
3. Select the printer you wish to use and click Print.
The documents will be printed.
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Batch Emailing Documents
PaperVision Enterprise supports any MAPI-compliant email client, such as
Outlook and Outlook express.
To batch email multiple documents:
1. From the Search Results screen, select the documents you wish to email.
2. Click the Email Selected Documents button
on the toolbar.
The Email Setup screen is displayed
Email Setup
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3. Select the page range you want to email, the image attachment file format
(for image-based documents) and click Email.
PaperVision Enterprise will gather all of the associated files and create an
email message.
Email Message
4. Click Send to send the message.
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Batch Exporting Documents
Exporting documents will convert the document to a specified format (if the
document is comprised of images) and write the files to a specified location
on your computer’s hard drive. If the document is not comprised of images, its
files will still be written out.
To batch export multiple documents:
1. From the Search Results screen, select the documents you wish to export.
2. Click the Export Selected Documents button
on the toolbar.
The Export Setup screen is displayed.
Export Setup
3. Select the Image Format the documents’ images will be converted to.
4. Select how the file names will be created from the File Name Field list –
either based on a date/time stamp or on the documents’ index field values.
5. Select the Output Directory where the exported files will be written.
6. Select the page range you wish to export.
7. Click Export.
PaperVision Enterprise will export the selected documents’ pages and will
notify you when the operation is complete.
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Tagging Documents for Migration
PaperVision offers unique functionality to facilitate collection of documents
from your repository into external data groups (CD-ROMs, etc.). This
becomes particularly useful in applications where specific sets of data are
required to give to an end-user (i.e. legal projects where an attorney wishes to
extract information about a specific case and have it placed on a CD-ROM to
take to trial).
Migrating information requires three simple steps:
1. User tags the documents that they wish to migrate. This is
accomplished in the PaperVision Enterprise and the PaperVision.net
Enterprise applications.
2. User submits the migration job. This is also accomplished in the
PaperVision Enterprise and the PaperVision.net Enterprise
applications.
3. Administrator performs the migration process.
To tag documents for migration:
1. From the Search Results screen, select the documents you wish to tag for
migration.
2. Click the Tag Selected Documents for Migration button
toolbar.
on the
You will be prompted to ensure you wish to tag the selected documents.
3. Click Yes to tag the documents.
The documents will be tagged for migration. Submitting the migration job
is described in Chapter 8 – Migration Jobs.
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Applying Document Security to Documents
Document Security is described in detail in Chapter 6 – Project
Administration of the PaperVision Enterprise Administration and System
Architecture Reference Guide. Administrators can distinguish documents that
have document-level security applied as they are displayed with red text in the
search results list.
To apply document security to documents:
1. From the Search Results screen, select the documents you wish to apply
document security to.
2. Click the Apply Document Security to Selected Documents button
the toolbar.
on
You will be presented with a list of defined document security levels. Any
levels that are currently in use by the selected documents will be selected.
Document Security Levels
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3. Select (or de-select) the document security levels that you want applied to
(or removed from) the selected documents.
4. Click Save.
The new document security level selections will be applied to the selected
documents.
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Chapter 4 – Working with Documents
Navigation
You can navigate through pages within the document as well as through the
documents in your search results list by clicking the appropriate toolbar
buttons.
Displays the first page of the first document in the search results list.
Displays the first page of the previous document in the search results
list.
Displays the first page of the next document in the search results list.
Displays the first page of the last document in the search results list.
Displays the first page of the current document.
Displays the previous page of the current document.
Displays the next page of the current document.
Displays the last page of the current document.
Jumps to a specific page of the current document.
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Viewing Documents and Images
You can manipulate your view of the document by scaling, zooming, and
rotating. To zoom in on a region of an image, simply use your left mouse
button to click and draw a region around the area that you wish to zoom in on
(from top-left corner to bottom-right corner). You can right-mouse click on
the image and select Reset Image to zoom the image to the size of the window
and set the rotation back to zero. While viewing a zoomed portion of an
image, you can hold down your <Ctrl> key and left mouse button and pan the
image. You can also right-mouse click on the image and select View Full Text
to view the full-text contents of the image (if it has been OCR'ed). Other
display manipulation functions are available through the toolbar buttons.
Zooms the image or document to display its full width.
Zooms the image to display its full height.
Zooms the image or document to fit inside the window.
Rotates the image 90 degrees.
Toggles the overlay for a COLD/ERM document on and off.
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Full-Text Search Results
If you entered full text criteria when searching for your documents, you can
view the hits found within the document you are viewing. Simply right-mouse
click on the document and select Full Text Search Results from the menu. The
Full Text Search Results screen is displayed.
Full Text Search Results
You can highlight an item and select View (or double click on the item) to
have PaperVision display the associated page of the document and, if you are
viewing the textual contents of the document (versus the image contents),
highlight the words or phrase that was located.
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Document System Settings
Document system settings allow you to configure how documents are
displayed as well as the printing of image headers and footers. Additionally, a
series of options are provided to help you streamline your workflow
utilization and take full advantage of PaperVision’s scanning and editing
capabilities. The document system settings can be accessed by right-clicking
on the document and selecting Options – System Settings.
Document System Settings – General
ASCII Font: Specifies the font that is used to display ASCII documents
(including COLD/ERM documents)
Filter non-printable Characters: Specifies whether non-printable characters
are filtered out of the view when displaying ASCII documents (including
COLD/ERM documents)
ASCII Margins: Specifies the size of the left, right, top, and bottom margins
in twips (1440 twips = 1 inch) when displaying ASCII documents (including
COLD/ERM documents).
