Introduction to PaperWise ... 2
Primary Components ... 2
Document Management System vs. Library ... 3
4 Steps of Document Management ... 4
Administration ... 8 Integration ... 8 PaperWise Suite ... 9 Configuration ... 11 Directory Structure ... 11 Network Permissions ... 12
Creating the Database ... 13
Managing Licenses ... 13
Volumes ... 16
Users / Groups ... 20
Active Directory Synchronization ... 23
File Cabinets ... 25 ImageWise Basics ... 34 Select Scanner ... 34 Scanner Configuration ... 34 Screen Regions... 35 Document Preparation ... 40
Front-End vs. Back-End Scanning ... 40
Scanning Documents ... 41
Rescanning Pages ... 41
Submitting Documents ... 42
Send To / Print to PaperWise ... 43
Query Basics ... 45
Query User Interface ... 45
Finding Documents ... 51
Working with Documents ... 52
Printing & Faxing Documents ... 57
Emailing Documents ... 57
Notes ... 60
Bookmarks ... 61
Query – Tab View ... 63
Document Versioning ... 66
PaperWise Utilities... 71
Workbench ... 71
PaperWise Dashboard ... 78
The PaperWise document management system is a tool to improve communication within an
organization by providing a means to capture, store, organize, retrieve, deliver, update and dispose of documents. PaperWise employs a flexible and scalable architecture based on Microsoft technology. This allows the system to adapt to the individual needs of organizations, whether they consist of a few users or several hundred.
The primary components of the PaperWise system are the documents being stored in the system, the SQL Server database and the data repository.
Virtually any type of document can be saved in the PaperWise document management system for retrieval at a later time. In addition to scanned images, you can also save electronic files such as
Word documents, email messages, Power Point presentations and even sound files (i.e. MP3 and Wave files).
PaperWise uses Microsoft SQL Server for its database engine. The database saves the index information for all documents stored in PaperWise in tables referred to as file cabinets. The database also controls security and manages workflow in the PaperWise system.
Library Document Management System Documents Books, Magazines,
Cassettes, CDs
Scanned images, Word documents, Excel documents, emails, etc.
Storage location
Shelves Volumes (a folder on the server or a table in a database)
Index Card file SQL Server database
The library stores documents in a physical location, usually on shelves. While this provides some organization to the documents it’s still difficult and time consuming to find an individual book just by searching through the shelves.
PaperWise stores documents in a physical location on the file server. Depending on the configuration preferences of the administrator they are either stored in a folder on a network share (magnetic volume) or in a table in a SQL Server database (database volume). The location selected is referred to as a volume. Similar to the library, even if a user could search through all the documents in a volume to find a document it would be inefficient and time consuming.
The library uses an indexing system to help patrons and staff locate specific documents. The card file indexes documents by the author, title of the document and the topic. An individual can use any of these criteria to locate the book they want.
PaperWise uses index fields created by the system administrator to identify stored documents. The index fields are maintained in a file cabinet, which is a table within the SQL Server database. The administrator can create as many
fields as necessary to help users find documents in the system. The database allows the user to quickly identify and locate documents based on the values entered into the index fields.
Usually, file cabinets are created for departments or business processes within an organization, for instance Accounting, Human Resources, Claims, etc. Typically each file cabinet will have a different set of index fields.
There are 4 steps in managing documents electronically.
Capture documents
The first step is to capture documents into the system. Hard copy documents can be acquired by scanning. Electronic documents such as Word or Excel files, emails and so forth can be acquired using the PaperWise print driver or the Send To PaperWise menu option.
Index documents
Indexing documents is the process of entering values into the index fields created by the system administrator and submitting them to be saved in the database. These values can be entered at the time the document is captured, or entered later in the process.
Retrieve documents
PaperWise allows users to search for and retrieve documents using the values that have been entered in the index fields during indexing. After they are retrieved documents can be printed, faxed, emailed or exported for use in the business process.
Archive / Dispose of documents
PaperWise provides three applications for capturing documents. Each application provides functionality to capture documents using a different method.
ImageWise
ImageWise provides an interface to a scanner. It allows the user to capture an electronic image of a paper document. In order to use ImageWise a supported scanner must be connected to the workstation with the scanner drivers properly
installed. Once the electronic image is captured the user has the option of entering values in the index fields before submitting the document to be saved in the PaperWise system.
Print to PaperWise
This is a printer that is installed on the workstation with the PaperWise client. Users can use the Print to PaperWise printer the same way they would use a normal printer, except the document is captured
as an image in PaperWise rather than being sent to a printer. When a document is printed to PaperWise the Send To application opens displaying the captured image. It also displays the index fields available for the user to populate. When the Current, Selected or All command buttons are clicked the document is saved into PaperWise and the index values that were entered are stored in the file cabinet.
Send To PaperWise
Documents may be saved in PaperWise in their original document format using the PaperWise Send To application. Clicking on File | Send To | PaperWise in most
applications, or right-clicking on a file and selecting Send
To | PaperWise in Windows Explorer will launch the
PaperWise Send To application and capture the document. If the document is not an image format it will not display in the Send To viewer window, but it will allow the user to enter index information and the document will be saved in
Indexing is the process of associating values to a document that can be used to find the document later. Indexing is a critical step in the document
management process. Entering inaccurate information in the index fields makes finding documents difficult, although not impossible.
Certain index fields, called Internal Fields, are automatically populated when a document is captured and submitted to PaperWise. Custom fields that are defined by the system administrator when the file cabinet is created may also be populated. Custom fields may be populated at the time the document is captured, or they can be left blank and populated at a later time.
The values entered into the index fields are stored in the file cabinet along
with pointer information that tells PaperWise where the actual document is located. Each document is represented by a record in the database containing the index values associated with that document. The database can then be searched for records that contain specific values.
