Series 6 Technical Administration Manual SP 6.2B

ACCREDITED PARTNER TECHNICAL ADMINISTRATION TRAINING MANUAL

TABLE OF CONTENTS

Outline - Series 6 Technical Administration Course Two...... 7

Series 6 – Introduction ...... 14 The Series 6 Modes ...... 14 Workspace ...... 15 Searching Principles ...... 16 Exploring ...... 19 Resource Portal ...... 20 Revision Control ...... 21 Audit Control ...... 22

Basic System Configuration ...... 26 Free Trial Registration and the Wizard ...... 26 Fully Register Series 6 ...... 29 Privileges for the Administrator ...... 31

File and Save Administration ...... 34 Preparation ...... 34 Filing Cabinet and Folders ...... 34 Information Types ...... 34 Standard Documents ...... 34 Document References ...... 34 The Filing Cabinets ...... 36 Create a New Filing Cabinet ...... 36 To Edit a Filing Cabinet or Folder ...... 37 Add a New Folder ...... 38 To Copy a Folder or Filing Cabinet...... 40 To Move (Cut) a Folder ...... 41 View Folder Properties ...... 42 Edit Folder Security ...... 42 Edit Members and Information Types...... 43 To Delete Folders or Filing Cabinets ...... 44 To Move all Document from one Folder to Another ...... 45 Lab 1 - Create the Company Filing Cabinet ...... 46 Fixed Lists ...... 47 Creating a Fixed List ...... 47 Import Fixed List Values from a File ...... 49 Create a Fixed List with Manual Links ...... 52 Create a Fixed List with Imported Values and Links ...... 56 Show Existing Fixed Lists ...... 62 Edit an Existing Fixed List ...... 62 Delete a Fixed List ...... 62 Lab 2 - Create Fixed Lists ...... 64 Document References ...... 65 Create a Document Reference ...... 65 Regular Expression Basics ...... 67 View Existing Document References ...... 76 Edit an Existing Document Reference ...... 77

Delete an Existing Document Reference ...... 77 Lab 3 - Creating Document References ...... 78 Standard Documents ...... 79 Create a Standard Document ...... 79 Show Existing Standard Documents ...... 82 Remove a Document Reference from a Standard Document ...... 83 Edit an Existing Standard Document ...... 84 Delete an Existing Standard Document ...... 84 Lab 4 - Creating Standard Documents ...... 85 Information Types ...... 86 Create an Information Type ...... 86 View an Existing Information Type ...... 88 Delete Existing Information Type ...... 88 Associate Information Types to a Folder ...... 89 Lab 5 - Information Types ...... 91 Edit a Document Reference Associated to a Standard Document ...... 92 Edit Length of a String Field ...... 93 Edit the Validation Tab ...... 94 Lab 6 – Edit Document References Associated to a Standard Document ...... 96

Users (Members) ...... 98 Importing Users from Active Directory ...... 98 Show Users and External Members ...... 99 User Maintenance (Member Details) ...... 100 External Members ...... 105 Creating an External Member ...... 105 Log in as an External Member ...... 107

Security ...... 110 Stage 1 - Membership ...... 110 Add Members to a Folder ...... 110 Add Members to all Folders ...... 112 Add a Member to become a System Administrator ...... 114 Lab 7 - Users and Membership ...... 116 Stage 2 - Privileges ...... 117 Creating a Privilege Preset ...... 117 View Privilege Presets ...... 122 Edit an Existing Privilege Preset ...... 122 Lab 8 - Defining Privileges ...... 123 Stage 3 - Security Profiles ...... 125 Basic Folder Permissions ...... 126 Lab 9 - Working with Security Profiles ...... 129 Access Rights tab in Security Profile Details ...... 130 Worked Example ...... 132 Lab 10 - Security Profiles and Explicitly Named Users ...... 133 View and Edit Existing Security Profiles ...... 134 Worked Example Multiple Folders One Profile ...... 136 Security Profile Options ...... 137 Allow explore without a profile ...... 137

Apply changes recursively ...... 138 Override member rights ...... 138

Groups ...... 140 What are Groups? ...... 140 Using Groups ...... 140 Create a Group ...... 140 View and Edit a Group ...... 146 Delete a Group ...... 147 Associate a Group to a Folder ...... 148 Worked Example for Groups ...... 150 Lab 11 – Create a Group ...... 153 Synchronise an Active Directory Group with a Series 6 Group ...... 154 Manually Synchronise a Group ...... 159 Worked Example of Synchronisation Groups ...... 160 Lab 12 – Groups and Synchronisation ...... 165

Quick Step Guide for File and Save Administration ...... 166 Lab 13 - Consolidation - HR Scenario ...... 167

Offline Mode for Series 6 Client ...... 169

Secure Storage ...... 172 Maintain Text Indexes ...... 172 Metadata Index Option ...... 172 Content Index Option ...... 176 The Schedule Operation Screen for the Reindex ...... 181 The Schedule Operation Screen for Compress ...... 181 Show Secure Store Locations ...... 183 Schedules ...... 184 View Existing Schedules ...... 184 Edit Existing Schedule ...... 185 Delete Existing Schedule ...... 185 Indexing Times ...... 186

Scanning Administration ...... 190 Scanning presets ...... 190 Creating a new scan preset ...... 191 Show Scanner Presets ...... 195 Edit the Existing Scanner Preset ...... 195 Delete Existing Scanner Preset ...... 196 Barcode Separator ...... 196

Registration and Licenses ...... 204 Adding Additional Licenses and Products ...... 206 Allocating Licenses to users ...... 208

Auditing ...... 210 The Audit Logs ...... 210

The Expunge Log ...... 212 What is the Expunge Log? ...... 212

Global Settings ...... 216 Edit global Settings ...... 216 Indexing File Types ...... 235 Document Templates ...... 236 Lab 12 - Configure Document Templates ...... 240

DPE (Document Processing Engine) ...... 242 The Document Process Engine Netscan and Link Manager ...... 242 Netscan ...... 242 Create a Netscan path ...... 243 View Existing Netscan Paths ...... 246 Edit Existing Netscan Paths ...... 246 Delete Existing Netscan Paths ...... 246 Netscan Functionality Explained ...... 246 Barcode Separators and Netscan ...... 246 Link Manager ...... 247 Required Administration setup for Link Manager ...... 247 Create a Link Manager path to Import Fixed List Values ...... 247 Create a Link Manager path to Import a Fixed List from XML file ...... 251 Create a Link Manager path to Import Fixed List Values and Links ...... 255 Create a Link Manager path to Import a Fixed List Values and Links from an XML file ...... 262 Create a Link Manager path to Import and File and Save Documents ...... 269 Link Manager Monitor ...... 288 View Existing Link Manager Paths ...... 289 Edit Existing Link Manager Path ...... 289 Delete Existing Link Manager Path ...... 289 Failed Link Manager Imports ...... 289

Expunge Documents ...... 292 View Deleted Documents ...... 292 Expunge Documents...... 293 Restore/Expunge Individual Documents ...... 293 Expunge All Documents ...... 294 Restore All Documents ...... 295

Filing Structure Maintenance ...... 298 Create New Standard Structure ...... 298 Create Database Restore Point ...... 306 Clean Database ...... 306 Apply Restore Point ...... 307 Commit Filing Structure ...... 310

Document Reclaim ...... 314

Online Backup ...... 318

IMAP4 Configurations with Series 6 ...... 320

Configuring IMAP4 within Exchange Server 2003 ...... 320 Configuring IMAP4 for Each User ...... 321 Testing Exchange with Series 6 ...... 323 Series 6 Administration Settings ...... 324 Email password file ...... 326