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ASCII Character Set: Specifies the character set used to display ASCII
documents (including COLD/ERM documents). The ANSI Character Set is
the Microsoft Windows default. DOS Code Page should only be used if the
text file was created with a DOS editor.
Display Mode: Specifies whether to display textual documents (i.e. wordprocessing files) to fit within the window (Fit to Window) without full
formatting, or to display the document with full formatting in Page Layout
Mode. When in Fit to Window mode, font sizes can be increased and
decreased for easier viewing.
Page Layout: Specifies the page layout of textual documents (i.e. wordprocessing files) when they are displayed in Page Layout Mode.
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Document System Settings – Workflow
Refresh Period: Amount of time (in seconds) the system must sit idle
(without the user doing anything on the workflow screen) before it
automatically refreshes the Worksteps Waiting in Queue and My Worksteps
lists. Setting this value to zero will disable the automatic refresh feature.
Maximum Items in Lists: When the Worksteps Waiting in Queue and My
Worksteps lists are populated, there could possibly be thousands of worksteps.
This setting will set a limit on the total number of worksteps that get returned
(for both lists combined) when the lists are refreshed, increasing system
performance. Setting this value to zero will disable any limiting.
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Confirm Ownership: When you take ownership of a document, this option
determines whether a message asking you to confirm that you wish to take
ownership of the selected workstep instances is displayed.
Take Next Available Workstep: When you select a workstep instance to
take ownership of, it is possible that another user has selected the same
workstep instance. If you both attempt to take ownership of the same
workstep instance, one of you will be denied access to that workstep (because
it will be owned by the other user already). When this happens, the system can
either tell you it couldn't take ownership of the selected workstep
instance(s) or, with this option enabled, it will take ownership of the next
available unowned workstep instance(s).
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Document System Settings – Scan/Edit
New Document File Type: Specifies how newly scanned documents are to be
saved. Specifying Single-Page TIFF will give you the greatest flexibility in
allowing you to modify scanned documents. Multi-Page PDF’s cannot be
modified within the document viewer (they must be modified in a third-party
application).
Pre-Populate New Fields: Once a document has been scanned, you will be
prompted to enter the documents’ index values (so it can later be located).
Selecting this option will cause the values to be pre-populated with the lastviewed document’s values.
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Prompt to Add Pages: Specifies whether or not to prompt to add additional
pages to the scanned document once the scanner has scanned all of its pages,
giving you the opportunity to add additional pages to the feeder. Note that
once a document has been scanned and indexed, it cannot be modified until it
has been uploaded and checked out.
Annotation/Textual Note Handling for Editing Image-Based Documents:
Specifies how annotations are to be handled when an image-based document
is modified. When a modified document is checked in, this value is used to
determine whether the annotations will remain associated with the image
(useful for annotations that highlight or redact portions of the image) or the
page number (useful where annotations are simply notes). Note that
annotations might be deleted if the image or page that an annotation was
associated with is removed from a modified document. Also note that no
annotation shuffling is performed when rolling back to a previous version
(annotation are left associated with their page numbers).
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Document System Settings – Headers/Footers
PaperVision allows you to print headers and footers when printing images.
You can select the font that is to be used when printing and then for each
position on the image (top left, top center, top right, bottom left, bottom
center, and bottom right) you can select to have one of the following values
printed:
None: No value will be printed in that position.
Current Date: Will cause the current date to be printed in that position.
Current Date and Time: Will cause the current date and time to be
printed in that position.
Current Time: Will cause the current time to be printed in that position.
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Index Fields: Will cause the index fields for the document to be printed in
that position (comma-delimited).
Page Number: Will cause the document page number to be printed in that
position.
User Defined Value: Will cause the specified Value to be printed in that
position.
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Annotating Documents
PaperVision allows for the complete annotation, or markup, of images within
a document. Textual annotations (running notes) are available for all
document types.
Shows/hides the current annotations for an image.
Shows the current running note for a document.
Shows/hides the annotation toolbar to add or edit image
annotations.
Annotation Tool Types
Used to select current annotations.
Draws a straight line on the image.
Draws a highlighting rectangle on the image.
Draws a solid rectangle on the image (often used for redaction).
Draws a polygon on the image.
Draws an ellipse on the image.
Draws text on the image.
Draws multiple connected lines on the image.
Allows freehand drawing on the image.
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Editing Annotations
To edit (or add) annotations to an image:
1. While viewing the page you wish to annotate, select the Edit Annotations
button on the toolbar.
The annotation toolbar is displayed.
2. Select the specific annotation tool you wish to use.
3. Draw the annotation to your specific needs using the left mouse button. If
you are using the Multiple Connected Lines or Polygon tools, doubleclicking with your left mouse button will end the drawing.
If you wish to change the annotation parameters, choose the Annotation
Selector tool, highlight the annotation you wish to change, and then right
mouse click. You will be shown the annotation properties menu.
Annotation Properties
4. Modify the annotation properties to meet your needs.
5. Click on the Edit Annotation button again to save the annotation changes.
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Viewing/Editing Textual Notes
To view or edit the textual notes for a document:
1. While viewing the document you wish to add a note for, click on the
Textual Note button
on the toolbar.
The Textual Note screen is displayed.
Textual Note
2. Enter any information you wish to add to the textual note and click Save.
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Printing Textual Notes
To print the textual notes for a document:
1. While viewing the document you wish to add a note for, click on the
Textual Note button
on the toolbar.
The Textual Note screen is displayed.
