Getting Started Guide

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The following is a brief summary of the main features and functions of PaperAct EFC that are presented during the Installation Training Session. A more comprehensive treatment of all of the features and Functions covered in this summary can be found on the PaperAct Web Site and by reference to the PaperAct Wiki Pages.

Contents

System Power Up

The PaperAct EFC is an appliance. As such it should remain powered on and operational at all times. The ON/Off button is located on the left hand side panel of the unit. A status LED glows steadily when the unit is powered on. Pressing and holding the On/Off button for 1 -2 seconds will turn the appliance on or off respectively.

Scanner



Status LED

Scanner Status light should be steady green when scanner is ready to operate. If light is flashing green then scanner is warming up. Scanner will commence its1 – 2 minute warm up after shutting down as soon as a document is inserted for scanning.

Pages Face Down

Pages to be placed face down(ie away from you) with top of pages going into scanner first.

Page Feeder

Scanner feeder will hold up to 50 pages at a time (Recommend no more than 40 pages to avoid paper jams)

  • Feeder Side Ends are adjustable and should be aligned with page sides to guide pages through the feeder
  • Scanner page feeder pinch roller is located in middle of feeder behind scanner front panel. Pages are automatically drawn down from middle of feeder by the pinch roll. The Side Ends ensure pages pass through straight
  • A Page detect switch finger is located alongside pinch roller in middle of feeder (Soft Thermal receipts etc often need manual hand support to ensure page detector switch is activated and the receipt fed through correctly)
  • To release a paper jam, open front of scanner by pressing grey release button located on front right hand side of scanner front panel forward (see paper jam picture above). Remove pages. close panel, re-insert pages in feeder and re-commence scanning operation as previously. Note: Scanner status light which glows red when pages jam should return to steady green once paper jam is resolved

Scanner Warm up

The scanner will go to sleep after approximately 1 hour of non use. Warm up time is approximately 1 – 2 minutes during which time the scanner will not actively scan. Scanner will automatically commence warming up once a page(s) is correctly inserted into the feeder. An action button can be pressed during the warm up cycle. Scanner will execute the selected action as soon as it warms up. There is no need to repeat a scanner action button press at the end of the warm up cycle. Scanner should commence the selected action as soon as the warm up cycle is complete.

  • Flashing green status LED = Scanner in sleep mode
  • Steady Green Status LED = Scanner warmed up and ready to scan mode
  • Red Status LED = Pager Jam or other scanner fault.

Scanner Keypad Action Buttons

There are 5 Scanner Action Buttons on the keypad attached to the scanner:

  • Simplex – scan single sided pages treating each page as separate (ie single page documents)
  • Duplex – scan double sided pages treating each page as separate. Blank page side will automatically be removed. Double sided pages will appear in viewer as a 2 page stapled document (see below)
  • Simplex Staple – scan single sided pages treating all scanned pages as “stapled together” (ie one multi-page document)
  • Duplex Staple – scan double sided pages treating all scanned pages as “stapled together” (ie one multi-page document) Note: Blank page sides will automatically be removed.
  • Stop Staple – For long documents which require multiple insertion of pages into the scanner (Feeder holds up to 50 pages at a time, so documents of more than 40 pages will need multiple page insertions into the feeder), Staple function allows 40 seconds after the last page scanned before a Stop Staple is automatically executed by the system. Additional pages inserted for scanning within the 40 second time out, with either of the Staple scanner Action buttons initiating ongoing scanning, will result in all scanned pages being “stapled” together. Pressing the Stop Staple Action button tells the system that the Stapled Scanning session is complete. Subsequent scanning after the Stop Staple button is pressed will be new page or new document scans in the system.
  • Scanner should remain powered on at all times. Scanner on-off switch is located at the back of the scanner on the right hand side.

Connecting to the EFC

The EFC: A network attached appliance

The EFC is a network attached applaince. As such connection to it is over your local area network, LAN, (or remotely over a wide area network, WAN) using any computer which is running a Browser (ie Internet Explorer or Firefox). No additional software should need to be installed on the client computers. Note: Browser settings can affect the operation of the Browser when accessing the EFC. In most cases the default Browser settings should work without any problems.