Automated Storage of Emails ...... 330 Background ...... 330 Active Directory Settings ...... 331 MS Exchange settings ...... 332 Settings within Series 6 Administration ...... 333

SharePoint ...... 338 What is SharePoint Integration? ...... 338 Minimum Hardware & Software Requirements for Client Invu SharePoint Publisher Application . 338 Minimum Software Requirements ...... 338 Minimum Hardware Requirements ...... 338 Configuration and Installation of the Invu SharePoint Publisher Application ...... 339 Configure the SharePoint with Series 6 ...... 339 Install the Invu SharePoint Publisher Application for the First Time ...... 343 Publish Documents to SharePoint ...... 346 Choose Publication Destination ...... 347 Choose which documents you wish to publish ...... 348 Check/amend the metadata ...... 348 Preview ...... 350 Publish document(s) ...... 352

Appendix A ...... 356 Scanning Details ...... 356 Raster Colour and Greyscale ...... 356 Raster Bitonal (1-Bit) ...... 357

Appendix B ...... 358 Regular Expression Characters and Syntax ...... 358

Appendix C– Preview of Document Appears in Separate Window ...... 364

Appendix D – Limitations ...... 366

Appendix E – Standard Supported Types ...... 367

Appendix F – Types Not Supported ...... 373

Invu Contact Details ...... 377

Training Notes:- ...... 378

OUTLINE - SERIES 6 TECHNICAL ADMINISTRATION COURSE TWO

Aim

The aim of this course is to provide technicians with a thorough foundation in configuration and administration of a Series 6 system. During the course attendees will gain experience of configuring all aspects of an Series 6 solution including standard administrative options, CodeFree, Link Manager and Netscan. It will also provide delegates with the opportunity to gain certification in Series 6 Configuration which will contribute towards full Invu Certified Engineer (ICE) accreditation.

Pre-Requisites A Basic Understanding of Business Processes Basic Business Analysis Skills Basic Process Mapping Skills

Overview Explicitly Name a User Security Options Duration: 2 Days Groups Introduction Topics Introduction to Series 6 Secure Store Settings Series 6 Product Range Licensing Scanning Administration Scan Presets Series 6 Concepts Barcode Separators The 3 Series 6 Modes Searching Principles Registration Exploring License allocation Workspace and Current Documents Revision Control Auditing Auditing Expunge

Administration Topics Global Settings Indexing Administration Edit Global Settings Filing Cabinets Indexing File Types Information Types Document Templates Standard Documents Document References & Fixed Lists DPE Link & Searchable lists Netscan Administration Barcode Separators Users Link Manager Administration Import from Active Directory Create External Members Document Reclaim User Maintenance Online Backup Security Membership Practical Exam 1 hr 30 mins Privileges Security Profiles

SERIES 6 PRODUCT RANGE

S600 - Invu Network Document Management System Invu S600 manages everything that arrives on your desk; paper, e-mails, web pages, faxes and electronic files. The software scans, imports, stores, retrieves and tracks instantly all of these different types of data, and what's more, the software is easy to use, 'industry strength' and highly affordable. With tens of thousands of people using Invu software every day Invu is the product of choice for your office. Whether you need instant access to customer files, invoices or to solve a compliance problem, Invu provides the answer to all kinds of administrative needs. The product is based on the most up-to-date technology incorporating Microsoft .NET Framework providing both huge scalability and future integration options.

S650 - Invu Network Document Management System with Workflow This system has all the benefits of S600 (above) but in addition brings the tremendous advantages of workflow to its users. Workflow is the intelligent routing of any documents around the organisation in a pre-defined, controlled and audited manner. With the ability to apply timescales, priorities and statuses S650 enables full automation of document routing for your key business processes. Users see tasks in their “Worktrays” and are thus prompted to action those tasks. Once actioned, the tasks are automatically sent to the next person and so on. By the use of this feature a whole host of benefits can be derived. Just one of these benefits is that an organisation can see the exact stage of any documents in any given process, e.g. how many invoices are currently on hold. i600 - Invu Search, Retrieve and View Client This software allows a user to access an existing Invu S600 or S650 database but in a search retrieve and view mode. An i600 user cannot add, edit or scan files into the database. The user’s ability to view files is always controlled by the security associated to that document. This product is ideal for remote users who only need to view files such as customers or contractors. It is also a great tool for internal staff who simply want to view files that have been added by others users who need to see copies or contracts or invoices. Licensing

The S600, S650 and i600 products are sold as per seat basis; effectively this means that the number of active/enabled user accounts will be restricted to the purchased number. After installation and before the software can be used, the product must be registered at Invu’s Technical support department at head office, who will then provide activation keys for each product. Details of this process will be provided later on in this document.

When Series 6 is first installed you are able to activate a 30 day Trial licence which will allow you to access S600 and Office Addin. After the 30 days the system will revert to a read only status until the system has been registered and the proper licences have been activated.

Invu Link Manager

Introduced as part of the Document Processing Engine (DPE), Invu Link Manager allows information to be read from an XML based file format that includes the path to the document that needs to be imported into Invu. Through an easy to use, sophisticated and ordered mode the Link Manager utility provides the ability to map structurally the location of indexing data in the XML file format for passing into the Invu system along with the physical file. Based on the processing requirements this module can either be set to load manually or automatically; this can be incorporated into the day to day practice for automated document archiving if required. One licence per system is required and this is allocated to the administrator.

Invu Netscan

Also encompassed within the Document Processing Engine (DPE), Invu Netscan provides the ability to bring documents into Invu from network locations to an Intray or using the File and Save function. Invu Netscan allows customers to integrate existing network scanning devices for the automated import of documents into the Invu system. Running as a service this aspect of the DPE will be configured to poll numerous network locations and move the files into the pre-configured areas of the system.

CodeFree Integration – Integration without the Expense of Programming

Utilising the data held within third party applications this product allows detailed searches to be performed against documents stored in Series 6. This can be done through a simple drag and drop or using the Training function via a Button or Shortcut key. CodeFree enables document searches to be driven through your line of business applications allowing quick and efficient document retrieval with a minimal amount of fuss. With a variety of trigger methods, it means CodeFree can cater for almost all third party applications.

Advanced CodeFree Integration – Integration Without the Expense of Programming, With the Added Advantage of Screen Scraping Technology. Utilising the data held within third party applications Advanced CodeFree Integration captures data from third party applications to be utilised for document File & Save. Advanced CodeFree has all the benefits described under the CodeFree section, Advanced CodeFree gives users the ability to automate the File & Save process by scraping data from both windows and emulated applications, thus saving time, increasing accuracy as well as providing consistency with the line of business application. Configured through simple user modes, both CodeFree and Advanced CodeFree provide the end user with an invaluable tool without internal development or programming resources which creates a flexible and seamless link into existing business applications.

NB: A proof of concept is always required to ensure the compatibility on the third party application with CodeFree or Advanced CodeFree.

Invu Integration and Capture Suite

The Integration and Capture suite consists of three products Invu Link, Invu Print Capture and Invu Email Capture which can all be installed individually or all together if required.

Invu Link

Invu Link can be configured to scrape windows screens, read clipboard contents, the contents of a file using Regular Expressions and then use this information to file the file in to Series 6. This means that it can be tailored to many different products to integrate with Invu.

Invu Print Capture

Invu Print Capture is a print processing service designed to intercept print jobs en route to Windows printers. The printed document is automatically filed into an Invu.