PaperWise is administered through a MMC (Microsoft Management Console) plug-in called PaperWise Management Console which usually is run on the server. The interface should be familiar to
administrators who have worked with Microsoft applications, substantially reducing the learning curve. Using PWMC administrators can create databases and file cabinets. They can also add and delete users and groups and set security
permissions for documents in the PaperWise system. Some administrative tasks can be delegated to users and can be executed through Client Management Console. The Client Management Console runs on the user’s workstation allowing the user to perform administrative tasks without accessing the file server.
PaperWise is a suite of products comprised of the core applications, ImageWise, SendTo and Query, and several other components that can be added to the core products to provide a custom solution that addresses the business needs of the organization.
InfoWise is a printing utility that utilizes advanced query statements to compile documents stored in the PaperWise database. Collating brings related documents together in a logical group, eliminating the need to manually search for, retrieve, and arrange the documents. Multiple query statements can be used to collate documents of different types or from different file cabinets. This utility is used heavily for rendition billing to
collate invoices with supporting documents. InfoWise also supports XML definition files that can customize the output, for instance sending some documents via email, others via fax and still others to the printer.
The PaperWise Dashboard allows the creation of objects that monitor the
PaperWise database. Dashboard has a couple of common uses. One is to provide a visual gauge to monitor the status of a group of documents. Another use provides a hidden object that keys events when a document queue reaches a specific level (minimum, maximum or as specified). The event could key the sending of an email
message, the display of a message on your computer screen, the starting of another application or a PaperWise Script.
The Workflow Toolbar makes it easier to follow specific workflow processes by providing a customized toolbar that can be used to run PaperWise and Visual Basic scripts as well as other executable files. Buttons can be created on the Workflow Toolbar to link to frequently used web pages. Buttons can be created manually or you can drop icons from the Windows Desktop onto the toolbar. The Toolbar can be docked to either the right or left side of the Windows Desktop or it can float.
FaxWise communicates with a netowork fax server - a computer or device on the network that captures incoming faxes and sends outgoing faxes,
eliminating the need for standalone fax machines. FaxWise integrates with some of the more popular fax servers to pickup incoming faxes, convert them into an image format, and store them in the PaperWise system. FaxWise can also be configured to populate index fields with default values. Once FaxWise is configured, no other user action is necessary, however, the FaxWise icon will appear in the system tray. Double-click the icon to edit configuration settings.
Multifunction peripherals, or MFPs, are stand-alone devices that scan, print and fax documents. Generally they are configured to allow the user to input an identification code which tells the MFP where to save the scanned documents. MFPWise runs as a Windows service and monitors folders on the PC or server. When a file is placed in one of the folders being monitored, MFPWise tries to import the file into PaperWise as a document. If the file is not a standard image format MFPWise will
generate an error. Like FaxWise, MFPWise can be configured to populate index fields with default values.
For organizations that use Microsoft Exchange for their email, ExchangeWise can be configured to monitor specific inboxes on the
Exchange Server. When messages are received in the inbox ExchangeWise imports the message and any attachments. This application runs as a service on the Exchange Server.
The PaperWise document management system is configured and maintained using a Microsoft Management Console plug-in called PaperWise Management Console. This provides a familiar look and feel for administrators who have dealt with Microsoft SQL Server.
The main components in configuring the document management system are volumes, users, groups and file cabinets. This module covers the basic configuration of each of these components in detail. Advanced features are discussed in the Advanced Administration workshop.
The PaperWise server install program will create a PaperWise Suite V6 folder under Program
Folders and copy the program files to that location. In order to keep the data and integration files
organized and provide for future expansions there is a recommended folder structure that has proved optimal in most installations.
Determine which server and partition will host the PaperWise database and documents. Select a location that has sufficient space to accommodate the amount of data necessary to meet the
organizations objectives. On that partition create a folder called PWDATA. This will be the root folder for the PaperWise structure. The remaining structure should look like this:
PWDATA
PWVolumes PWDB Integration DataWise
<database>.mdf
<database>.ldf SourceFiles Scripts
<File Cab folder>
Vol1 Vol2 Vol3 Scripts Toolbars Backup
Install
This folder is the root container for all the documents. Create subfolders for each file cabinet with the actual volume folders beneath it.
The location of the database files defaults to the Microsoft SQL Server folder which is usually on the system partition under Program Files. The database should be located in the PWDB folder. This folder should be created on the data partition of the file server in order to allow sufficient space for the database to grow as records are added to the system.
Files used for integration typically fall into two categories, script files (DisplayWise scripts and VB Scripts) and toolbar files. Storing the scripts in this folder on the network will make administration easier as the script will only need to be edited once rather than making a change on each workstation.
In the Install folder create two subfolders. One named for the version of PaperWise you are installing. Copy the install files into this folder so they will be easily accessible as you’re installing workstations. Name the other folder “Reg.” Once you have configured the first workstation export any registry settings that you want to use on other workstations to this folder so they will be accessible as you are configuring other workstations.
DataWise is the PaperWise application for processing text-based reports from your management system (sometimes referred to as COLD data). These reports should be downloaded to the
DataWise\Sourcefiles folder. Once the files are processed they should be moved to the Backup
folder for a period before they are purged. Perl scripts created in DataWise to process the data files should be stored in the Scripts subfolder. Organizations that are not using DataWise don’t need this folder.
Users must have read / write access to the PWVolumes folder and its subfolders. This allows users to capture documents into the volume folders as well as view documents from those folders.
The database is the heart of the Paperwise Document Management System. Before documents can be added to the system a database must be created which will store and manage all the index information used to identify the documents. The database is also used to manage security. As noted above the database files should be located in the
PWDB folder on the file server. The database is created from
within the PaperWise Management Console.
1. Right-click on the server node
2. Select Database | Create Database…
3. In the Create Database window enter the name of the database (usually this will be PaperWise or the name of your organization)
4. In the Database Path and Log File Path fields enter the path to the …\PWData\PWDB folder
5. Click OK
6. When prompted to “overwrite the database and server cache” answer Yes
While it’s not necessary to apply the licenses in order to use the PaperWise Management Console to configure your system, you can’t access any of the client applications such as ImageWise or Query until the licenses are applied. Use the Licenses node in the Management Console to apply and allocate licenses.