2. Select the Print button.
3. Select the printer you wish to print to and click Print.
The textual note will be printed.
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Document Operations
PaperVision Enterprise offers a wide array of operations that can be
performed on documents. Accessibility to specific operations is controlled by
your system administrator.
Printing Documents
To print the current document:
1. While viewing the document you wish to print, select the Print Document
button
on the toolbar.
The Printer Setup screen is displayed.
Printer Setup
2. Select the printer you wish to print to.
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3. Select the page range and number of copies you wish to print and click
Print.
The selected pages will be printed.
Printing the Current Page of a Document
You can print the current page of a document to the default printer by rightclicking on the document and selecting Print Current Page.
Printing the Displayed Region of an Image
Printing the displayed region of an image will print exactly what is shown in
the document viewer to the default printer. Simply click on the Print
Displayed Region to Default Printer button
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Adding New Documents
To add a new document from within the document viewer:
1. Select the Add New Document button
on the toolbar.
The Add New Document screen is displayed. The currently displayed
document’s index values will be pre-populated for the new document.
Add New Document
2. Enter the document index fields for the new document.
3. Click the … button and select the new document’s file.
4. Click Save.
The new document will be uploaded to the server. Applicable document
security levels will be applied and, if necessary, the document will be fulltext indexed (for full-text searching).
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Scanning New Documents
When new documents are scanned, they are temporarily stored on the local
computer (where they were scanned) until they are uploaded. This is intended
to optimize throughput for remote users as it allows them to scan multiple
documents and then transfer them all at once. Scanner selection and settings
can be made by right-clicking in the document viewer and selecting either
Select Scanner or Scanner Settings from the Options menu.
To scan a new document from within the document viewer:
1. Select the Scan New Document button
on the toolbar.
The scanner will scan any pages in its feeder. Then, the Scan New
Document screen is displayed.
Scan New Document
2. Enter the document index fields for the new document.
3. Click Save.
The new document will be placed in your upload queue on the local
computer, waiting to be uploaded to the server.
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4. Repeat steps 1 through 3 for any additional documents you wish to scan.
5. Once all documents have been scanned, select the Upload Scanned
Documents button
on the toolbar.
The scanned documents will be uploaded to the server (while applying the
appropriate document security levels). As each document is successfully
uploaded, it is removed from the local Upload Queue.
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Exporting Documents
To export the current document:
1. While viewing the document you wish to export, select the Export button
on the toolbar.
The Export Setup screen is displayed.
Export Setup
2. Select the Image Format the document’s images will be converted to.
3. Select how the file names will be created from the File Name Field list –
either based on a date/time stamp or on one of the document’s index field
values.
4. Select the Output Directory where the exported files will be written.
5. Select the page range you wish to export.
6. Click Export.
PaperVision Enterprise will export the selected document’s pages and will
notify you when the operation is complete.
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Opening Files in their Native Application
Although PaperVision offers document viewing capabilities for over 250
different document and image formats, it is sometimes necessary to open a
document in its native application. PaperVision offers the ability to open the
file that you are viewing in its native application as determined by your
operating system.
To open the file:
1. While viewing the page of the document you wish to open, select the
Open File in Native Application button
on the toolbar.
2. If you have security access to document versioning and this is an external
document, you will be prompted whether or not you wish to check out the
current document. If you select No, the document will still be opened, it
just will not be checked out to you. If you select Yes, it will be checked out
to you and then opened.
Viewing a Page’s Source File Information
The source file information for any page can be viewed by right-clicking on
the document and selecting Source File Information. This will display the
original data group name that the file resides on as well as the path to the file
from the root path of the source data group. Note that source file information
is not available for checked out image-based documents (on the computer
where the document is checked out).
Source File Information
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Emailing Documents
PaperVision offers the ability to email documents from any MAPI-compliant
email application such as Microsoft Outlook, Outlook Express, and Lotus
Notes (with appropriate options).
To email the document:
1. While viewing the document you wish to email, select the Email button
on the toolbar.
The Email Setup screen is displayed
Email Setup
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2. Select the page range you want to email, the image attachment file format
(for image-based documents) and click Email.
PaperVision Enterprise will gather all of the associated files and create an
email message.
Email Message
3. Click Send to send the message.
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Creating Document Grants
Document grants give you the ability to provide outside access to a selected
document via a browser-accessible URL. Please note that document grant
users will be accessing the document without the use of the PaperVision
Document Viewing plug-in. In other words, they will be opening the selected
document using an application on their computer. As such, the annotations
will NOT be rendered.
To create a document grant:
1. While viewing the document you wish to grant, select the Document
Grant button
on the toolbar.
The Create Document Grant screen is displayed.
Create Document Grant
2. Enter a date and time that the document grant will expire in the Expiration
field.
3. Enter the Password that must be used to access the document grant. If no
password is entered, any user who has the URL will be capable of viewing
the document.
4. Click the Create button.
You will be prompted to ensure that you wish to create the document
grant.
5. Click Yes to create the grant.
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6. The document grant will be created and the associated URL will be
displayed as shown below.
Document Grant Created
7. Click Copy to Clipboard to copy the URL to your clipboard so you can
use it elsewhere (i.e. to paste into an email) and then Close to close the
window.
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Altering Document Index Values
To alter the document’s index values:
1. While viewing the document whose index values you wish to alter, click
on the Alter Document Index Values button
on the toolbar.
The Alter Document Index Values screen is displayed.
Alter Document Index Values
2. Change the index values as desired and select Save to save the changes.
The changes will take place immediately.