This is achieved by adding an additional page to the document which contains information that Invu Print Capture uses to file the document (Header or Trailer page). This page is removed by Invu Print Capture prior to printing the document. The Header or Trailer page is typically automatically generated by a third party product such as Open GI or Iris . It is generated in a similar way to a Microsoft Word Mail Merge where details such as client related information replace tags in the document.

Invu Email Capture

Invu Email Capture has been designed to meet the ever growing requirement of clients to store Email correspondence automatically. The application integrates with Invu. The application takes a copy of emails stored in Microsoft Exchange Server. The emails are filed with key Message information (To, From and Subject) as Document Reference/Indexes values allowing users to search across Invu for values such as email address and subject line content.

A built in matrix of storage rules allow your emails to be saved automatically against a client record (client name and id). These rules are configured using an accompanying administrative application that can be used on any PC.

Auto Index for Invu

Auto Index for Invu manages the inbound documents, storing an image of the document and creating a csv file extracting required data from capture zones and barcodes. The Link Manager would be configured to automatically 'file and save' the document away using the captured data to possibly create Filing Cabinets or Folders, Information and populate Document References. For example:-

A customer scans all inbound documents to capture required data to file and save into Series 6. Using Auto Index for Invu the user would scan the invoices and configure each different Invoice layout by placing zonal markers to pick up key information like invoice number, supplier or customer name, amount and VAT number. This captured data is placed in a csv file, one for each processed invoice. The scanned image and the CSV file are placed into a predefined path which Link Manager has been configured to poll. Link Manager would use the CSV file to select the correct scanned image and the data from the CSV to file and save the document.

Once configured, Auto Index for Invu is a seamless way to automatically scan in the documents then 'file and save' in to Series 6.

SERIES 6 INTRODUCTION

SERIES 6 – INTRODUCTION

The Three Series 6 Modes Workspace Searching Principles Exploring Resource Portal Revision Control and Audit Control

The Series 6 Modes

When you open Series 6 you will be presented with one of three modes. Depending on the privileges given by the System Administrator you may have them all or just one. The three modes are:

Simple Standard Advanced

Mode Name Screen Shot

Simple

The Simple mode provides a simplified way of working with Invu. Search, My Work, Scan, Create and Resource Portal are the 5 main functions which are displayed as tabs across the top of the screen and each, in turn, has been uncomplicated with minimal options to confuse. A Simple Mode user does not have the ability to Explore or configure Series 6 through Administration in this mode.

Standard

The Standard mode has been provided with a floating toolbar. Full functionality is available in the Standard mode Workspace, Search, Explore, Administration and Resource Portal. Each Icon is presented in its own independent window.

Advanced

The Advanced mode is contained within a single window. The style of the window has a similar feel to Microsoft Outlook giving you an environment that you may be familiar with. Full functionality is available in the Advanced mode Workspace, Search, Explore, Administration and Resource Portal. These Five functions are displayed as buttons on the left-hand side of the screen.

Workspace

The Workspace brings together the user’s Intray, Work Tasks, Email and Current Documents. It is the default location (in the Standard and Advanced modes) presented to the end-user when they first log in and is intended to be the place where a user works with their documents on a day to day basis.

The Intray collates all documents which have been brought into the Series 6 system, but have not yet been filed away. Each user has a personal Intray and has access to Folder Intrays depending on Membership and Security. Any new documents which are brought into an Intray is marked as unread and will appear in bold and blue once a document has been opened it is marked as read normal text. Documents can also be marked unread / read via the right click menu and if another user sends a document to you a pop from your system tray area will appear informing you how many unread items you have.

Users can move or create shortcuts for documents from their Intray(s) to other users’ Intrays for review or collaboration (for example).

The Search Intrays area will allow you to see only unread documents in all Intrays you have access to

These are grouped by Intray types as shown above.

Work Tasks will present the current tasks assigned to the user who have an S650 (Workflow) licence for more information on workflow please see the Technical Workflow manual.

Series 6 can integrate with IMAP4 compliant email systems (such as MS Exchange) and the Email section of the Workspace area will show the content of the user’s mailbox (all mail folders). Emails can then be filed easily into Series 6.

Current Documents will show documents that a user has checked-out. This should streamline and simplify the revision process. A user can also send documents from the Filing Cabinets Folders to their own Current Documents, so that the document becomes easily available to them at a later date.

The Current Documents area will also be available to the user ‘off-line’, so that these documents are accessible when they’re not connected to the network (or internet). The system will detect if the network is available at the point of starting the client, if no network is available the system will work in off-line mode.

In the ‘Simple’ mode the workspace area is known as ‘My Work’.

Searching Principles

Invu Series 6 provides a great deal of flexibility in the way in which the user can perform a search within the system. A general search in the Simple mode will always search through both the document’s filing information and its content. When performing a search within the Simple mode all locations are searched including the Intrays accessible by the user.

In the Standard and Advanced modes there is scope to search through either the document’s filing information or content, or to build more complex searches by using logic and filters. Common searches (or search criteria) can be saved and retrieved by the user. The search can also be localised to specific locations within the Series 6 system (such as a specific Folder or Filing Cabinet) to narrow the search’s scope.

All common attributes inherited from the file will also be fully searchable. Common attributes are obtained from the file’s properties, for example an MS Word document will inherit the ‘Title’, ‘Subject’, ‘Author’, etc (as shown above). An email will inherit attributes such as ‘To’, ‘From’, ‘Subject’, ‘Sent Date’, etc.

If a document originates from Word or Excel then you are also able to choose whether a thumbnail is created or not. In the above properties image (found in File – Properties Office 2003 or lower) if a thumbnail is required tick the Save preview picture check box.

If using Office 2007 then click the button and from the menu select Prepare then Properties .

The Document properties area will be displayed under the main tabs click the arrow beside the heading Document Properties and select Advanced Properties ...

Click the ‘ Summary ’ tab. If you would like a thumbnail then tick the Save preview picture check box.

Exploring

In Series 6 the users have the ability to explore the system. This provides the end-user with the ability to explore the Filing Cabinets location, Intrays available to the user and their Workspace (see page 15). It performs a similar function to MS Windows Explorer (hence the name!) and allows the user to ‘drill-down’ within the Series 6 system’s hierarchy and browse the contents of available locations. This provides an alternative method of accessing the electronic documents and information over searching, using criteria. The Explore function is only available within the Standard and Advanced modes.

Resource Portal

When a user logs into Series 6 by default the Resource Portal will be displayed:

The Resource Portal will allow you to learn how to use Series 6 by means of Manuals, Videos Demonstration and understanding.

For more information please visit the Resource Portal. Log into Series 6 as normal then click the function.

Revision Control

All documents are placed under revision control from the moment they enter Series 6. This means that when a document is revised the original is still held and can be retrieved by the users if required. The process of revising a document is provided through the mechanism of checking out and checking in . A ‘checked out’ document can be edited (revised) by the user who has checked it out, but it is locked for editing to all other users. When the user has finished editing the document, it should be checked (back) in. This places the new revision into the Series 6 system and it becomes the latest and current version. Any user searching for the document will, by default, find the latest revision, unless they specifically look for previous revisions.

A user can also choose to check in a draft copy of a checked out document which will leave the original unaltered by display a secondary ‘draft’ document.

Audit Control

Series 6 places all documents (and information) under audit control from the moment it enters the system and all actions performed by the user are tracked and audited. This includes a user logging in or out, working with a document (opening, printing, editing, deleting, etc.) and all administration options.

The full audit log can be viewed from the Administration screen and can be filtered by user, workstation name, date range and audit type.

For more information on how to use the Audit log please see page 210.

The audit log can also be seen for a specific document from the Workspace, Search or Explore screens, if the user has the appropriate permission.