To apply licenses to a new database, or update licenses on an existing: 1. Right-click on the Licenses node in Management
Console
2. Select New | License
3. Enter the Activation Key (this will be provided to you by PaperWise) and click Next
If you can access the internet from your server proceed to step 4, otherwise skip to step 6.
4. choose Retrieve license information
electronically from PaperWise and click Next
If you don’t have an internet connection on your server you will need to obtain a license file from Paperwise to apply the licenses to your database. Once you have obtained the license file:
6. Select Specify file containing license
information after entering the Activation Key and
click Next
7. Browse to the location where the license file is saved and click Next
8. The number of licenses purchased for each PaperWise component will be displayed in the list box
9. Click Finish
After the licenses have been applied the License node is used to allocate licenses and monitor session usage.
Concurrent licensing allows users to install PaperWise on as many computers as they want, but it limits times the application may be open in any one instance. If concurrent licenses are not allocated they behave as pre-6.3 versions.
If any concurrent licenses are allocated for an application only the users or group members to whom the licenses have been allocated will be able to access that application and only the number of licenses that have been allocated will be available.
The program will allow you to allocate more concurrent licenses than you have available. In such a case the licenses will be used on a first come – first served basis.
The number of licenses allocated to a group is the maximum number of concurrent sessions the members of that group can use.
If a person is a member of two groups, both of which have licenses allocated for a particular application, when the user runs that application the license will be taken from the first group listed in the Allocations tab.
Named user licensing allows the administrator to allocate licenses for a PaperWise application to specific users. Different users may be assigned different licenses depending on their job functions. You can have a mix of concurrent and named user licenses.
In Sessions under the License node the administrator can check the properties of a session. This will tell them the application being used, the user, when the session started, how long the session has been open and the type of license being consumed.
Volumes define the physical location of the documents entered into PaperWise. The volume is a means of linking a folder on a network share or optical drive, or a table in a SQL Server database, to a file cabinet. PaperWise will then store documents saved to the file cabinet in that volume.
It is possible, and in fact preferable when using magnetic volumes, to have more than one volume assigned to a file cabinet. This minimizes the risk of users trying to capture documents into a volume that is locked by another user.
PaperWise provides the flexibility of defining three types of volumes – Magnetic, Database & Optical.
Magnetic
A magnetic volume simply points to a folder that has been created on a network share, NAS, or SAN. Documents written to a magnetic volume are saved into a container called a TCK file. The TCK files contain several
documents clustered together and compressed in a single file with a proprietary header (similar to a .zip file). The TCK container optimizes use of disk space and also provides an additional layer of security by preventing users who may stumble upon the volume location from viewing the documents contained in the TCK file. When the TCK file reaches approximately 25MB the program closes the file, creates a new TCK file and begins writing documents into the new file. Having the TCK files closed after they reach 25 MB makes data backups more
efficient. Once the TCK file is closed it no longer is backed
up during incremental backups. A full backup will still backup the closed TCK files so you keep a current copy.
Pros
Expanding the document storage area for a file cabinet is relatively easy. File cabinet object storage can span multiple servers or devices.
Documents are backed up with the server backup system.
Cons
Database
A database volume is literally a table in a database on the SQL Server. The documents are stored within the database as binary records. The database volume can be in the same SQL Server database that is being used for the index information; however, unless the system is quite small it is recommended that a separate database file be created for the volume tables.
Pros
Since the data is accessed using the SQL Server account the user does not have to be authenticated on the server where the volume resides.
Cons
The database will grow very rapidly due to the size of the document files being stored in it. Expanding the document storage space may require purchasing additional SQL Server licenses.
Backing up document files requires creating SQL Server backup jobs.
Optical
Optical volumes point to a volume on an optical device. Typically the optical volume represents one side of a platter. Optical volumes are rarely used due to the low cost of hard drives.
Pros
Storage space is easily expanded by removing older platters and replacing them with new ones.
Cons
Prerequisites
Since volumes point to a physical location, whether it’s a folder or a database table, the folder structure or database should be created before the volume is defined.
To define a separate SQL Server database to store documents right-click on the server object in PaperWise Management Console, then choose
Database | Create Database for Volumes.
Defining Volume Properties
1. Right-click on the Volumes node 2. Select New | Volumes from the pop-up
menu
3. Enter the volume properties 4. Click OK
Volume Name
The volume name is simply the name that PaperWise recognizes for assigning the volume to a file cabinet.
Incorporate the file cabinet name, or an abbreviation of the name, into the volume name in order to easily identify which cabinet the volume should be assigned to.
Description
The description is an optional setting. It is only there for the administrator’s reference.
Vol Type
This is where you specify whether the volume is:
Database
A database table.
Magnetic
A folder on a network share.
Optical
Location
The location input box will change depending on the volume type selected. If Database is selected specify the SQL Server database the documents will be stored in. PaperWise will assign a GUID (Globally Unique Identifier) as the table name.
For magnetic and optical volumes click on the ellipses button (…) and browse to the folder where the
documents will be stored. If the folder doesn’t exist click the Make New Folder button. You can also type in the path. If the folder doesn’t exist the PaperWise
Management Console will ask if you want it created.
Use the UNC path to avoid having to map a specific drive for each user.
When a volume is created PaperWise assigns a Volume ID which is a unique number that PaperWise uses to identify the volume. Once created the Volume Type cannot be changed. If the Location is changed after documents have been added to the volume users will receive an error when they try to retrieve documents that were saved to the old location.
When the file cabinet is created volumes that have been defined can be assigned to the file cabinet using the Volumes tab. See Volumes under File Cabinets later in this section.
File cabinets can have multiple volumes assigned to them. When multiple volumes are assigned to a file cabinet PaperWise will balance the amount of data being written to each volume. However, a volume can only be assigned to one file cabinet. This prevents having confidential data and non-confidential data stored in the same container.
User accounts are used in PaperWise to maintain the security of the documents saved in the system. When a user executes a PaperWise program they are prompted for a username and password. Based on the account they use to log in they are allowed to access documents based on the permissions and security restrictions the administrator has set.