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Finding Text in a Document
To find a specific word or phrase within a document:
1. While viewing the document you wish to search, select the Find Text
button
on the toolbar.
The Find Text screen is displayed.
Find Text
2. Enter the text you wish to find and click OK.
The document will be searched and the first occurrence (from the cursor
location) will be highlighted.
3. If you wish to search for the next occurrence of the same text, simply click
on the Find Next Occurrence button
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Copying Data to the Clipboard
Document contents (other than image portions) can be copied to the clipboard
to be re-used in other applications.
To copy data to the clipboard:
1. Use your mouse to highlight the information you wish to copy or right
click on the document and select Select All.
2. Right click on the document and select Copy to Clipboard from the menu.
The information will be copied to the clipboard.
Extracting Files from Archives
Some archive file types (such as ZIP files) contain additional files within their
container. These files can be extracted to your hard drive for further use.
To extract files from archives:
1. While viewing an archive document, use your mouse to highlight the files
you wish to extract.
2. Right click on the document and select Extract Selected Files from the
menu.
You will be prompted to select a directory to extract into.
3. Select the desire directory and click OK.
The selected files will be extracted into the specified directory.
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Viewing Password Protected Archives
Some archive file types (such as ZIP files) contain additional files within their
container. Often times these files are password protected. You can set a
password to be used to open these types of files for viewing. Once a password
is set, it will remain in memory until the document viewing window (or
application) is closed.
To view supported password protected files:
1. While viewing an archive document, right click on the document and
select Set Password from the menu.
You will be prompted to enter the password.
2. Enter the password for the file and click OK.
The document will be redisplayed applying the supplied password for
accessing its contents.
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Document Workflow Operations
While viewing documents, system administrators and workflow
administrators can create new workflow instances for documents as well as
view their workflow status.
Creating a New WorkFlow Instance for a Document
To create a new workflow instance:
1. While viewing a document, right click and select Create WorkFlow
Instance from the menu.
The Create WorkFlow Instance screen is displayed, listing the workflows
that are available for the document.
Create WorkFlow Instance
2. Select the workflow to create a new instance in and click Create.
The new workflow instance will be created.
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Viewing the WorkFlow Status of a Document
To view the workflow status of a document:
1. While viewing a document, right click and select View WorkFlow Status
from the menu.
The WorkFlow Status screen is displayed.
WorkFlow Status
2. Since a document may have multiple workflow instances associated with
it, you may select the Associated Workflow Instance to view the
information for another instance.
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Revision Control
PaperVision Enterprise offers extensive document revision control features to
allow management of multiple versions of documents. In addition to standard
document check out and check in, PaperVision includes features such as the
ability to roll-back to a previous version and the ability to view old versions of
documents.
Checking out image-based documents is handled differently than non-image
documents. When a non-image document is checked out, it is simply copied to
a location on the local computer and then opened in the native application.
When an image-based document is checked out, things must be handled
differently as the document typically has multiple image files for the single
document (note that multi-page TIFF’s, PDF’s, etc are treated as non-image
documents). As such, a temporary checkout file is placed on the local
computer. Until the user checks the document in, whenever the user accesses
that document from that computer, they will have the ability to move, delete,
and insert/append pages within the document (which can be accessed by rightclicking on the page). All of the changes that are made are made to the
temporary checkout file. When the user checks the image-based document
back in, the temporary checkout file is used to update the document on the
server.
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Checking a Document Out
To check a document out:
1. While viewing the document you wish to check out, right click and select
Check Document Out from the menu.
If the document is a non-image document, you will be asked for the
location to save the checked out document to.
Document Check Out Location
2. Select the location to save the file to and click Save.
The document will be placed in the specified location and then opened in
its native application (as specified by the operating system).
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Checking a Document In
To check a document in:
1. While viewing the document you wish to check back in, right click on the
document and select Check Document In from the menu.
The Check In screen is displayed.
Check In
2. Select whether the new edition is a New Version or just a New Revision.
New Versions will increment the version by a whole number (i.e. 1.000
becomes 2.000 and 2.003 becomes 3.000). A New Revision will increment
the minor version of the document (i.e. 1.001 becomes 1.002).
3. Click the … button and select the file containing the new document
version or revision. The location where the file was originally checked out
to is pre-populated.
4. If you wish to have the local file removed once it has been checked in,
select the Delete Source File after Checked In checkbox.
5. Enter any comments you may want to record and click Save.
The new version or revision will be copied to the server and updated.
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Undoing a Document Check-Out
If you check a document out and later decide that you wish to undo the check
out, simply right click on the document and select Undo Check Out from the
menu.
Viewing Check-Out Status
If a document is checked out, you can see who has it by right clicking on the
document and selecting Current Status from the menu.
Version History
You can view the revision history for a document by right clicking on the
document and selecting View Revision History from the menu. The Revision
History screen will be displayed as shown below.
Revision History
From the Revision History screen, you can view an old version of the
document by selecting the version you wish to see and clicking on the View
button (only available for non-image documents). You can also make an old
version the current version by selecting the version you wish to roll back to
and clicking on the Roll Back button.
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Security Audits
In addition to the extensive security reporting capabilities in the
Administration Console, PaperVision Enterprise offers you the ability to
perform security audits for individual documents. These audits provide a full,
detailed listing of every access to and operation performed on the document.
To perform a security audit on a document, simply right click on the
document and select Security Audit from the menu.
Security Audit
You can select print or export to XML the entire contents of the security audit
by selecting either Print or Export.