To do this find the document you wish view audit information for then in the Middle pane right click the document.

From the menu click the Properties option. In the screen that appears click the ‘ Event History ’ tab.

This screen will show you what has happened to the document from the moment it was brought into Series 6. You will always be able to view the event history on documents in your Intray. If you wish to view the event history of a document filed in a folder then you will need to have the right to view the tab.

SERIES 6 BASIC SYSTEM CONFIGURATION

BASIC SYSTEM CONFIGURATION

The following sections of the manual will contain some basic configuration guidelines to be carried out by the Administrator after a Series 6 installation.

Product Registration Setting Custom Privileges

First time the Series 6 client is run it will prompt the Administrator to register the software and set the number of licences required. There are two ways the register Series 6; use the 30 day Free Trial feature which will apply s600 and Office Addin or fully register with activation codes obtained from Invu Technical Support. Both methods are explained below:

Free Trial Registration and the Wizard

On the Product Registration screen click the Free Trial button and the licences will be applied.

You will get 200 s600 and 200 Office Addin licences for 30 days. Click the Close button and the following message will be displayed:

When using the 30 day trial licence you will be able to use the wizard to generate a Filing Cabinet and folders, File and save structure and security by using preset structures. Please see page 299 for more information on the wizard.

When any user logs in they will see the following splash screen. This screen will show you how many days remain on the 30 day trial you have.

To close the above splash screen click the white X in the top right corner.

NB: Please be aware that the 200 licences given for the Free Trial period are not carried over when the product is registered. The number of licences will depend on what has been purchased.

The Administrator will then be logged in by default the Client will open in the Advanced mode.

How the Trial Works

For any user from 10 days before the Free 30 day trial ends until the end date the following message will be displayed.

When the 30 Day trial has expired when any user logs in the following will be displayed as shown on the next page:

Click the white X in the top right hand corner and the following message will be displayed as shown below:

Click the OK button and a normal user will be logged in with read only access which means that you will be able to read and search for documents already in the system but you will not be able to edit or bring any new documents into Series 6.

If you are an Administrator then the following screen will be displayed:

You will need to register the Series 6 system please see page Error! Bookmark not defined. for more information.

Fully Register Series 6

If you wish to fully register Series 6 when you log in for the first time then click into the Registration Name field.

Enter the name of the company the software is for then click the Confirm button and the following message will be displayed:

This message is warning that the filing structure has not been committed and you cannot register Series 6 without committing the filing structure. Click the Yes button to commit or the NO button to cancel.

If you click the Yes button then the following will be displayed:

Click the OK button and a message asking you to confirm the registration name.

Click the OK button and another message will be displayed:

Click the Yes button to continue and register the name or click the No button to cancel.

The above screen will then be displayed. Entry of the Registration Name will provide a Security Code , when contacting Invu Technical Support for an activation key the user will be asked to provide this code. See last page of manual for contact details.

Next you will need to activate the products, double click the product i.e. s600 and the following will be displayed as shown on the next page:

Enter the code provided and click the OK button if the code is correct the number of licences activated if not correct a message will be displayed then you can enter the code again.

Repeat until all required licences have been activated. Click the Close button to exit the screen, Series 6 will then open.

Privileges for the Administrator

The Systems Administrator has custom privileges but not all of them so we will add all to ensure we test the system properly.

To show users click the button on the Standard toolbar. User Maintenance is performed from the section then click the option Show users and external members to show all users added.

Double click the System Administrator Account user from the Middle pane and the screen on the next page will be displayed:

Click the ‘Security ’ tab then click the button and the following screen will be displayed:

Click the All button and this will apply all privileges. Click the OK button then click the OK button again to finish.

In order for these changes to be implemented close down the Series 6 Client and restart.

SERIES 6 FILE & SAVE ADMINISTRATION

FILE AND SAVE ADMINISTRATION

Preparation

The File and Save structure is made up of:-

Filing Cabinet Structure and Folders Information Types Standard Documents Document References Fixed Lists

Filing Cabinet and Folders When creating the structure for Series 6 you must first plan the Filing Cabinets. This should be planned in conjunction with the customer and is often based on their current business model. Departments and groups will generally help define the Folders within the Filing Cabinets. An example of a Filing Cabinet is shown to the right.

The Filing Cabinets and Folders make up the structure for filed documents. When you File and Save a document you will choose which folder the document will be located. Think of a real filing cabinet and the draws are the sub folders.

Filing Cabinets are configured by an Administrator and are displayed in a folder hierarchy structure as shown to the right.

Information Types The Information Types are the category of a document and are used when filing the documents/information away into the Filing Cabinets. An Information Type is defined by the Administrator and is used to categorise the document. An Information Type is associated with folder(s) within the Filing Cabinets, and this dictates hierarchically where the document will be stored or referenced.

Standard Documents A Standard Document relates directly to an Information Type and is used to provide sub category for that variety of document.

This functionality provides a very flexible structure for the organisation of documents within the database and aims to make the system as simple as possible for the end-users. As an example ‘Letter’ could be defined as an Information Type with ‘Acceptance Letter’, ‘Inquiry Letter’ and ‘Letter of Complaint’ being three related Standard Documents. A customer could also choose to work with ‘Invoice’ as an Information Type and categorise ‘Purchase Invoice’ and ‘Sales Invoice’ as Standard Documents. As an alternative, a more general approach could be taken and ‘Purchasing Document’ could be setup as the Information Type with ‘Purchase Invoice’, ‘Credit Note’, and ‘Purchase Order’ etc being defined as Standard Documents.

A Standard Document can also be defined to have no related document. This will allow the users to File and Save an entry into the system without the need for a physical document. An example of this kind of Standard Document could be a ‘Phone call’. This allows the Series 6 system to be not only a document management system but also an information management system.

Document References Document References add further detail when filing the documents into the Filing Cabinets and also allow to you use this information to find the document in the future. Document References are associated with the Standard Documents, which means each Standard Document can have a differing set of Document References. There is no set number as to how many Document References should be associated with a Standard Document; one Standard Document may have five Document References, another nine and a third just one.

When defining a Document Reference you are able to specify a data type (e.g. numeric, character string, date, currency, true/false etc.), set a default value, define a format (Regular Expression) for the data or even create a fixed list. This validation will provide additional confidence that the correct information is being supplied during the filing process.

Example Filing Setup for HR Folder within a filing cabinet

Document References Standard Documents Information Types

Candidate Name Agency CVs Job Role Recruitment Documents Job Role Job Specification Department

Employee Name Employee Reference Contract Job Role Department Employee Name Employee Reference Personal Details Employee Records Department Employee Name Holiday Request Year Employee Name Sickness Form Year

The recommended order in which to create the above:-

Create Filing Cabinets and Folder structure Create the Fixed Lists Create the Document References (associate any fixed list created to appropriate document reference) Create the Standard Documents (associate the appropriate document references) Create the Information Types (associate the appropriate standard documents) Associate the Information Types to the relevant folder

Then test the structure by filing and saving documents away.

The Filing Cabinets

Create a New Filing Cabinet

To create another Filing Cabinet first, click the button (in the Advanced mode) or the button (on the Standard mode toolbar), then select the Create a Filing Cabinet option under the section.

The ‘Folder' screen will be displayed:

Enter the Name this name must be unique, Description . The Email Address option will be used to determine which emails should be automatically filed into this Folder. Click the OK button.

If you try to create a Filing Cabinet with a name which is already in use then the following message will be displayed:

Click the OK button. Change the name of the folder and click the OK button to create the Folder.

