5.8 The Tool Tabs
5.8.1 Main Tab
When opened, Document Manager displays the Main tab (see Figure 10 below). If the mouse pointer hovers over or clicks on a button, the button is highlighted and a tooltip displays.
Figure 10: Main Tab
See Table 2 for a description of the buttons on the Main tab:
Group
Button
Description
Explorer Explore Drawers Displays the list of drawers.
Search Search Folders Opens the Search for Folder dialog box. Search Documents Opens the Search for Document dialog box.
Scan Scan Starts the Document Scanning Module.
Searches Saved Searches Opens the Saved Searches dialog box.
Workspace Workspace Opens the Workspaces dialog box.
Click the down arrow under the button to select from a list of saved workspaces.
Other Help Opens the Document Manager User Guide PDF file. Exit Exits Document Manager.
5.8.2
Drawer Tab
Once a drawer is selected in Document Manager, the middle tab changes to display the Drawer ribbon (see Figure 11 below). When the mouse pointer hovers over or clicks on a button, the button is highlighted and a tooltip displays.
Figure 11: Drawer Tab
See Table 3 for a description of the buttons on the Drawer tab:
Group
Button
Description
Folder New Folder Creates a new folder in the selected drawer.
Search Search Folders Opens the Search for Folder dialog box. Search Documents Opens the Search for Document dialog box
Properties Properties Opens the View Drawer dialog box and displays the selected drawer’s
properties.
Table 3: Drawer Tab Buttons
For more information about drawers, refer to 8 Drawers on page 51.
5.8.3
Folder Tab
When you have clicked on a folder in Document Manager, the middle tab changes to display the Folder ribbon (see Figure 12 below). When the mouse pointer hovers over or clicks on a button, the button is highlighted and a tooltip displays.
See Table 4 for a description of the buttons in the Folder tab:
Group
Button
Description
Folder
Open Opens the selected folder.
New Sub-Folder Creates a new sub-folder.
Delete Deletes the selected folder or sub-folder. Users are asked to confirm deletion.
Parent Folder This button is only available when you select a sub-folder. Click to view the contents of the sub-folder’s parent folder.
Document
New Creates a new document.
Import Imports a document from a hard drive or off the network.
Paste
Click the down arrow to select an option:
• Document – Pastes a full copy of the document into the selected folder or sub-folder.
• Document Reference – Pastes the document’s reference into the selected folder or sub-folder.
Properties
View Index Views the index fields of the folder or sub-folder. Users cannot make changes in this dialog box (to do this, see ‘Edit Index’ below).
Edit Index Click to modify the index fields of a folder or sub-folder.
Audit Trail Click to view the audit log of the selected folder or sub-folder.
Table 4: Folder Tab Buttons
For more information about folders, refer to section 10 Folders on page 54.
5.8.4
Document Tab
Once a document is selected, the middle tab changes to display the Document ribbon (see Figure 13 below). When the mouse pointer hovers over or clicks on a button, the button is highlighted and a tooltip displays.
The buttons that are displayed on the Document tab depend on your licensed features, the type of document selected (image or application document) and, if an application document is selected, whether it is checked out or not. See Table 5 for a description of the buttons in the Document tab:
Group
Button
Description
Document
New Creates a new document.
Open/View
Opens the selected document. Application documents will open in the related application; image documents will open in the Document Manager Image Viewer. If application documents are required to be checked out for the drawer, and the selected document is not checked out by you, the option changes to View because a read-only copy of the document will open.
Open Multiple
If the Application Document Preview feature is in use and you have selected multiple image documents, you can click this button to open the documents in Image Viewer at the same time.
Prints the selected document.
NOTE: If the ‘Application Document Preview’ license feature is enabled and a ‘redaction’ annotation has been added to an application document, the document cannot be printed in its original format unless the user has the ‘Hide Redaction’ or ‘Super Administrator’ permissions. If a user does not have these permissions, only the image generated for the document can be printed, with the redaction applied.
When one of these options is selected, the email system automatically opens and the name of the document is placed in the subject field of the email.
For Image Documents, the available options are:
• Email Native Document – If an image is stored in Document Manager in an image format other than TIF or PDF (for example PNG or JPG), you can use this option to email the image in its native format.
• Document as TIF – Attaches the document as a TIF image to the email. The email recipient can view the TIF file using an appropriate image-viewing tool.