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Enhanced Auditing
All operations (viewing documents, searches, printing, emailing, exporting,
etc.) are tracked by PaperVision Enterprise. Additionally, administrators may
opt to use the Enhanced Auditing capabilities. When Enhanced Auditing is
enabled for a project, all operations will require the user to enter a recipient of
the information (i.e. emailed to whom), the reason for the disclosure of
information, and (optionally) any additional information.
Making a Disclosure
Whenever an operation is carried out on a document that has enhanced
auditing enabled, information pertaining to that disclosure is required. To
make a disclosure:
1. Select the button on the toolbar to perform the operation (i.e. Print, Email,
etc).
Before the operation is performed, the Enhanced Auditing screen is
displayed.
Enhanced Auditing
2. Select the method of disclosure (i.e. Email, Print, Fax, etc).
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3. Select (or enter) the recipient of the disclosure.
4. Select (or enter) the reason for the disclosure.
5. Enter any additional information pertaining to the disclosure in the Notes
field.
6. Click OK.
The operation will be performed and the audit information will be
recorded.
Manual Disclosures
Sometimes it is necessary to record a disclosure of information not pertaining
to a specific operation in PaperVision (i.e. a phone call). For such occasions,
you can right click on the document and select Manual Disclosure from the
menu.
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Chapter 5 - WorkFlow
Chapter 5 – WorkFlow
WorkFlow Layout
PaperVision Enterprise Workflow
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Chapter 5 - WorkFlow
The WorkFlow screen consists of five sections:
Document View: Shows the document associated with the current
workstep instance.
Workstep List: Located directly under the Document View, this provides
a list of worksteps and their associated workflows that you have access to.
Worksteps Waiting in Queue: This is a list of workstep instances (for the
workstep selected in the Workstep List) that are not yet owned by any
users.
My Worksteps: This is a list of workstep instances (for the workstep
selected in the Workstep List) that are owned by you.
Workstep Tasks: This is a check list of tasks that must be completed for
the workstep that you have selected in the My Worksteps list. Placing your
cursor over a task for a brief moment will also display any description for
that task that was entered by your workflow administrator when they
defined the task.
You can select the Refresh button at any time to refresh the Worksteps
Waiting in Queue and My Worksteps lists.
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Chapter 5 - WorkFlow
Processing a Workstep Instance
To process a workstep instance:
1. From the WorkFlow screen, select the WorkFlow/Workstep that you wish
to work with from the Workstep List located directly under the Document
View.
The Worksteps Waiting in Queue list will be populated with workstep
instances that are unowned.
2. Select a workstep instance (or multiple workstep instances by holding
down your <Shift> or <Ctrl> key while selecting them with your mouse)
by double clicking on the workstep instance or right clicking on it and
selecting Take Ownership from the menu.
3. Based on your WorkFlow Options, you may be prompted to ensure you
wish to take ownership of it. Select Yes to take ownership.
The server will take ownership of the workstep instance for you and place
the new workstep in your My Worksteps list. The newly owned workstep
instance will automatically be loaded, displaying the associated document
in the Document View. You are now ready to execute the workstep.
4. Perform the workstep tasks. When a task is completed, simply click on the
workstep task you have completed.
A checkmark will appear to signify that you have completed the task. The
system will then evaluate whether any post-conditions have been met and,
if appropriate, mark the workstep as completed and transition it to its next
workstep. Tasks that are listed in blue are automated tasks (that either
launch other applications or processes or interact with a third-party
application). These automated tasks are executed when the task before
them has been executed.
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Chapter 5 - WorkFlow
Viewing Worksteps Waiting in Queue
PaperVision Enterprise provides a single view that shows you the number of
worksteps that are waiting in queue (unowned) for any worksteps you have
access to. You can access this view by selecting Worksteps Waiting in Queue
from the Actions menu.
Worksteps Waiting in Queue
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Chapter 6 – User Options
Chapter 6 – User Options
PaperVision Enterprise offers user options to allow users to tailor the
application to their needs. Except where noted, user options are saved on the
PaperVision Enterprise server and, as such, will be used whenever the user
accesses the PaperVision Enterprise system from any location.
Available Options
User options can be accessed by selecting Options from the Actions menu in
the PaperVision Enterprise main screen.
User Options
Max. Results per Query: Specifies the maximum number of documents to
return during a search.
Show Full-Text Options: Specifies that the full-text search options are to be
displayed in the Search Criteria screen.
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Chapter 6 – User Options
Document Grouping: Document grouping takes multiple documents that
have the exact same index values and groups them into what appears to be a
single document (containing up to 100 documents). This is particularly useful
for documents that must have additional pages added over the course of time.
This setting specifies whether documents are not grouped at all (None),
documents are grouped in order with the oldest documents at the beginning of
the new grouped document (Oldest First), or documents are grouped in order
with the most recent documents at the beginning of the new grouped
document (Most Recent First).
Alternate Data Group Retrieval Path: When a document is retrieved,
PaperVision attempts to access the file at the location from which it was
originally loaded. However, if it was loaded from removable media such as a
CD-ROM, the correct CD-ROM may not be inserted in the drive.
Furthermore, one user’s CD-ROM drive letter may be different from another
user’s drive letter. If an Alternate Data Group Retrieval Path is defined,
PaperVision, if unable to locate the necessary file, will prompt the user to
insert the required data group into this location and then check to see if the file
exists. This is a local setting that is saved on the local machine (rather than the
server). IMPORTANT: Never set this value on a computer that is acting as a
PaperVision Enterprise Server. You can, however, set this value on a
PaperVision database server as long as it is not acting as a PaperVision
Enterprise Server.