  • The EFC is a multi-user device. Multiple users can log onto the EFC from their own computers using a username and password and access the documents stored in the EFC.
  • The EFC will be assigned a network address at the time of installation. Typically this address is of the form "http://192.168.1.100.

If DNS (Domain Naming Service) is operational on the network the EFC is set up with the name http://paperact.local

Inserting either of these addresses into your Browser address bar should connect you directly to the EFC login screen. Once connected, the EFC address can be stored in the Browser’s Favourites List or be added to the Browser’s Favourites Bar.


  • The EFC supports multiple users each with their own login username and password. Logging in as the Administrator, or as a user with Administrator privileges, will allow access to all users Cabinets, Folders and Documents.

Logging in as a user with User privileges will only provide access to that users' specific Cabinets, Folders and Documents.

Default EFC Screen

The default EFC Screen is presented after successfully logging into the system. On the top right hand side of the default EFC screen are the following Administrative Functions:
> Manage Users - Add, Delete or Modify User settings and privileges
> Smart Tags - Label,Add, Delete, Modify or Re-assign Smart Tags (Free Tags and List Tags)
> Admin Options - Set up and change EFC System properties and settings
> My Profile - Change Logged-in User settings and profiles
> About - EFC Software Version and Release information
> Help - On-Line Help
> Sign Out

EFC Viewing Panes

Once logged into the EFC you will be presented with the default EFC screen which comprises 3 main view panes:

Navigation Pane (1)

Left Hand Side Vertical Pane for display of the Folder Structure, Reminder Folders or Tags Structure, Navigation Modes.

The desired Navigation Mode is selected from one of the three Tabs at the bottom of this pane.

Central Document View Pane (2)

This pane operates in one of two Modes: Document List Mode (default) or Document View Mode.

(2a) The Document List Mode Pane

Presents the list of all documents together with their name and associated document properties in respective columns: (Name, Document Date, Time Stamp and List Tags). Where there are more Documents then can be shown in the view pane, navigation buttons on the bottom left hand side of this pane will step backwards and forwards through the subsequent list of documents or to jump to the last or first pane of documents.


Note: The order of the columns can be re-arranged by selecting them and dragging them to the desired new position. Columns can be sorted in ascending or descending order by clicking on the column header, or by selecting the respective columns down arrow and the required menu option. The Document List Mode is denoted by the Tab Labeled “Documents” on the Top Left Hand Side of this Pane. By selecting this “Documents” Tab when in a different mode the EFC will be returned to the Documents List mode from the last selected folder in the Navigation Pane.

Note: The order of the documents in the Pane can be changed by clicking on one of the columns. Once clicked the full list of documents will be re-ordered and a 'Loading' message will appear at the top pane
Note: The Document Search Tab is located to the right of the Documents Tab which launches the Document Search Pane.

Various document Action Buttons (Launch, Add Tags, Move To, Staple, Un Staple, Clip, Un Clip. Delete, Reminder, Send) are located on the top right hand side of this pane. These buttons only become active once a document or documents have been selected in the Document List Pane.


Note: The EFC also offers an option to change the default List View in this mode to a Thumbnail View. This is done by selecting the view option in the View Option Box located at the top tight hand corner of the Central View Pane.

(2b) The Document View Mode Pane

The Document View Mode is initiated when a selected Document is launched for viewing either by double clicking on the desired document or by selecting the desired document in the view and clicking on the Launch action button.

When in the Document View Mode – denoted by the Tab labeled “Properties” which appears to the right of the Documents and Document Search Tabs, Action buttons appear on the top left of the Document View Pane: Zoom in, Zoom Out, Rotate, <- Save Properties and Step Backwards, ->; Save Properties and Step Forwards

Additional Action Buttons are also located yop right of the Document View Pane: Send email link to document, Download Document in native format (denoted by icon type), launch PDF, Launch HTML, Launch JPG

Associated with the Document View Mode Pane, which automatically launch in this mode, are the Document Properties Pane to the left of the Document View Pane and the Paper Clipped or Stapled Document Pane to the right of the Document View Pane.