1. Right-click on the Users (or Groups) node 2. Select New | Users from the pop-up menu 3. Enter the User Properties
4. Click Apply
Real Name
This is the name that will appear in User List fields. This field can be modified after the account is created.
Username
Usernames can be up to 20 characters and may contain spaces. This is the name users will enter to log in to PaperWise. This is also the name that will appear when adding users to a group. Once the account is created the username cannot be changed through the PaperWise Management Console interface. Refer to “Changing Usernames” in the Advanced Administration course for instructions on changing the username on an account.
User type
Normal User
Use this type for most users in your system.
IT Administrator
Users defined as IT Administrator have full access to ALL file cabinets in the database. They also have full access to the License Manager module which enables them to add or remove licenses and terminate active sessions.
Inactive
User Status
Active
This is the normal status for a user who currently has access to and is using the PaperW ise software.
Inactive
This allows the administrator to disable an account without removing it. This would be used to disable the account of a terminated employee or to temporarily disable the account of a user who is leaving for an extended time.
Windows Account (Optional)
Enter a Windows user account name to associate with this PaperWise user. If Use Windows Login is checked on the PaperWise Login window the user will be logged into PaperWise as the user who is associated with the current Windows user ID. This alleviates the need for users to enter a username and password every time they execute a PaperWise application while still maintaining a moderate level of security.
Allow full-text searching for this user.
If Full-text Searching has been configured for the file cabinet this check box will enable the full-text searching feature for this user.
Full-text searching is a separately licensed module of the PaperWise document management system. Full-text searching licenses are allocated per user account rather than by concurrent user.
Allow OCR export for this user.
This check box makes the OCR Export features in Query available for this user. If all the licenses have been assigned to other accounts a message box indicating that there are not sufficient licenses will display when this box is checked.
OCR Export is a separately licensed module of the PaperWise document management system. The OCR Export licenses are allocated per user account rather than by concurrent user.
Password options
Change Password
Allows the administrator to create a new password for the selected user. The next time the user logs in, only the new password will be accepted.
Reset Password
Blanks the user's password. The next time the user logs in with their old password they will be prompted that it is no longer valid and asked to create a new password.
Expire Password
Groups help to simplify the administration of PaperWise. Even if there is only one user that will access a file cabinet a group should be created and the user assigned to it. Rights to the file cabinet are assigned to the group rather than the user. If other users need to be granted permission to the file cabinet later they can just be added to the group.
1. Right-click on the Groups node.
2. Select New | Groups from the pop-up menu 3. Enter the group properties
4. Click OK
Group Properties
Group names can be up to 50 characters long. The description is optional, but can be used to provide additional information about the group for others who may be maintaining the system. The email address of the group is used by the PaperWise Workflow Suite to send notification messages to the group.
Users can be added to groups using either the User or the Group properties.
From the User Properties dialog:
1. Select the Groups tab 2. Choose the Add button
3. Enter an asterisk (*) or a portion of the group name 4. Click Search.
5. Select the group from the list box 6. Click OK
7. Click OK on the User Properties dialog
From the Group Properties dialog:
1. Select the Users tab 2. Click the Add button
3. Search for the users to be added. (Leaving the search entry box blank and clicking Search will list all PaperWise users.)
4. Select the user or users from the results list to add to the group
5. Click OK
The Active Directory Synchronizer (ADS) is a back end process that updates PaperWise users and groups from information stored in the Windows Active Directory database. As with other polling processes, ADS can be configured to poll continuously or poll for bulk information at specific times. ADS alleviates the need for administrators to maintain accounts in both Active Directory and PaperWise.
ADS polls Active Directory for Users and Groups. Administrators can set the polling interval to hourly, daily, or weekly intervals. ADS connects to the directory and loops through all the users checking for users who are members of the PaperWise group at the specified interval.
In Active Directory create an Organizational Unit called PaperWise. Within the organizational unit create a group called PaperWise. This group should be a Local Domain group or a Universal group so that you can assign other groups as members.
Add Active Directory user and group accounts that you want added in PaperWise to the PaperWise group. Any groups that are added to the PaperWise Active Directory group will be added as groups in PaperWise Management Console by the ADS process. PaperWise does not support nested groups so any groups that are nested within another group in the Windows Active Directory will appear as a first level group in PaperWise Management Console.
To configure the Active Directory Synchronizer:
1. Open the PaperWise Management Console and click on PaperWise ADSync Service.
3. In the Connection Info tab, enter the user name and password for the account you want ADS to use to access the SQL Server database. We recommend creating a PaperWise user account named ADSync for the service to use.
Enter the name of the server the database resides on and the name of the database you want the user and group accounts assigned to.
4. Click Test Connection to insure the connection is properly configured.
5. Click the Configuration tab, and set the Polling Information. (This determines how often the AD Synchronizer service checks your Active Directory for changes.)
6. Place a checkmark in Link existing PaperWise accounts to Windows' accounts if you want to link your exiting PaperWise accounts to the Windows accounts and continue polling. (If you don't want it running full time, leave it unchecked.)
File cabinets are tables within the database. They store the index information that is associated with documents captured in PaperWise. Typically file cabinets are associated with business functions, such as Human Resources or Accounts Receivable, that generate data the organization wants to store and manage.
Each file cabinet contains a set of index fields. Data may be segregated into different file cabinets based on organizational needs. Cabinets may be created based on the need for different index fields or on security requirements. For instance, data in the Human Resources department would need to be organized using different indexing information than data in the Accounts Receivable department thus requiring different file cabinets. However, within the Human Resources department security requirements may necessitate the creation of two file cabinets, one for general personnel data and one for compensation data. These types of considerations should be addressed prior to creating the file cabinet by spending time considering the business processes and the objectives of implementing the document management system.
To create a new file cabinet:
1. Right-click on the File Cabinet node
2. Select New | File Cabinet from the pop-up menu 3. Enter the file cabinet properties
4. Click Apply
When the Apply button is clicked the table is created in the database and the remainder of the tabs become available.