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Chapter 6 – User Options
Changing Passwords
To change your password:
1. From the PaperVision Enterprise main screen, select Change Password
from the Actions menu.
The Set Password screen is displayed.
Set Password
2. Enter your Current Password.
3. Enter your New Password.
4. Re-enter your new password in the Confirm Password field.
5. Click OK.
Your password will be changed.
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Chapter 7 – Notifications
Chapter 7 – Notifications
Overview
Notifications are messages that are usually generated by the system to let you
know that certain events have taken place that may need your attention. Some
of the notifications that are automatically generated include:
•
A data group was successfully loaded (Entity Administrators)
•
A migration job was submitted (Entity and Global Administrators)
•
A migration job has finished running (Submitting User, Entity and Global
Administrators)
•
A purge failed (Entity and Global Administrators)
•
Login attempts were made to a "locked" account (Entity Administrators)
•
A workstep instance has been unprocessed for too long (Defined User
Group)
The bottom of the PaperVision Enterprise screen displays the number of
notifications that are waiting for you.
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Chapter 7 – Notifications
Viewing Notifications
You can easily view your notifications by selecting Notifications from the
Actions menu.
Notifications
Refresh: Refreshes the list of notifications.
Delete: Deletes the selected notifications.
Print List: Prints the entire list of notifications.
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Chapter 8 – Migration Jobs
Chapter 8 – Migration Jobs
Overview
Migration jobs are created whenever you tag documents for migration. A new
migration job is automatically created whenever a document is tagged for a
new project, or if the migration job for that project has already been submitted
for processing. Once your documents have been tagged for migration, the
migration jobs must be submitted to be processed by the administrator. Once
your migration job has been processed, you will receive a notification within
PaperVision Enterprise.
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Chapter 8 – Migration Jobs
Submitting Migration Jobs
To submit migration jobs:
1. From the PaperVision Enterprise main screen, select Migration Jobs from
the Actions menu.
The Migration Jobs screen is displayed.
Migration Jobs
2. Select the migration jobs you wish to submit and select Submit.
The selected migration jobs will be submitted for processing.
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Chapter 8 – Migration Jobs
Deleting Migration Jobs
To delete migration jobs:
1. From the PaperVision Enterprise main screen, select Migration Jobs from
the Actions menu.
The Migration Jobs screen is displayed.
2. Select the migration jobs you wish to delete and select Delete.
You will be prompted to ensure you wish to delete the selected migration
jobs.
3. Click Yes to delete the migration job.
The selected migration jobs will be deleted.
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Appendix A – System Hotkeys
Appendix A – System Hotkeys
Hotkey
Function
Ctrl + E
Displays the Search screen.
Ctrl + O
Displays the Notifications screen.
Ctrl + W
Displays a new WorkFlow screen.
Ctrl + Q
Displays the Worksteps Waiting in Queue screen.
Ctrl + F
Displays the first page of the first document in the search results
list.
Ctrl + P
Displays the first page of the previous document in the search
results list.
Ctrl + N
Displays the first page of the next document in the search results
list.
Ctrl + L
Displays the first page of the last document in the search results list.
F
Displays the first page of the current document.
P
Displays the previous page of the current document.
N
Displays the next page of the current document.
L
Displays the last page of the current document.
J
Jumps to a specific page of the current document.
W
Zooms the image or document to display its full width.
H
Zooms the image to display its full height.
Spacebar
Zooms the image or document to fit inside the window and sets the
rotation to zero.
R
Rotates the image 90 degrees.
O
Toggles the overlay for a COLD/ERM document on and off.
Ctrl + T
Finds text within the current document.
F3
Finds the next occurrence of text searched for.
G
Creates a document grant.
Z
Prints the current page of the document to the default printer.
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S
Shows/Hides the annotations for an image.
A
Edits the annotations for an image.
Ctrl + A
Shows the textual annotation for a document.
Ctrl + Z
Prints the current document.
Ctrl + R
Prints the displayed region of the current image.
E
Emails the current document.
I
Alters the current document’s index values.
X
Exports the current document.
T
Toggles back and forth between displaying an image and the fulltext information for the image.
Esc
Closes the current screen.
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Appendix B – Frequently Asked Questions
Appendix B – Frequently Asked Questions
This section is intended to answer some questions that are not specifically tied
to any particular section of the manual, but may be of interest to you.
What document file formats are supported for native viewing within
PaperVision Enterprise and PaperVision.net Enterprise, without requiring any
additional software?