To add a Folder below the new Filing Cabinet, right click the Filing Cabinet name and from the menu choose Add Folder option. The ‘Folder' screen will be displayed, enter the Name , Description and the Email Address option. Click the OK button. Repeat for each new Folder required.

To Edit a Filing Cabinet or Folder

To edit a Filing Cabinet or Folder, click the button (in the Advanced mode) or the button (on the Standard mode toolbar), then select the Show Filing Cabinets option from the section. The Filing Cabinets will then be displayed in the Middle pane.

To configure the Filing Cabinet or Folder right click the text for the Filing Cabinet or Folder and from the menu select the Edit Members and Info. Types option.

Click the ‘ General ’ tab.

Change the Name which must be unique and Description for the Filing Cabinet or Folder.

The Email Address option will be used to determine which emails should be automatically filed into this Filing Cabinet.

Click the OK button then click the OK button again to save the changes.

Add a New Folder

To create a new Folder within a Filing Cabinet, click the button (in the Advanced mode) or the button (on the Standard mode toolbar), then select the Show Filing Cabinets option from the section. The Filing Cabinets will then be displayed in the Middle pane.

Right click on the Filing Cabinet or Folder title (the Filing Cabinet or Folder which is be directly above the Folder you wish to create), then from the menu select the Add Folder option. The ‘Folder’ screen will be displayed:

Enter the Name , Description and the Email Address , this will be used to determine which emails should be automatically filed into this folder. Click the OK button. This should be repeated for each Folder that needs to be created.

If you create a folder with a name which is already in use within the filing cabinet then the following message will be displayed:

Click the OK button. Change the name of the folder and click the OK button to create the new folder.

The screen above shows how the Filing Cabinets and Folder could look when completed.

To Copy a Folder or Filing Cabinet

A Folder or whole Filing Cabinet and the content below can now be duplicated by using the Copy and Paste function in Series 6.

To Copy a Folder or Filing Cabinet, first click the button (in the Advanced mode) or the button (on the Standard mode toolbar), then select the Show Filing Cabinets option under the section.

Right click the Folder or Filing Cabinet title and from the menu select the Copy Folder option.

To paste the copied Folder or Filing Cabinet right click the text Filing Cabinets at the top of the Middle pane or where the folder needs to be copied to. Then from the menu select the Paste Folder option and the following will be displayed:

Type in the new title of the Folder or Filing Cabinet and then click the OK button. The copied Folder or Filing Cabinet will be duplicated with the new title.

If the Filing Cabinet or Folder has sub Folders attached they will also be duplicated. The Information Types, Security Profiles including permissions and Members will be duplicated for each Folder or Filing Cabinet copied.

When pasting in a filing cabinet ensure that the name entered is unique. If a name entered is already in use the following message will be displayed:

Click the OK button, copy the Filing Cabinet and paste it then ensure the name is unique.

To Move (Cut) a Folder

A Folder and the content below can now be moved by using the Cut and Paste function in Series 6.

To move a Folder, first click the button (in the Advanced mode) or the button (on the Standard mode toolbar), then select the Show Filing Cabinets option under the section.

Right click the Folder title and from the menu select the Cut Folder option.

To paste the cut folder right click the text Filing Cabinets at the top of the Middle pane or where the folder needs to be moved to. Then from the menu select the Paste Folder option and the following will be displayed:

Click the Yes button to move the folder or click the No button to cancel the move. If you have clicked the Yes button the following message will be displayed:

Click the Yes button to inherit the security permissions from the folder above. Click the No button to retain the security already applied. The following will then be displayed:

Click the Yes button to inherit the Members and Information Types from the folder above. Click the No button to retain the Members and Information Types already applied.

If the Filing Cabinet or Folder has sub Folders attached they will also be moved. The Information Types, Security Profiles including permissions and Members will be inherited from the Filing Cabinet the folders have been moved to.

When pasting in a filing cabinet/folder ensure that the name entered is unique. If a name entered is already in use the following message will be displayed:

Click the OK button, copy the Filing Cabinet again and paste it then ensure the name is unique.

View Folder Properties

To view all the properties for a folder double click the Folder in the Middle pane or right click the Folder or Filing Cabinet title and from the menu select the Properties option. This view is read only no changes can be made.

Edit Folder Security

To edit Folder security, first click the button (in the Advanced mode) or the button (on the Standard mode toolbar), then select the Show Filing Cabinets option under the section.

Right click the Folder or Filing Cabinet title and from the menu select the Edit Security option.

The following screen will be displayed:

Make the necessary changes then click the OK button to save the changes. For more information on Security please see page 110.

Edit Members and Information Types

To edit Folder Members and Information Types, first click the button (in the Advanced mode) or the button (on the Standard mode toolbar), then select the Show Filing Cabinets option under the section.

Right click the Folder or Filing Cabinet title and from the menu select the Edit Members and Info. Types option.

The following screen will be displayed:

For more information on Members please see page 110.

Make the necessary changes and click the OK button again to save the changes. The following will be displayed:

Select the Update this folder only option to save the Information Types and Members you have added.

Select the Update all folders beneath this folder option to save the Information Types and Members to this folder and any sub folders below it.

Select the Update all folders at the same level as this folder option to save the Information Types and Members to this folder and any other folders at the same level.

Once you have selected the appropriate option click the OK button to continue.

To Delete Folders or Filing Cabinets

To Delete a Folder or Filing Cabinet, first click the button (in the Advanced mode) or the button (on the Standard mode toolbar), then select the Show Filing Cabinets option under the section.

In the Middle pane right click the Folder or Filing Cabinet you wish to delete and then from the menu select the Delete Folder option or click the button from the toolbar. The following message will be displayed.

Click the Yes button to delete the selected Folder or Filing Cabinet.

If the Folder or Filing Cabinet selected for deletion has association in the system i.e. a Sub Folder, Security Profiles associated or even Members the following message will be displayed:

In order to delete the Folder or Filing Cabinet all association must be removed prior to deletion.

NB: If a document has been filed into a Folder then the folder cannot be deleted. Even if all documents are removed from that folder you cannot delete it you would need to ensure that all the deleted documents have been expunged from Series 6. Please see page 292 for more information on the Expunge function.

To Move all Document from one Folder to Another

You are able to move the documents from one folder to another folder. This could be useful if the all of the documents have been filed in the wrong folder.

If you wish to move documents you must make sure that the Information Types the documents are associated to are associated to the Folder you are copying them to. It is an all or nothing features which means when you move the documents it will move all .

NB: if you have any notes attached to the documents you are using you will need to add the Notes Information type as well. Once you have moved the documents you can then remove the Notes information type form the folder.

To move documents, first right click the folder you are moving the documents from and from the menu select the Cut documents option.

Then right click the folder you wish to move the documents to and from the menu select the Paste documents option. The following message will be displayed:

Click the Yes button to continue and paste the documents to the new folder or click the No button to cancel the move.

It will tell you the number of documents it has moved, click the OK button to close.

If the following message appears:

Then you have not added the correct Information types to match the documents that are being moved.

Lab 1 - Create the Company Filing Cabinet

In this lab you should configure the Filing Cabinet called Root Group based on the business model diagram below.

Field Hill Ltd has had their filing structure designed and it needs to be added into Series 6 using the diagram below.

When creating the Folders make sure the System Administrator is added as a member of the Marketing Folder.

At this stage leave the ‘Security Profiles’ and ‘Information Types’ tabs blank

Fixed Lists

A Document Reference can be populated by a predefined Fixed List. This will create a drop-down menu for the user to choose from at the point of filing the document away.

Fixed list can also be linked, this feature will link fixed lists together say Customer Reference and full Customer Name no matter which is chosen first it will automatically complete the other fixed list.