File Cabinet Tab
Name
Give the file cabinet a name. This is the name that will appear in the pull-down list when users select a file cabinet.
Description (Optional)
This is for the administrator’s use.
Index Name
Send To check box
Checking this box allows users to submit documents to this file cabinet using the PaperWise Send To application and the Print to PaperWise print driver.
“Use Stronger Encryption…” check box
If this box is checked PaperWise will encrypt documents using AES encryption as detailed in the FIPS-197 specification published by the National Institute of Standards and Technology. AES encryption is the industry standard used for e-commerce over the internet,
“Allow full-text searching…” check box
If the Microsoft SQL Server full-text indexing feature has been installed and full-text indexing has been configured for the database in PaperWise, checking this box will enable the use of full-text searching for documents in this file cabinet.
Field Definition Tab
The index fields play a critical role in the document management system. These fields hold the keywords that are associated with and identify each document. Users who need to find a document can look it up by searching on any one, or a combination of values in these fields. The business needs and environment of the organization should be carefully considered before creating the index fields that will be used in the file cabinet.
When you click on the Field Definition tab in the File Cabinet Properties window the list box displays the name and description of the fields currently defined for that file cabinet.
Adding / Editing fields
Click on the Add button to add a new field. To edit an existing field select the field in the list and click on the Edit button. This will open the Field Definition window.
Data Type
Text & NumbersThis type will be used for most fields. It allows the user to input data that consists of both text and / or numbers.
Numbers Only
The field will only accept numeric values. Any leading zeros entered will be stripped from the value saved in the database.
Date
Only accepts numeric values entered in mm/dd/yyyy format. The field will display a calendar control to the right of the field to assist the user in entering a value. Yes / No
List
The administrator can build a list of valid entries for this field. The field will display a pull-down list with the valid entries. Only entries in the list will be accepted. To add items to the list:
1. Click on the ellipsis (…) button to the right of the Default Value field.
2. The field list items will display. Click Add. 3. Enter the new item.
4. Click OK. Currency
Only accepts numeric values and formats them as currency. User List
The administrator can select from the users and groups that have been created in PaperWise. The list will display in a pull-down in the PaperWise applications. PaperWise v5 Date
Version 6 of PaperWise uses a standard SQL Server date format for date fields. Previous versions of PaperWise stored date fields in a slightly different format. You may need to use this style of date to retain compatibility for custom applications written specifically for version 5.
Display Name
Enter the label users will see for this field in the PaperWise applications.
Description (Optional)
Text entered in the description field will display as a tool tip when the mouse is hovered over the display name of the field in the PaperWise applications.
Default Value
New documents will automatically have thisvalue entered in the field as they are captured in ImageWise and Send To.
Input Mask
The input mask provides a method of formatting and restricting the data that is entered in the field. The table on the following page lists valid mask characters with a description of each.
Mask Character:
Description:
# Digit placeholder. Character must be numeric (0-9) and entry is required. . Decimal placeholder. The actual character used is the one specified as the
decimal placeholder in your international settings. This character is treated as a literal for masking purposes.
, Thousands separator. The actual character used is the one specified as the thousands separator in your international settings. This character is treated as a literal for masking purposes.
: Time separator. The actual character used is the one specified as the time separator in your international settings. This character is treated as a literal for masking purposes
/ Date separator. The actual character used is the one specified as the date separator in your international settings. This character is treated as a literal for masking purposes.
\ Treat the next character in the mask string as a literal. This allows you to include the '#', '&', 'A', and '?' characters in the mask. This character is treated as a literal for masking purposes.
& Character placeholder. Valid values for this placeholder are ANSI characters in the following ranges: 32-126 and 128-255. (Keyboard and foreign symbol characters.)
> Convert all the characters that follow to uppercase. < Convert all the characters that follow to lowercase.
A Alphanumeric character placeholder. For example: a - z, A - Z, or 0-9. Character entry is required.
a Alphanumeric character placeholder. For example: a - z, A - Z, or 0-9. Character entry is not required.
9 Digit placeholder. Character must be numeric (0-9) but entry is not required. - Optional minus sign to indicate negative numbers. Must appear at the
beginning of the mask string.
C Character or space placeholder. Character entry is not required. This operates exactly like the '&' placeholder, and ensures compatibility with Microsoft Access.
Max Length
This defines the maximum number of characters that can be entered in this field. When the record is saved in the database, PaperWise will allocate this amount of space in the record, regardless of the actual number of characters entered. If the Max Length field is not populated PaperWise will allocate 141 bytes of data for the field in every record. Leaving this field blank may cause the database to grow more rapidly than it needs to.
Visibility
Visibility settings effect which PaperWise applications will display this field. Scan
If this box is left unchecked the field will not display in ImageWise. Index
If this box is left unchecked the field will not display in Send To. Retrieve
If this box is left unchecked the field will not display in Query. Advanced
After a field has been created and saved the
Advanced button becomes available in the Visibility
group. The field can be hidden or locked for specific users or groups using this option.
If a field is hidden for a specific user or group using the Advanced Visibility settings that field will be invisible to them in ALL PaperWise applications.
Attributes
Required Input
If this box is checked the field must be populated before a document can be scanned.
Doc Type Field
This tells PaperWise to examine the value in this field to determine which overlay to display. See Overlays in Advanced Administration for more information.
Right Justify
Aligns the data on the right side of the field. Show Distinct Values
Deleting Fields
A field definition can only be deleted in PaperWise Management Console up to the time the
OK button is clicked on the File Cabinet Properties window or the Search Fields button is
clicked. After that the field can only be deleted using SQL Server Management Studio and should only be done with the help of a PaperWise support technician.
Search Keys
What are search keys?
Search keys are fields in your File Cabinet that are indexed. This allows the database to perform searches more efficiently and improves performance. The database maintains separate indexes for each search key. Therefore, every time a document is captured each of the indexes must be updated. Creating too many search keys may cause slightly degraded performance when capturing documents.