Archive Formats
•
7-Zip version 4.57
•
BinHex
•
GZIP version 2
•
Java Archive
•
Legato EMailXtender Archive
•
Microsoft Cabinet format version 1.3
•
PKZIP versions through 9.0
•
WinZip versions through 10
•
Tape Archive
•
UNIX Compress
•
UUEncoding all versions
Binary Formats
•
Executable
•
Link Library
Computer-Aided Design Formats
•
AutoCAD Drawing versions R13, R14, 2000 (R15), 2004 (R18), 2007
(R21)
•
AutoCAD Drawing Exchange versions R13, R14, 2000 (R15), 2004
(R18), 2007 (R21)
•
Microsoft Visio versions 5, 2000, 2002, 2003, 2007
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Database Formats
•
Microsoft Access versions 95, 97, 2000, 2002, 2003
Display Formats
•
Adobe PDF versions 1.1 to 1.7
Graphic Formats
•
Computer Graphics Metafile
•
CorelDRAW versions through 9.0
•
DCX Fax System
•
Encapsulated Postscript (raster) – TIFF header
•
Enhanced Metafile
•
GIF versions 87 and 89
•
JPEG
•
Lotus AMIDraw Graphics
•
Lotus Pic
•
Macintosh Raster version 2
•
MacPaint
•
Microsoft Office Drawing
•
PC PaintBrush version 3
•
Portable Network Graphics (PNG)
•
SGI RGB Image
•
Sun Raster Image
•
Tagged Image File (TIFF) versions through 6.0
•
Truevision Targa version 2
•
Windows Animated Cursor
•
Windows Bitmap
•
Windows Icon Cursor
•
Windows Metafile version 3
•
WordPerfect Graphics 1 version 1
•
WordPerfect Graphics 2 version 2 and 7
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Mail Formats
•
Domino XML Language (non-encrypted embedded files)
•
Legato Extender
•
Lotus Notes Database versions 4, 5, 6.0, 6.5, 7.0
•
Mailbox (MBX) created by Eudora 6.2 and Thunderbird 1.0
•
Microsoft Outlook Message (MSG) versions 97, 2000, 2002, 2003, 2007
•
Microsoft Outlook Express (EML) versions 5 (Mac) and 6 (Windows)
•
Text Mail (MIME)
Multimedia Formats (note: multimedia files are played using the Windows
Media Control Interface)
•
Audio Interchange File Format (AIFF)
•
Microsoft Wave Sound (WAV)
•
MIDI
•
MPEG-1 Video version 2 and 3
•
MPEG-2 Audio
•
NeXT/Sun Audio
•
QuickTime Movie version 2, 3, 4
•
Windows Video (AVI) version 2.1
Presentation Formats
•
Applix Presents versions 4.0, 4.2, 4.3, 4.4
•
Corel Presentations versions 6, 7, 8, 9, 10, 11, 12, X3
•
IBM Lotus Symphony Presentation 3.0
•
Lotus Freelance Graphics 2
•
Lotus Freelance Graphics versions 96, 97, 98, R9, 9.8
•
Macromedia Flash versions through 8.0
•
Microsoft PowerPoint PC version 4
•
Microsoft PowerPoint Windows versions 95, 97, 2000, 2002, 2003
•
Microsoft PowerPoint Windows XML version 2007
•
Microsoft PowerPoint Macintosh versions 98, 2001, v.X, 2004
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•
Oasis Open Document Format version 2.0
•
OpenOffice Impress versions 1, 1.1, 2.0
•
StarOffice Impress versions 6, 7, 8
Spreadsheet Formats
•
Applix Spreadsheets versions 4.2, 4.3, 4.4
•
Comma Separated Values (CSV)
•
Corel Quattro Pro versions 5, 6, 7, 8
•
Data Interchange Format
•
IBM Lotus Symphony Spreadsheet 3.0
•
Lotus 1-2-3 versions 2, 3, 4, 5, 96, 97, R9, 9.8
•
Lotus 1-2-3 Charts versions 2, 3, 4, 5
•
Microsoft Excel Windows versions 2.2 through 2007
•
Microsoft Excel Windows XML version 2007
•
Microsoft Excel Charts versions 2, 3, 4, 5, 6, 7
•
Microsoft Excel Macintosh versions 98, 2001, v.X, 2004
•
Microsoft Works Spreadsheet versions 2, 3, 4
•
Oasis Open Document Format versions 1, 2
•
OpenOffice Calc versions 1, 1.1, 2.0
•
StarOffice Calc versions 6, 7, 8
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Text and Markup Formats
•
ANSI
•
ASCII
•
HTML versions 3, 4
•
Microsoft Excel Windows XML version 2003
•
Microsoft Word Windows XML version 2003
•
Microsoft Visio XML version 2003
•
Rich Text Format versions 1 through 1.7
•
Unicode Text version 3, 4
•
XHTML version 1.0
•
XML (generic) version 1.0
Word Processing Formats
•
Adobe FrameMaker Interchange Format versions 5, 5.5, 6, 7
•
Applix Words versions 3.11, 4, 4.1, 4.2, 4.3, 4.4
•
Corel WordPerfect Linux versions 6.0, 8.1
•
Corel WordPerfect Macintosh versions 1.02, 2, 2.1, 2.2, 3, 3.1
•
Corel WordPerfect Windows versions 5, 5.1, 6, 7, 8, 9, 10, 11, 12, X3
•
DisplayWrite version 4
•
Folio Flat File version 3.1
•
Fujitsu Oasys version 7
•
IBM DCA/RFT version SC23-0758-1
•
IBM Lotus Symphony Documents 3.0
•
JustSystems Ichitaro versions 8 through 2005
•
Lotus AMI Pro versions 2, 3
•
Lotus AMI Professional Write Plus version 2.1
•
Lotus Word Pro versions 96, 97, R9
•
Lotus SmartMaster versions 96, 97
•
Microsoft Word PC versions 4, 5, 5.5, 6
•
Microsoft Word Windows versions 1.0, 2.0, 6, 7, 8, 95, 97, 2000, 2003
•
Microsoft Word Windows XML version 2007
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•
Microsoft Word Macintosh versions 4, 5, 6, 98, 2001, v.X, 2004
•
Microsoft Works versions 2, 3, 4, 6, 2000
•
Microsoft Windows Write versions 1, 2, 3
•
Oasis Open Document Format versions 1, 2
•
OpenOffice Writer versions 1, 1.1, 2.0
•
StarOffice Writer versions 6, 7, 8
•
WordPad versions through 2003
•
XyWrite version 4.12
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Appendix B – Frequently Asked Questions
What document file formats are supported by PaperVision’s full-text database
engine?