You can also import the values for the lists saving time.

The Fixed List must first be created and then associated with the Document Reference via the ‘Document Reference Details’ screen.

Creating a Fixed List

To create a new Fixed List, click the button (in the Advanced mode) or the button (on the Standard mode toolbar). In the section click the Create a fixed list option and the 'Document Reference Value List' screen will be displayed:

In the ‘ General ’ tab enter a Title for the Fixed List, choose a data Type.

Data Types Detail Example Integer A whole number 1, 7, 12, 99, 1234 Boolean True or False response True or False A name or alphanumeric String Collection of characters reference A date picked from a DateTime 29/06/06 or 13/11/05 calendar A link to a web site or file Hyperlink http:\\www.invu.net even an email 01:15:45 (i.e.1h 15m Time A time span duration 45s) Angle Values between 0 and 360 90 or 270 Real A number with decimals 10.5 or 99.15456 Currency A number with 2 decimals 9.99 or 1755.00

The data type can ensure that the appropriate data for each Fixed List is stored.

If you wish to be able to search and filter when using the fixed list then tick the Is list searchable check box. When a user uses the fixed list and manually enters say Invu it will filter the fixed list to only show any values with the word Invu at beginning, middle and end very useful if the fixed list is large.

The Description and Title fields are mandatory and denoted with the mandatory symbol .

To add values to the list click the ‘ Values ’ tab:

You should enter each value into the Selection Value text box and then click the Add button. Each value will then be listed in the area ‘Document Reference Values’.

To alter a previously added value highlight the value in the ‘Document Reference Values’ list. The current value will then populate the Selection Value text box. Amend the Selection Value and click the Change button.

To delete, highlight the value in the ‘Document Reference Values’ list. Click the Remove button you will then be prompted to confirm the deletion before the value is removed.

Click OK to save and close the ‘Document Reference Value List’ details screen.

Import Fixed List Values from a File

Rather than entering the values manually you are able to import the values from a CSV file outside of Series 6.

First ensure you have a CSV file with the values required as shown below:

To import the values from a csv file click the button (in the Advanced mode) or the button (on the Standard mode toolbar). In the section click the Create a fixed list option or click the Show fixed lists and double click the Fixed List in the Middle pane. The 'Document Reference Value List' screen will be displayed, make sure the Fixed list has a Title, Type and Description then click the ‘Values’ tab.

Click the Import Values from File button and the following screen will be displayed:

Browse to the correct location and highlight the correct file then click the Open button and the following screen will be displayed:

The Import Mode area has two options:

The Append values from a file to existing fixed list values option, when selected, will append the values from the selected file under the existing entries on the fixed list.

The Replace all fixed list values with values from file option, when selected, will remove all existing values from the fixed list and replace them with the values from the selected file.

NB: If there are no existing values on the fixed list then Import Mode area is greyed out as it will just add the values from the selected file.

The CSV Preview area allows you to see the first row of the file.

In the Import Options area you have three options:

The Use All Values check box, if ticked, will allow you to use all values from the file no matter what column or row it is on. This works very well if the format of the CSV looks as below:

Also when the Use All Values check box is ticked the Use Values from Column option is greyed out.

The Ignore Duplicate Values check box, If ticked, will remove any duplicates.

The Ignore First Row check box, if ticked, will ignore the first row of the selected file.

The Use Values From Column option will allow you to pick which column the values should come if the selected file has multiple columns.

The List Preview area will show you exactly what values will be imported after all the above options have been configured.

Once complete click the OK button and the new values will be imported. Click the OK button again to Save and Close the Fixed list screen.

Create a Fixed List with Manual Links

A Fixed List can be linked to other Fixed Lists if required. So you could set up links so that when a user chooses the Customer Reference Number it automatically picks the Company Name and even links the Reference to also identify the contact.

We shall create a basic link between Employee Number and Manager . We will need to create 2 Fixed Lists in the normal way.

Create the Employee Number Fixed List.

Add the values to the list click the ‘ Values ’ tab:

Click OK to save and close the ‘Document Reference Value List’ screen.

Create the Manager Fixed List.

Add the values to the list click the ‘ Values’ tab:

Click the ‘ Links ’ tab and the screen on the next page will be displayed:

We need to link the Managers Fixed List to the Employee Number Fixed List click the Add List button.

Highlight the Fixed List to link then click the OK button and the chosen Fixed List will be displayed in the Lists Linked to area. Click on the Fixed List and the Links To area will be populated:

You will need to link the Manager names to the Employee numbers. Click the Add Link button.

Choose the Manager then select the Employee Number to link it to. Click the OK button and repeat until all values are linked as shown below:

To edit an existing link click the Link then click the Edit Link button. If you wish to delete a certain link then highlight the link then click the Remove Link button.

When finished click the OK button.

Create a Fixed List with Imported Values and Links

Rather than creating the Linked Fixed Lists manually you can create and import the links and values this works very well with large lists.

We shall create a link between Customer Reference , Company Name and Contact Name . We will need to create 3 Fixed Lists in the normal way.

Create the Company Name Fixed List.

Just complete the Title and Description then click the OK button.

Create the Contact Name Fixed List.

Just complete the Title and Description then click the OK button.

Create the Customer Reference Fixed List.

Click the ‘ Values ’ tab and then click the Import Links and Values From File button and the following screen will be displayed:

Browse to the correct location and highlight the correct file then click the Open button and the following ‘Link List File Import Options’ screen will be displayed.

In the CSV Preview (First Row) area will show the first record of the selected CSV file.

In the Link Configuration area the greyed out drop down is the list we are in (Customer Reference). Choose which columns holds the values appropriate to Customer Reference, in this case enter 1 in to the With Values in Column field. Click the drop down to the LINKS TO field and choose the Company Name fixed list and in the With Values in Column field enter 2.

Tick the Ignore First Row check box if you have headings on the first row of the CSV file.

Once you have completed the above click the Add Link Configuration button and the link will be added to the Link Configuration Preview area.

If you would like to Append values then select the Append values and links to the existing fixed list values and links option. If you would like to replace values then select the Replace all fixed list values and links from file option.

NB: If you have duplicate values then if you wish them to be added tick the Ignore Duplicate Values check box. If you do not check this box and you do have duplicates when you click the Add Link Configuration button the following will be displayed:

If you do not wish to view the above screen again tick the Do not warn me of duplicates again (duplicate values will be ignored) check box then click the Close button.

When finished, click the OK button the values and links will be added to the Customer Reference and Company Name Fixed Lists.

Next we need to link the Contact Name click the Import Links and Values From File button and the following screen will be displayed:

Browse to the correct location and highlight the correct file then click the Open button and the following ‘Link List File Import Options’ screen will be displayed.

Click the drop down to the LINKS TO field and choose the Contact Name fixed list and in the With Values in Column field enter 3.

Once you have completed the above click the Add Link Configuration button and the link will be added to the Link Configuration Preview area.

Select the Replace all fixed list values and links from file option.

When finished, click the OK button the values and links will be added to the Customer Reference and Contact Name Fixed Lists.

Click the OK button to close the Customer Reference Fixed List screen your links are now complete.

Show Existing Fixed Lists

To show existing Fixed Lists, click the button (in the Advanced mode) or the button (on the Standard mode toolbar). In the section select the Show fixed lists option and the existing Document References will be displayed in the Middle pane as shown on the next page:

Edit an Existing Fixed List

To edit an existing Fixed List double click the title of the Fixed List in the Middle pane and the 'Document Reference Value List' screen will be displayed. Make the necessary changes then click the OK button.