Document Summary Pane (3)

The Document Summary Pane ppears below the Central Document View Pane when in Document List Mode.

This Pane provides a summary of the main Properties associated with a documented selected in the Document List Pane as well as Action Icons on the right hand top of this pane:

 > Download Document in native format (denoted by icon type),
 > Launch PDF,
 > Launch HTML,
 > Launch JPG

Additional Tags can be added "on-the-fly" to the selected document by clicking on the Add Tags link in the Documents Summary Pane.

The Document View Mode

The Document View Mode is initiated when a selected Document is launched for viewing either by double clicking on the desired document or by selecting the desired document in the view and clicking on the Launch action button.

When in the Document View Mode, denoted by the Tab labeled “Properties” which appears to the right of the Documents and Document Search Tabs, Action buttons appear on the top left of the Document View Pane:

Zoom in,
Zoom Out,
Rotate,
<- Save Properties and Step Backwards,
-> Save Properties and Step Forwards)

and top right of the Document View Pane:

Send email link to document,
Download Document in native format (denoted by icon type),
Launch PDF,
Launch HTML,
Launch JPG

Associated with the Document View Mode Pane, which automatically launch in this mode, are the Document Properties Pane to the left of the Document View Pane and the Paper Clipped or Stapled Document Pane to the right of the Document View Pane.

The Document Properties Pane

The Document Properties Pane, located on the left hand side of the Document View Pane and to the right of the Navigation Pane presents all Property fields associated with the Document being viewed. The Document Properties include:

Name Field, 
Folder Field, 
Document 
Date Field, 
Tag Section, 
Tag List Section, 
Notes Section and 
Copy and Paste Functions (For copying current Documents Tags and List Tag selections 
 for pasting into subsequent documents).

In addition there are 4 Action Buttons on the bottom of the Properties Pane for:

Saving Properties, 
Deleting the current viewed Document and Properties, 
Setting Document Reminders, 
Closing the Document View and 
Returning to the Document List View.

The Document Pages Pane - Clipped or Stapled Document View Pane

The Document Clipped or Stapled View Pane on the right hand side of the Document View Pane presents the Documents Pages associated with Paper Clipped or Stapled Documents.

Where a document is Clipped or Stapled, navigation through associated documents or pages is achieved using the Backwards or Forwards action buttons at the top of the Clipped or Stapled Pane to the right of the Document View Pane or by selecting the desired Thumbnail presented in this Pane.

Note that the bottom of the Document Stapled Pane provides Action Buttons for changing the order of stapled pages, regenerating the PDF associated with the 1st Page of the Document (ie PDF containing all stapled pages) and for Saving the new stapled page order and regenerated PDF.

Where a Clipped Document includes also a stapled Document, the Thumbnail in this pane will have a Staple icon associated with it. Double clicking on this Stapler Icon will launch the Document Staple Pane presenting all stapled pages of this document.

A Paper Clip Icon appears at the top right of this Pane to allow the user to return to the Paper Clip Pane view of the Paper Clipped Documents.

Users can also un-Clip or un-Staple a clipped or stapled document respectively by clicking on the Un-Clip/Un-Staple button at the top of the pane.

To navigate between the various Document View Modes (ie Document List View (Tab=Documents), Document Search View (Tab= Document Search) or Document View Mode (Tab=Properties) simply select the appropriate Tab at the left hand top of the pane or launch a selected document respectively.

Refreshing the Screen

Pressing the Function Button F5 on your keyboard will cause the EFC to refresh the screen whilst you are still logged in. In the event that the EFC Viewing Screens appear to be locked up or failing to update for any reason press F5 to refresh the Browser Viewing Screen.

EFC Operating and Status Messages

The EFC will report operational and status messages directly above the Central Viewing Pane in response to any action or function. An example would be to display the message Loading... whilst retrieving documents from the server for viewing etc.