• Document as PDF – Attaches the image document to the email as a PDF. Any annotations in the image document are removed from the document (except redactions) and the recipient will only view the document in its original state. For more information on annotations, see 15.6 The Annotation Tab Tools on page 187.
• Reference – Attaches a link to the document in the email, significantly reducing network overhead. (The email recipient must be a Document Manager user.)
• Zipped TIF – Compresses the TIF file(s) prior to emailing. If the image is already compressed, this will not make the files smaller.
• Zipped PDF – Compresses the PDF file(s) prior to emailing. If the image is already compressed, this will not make the files smaller.
• Advanced Options – Enables users to email a selection of pages, to save as a different format and to compress the emailed image document. If selected, the
Group
Button
Description
Document (continued)
Email (continued)
For Application Documents, the options are:
• Document – Attaches the application document to the email in its native format.
• Reference – Attaches a link to the application document in the email, significantly reducing network overhead. (The recipient must be a Document Manager user.)
• Zipped – Attaches a compressed version of the document to the email.
NOTE: If the ‘Application Document Preview’ feature is enabled and a redaction has been added to an application document, the document cannot be emailed in its original format unless the user has the ‘Hide Redaction’ or ‘Super
Administrator’ permissions.
Export
Exporting saves a copy of a document to a selected location outside of Document Manager. Different options are available for application documents and image documents.
For Image Documents, the options are:
• Export Native Document – If an image is stored in Document Manager in an image format other than TIF or PDF (for example PNG or JPG), you can use this option to export the image in its native format.
• Document as TIF – Converts the document to a TIF file and exports to the selected location.
• Document as PDF – Converts the document to a PDF file and exports to the selected location.
• Advanced Options– Enables users to export a selection of pages, to save as a different format and to compress the export image document. If selected, the
Export Pages dialog box is displayed.
For Application Documents, the following is displayed:
• Document – Exports a copy of a document without its index fields to the selected location.
NOTE: If the ‘Application Document Preview’ feature is enabled and a redaction has been added to an application document, the document cannot be exported in its original format unless the user has the ‘Hide Redaction’ or ‘Super
Administrator’ permissions.
Editing
Cut Cuts the selected document, ready for pasting in another location.
Copy Copies the selected document.
Paste
Select a paste option:
• Document – Pastes the document or a copy into the selected folder or sub-folder.
• Document Reference – Pastes the document’s reference into the selected folder or sub-folder.
Group
Button
Description
Find Find
Select the item(s) for which you want to search:
• All References – Searches for all references to the selected document.
• All Versions – Searches for all versions of the selected document.
• Parent Folder – Searches for the parent folder of the selected document.
Properties
View Index Views the index fields of the document. You cannot make changes in the properties with
this selection (see ‘Edit Index’ below).
Edit Index Select to modify the index fields of a document.
Edit Multiple Indexes
If you select multiple documents that reside in the same drawer, you can click this button to change index field values for all of the documents at the same time. The
Modify Multiple Document Properties dialog box displays.
If you leave an index field blank in the Modify Multiple Document Properties dialog box, no changes will be made to that index; it will NOT erase existing index information.
Audit Trail Views the audit log of the selected document.
Actions
Check Out/ Check In
Checks the selected document out for editing. When the user is finished, he/she checks the document back in. Available for application documents only. Refer to 11.10 Check Out/Check In Documents on page 91 for more information.
Undo Check Out
Select to undo a document check out. Available for application documents only. Refer to
11.10.3 Undo Check Out on page 93 for more information.
Index (Batch)
If you select image documents that reside in the ‘Batches’ drawer, this button is available. Click the button to start the process to index the documents. The Select Images for Document dialog box displays. See 14.13 Saving Scanned Documents on page 163 for more on saving documents to Document Manager.
View Meta Data
This option is only available if the Search Service is installed and only applies to image documents.
Click to view the meta data generated by the Optical Character Recognition (OCR) process for the selected document. The meta data displays in a text file.
Whether a specific document has been read by OCR is dependent on the OCR settings defined by the System Administrator in the Search Service configuration.
View Text Search Hits
If you have run a content search for documents, click this button to view the matching content for the selected document. The text hits open in an HTML file, typically in your Internet browser.
Mark For Reprocess
This option is only available if the Search Service is installed.