Adding search keys (after all the fields have been defined)
1. Click on the Search Keys button on theField Definition tab.
2. Click Add.
3. Choose a field to be included in the Search Key from the pull-down list.
4. Click Add. The first field added to a search key is the primary field for that index. Continue adding fields to the search key to match the combination that users are most likely to use when searching for documents.
When all fields for the search key combination have been added click Create.
If fields have been added or modified all changes will be saved when you click on the Search Key button.
Deleting search keys
Volumes Tab
Remember that volumes are used by PaperWise to specify the location where the documents saved in PaperWise will be stored. The volumes are created through the Volumes node in the PaperWise Management Console, however, they must be assigned to a file cabinet before PaperWise can begin storing documents in them. When you open the Volumes tab in the File Cabinet Properties window the list box will display the volumes currently assigned to that file cabinet. These are the locations any new documents added to the system will be saved to.
Adding volumes to the file cabinet
The volumes should have already been created in the Management Console. If not, refer to Volumes earlier in this course.
1. On the File Cabinet Properties window click the
Volumes tab. The volumes that have been assigned
to the file cabinet are listed. 2. Choose Add
3. Enter the volume name or an asterisk (*) and click
Search. Volumes that have not yet been assigned to
a file cabinet will be display in the list box.
4. Select the desired volume(s) from the list box and choose OK.
The volume you selected will be added to the volumes list for the file cabinet. Click OK to save the configuration. PaperWise will start saving documents to the new location.
Removing volumes from a file cabinet
Rights Tab
When the Rights Tab is opened the list box displays all the users and groups who have been given rights to this file cabinet. Users cannot access the file cabinet until they have been granted permissions. The one exception is a user who is an IT
Administrator. IT Administrators have access to all file cabinets in the database.
To simplify administration of rights create groups and assign rights to the group. As user’s change responsibilities and new users are added to the system they will inherit the rights of the group they are assigned to.
Adding rights for a user or group
To give a user or group rights to a file cabinet click the Add button. This opens the Assign
Rights window. Check the boxes for the rights you want the user or group to have and click OK.
Image Rights
Modify index information
Users can check out documents and change the index information associated to that document.
Delete images and index information
Users can delete images from the file cabinet. Delete rights should only be granted on a limited basis.
Note Rights
View notesAllows users to view notes that have been attached to a document. Without this right the notes button and menu option in Query will be unavailable to the user.
Create notes
Users can create notes and attach them to documents. Modify notes
Allows users to modify notes that have been created by other users. When a note is modified the creation date and user id of the originator of the note will remain listed on the note even though the content of the note has changed. However, a history of the changes and who made them can be accessed through the document history if Application Logging has been enabled by the system administrator.
Delete notes
Annotation Rights
Annotations are marks such as highlights, redactions and stamps that can be added to documents.
View annotations
This right allows users to view the annotations that have been added to a document by other users. If a user doesn’t have View Annotation rights the Annotation Options menu item will be disabled, the annotation button will be invisible on the Viewer Toolbar and the annotation icons will be invisible on the Picklist.
Annotate images
Users can add and remove annotation marks to documents.
Special Rights
User has limited administrative rights to file cabinet
Checking this option allows the user to use Client Management Console to perform certain administrative tasks for the file cabinet. User’s who are given limited
administrative rights can: Create and modify fields.
When ImageWise is run the first time the Select Scanner window is displayed. The names of installed scanner drivers appear in the list box. This allows the user to select the desired scanner from the list of installed scanners. If the list box is blank, check to make sure the scanner drivers have been properly installed
ImageWise supports twain, isis and Kofax scanner drivers, although twain drivers are the most commonly used. To
configure ImageWise for a specific type of driver add one of the following startup parameters to the command line:
Twain drivers -t ISIS drivers -i Kofax drivers -k
After a scanner is selected ImageWise will remember that and check for that scanner driver on subsequent sessions. If the scanner driver is unavailable ImageWise will prompt the user to select a scanner again.
If you’re certain that the scanner driver has been properly installed, but the scanner still doesn’t show in the Select Scanner list try adding the
appropriate startup option on the command line in the ImageWise icon.
Before using a new scanner there are a couple of preference settings that may need to be adjusted. Select
Preferences from the Edit menu, then click on the Scan Options tab. In the Scanning group there is a checkbox to Show the scanner’s user interface while scanning. If
this scanner’s settings dialog box pops up when you click the Scan button you can disable it by clearing this checkbox.
There may be situations where you will want to access the scanner’s user interface when scanning. In some cases the scanner’s user interface settings may not save on the workstation. In these cases you should enable this feature.
The ImageWise window is comprised of different regions. It has a menu bar at the top, the
ImageWise toolbar right beneath the menu and a Status bar at the bottom. In between there are two areas called panes. On the left side of the window is the Index Pane and to the right of that is the Viewer Pane.
Scan
When you press the scan button it starts the scanner and feeds your document through. Once the document has gone through the scanner an electronic image of the page will display in the Viewer Pane.
Redo
Rescans the page and replaces the page currently displayed in the Viewer window. You must click Redo before submitting the document. Use this option if the image quality is
unacceptable.
Delete
Multi-Page Mode (toggles with Single Page mode)
Allows you to group multiple pages together in a single document.
Index information only needs to be entered once for the document.
The document displays as a single line item in the Picklist. You use the page navigation buttons at the bottom of the viewer window to view individual pages.Single Page Mode (toggles with Multi-Page mode)
Scans each page as a separate document.
Each page must have index information entered individually. Each page is submitted as it is scanned.
When retrieved each page will display on a separate line in the Picklist.
Simplex (toggles with Duplex)
Scans only 1 side of the page.
To scan both sides the page must be manually turned and fed into the scanner. Pages scan faster.
Duplex (toggles with Simplex)
Scans both sides of the page in a single pass. Scanning is slightly slower.
You can set ImageWise to delete blank pages using the Advanced tab.
Choose File Cabinet
A file cabinet represents a method of storing documents that have the same index fields. The file cabinet is actually a table that has been created in a database to store index values. A file cabinet must be selected before the user can begin scanning documents.