Delete a Fixed List

To delete a Fixed List first highlight the Fixed List within the Middle pane and click the button on the toolbar. You will then be prompted to confirm the deletion.

Click the Yes button to remove the Fixed List. Click the No button to cancel deletion. If the Fixed List is associated to a Document Reference in Series 6 the delete will fail. You will be prompted with the ‘Delete Failed’ message as shown below:

If you wish to delete a Fixed List which is associated you will need to disassociate from the Document Reference first.

Lab 2 - Create Fixed Lists

In this lab you should configure three Fixed Lists as below:

Create a Fixed List called Customer Account Number you will need to import the values from a file called List.csv make sure you make the list searchable.

Create a Fixed List called Company Contact , just add the Title, Description, save and close.

Create a Fixed List called Company Name , you will need to import the Links and Values from a file called Linked Info.csv . You are linking to the Company Contact Fixed List.

Ensure that all the Fixed Lists are set as String values.

Document References

Create a Document Reference

To create a new Document Reference in Series 6, click the button (in the Advanced mode) or the button (on the Standard mode toolbar), then under the section select the Create a Document Reference option and the ‘Document Reference Details’ screen will be displayed:

In the ‘ General ’ tab complete the mandatory field Default Title , enter a Description if required and then choose the data Type from the drop down menu.

Data Types Detail Example Integer A whole number 1, 7, 12, 99, 1234 Boolean True or False response True or False A name or alphanumeric String Collection of characters reference A date picked from a DateTime 29/06/06 or 13/11/05 calendar A link to a web site or file http:\\www.invu.net or Hyperlink even an email mailto:[email protected] 01:15:45 (i.e.1h 15m Time A time span duration 45s) Angle Values between 0 and 360 90 or 270 Real A number with decimals 10.5 or 99.15456 Currency A number with 2 decimals 9.99 or 1755.00

The data type can ensure that the user enters appropriate data for each Document Reference at the point of File and Save.

When working with a String (data type) you are required to specify the string Length . This field dictates the maximum number of characters which can be entered into the Document Reference at the point of File and Save. The highest recommended number you should specify is 900 otherwise the Document Reference will not be indexed in the SQL database for searching.

Units can also be specified against the Document Reference. These are then used to indicate a unit when Filing & Saving. E.g. If the unit of ‘kg’ was set on the Document Reference of ‘Weight’, the Document Reference would be displayed as Weight (kg). There is a drop-down list of common units although you can also type your own into the Units field.

The Field Name text box is not editable (read-only) and displays the internal reference created for the Document Reference. It is used for reference only and may prove useful when working with Inputs/Outputs and XML.

The Document Reference is global check box, if ticked, will apply the Document Reference to every existing Standard Document in Series 6. If a new Standard Document is created it will also automatically add the Document Reference when it is saved.

When the Document Reference is global has been ticked two extra options are enabled to further configure the global Document References. Document Reference is mandatory when global and Document Reference is editable when global .

If the global Document Reference should be mandatory tick the Document Reference is mandatory when global check box. If the global Standard Document should be editable tick the Document Reference is editable when global check box.

In the ‘ Validation ’ tab you are able to enter a Regular Expression to restrict the way in which users complete the Document Reference when Filing a document. Click the Edit button to change the current regular expression.

Click the Edit button and the ‘Regular Expression Editor’ screen will be displayed.

Within this screen you are able to write and test your own expressions or choose from pre-defined examples (such as UK Post Code or UK Phone Number).

To choose a predefined Regular Expression double click the example in the ‘Examples’ area or write your own Regular Expression by using the following information:

Regular Expression Basics

This topic is huge so below are some of the more simple examples.

^ to start the regular expression $ to finish the regular expression

Alpha Characters

[A-Z] Allows you to enter any upper case letter between a and z [a-z] Allows you to enter any lower case letter between a and z [A-Za-z] Allows you to enter any alpha character in any case between a and z

[A-CEGHJ-PR-TW-Z] Allows you to restrict which alpha characters can be entered

Numeric Characters

[0-9] Allows you to enter any digit between 0 and 9 [1-46-9] Allows you to restrict which numeric characters can be entered

Alpha & Numeric characters

[:alnum:] Allows you to enter any character 0 to 9 OR A to Z or a to z.

All of the above examples can be controlled so that only a certain number of those characters can be entered. Using {} brackets entering the number required in between.

[0-9]{2} Allows you to enter two characters from 0 to 9 [A-Z]{3} Allows you to enter three characters from upper case A to Z Fixed words

If you want to validate actual words such as True or False this can also be done through regular expressions. Using the pipe symbol | meaning OR .

True|False Allows you to enter True or False in matching case exactly.

If you wanted to be able to validate the following: AAaa12 you would enter the following into the Regular Expression area of the Editor:

^[A-Z]{2}[a-z]{2}[0-9]{2}$

To test an expression, type a value into the Test Value text box. If the value entered fits with the regular expression you will see the phrase ‘The test matches the expression’ . If the value is not suitable the phrase ‘The test does not match the expression’ will be displayed.

Once you have completed the Regular Expression click the OK button to save and return to the main ‘Validation ’ tab.

Associate a Fixed List to a Document Reference

Select the ‘ Validation ’ tab within the ‘Document Reference Details’ screen.

Tick the Select values from list option.

You are able to select an existing fixed list, click the button to the right. You will then be presented with the ‘Value List’ screen which displays the Fixed Lists created. Highlight the Fixed List required and then click the OK button. The name of the fixed list will be displayed.

You are able to create a new Fixed List, click the Create New List button the following screen will be displayed as shown on the next page:

In the ‘ General ’ tab the Title for the Fixed List will be populated with the name of the Document Reference you are creating it for with the word List at the end, choose a data Type .

The data type can ensure that the appropriate data for each Fixed List is stored.

Supply an appropriate Description . The Description and Title fields are mandatory and denoted with a .

To add values to the list click the ‘ Values ’ tab:

You should enter each value into the Selection Value text box and then click the Add button. Each value will then be listed in the area ‘Document Reference Values’.

To delete a previously added value, highlight the value in the ‘Document Reference Values’ list. Click the Remove button you will then be prompted to confirm the deletion before the value is removed.

Also you can create linked Fixed Lists here for more information please see page 56.

Click OK to save and close the ‘Document Reference Value List’ details screen.

You are able to Import the value for the fixed list from a CSV file and create a new Fixed List at the same time. To do this click the Create List from CSV File button and the following will be displayed as shown on the next page:

Browse to the correct location and highlight the correct file then click the Open button and the following screen will be displayed:

The Import Mode area has two options:

The Append values from a file to existing fixed list values option, when selected, will append the values from the selected file under the existing entries on the fixed list.

The Replace all fixed list values with values from file option, when selected, will remove all existing values from the fixed list and replace them with the values from the selected file.

NB: If there are no existing values on the fixed list then Import Mode area is greyed out as it will just add the values from the selected file.

The CSV Preview area allows you to see the first row of the file.

In the Import Options area you have three options:

The Use All Values check box, if ticked, will allow you to use all values from the file no matter what column or row it is on. This works very well if the format of the CSV looks as shown on the next page:

Also when the Use All Values check box is ticked the Use Values from Column option is greyed out.

The Ignore Duplicate Values check box, if ticked, will remove any duplicates.

The Ignore First Row check box, if ticked, will ignore the first row of the selected file.

The Use Values From Column option will allow you to pick which column the values should come if the selected file has multiple columns.

The List Preview area will show you exactly what values will be imported after all the above options have been configured.

Once complete click the OK button and the new values will be imported.