Click to mark the selected document(s) to be re-indexed, and/or re-read using OCR, by the indexer service.
Group
Button
Description
Actions (continued)
View FTS Indexes
This option is only available if the Search Service is installed.
Click to view an HTML document containing the indexes that the search service holds for the selected document. If you select more than one document and click this button, multiple files will open.
Send to Workspace
Sends the selected document(s) to a new Workspace, or a saved Workspace that is currently open, so actions can be performed on multiple items, i.e. email, print, and export.
Table 5: Document Tab Buttons
For more information about documents, refer to section 11 Documents on page 64.
5.8.5
View Tab
Click on View to display the View tab and its available functions. When the mouse pointer hovers over or clicks on a button, the button is highlighted and a tooltip displays. See Figure 14 for the View tab options:
Figure 14: View Tab
See Table 6 for a description of the buttons on the View tab:
Group Button
Description
View
View Options
Click on the drop-down arrow to select a view option:
• Large Icons – Displays large icons for documents and folders in the Document Manager views.
• Small Icons – Displays small icons for Document Manager documents and folders.
• List – Displays a single line for each folder or document with no column data.
• Details – Displays columns for folders and documents, including index values.
Split Horizontal Toggles the view so that the databases, drawers and folders display at the top of the
screen (horizontally) and the document view is displayed on the bottom of the screen.
Refresh Refreshes the Document Manager display. There is also a Refresh button at the
Group Button
Description
Window Window Options
Select an option to control the display of the Document Manager windows:
• Cascade – Layers the windows on top of each other so that all their title bars are showing, allowing easy selection of each.
• Tile Horizontal – Divides the Document Manager desktop area vertically between the windows, with each window taking the full width of the desktop, but sharing the height.
• Tile Vertical – Divides the Document Manager desktop horizontally between the windows, with each window taking the full height of the desktop, but sharing the width.
• Close Document Windows – Closes all windows that are either single folder views or search results, but leaves the Document Manager explorer window open.
• Clear Desktop – Closes all windows in the Document Manager desktop area.
• Close Image Windows – Closes all Image Viewer windows.
Switch Windows Allows a user to switch between open windows.
Show/ Hide
Status Bar
This checkbox controls whether or not the Status Bar is displayed at the bottom of the main Document Manager window:
• Select the checkbox to show the Status Bar. The Status Bar displays the user name, licensee name and connection status.
• Clear the checkbox to hide the Status Bar.
Tabbed View
Controls the appearance of the Document Manager display:
• Select to display Document Manager lists in a tabbed view, which can be navigated by clicking the tab headings.
• Clear the checkbox to display Document Manager lists in windows.
Dock Preview
This option controls whether or not the Document Preview Pane is displayed in a separate window:
• Select to display the preview pane in the same tab or window as document lists.
• Clear to display previews in a separate window. The window can be moved or resized independently of the main Document Manager window.
5.9
Application Menu
To access the Application menu:1. Click the File tab:
2. The Application menu displays:
See Table 7 below for a description of the items in the Application menu. If you have not been given the permission to access an item, it will not display in the menu.
Item
Description
Explore Drawers Displays the list of drawers.
Search Folders Opens the Search for Folder dialog box.
Search Documents Opens the Search for Document dialog box
Scan Starts the Scanning Module.
Saved Searches Opens the Saved Searches dialog box.
Item
Description
Screen Scraping Accesses the Hotkey / Screen Scrape Definitions dialog box.
Change Password Change your Document Manager login password.
User Settings Select to access the User Settings dialog box.
Export with Indexes Select to export specific documents with their index information.
Index Batches Select to index a scanned batch of images and save them into Document Manager.
XML Import
Select to import a document or documents with index information held in an XML file. The
Import Documents via XML dialog box displays. See 11.5 Importing Documents via XML on page 78 for more information.
Express Import Select to import document from Kofax Express. The Express Import dialog box displays. See
Appendix G: Kofax Express Import on page 236 for more information.
Logout/Disconnect Select to log out of Document Manager. This is not a full exit of Document Manager; the main
Document Manager window remains open so that you do not have to restart the program.
Recent Documents Displays recently-viewed documents for easy access.
Recent Folders Displays recently-opened folders.
Exit Select to exit Document Manager.
Table 7: Application Menu Options