In addition to PaperFlow data groups (that have been processed with
OCRFlow) and DataFlow data groups, PaperVision can extract full-text
information from the following document file formats:
•
Adobe Acrobat – pdf
•
Ami Pro – sam
•
ANSI/ASCII text – txt
•
EBCDIC
•
Eudora MBX message files – mbx
•
GZIP – gz
•
HTML – htm, html
•
JPEG – jpg
•
MBOX email archives (including Thunderbird) – mbx
•
MHT archives (HTML archives saved by Internet Explorer) – mht
•
MIME messages
•
Microsoft Excel – xls/xlsx
•
Microsoft Internet Explorer Archives - mht
•
Microsoft Excel 2003 XML – xml
•
Microsoft Outlook Email files – eml
•
Microsoft Outlook Express 5 and 6 message stores – dbx
•
Microsoft Outlook Message files - msg
•
Microsoft PowerPoint – ppt/pptx
•
Microsoft Rich Text Format – rtf
•
Microsoft Vista XML Paper Specification - xps
•
Microsoft Word for DOS – doc
•
Microsoft Word for Windows versions 1, 2, 6, 7, 8 (Word 97), 9 (Word
2000), 10 (Word XP), 11 (Word 2003), 12 (Word 2007) – doc/docx
•
Microsoft Word 2003 XML – xml
•
Microsoft Works – wks
•
MP3 (metadata only) – mp3
•
Multimate Advantage II – dox
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•
Multimate version 4 – doc
•
OpenOffice 2.x and 1.x documents, spreadsheets, and presentations – sxc,
sxd, sxi, sxw, sxg, stc, sti, stw, odt, ott, odg, otg, odp, otp, ods, ots, odf
(includes OASIS Open Document Format for Office Applications)
•
TAR – tar
•
TIFF – tif
•
Transport Neutral Encapsulation Format – tnef
•
Treepad – hjt
•
Unicode (UCS16, Max or Windows byte order, or UTF-8)
•
WMA media files (metadata only) – wma
•
WMV video files (metadata only) – wmv
•
WordPerfect versions 5 and later – wpd, wpf
•
WordStar versions 4, 5, 6 – ws
•
Write – wri
•
XBase (including FoxPro, dBase, etc.) – dbf
•
XML – xml
•
XSL – xsl
•
ZIP – zip
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Appendix B – Frequently Asked Questions
In order to gain a better understanding of the use of “Maximum Results per
Query” and “Document Grouping” user settings, please explain the manner
that PaperVision Enterprise searches for documents.
The following is a list of steps PaperVision takes to perform a search that does
NOT include full-text search criteria:
1. PaperVision executes the submitted index value query against the SQL
database, limiting the results to the value specified by Maximum
Results per Query and sorting by the Document ID value.
2. For each document returned from that database query, PaperVision
checks to ensure the requesting user has document level access to it.
3. If, after stripping out documents, there are fewer than Maximum
Results per Query, PaperVision will repeat steps 1 and 2 for the next
group of documents. When the correct number of documents are found
(or no more meet the criteria), PaperVision will continue to step 4.
4. PaperVision sorts the final set of documents based on the user’s
requested sort order and field.
5. PaperVision cycles through the documents, queuing them up to be
returned to the client. As it does this, if the user has document
grouping enabled, PaperVision will compare document index values to
see if any document groups should be created.
The following is a list of steps PaperVision takes to perform a search that does
include full-text search criteria:
1. PaperVision submits the full-text search criteria to the full-text
database engine, instructing it to return, at most, the number of
documents specified by Maximum Full-Text Items (configured by the
system administrator). The engine returns the Document ID values
(and additional information) of any documents that the full-text engine
finds.
2. PaperVision appends the submitted index value query (if any) to also
require the resulting documents to have Document ID values that are
in the list of those found by the full-text engine.
3. PaperVision executes the submitted index value query against the SQL
database, limiting the results to the value specified by Maximum
Results per Query and sorting by the Document ID value.
4. For each document returned from that database query, PaperVision
checks to ensure the requesting user has document level access to it.
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5. If, after stripping out documents, there are fewer than Maximum
Results per Query, PaperVision will repeat steps 3 and 4 for the next
group of documents. When the correct number of documents are found
(or no more meet the criteria), PaperVision will continue to step 6.
6. PaperVision sorts the final set of documents based on the user’s
requested sort order and field.
7. PaperVision cycles through the documents, queuing them up to be
returned to the client. Since a full-text search was issued, no document
grouping is used.
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Appendix B – Frequently Asked Questions
How does PaperVision’s file caching scheme work?
PaperVision implements advanced caching processes to minimize the chance
of a document being accessed by an unauthorized party. When using an
application server or PaperVision.net Enterprise in your PaperVision
installation, the document store is never exposed to outside users, nor is it
exposed to the PaperVision users.
When a user retrieves a document:
1. The PaperVision server caches the first page of that document to a
temporary location and then passes that information to the PaperVision
document viewer.
2. The PaperVision document viewer retrieves the file from the
temporary location on the server and stores it in a temporary location
on the client machine.
3. The PaperVision document viewer notifies the PaperVision server that
the cached file can be removed.
4. The PaperVision server removes the cached file.
5. Steps 1 through 4 are repeated for any additional documents or pages.
6. When the PaperVision document viewer is closed, it clears out the
cached files on the local machine.
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