Initial Set Up Considerations

By default each user is provided with a Display Name under which there is a Cabinet called “Documents”.
Two default folders called Inbox and Trash are placed in the Cabinet.

Cabinets and Folders can be renamed or added by selecting the desired object (ie User Display Name for a New or Renamed Cabinet or a Cabinet for a New or Renamed Folder etc) using the mouse and Left Button and clicking the right Mouse Button and selecting Rename or New Cabinet or New Folder respectively as required.

The User Display Name can be changed by selecting the Manage Users Option on the top Right Hand of the EFC screen.

Documents can be moved between folders by simply selecting them and dragging them and dropping them (Shift+Left Mouse Button) into the desired folder in the left hand Document pane (Tab = DOC) or by selecting them and using the Move To action button on the top right of the Document View Pane.

Input Documents into the EFC

Documents can be input into the EFC in one of three different ways:

(1) Paper based documents fed into the scanner

Place pages face down, top of page downwards into scanner feeder. Use Scanner Keypad buttons to determine how the pages should be scanned. Remember to press the stop button at the end of a "Stapled" scanning session to ensure that subsequent scanned pages are not automatically attached to the preceding stapled pages. Scanned pages (documents) will appear in the Admin users Inbox.

(2) Electronic documents uploaded into a folder

Upload electronic documents by selecting the EFC folder and using the mouse right button click and selecting New Document Option:

– A File Uploading Dialog Box will open
- Select Add to browse your local directories and folders
- Select and add a file to the Dialog Box
- Select the Upload button to upload all selected files into the desired EFC folder

Note: The EFC supports a range of electronic file formats including PDF,JPEG,TIFF,Word and Excel. Files with supported file formats are uploaded natively and also automatically converted to PDF, JPG and HTML formats as well, as applicable. The EFC will create thumbnails for these files and will display the first page of the file in the Document View Pane. Uploaded files with unsupported formats will only be uploaded in their native formats. No thumbnails or display images will be created for unsupported file formats and the content of these files will not be indexed for searching.

Multi-page electronic documents with supported file formats (eg a multipage word document) will only have their first page converted into JPG format. The PDF file which the EFC automatically creates will be a multi-page searchable PDF document consistent with the multi-page supported source file. However, since the multi-page supported source file is a single file, the EFC does not display this file as a stapled document and the Stapled Document Pages Pane does not show the individual pages separately, as with a Scanned "Stapled" multi-page document.

Uploaded PDF files which are not searchable and which contain an embedded image (ie PDF wrap of an embedded JPG object) will be uploaded in their native format. The EFC will automatically parse and OCR the first page only of the embedded JPG image as if it had been scanned through the scanner. Accuracy of the OCR is dependent on the quality of the embedded image and is performed on a best efforts basis.

(3) Emailing an email with attachments to the EFC.

The EFC is set up with its own email address. Any email with attachments sent to the EFC email address will be automatically be uploaded into the Admin Inbox where the EFC will deposit a document of the full email conversation and any other email attachments as separate documents. Note that the email document and any attachment documents will appear separately in the Document View pane with paper clip icon displayed to the left of the document names indicating that the documents are “paper clipped” together (ie preserving the associative relationship between the original email conversation and the included attachments). Note that where there are embedded images or objects not directly supported by the EFC (eg embedded signatures, virus detection files etc), these will also be presented as separate paper clipped documents but with no visible content).


By clicking on any of the paper clip icons, EFC will immediately highlight and select all other paper clipped documents in the view that are associated with this selected document. Note: When moving a paper clipped document from one folder to another, the EFC will automatically prompt whether all paper clipped documents relating to that document should be moved or not. Paper clipped documents can be moved separately to different folders without the paper clipped association being affected in any way. By launching (ie double clicking a document or selecting it and then selecting the Launch action button) a paper clipped document, a Clip Documents Pane will open to the right of the Document View Pane showing thumbnails for all associated paper clipped documents irrespective of which folder they have been located in. The Properties Pane to the left of the launched Documents View Pane will show the location of the respective Clipped Document in the Document Property Box – Folder field.