Index Tab
Index fields
The index tab displays the index fields for the selected file cabinet. In order to associate index values to the document at the time the document is captured, the values must be entered into the index fields before the document is submitted.
You can enter values into some or all of the index fields when you capture the document. Some fields may have values entered automatically if your system administrator has configured them that way.
Command Buttons
Submit
Permanently links the index values to the document and adds the document to PaperWise. After clicking Submit the index fields are cleared and reset to their default values and the document is cleared from the viewer window. This is your indication that PaperWise is ready to scan another document.
Cancel
Discards the current document and clears the index fields and viewer window.
Image Tab
Settings in the Image tab let you adjust the resolution, size and quality of the image that’s captured. Adjustments to these settings must be made before scanning the document.
Image Type
The Image Type setting determines if the image is captured in black & white, grayscale or color. This setting affects the size and detail of scanned images.
Black / White
This creates the smallest file size. It is most appropriate for scanning documents that are primarily text.
Grayscale
Captures a greater level of detail than black & white images. This is a good setting when scanning pictures, but you don’t need color.
Color
Color images create the largest file size. Use color when you want to preserve the color of the original document.
Paper Size
Scan Quality
This setting specifies the number of dots per inch (dpi) used to reproduce the image. Higher quality settings will usually result in sharper images, but will also create larger files. The number of dots per inch is calculated both horizontally and
vertically so setting the resolution to 200 dpi means there will be 40,000 dots for a square inch of data. Increasing the resolution to 400 dpi will have 160,000 dots in a square inch of data. So doubling the resolution will quadruple the file size.
ImageWise negotiates the best dpi level for each of the four Scan Quality settings based on the scanner capabilities. The resolution is displayed when you click on the slide tool.
Contrast & Brightness
These controls allow you to adjust image contrast and brightness prior to scanning. Certain types of documents, such as colored paper or carbon copies, may require adjustments in order to get a good quality image.
The Viewer Pane displays documents as they are scanned. The Viewer Toolbar is located at the top of the Viewer Pane. It has several buttons that allow you to magnify or rotate the image and add annotation marks. The Viewer Pane and Viewer Toolbar are common to all the PaperWise core applications.
Rotate Right / Left
These buttons rotate the image in the viewer 90 degrees to the right or left each time they are clicked. If the image is rotated before it is submitted it will be saved in PaperWise in the rotated format.
Annotation Tools
This button on the Viewer Toolbar toggles the annotation toolbar on & off. Select a tool from the annotation toolbar to mark your document. Annotations do not modify the original document. It’s as if you laid a transparency over the document and made marks on the transparency. Documents can be viewed and printed with or without annotations being visible.
Annotation Options
Annotation Options is available under the Viewer Actions menu. This is where you go to
hide annotation marks or make them visible by selecting or de-selecting Show Annotations. You can also choose to print the annotations or make them a permanent part of the
document.
Show Annotations
When this option is checked the annotation marks will be visible on the document in the Viewer. You can hide the annotations by unchecking this option. The annotations will still be associated with the document, they will just be invisible.
Print with Annotations
When this option is checked annotation marks will be included when the document is printed or faxed.
Merge Annotations on Submit
Choosing this option will make the annotations a permanent part of the document when it is submitted. The annotations are converted to the same format as the underlying image, meaning if the document was scanned as black & white the annotations will be converted to black and white also. Because the annotations are merged into the document it is as if they were part of the original image and they cannot be removed.
Page Navigation Control
There is usually some preparation that needs to take place before documents are scanned. Most of the preparation is just common sense, but should be accounted for in the process.
Staples and paperclips must be removed.
Depending on how documents are to be processed after scanning there may be some sorting that should be done prior to scanning.
If barcodes are being used then barcode labels or coversheets must be added. Documents that are going to be scanned in color should not be scanned as multi-page
documents.
Front-end scanning basically means that paper documents are scanned at their entry point (or front end) in the organization. This is usually the mail room or a receptionist desk. In this configuration there is frequently an index included called Route To which is a drop-down list of people who may be responsible for documents being entered into this particular file cabinet. The person doing the scanning usually doesn’t populate any index fields except the Route To field. They select the person who is responsible for the documents being scanned in, then scan the document. There are several advantages of doing front-end scanning:
Since documents are scanned as soon as they come into the organization the paper is only handled once. This minimizes the risk of lost or misfiled documents.
As soon as documents are scanned they can be made available for processing. This eliminates much of the wasted time while everyone waits for all the mail to be sorted and distributed.
Once documents are submitted into PaperWise they are available to anyone in the
organization who has rights to access them. This can eliminate much of the time wasted in linear processing.
You can use PaperWise Dashboard to monitor workflow progress of documents in the system.
In back-end scanning systems the paper is moved through the organization as usual for processing then scanned after the processing is completed. Usually at the end of the process a barcode coverpage is printed with key index values embedded within the barcode. This coverpage is placed on top of the hardcopy documents to be taken to the scanner.
The main advantages to back-end scanning are:
It minimizes the change that employees realize as a result of implementing the new system. Using barcode coverpages eliminates the need to manually populate index values.
ImageWise is used on a workstation that has a scanner connected to it. Scanning is not simply a matter of loading the documents into the scanner and clicking on the Scan button.
Make sure you have the correct file cabinet selected.
Determine whether the documents will be scanned as single-page or multi-page documents and click the appropriate toggle button.
Determine if you want to scan in simplex or duplex mode and select the appropriate toggle button.
Use the Image Type setting on the Image tab to specify black & white, grayscale or color images. Remember that color images usually should not be scanned in multi-page mode due to the size of the resulting file.
Enter any index values that should be entered when the document is scanned. Load the document on the scanner.
Click the Scan button.
If you’re scanning in multi-page mode you can check the quality of the images in the current
document before submitting it. If a page is unacceptable you can use the Redo button to replace that page. Navigate to the problem page so it is displayed in the Viewer. Make adjustments to the scanner settings on the Image Tab if necessary. Load the hardcopy of the problem page on the scanner and click Redo.