Scanned Documents and Documents emailed to the EFC will automatically appear in the Admin users Inbox Folder. Electronic Documents Uploaded to the EFC will appear in the selected folder.

Scanned Documents are automatically converted and saved in JPG and searchable PDF formats and are also automatically OCR’d with the recognised content being indexed (ie learned and stored) for later searching of documents by content. The OCR’d text is saved in HTML format.

Note that there are many factors which affect the accuracy and reliability of the OCR process. Whilst clearly distinct text should yield good OCR results, documents with a lot of images and graphics, high levels of different fonts and tables and variable quality of print may result in less than perfect recognition of text. The OCR process is executed automatically on a best efforts basis. The 1st 50 characters of recognised text are automatically assigned to the Document Name Property of the scanned document. As with all the other associated Properties, this can be modified or changed by launching the document and updating the Document Properties in the Properties Pane.


Supported electronic documents (emails and email attachments) including searchable PDF, Word, Excel, Text/HTML will automatically have their content indexed for searching. Also, the name given to the electronic document will be assigned to the Document Property – Name. Where the imported electronic document is not a supported format the EFC will still save the document in its native format although it will not be able to automatically produce a thumbnail, PDF, JPG and HTML document as with supported documents and the contents will not be OCR’d. For Non searchable PDFs (ie JPG enclosed in PDF wrap) or native JPG files, the EFC will attempt to automatically OCR the 1st page of the embedded image.

Folders and Tags

Folder Structure

The EFC provides for a 3 level filing structure analogous to the conventional physical filing or computer directory hierarchy, namely:


User Display Name
I...Cabinet
I.........Folder (1)
I.........Folder (2)
etc.


Because the EFC also provides for the much more flexible and powerful “tagging” capability to organise, group and arrange documents, the system limits the physical hierarchy to 3 levels and does not allow sub folders to be created under folders.

A commonly used filing hierarchy on the EFC is:

User Display Name
I...Main Cabinet
I.......To Action
I.......To File and Tag
I.......To Pay
I.......All Documents

Note: The EFC discourages creation of many folders and rather encourages the use of Document Tags (ie labels attached to or associated with a document) which offers a much more powerful, flexible and adaptable method of identifying, organising and locating documents. There is no limit to the number of Tags that can be assigned to any document. With Tags, documents can be viewed and located displaying documents associated with a tag or combination of tags. The Tag Tab at the bottom of the Navigation panel presents a drop down list of all tags from which a tag or tags can be selected. Documents associated with these tags will be displayed in the Central Document View Pane in Document List mode with all their associated properties.

Smart Tags

The EFC provides for 2 types of Tags (collectively known as Smart Tags), namely Tags (ie free tags) and Tag Lists (Structured Tags presented in named lists).

Tags, as they appear in the Document Properties Pane, can be created and saved on the fly by simply entering them into the associated dialog box. Multiple tags can be applied to the document separated by a comma. Note that as a Tag word is entered the system will automatically prompt with similar spelled Tag words which can then be selected from the drop down list presented.

Whereas the Name Property of a Document should be unique to that Document and include all relevant words uniquely describing that document, Tags to be effective should represents groupings, classes, categories, types etc and should be applicable to a number or range of documents.

To assist with the management of Tags and prevent the number of Tags from multiplying unnecessarily (particularly where multiple words (synonyms) are applied for the same Tag), the EFC provides for List Tags which are customised by the user and pre-defined in lists from which teh appropriate tag can be selected. Users can assign Labels to Tag Groupings so that they appear meaningfully in the Document Property Pane and Document List View Mode Columns and set up customised Tag lists from which Tags can be selected. Note that multiple Tags can be applied to a document from any one list simply by selecting them.

Manage Smart Tags

All Tags are set up and/or managed from the Manage Smart Tag Option located on the top right hand side of the EFC viewer. Importantly, at any time, Tags can be assigned across to List Tags and visa versa. Documents which already have these tags assigned will automatically be updated to reflect the new tag assignment. An example of this might be that a List Tag of Suppliers does not have a particular Supplier entry at the time of tagging the document. The Tag option can be used to create the New Supplier Name. Later this New Supplier Name can be re-assigned from the Manage Smart Tags Menu to the Tag List Suppliers. The Supplier Tag of the Document will automatically present the newly assigned supplier tag in its Supplier List Tag even though it was originally created in the Tag section. When entering Tags, the EFC searches for and presents all similarly spelled Tags from both the Smart Tags and List Tags lists to minimise the chance of duplication or redundancy. The EFC does not allow any duplication of Tags between Tags and List Tags – all Tags must be unique.

An example of how the Tag Lists might be named and populated is as follows:

LIST TAGS
...Category
I.......Banking
I.......Home Insurance
I.......Car Insurance
I.......Computers
I.......Credit Card Purchases
I.......Donations
I.......Electricity
I.......Gas
I.......Maintenance
I.......Internet
I.......Internet Purchases
I.......Investment
I.......Mobile Phones
I.......Phones
I.......Rates
I.......Sport and Recreation


...Supplier
I.......ANZ Bank
I.......NAB
I.......CBA
I.......Telstra
I.......City Council
I.......Visa
I.......MasterCard
I.......Origin Energy
I.......AGL
I.......School Name
I.......Foxtel


...Files
I.......Home
I.......Work
I.......Equipment
I.......Schools
I.......Health
I.......Personal
I.......Tax
I.......Children


...Type
I.......Letter
I.......Invoice
I.......Statement
I.......Report
I.......Specification
I.......Manuals
I.......Receipt
I.......Policy
I.......Diagram
I.......Photo
I.......Note
etc...


Note: Once tagged, Documents can be moved into their destination Folders by either Drag and Drop, Using the Move To Action Button, or selecting the destination folder in the Properties Pane using the Folder Drop Down Field. Properties are saved by either stepping to the previous or next document using the save and stepping arrows or by selecting the Save button at the bottom of the Properties Pane.

Users should resist creating folders into which documents are placed. Ceating a Tag List called "Files" and then tagging documents with their respective File Tag not only achieves the same result (ie to view documents in a particlar File, simply select the Tag Navigation Pane option and click on the red tag icon relating to the relevant File in the File Tag List), but provide sthe flexibility to "drill down" by selecting multiple tags relevant to the search in addition to the File Tag and using the Multiple Tag Search Action Button. EG: Select the following Tags to locate a particular receipt for a paid bill:
File Tag, Accounts Paid Supplier Tag, Telstra Category Tag, Mobiles Type Tag, Receipt etc

Tag Navigation Pane

Documents can easily be located via the “Tag” Navigation Pane (Select the Tag Tab at the bottom of the Navigation Pane on the Left of the screen). The Tag Navigation Pane Shows the Smart Tag tree comprising Tag Lists (expanded) and Tags (collapsed). Trees can be expanded or collapsed by selecting the + or – icons respectively.

Each Tag entry in the tree comprises a red Tag icon and a selection box. Selecting a Red Tag Icon will immediately display all documents related to that selected Tag in the Central View Pane denoted as the Smart Tag View (see Tab labeled Smart Tab at top left of Central View Pane). By selecting multiple Tags Selection boxes and then clicking on the Multiple Tags Search Button located at the top left of the central view pane, the EFC will only display those documents that all have the selected Tags associated with them (i.e. an AND search operator of all selected Tabs will be executed). An example might be as follows: Selecting multiple Tabs - Utility, Telstra, Mobiles, Invoice will return all documents that have these tags associated with them. If one wanted to see all Utility Documents that were invoices then one would only select Utility and Invoice Tags.

Adding the Tag Mobiles would narrow the search to only Utility Invoices related to Mobiles which might involve documents be from multiple mobile suppliers, etc.
At the top of the Tag Navigation pane is a search field and a Search button and Show All Tags button. The search field can be used to locate a particular Tag or tags. The search will return the list of all/any tags which have the search letters contained in them. Eg: searching for the letters 'tel' would return tags Foxtel and Telstra. Note that the search does not override any selected Tags. The search can therefore be used to add tags to the already existing selection of Tags.