If you’re scanning in single-page mode the documents will be automatically submitted as they are scanned. When you scan in multi-page mode you must click on the Submit button after the final page of the document is scanned to add the document to PaperWise; however, this gives you the
opportunity to inspect the quality of the scanned images and rescan any that are unacceptable before submitting the document.
The PaperWise suite includes an application called Send To which allows users to either send electronic documents into PaperWise in their native format or use the PaperWise print driver to save the document in PaperWise as an image.
The Send To application allows you to manage diverse types of documents using the PaperWise system. It maintains the file’s original format and opens it in its native application or an application the user selects. Because the document is saved in its native format it can be opened to make revisions.
How do I use Send To?
1. Click on the PaperWise icon on the toolbar of most Microsoft Office applications. 2. Select File | Send To | PaperWise from most Windows compatible applications. 3. Right-click on a file in Windows Explorer then choose Send To
| PaperWise.
When selecting multiple files to send to PaperWise, each file will be treated as a separate document. Non-image files may not display in the viewer. In those cases you will see this dialog in the viewer window.
When PaperWise is installed on the workstation it also installs the PaperWise printer driver. It appears in the printer list with other installed printers as Print to PaperWise.
The PaperWise printer provides an alternative to printing a hardcopy of an electronic document then scanning it. Print to PaperWise converts the document to an image file for storage in PaperWise. It allows you to input documents from virtually any application into PaperWise.
How do I use Print to PaperWise?
Print documents as you normally would, but choose Print to
PaperWise as the printer. The Send To application will
Indexes are used to file and later retrieve documents saved in PaperWise. The values entered in the index fields are linked to the current image when the document is submitted.
As with ImageWise you can rotate the image or add annotations prior to submitting the document to Paperwise.
Command Buttons
The command buttons in Send To are a little different than ImageWise. Since you have the option of sending more than one document to PaperWise at a time the Send To application gives you the option of associating the index values to the document currently displayed in the Viewer Pane or to all the documents in the current batch. The Status Bar at the bottom of the Send To window displays the number of documents in the current batch.
Command buttons assign index values to: Current –the document being viewed All – all the documents in the batch Skip – discards the document
The first step in using Query effectively is to understand what the different areas of the Query window do. This section will acquaint you with the Query window screen regions.
The file cabinet selection control provides a drop-down list that displays all the file cabinets you have been given permission to access. PaperWise uses file cabinets as a method of organizing documents that are saved into the system. When a document is captured into PaperWise a file cabinet must be selected. Likewise, in order to retrieve a document you must select the file cabinet that document was saved into before performing the search.
When a file cabinet is selected the Search Pane updates to display the index fields associated with that cabinet. You enter values into the fields of the Search tab to search for documents in the PaperWise system.
When you click on the Search button at the bottom of the Search Pane it switches to the Index tab. The Index tab displays all of the values that have been associated with the document that is currently selected.
You can hide the Search Pane to provide additional space to display documents. Just click on the Hide button on the Query toolbar. Clicking on
Several commonly used features of Query are available by clicking a button on the Query Toolbar. Using the toolbar you can do things such as jump to the first or last page of the document, add notes to the document or check the document out to edit the index values.
When you execute a search Query displays a list of all the documents in the file cabinet that matched your search criteria. Each line in the Picklist represents a document of one or more pages. The Picklist displays the values that have been entered into the index fields for the document. When you click on a document to select it the document is displayed in the Viewer Pane.
Picklist
Sorting and Grouping options provide a convenient way to view your search results and help you find the document(s) you are searching for more quickly.
Resizing the Picklist
Sorting Picklist Results
A quick method of sorting your search results is to click on the column headings in the Picklist after executing a search. Clicking on a column heading will sort the results in the Picklist by the values in that column in ascending order. If you click on the column heading a second time, it will re-sort in descending order (similar to Windows Explorer).
Arranging Columns
You can also reposition the columns to make it easier to identify the documents you are looking for. Click on a column heading and drag it to the new position, then release the mouse. If you want the columns arranged in the same order each time you run Query, choose Preferences from the Edit menu. Click on the General tab and mark the check box that says:
“Save Column Layout as changes are made.” Then click the Apply button to save your changes.
Resizing Columns
To adjust the column width move the mouse pointer over the right edge of the column heading. The pointer will change to a double-arrow. Click and drag the edge of the column heading until the column is the desired width. Dragging the right edge of the column heading over the left edge will make the column disappear.
The Viewer Pane displays the document you have selected in the Picklist. The Viewer includes a
Quality Control link that lets you alter the contrast and brightness of the image you are viewing to
improve its readability. There are also Page Navigation buttons in the lower right corner of the Viewer Pane. Use these buttons to view different pages in a multi-page document.
Viewer Toolbar
In addition to the Query Toolbar, the Viewer Pane has its own toolbar to provide the user with convenient access to most of the Viewer functions, such as zoom, thumbnails and annotations.
Export Image Rubberband Zoom Hand Pan Annotation Enlarge Image Enlarge to Actual Size Fit to Width Rotate Right 90º Invert Image View Image Information Select Application to Open Print Displayed Document Magnify Image OCR Tool Thumbnails Reduce Image Fit to Window Fit to Height Rotated Left 90º Set Anchor Location Open with Default Application
Rubber band Zoom
Click and drag a boundary around an area of the document. When you release the mouse button the area inside the boundary will be enlarged.
Magnify Image
When you click and hold the left mouse button the mouse pointer is converted to a virtual magnifying glass. As you drag your mouse pointer around your document, the section that the pointer is over will appear magnified.
Hand Pan
This tool provides an alternative to using the horizontal and vertical scroll bars when an image is magnified. With the Hand Pan tool selected you can click and drag your mouse on the document to reposition the image within the Viewer.
OCR
When the OCR tool is selected you can drag a boundary around a portion of the image. When you release the mouse button the computer will convert the information inside the boundary to text which can be edited and pasted into other applications.