Searching for Documents:

The EFC provides you with a powerful “Google” like search capability to locate your documents. Documents can be found by searching based on Tags or Content (Document Name and Document Content) or both Tags and Content. An advanced search option is also provided which allows for the inclusion or exclusion of OCR Content, Names and Date Ranges. Document Search can be located by selecting the Document Search Tab on the Top Left Hand Side of the Document View Pane. Select the type of search required and enter the search words in the Fields provided. The Search function allows for the inclusion of Boolean search functions such as AND, OR, +, - etc. Multiple Tags need to separated by comma. Multiple Tag searched can be based on either AND or OR Tag combinations. A more extensive discussion on how to use the Search capabilities can be found on the PaperAct Web site.

Emailing Documents:

Emailing of files from the EFC can be achieved in one of 3 ways:

Launching a selected document format

You can launch a document in a PDF format for example and using its native Viewers to email the documents. The viewer should launch your email client and attach the respective file to the email.

Using the Document Export Function

Use the Document Export Function to first save the file to a local PC directory and then attach the saved file to an email. Files can be individually exported using the File Download Action Button. Multiple files can be downloaded by using the Folder or Tag Export Menu function by selecting a folder or tag, right mouse button click and selecting the Export Files option from the drop down menu. The EFC will export all files within the selected folder or tag to a selected directory in a zipped container. Names of the zipped files will comprise the following Document Properties: Document Name, Date and Tags.

Use the Send action

Use the Send Action in EFC to send a link to the specific document or documents. Note: this function requires direct remote access to the EFC from the Internet which can only be achieved by opening a specified port in your internet router. The Send will compiles hyper-links to each of the selected documents which it inserts into an email together with a customised salutatory message. The body of the email and the subject fields can be added to and/or changed as required.

A useful element of this feature is the ability to select the number of times the recipient of the email will be able to download the included documents from the EFC. Once the download limit is exceeded the recipient is notified accordingly. Email recipients who click on the included hyperlinks will receive the PDF version of the document direct from teh EFC at which point they can elect to read the document on screen, print off a copy or save a copy to disk by using the standard features of their local PDF viewer.

Using the Document Reminder Function

The EFC allows Reminders to be set on Documents. Documents can have multiple reminders set against them. Reminder notifications are received in one of two ways:

Pop Up Message Notification

Pop up message displays whilst logged into the EFC

Email Reminder

Email Reminder which contains the reminder message and also a link to the document in the EFC (Requires the remote log in facility (described in the reminder section above) as well as a log in username and password).

The Reminder Function is activated either by selecting a document from the Document List View and then selecting the Reminder Action button located at the top right hand side of the Central Viewing Pane or by selecting the Reminder Tab at the bottom of the Properties Pane when in Document View Mode. A dialog box will open prompting the user to enter a reminder message, select the form of the reminder and set the reminder date and time.

Selecting the Save button will commit the Reminder. Multiple Reminders can be set on the document. Note: in order for the email reminder to work correctly, the email address must be set up in the Users Profile located on the top Right of the Viewing Screen or by going into the Manage Users Option.

Viewing Reminders

Reminders can be viewed from the Navigation Pane on the Left Hand Side by selecting the Reminder Tab at the bottom of the pane. A reminder folder tree will be presented categorising reminders occurring today, tomorrow, this week, next week as well as all reminders. Selecting a Reminder folder will display all reminders relevant to that folder in the Central Viewing Pane in the Document List View Mode. To see the reminders relevant to a document, select a document in the Reminder Document List View pane and launch it by double clicking or selecting the Launch action button. Once in the Document View Mode, a Reminder Tab will appear at the bottom of the Properties View Pane which if clicked on will bring up the Reminder dialog box for that document together with the list of set Reminders displayed at the bottom of the dialog box.

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