NB: A Document Reference can either be linked to a Fixed List or have a Regular Expression you cannot have both.

Click the ‘Standard Documents ’ tab.

Here you are able to see which Standard Documents this Document Reference is associated to. You are able to add to a Standard Document that already exists in Series 6, and change the Document Reference Details.

Click the Add button and the ‘Standard Documents’ screen will be displayed. Within the screen highlight the Standard Document you wish to associate.

If you wish to select multiple Standard Document select the first Standard Document as normal then hold down the CTRL key then click each subsequent Standard Document.

Once all the Standard Documents have been selected click the OK button to return to the ‘Document Reference Details’ screen.

Highlight each Standard Document to set further options such as a Default Value and Display Title and whether it is Mandatory or Editable .

Enter the Default Value that you would like to automatically populate the Document Reference at the point of filing and saving.

Specify a Display Title if you wish to have an alternative title for the Document Reference to be displayed. The title is pre-populated with the Document Reference name.

Tick the Is Mandatory check box if the Document Reference must be completed when a document is filed.

Tick the Is Editable check box if the Document Reference can be edited once the document has been filed when performing a Re-filed and Saved. Tick the Use document reference value as the document title check box if the Document Reference should be used as the document title instead of the filename.

If you wish to remove association to a Standard Document highlight it as shown in the above picture then click the Remove button.

Click the Yes button to remove or the No button to cancel.

NB: If you remove the Document Reference from the Standard Document it will remove any related values from the database. This cannot be undone.

Once the Document Reference is complete, click the OK button to close and save.

View Existing Document References

To view the Document References created click the Show Document References option under the section and the following will be displayed:

Edit an Existing Document Reference

To edit a Document Reference double click the Document Reference name in the Middle pane. You will then be presented with the ‘Document Reference Details’ screen.

Make the necessary changes then click the OK button to save.

For information on how to edit a Document Reference please see page 92.

Delete an Existing Document Reference

To delete a Document Reference, first highlight the Document Reference in the Middle pane, then click the button on the toolbar. You will then be prompted to confirm the deletion.

Click the Yes button to delete the Document Reference. Click the No button to cancel the deletion.

If the Document Reference is associated to a Standard Document(s) the delete will fail. You will be prompted with the Delete Failed message.

If you wish to delete a Document Reference which is associated you will need to disassociate from the Standard Document first.

Lab 3 - Creating Document References

Within this lab you will be creating Document References which will later be used to establish the File & Save structure for the company’s documents.

Please create the following Document References:

Document Reference Data Type Length Other info 35 Associate the Company Company Name String Name Fixed List

35 Associate the Contact Contact Name String Name Fixed List

Customer Account 15 String Number

Description String 100

Needs a Fixed list, create 35 and import the Values from Industry Sector String Fixed list called Industry Names.csv .

Price Currency n/a

Date Date/Time n/a

35 Create a Fixed List with following values:- Letter , Document Type String Email , Brochure , Leaflet , Poster , and Cards .

Year Integer n/a

Version String 25

Released Boolean n/a

n/a Create a regular expression. To enter any 6 Order Number Integer numbers from 0-9. i.e. 234537.

Standard Documents

Create a Standard Document

To create a new Standard Document, click on the button (in the Advanced mode) or the button (on the Standard mode toolbar). Under the heading select the Create a Standard Document option and the ‘Standard Document Details’ screen will be displayed:

In the ‘General ’ tab you must enter a Title and can supply an optional Description for the Standard Document id required.

In the ‘Usage’ area the Are documents required to use this Standard Document? option allows you to choose if a physical document will be required at the File and Save stage. There are three options to choose from; Always , Never or Optional . If Always is selected there must be a physical document to file against this Standard Document, if Optional is selected there may or may not be a physical document, if Never is selected there will never be a physical document associated with this Standard Document. A Standard Document of 'Phone call' may have no document associated with it but information only.

In the 'Workflow' area the Start this workflow when this Standard Document is used to index a document option allows you to choose which Workflow process you would like to start automatically when filing away via the Save and File button, through the Netscan paths and the Link Manager paths. Once the Workflow has been selected a further option will be displayed. The Show dialog on client to enter text when starting a workflow check box, if ticked, will allow you to enter comments when a workflow is initiated. For more information please see the Technical Workflow Manual.

In the ‘ Document References’ tab associate the Document References to the Standard Document.

Click the Add button and the ‘Document References’ screen will be displayed. Within the screen highlight the Document Reference you wish to associate.

If you wish to select multiple Document References select the first Document Reference as normal then hold down the CTRL key then click each subsequent Document Reference.

Once all the Document References have been selected click the OK button to return to the ‘Standard Document Details’ screen.

Highlight each Document Reference to set further options such as a Default Value and Display Title and whether it is Mandatory or Editable .

Enter the Default Value that you would like to automatically populate the Document Reference at the point of filing and saving.

Specify a Display Title if you wish to have an alternative title for the Document Reference to be displayed. The title is pre-populated with the Document Reference name.

Tick the Is Mandatory check box if the Document Reference must be completed when a document is filed.

Tick the Is Editable check box if the Document Reference can be edited once the document has been filed when performing a Re-filed and Saved.

Tick the Use document reference value as the document title check box if the Document Reference should be used as the document title instead of the filename.

The order of the Document References can be changed by using the Arrow buttons located to the right of the Document References list. First click the Document Reference you want to move then either click the Promote button to shift the Document Reference up, or click the Demote button to shift the Document Reference down.

The Document Reference order set (within the ‘Standard Document Details’ screen) will be the order in which the Document References are listed to the end user when filing.

In the ‘ Records Management ’ tab you are able to set how long the system will not allow user to delete the documents.

In the Document Retention Period set the number of Years and Months this type of document should be kept and all users will not be able to delete the document until after the retention period has passed even if they do have rights to delete the document. The only user(s) that would be able to delete within the retention period would be an Administrator.

Click the OK button to finish. Repeat this process until all Standard Documents have been created.

Show Existing Standard Documents

To view the Standard Documents created, click the Show Standard Documents option under the section. This will display all existing Standard Documents in the Middle pane as shown below:

Remove a Document Reference from a Standard Document

To remove a Document Reference from a Standard Document, click the Show Standard Documents option under the section. In the Middle pane double click the title of the Standard Document and the following will be displayed:

Click the 'Document References ' tab.

Click the Document Reference then click the Remove button the following message will be displayed:

Click the Yes button to remove or the No button to cancel.

NB: If you remove the Document Reference from the Standard Document it will remove any related values from the database. This cannot be undone.

If you are unsure if the document reference is related to any other Standard Documents please see page 73 for more information.

Edit an Existing Standard Document

To modify an existing Standard Document, double click the Standard Document’s title within the Middle pane. You will then be presented with the ‘Standard Document Details’ Screen. Make the necessary changes and click the OK button.

Delete an Existing Standard Document

To delete a Standard Document, first highlight the Standard Document within the Middle pane and click the button on the toolbar. You will then be prompted to confirm the deletion.

Click the Yes button to delete the Standard Document. Click the No button to cancel the deletion.

If the Standard Document is associated to an Information Type the delete will fail. You will be prompted with the ‘Delete Failed’ message as shown below:

If you wish to delete a Standard Document which is associated you will need to disassociate from the Information Type first.

Lab 4 - Creating Standard Documents

For this lab you will create appropriate Standard Documents and associate the Document References created in the previous lab. Ensure that the Editable check box is ticked for all Document References.

Standard Document s Document Reference s Mandatory? Other Industry Sector Yes Press Documents Document Type No Year Yes

Document Type Yes Marketing Material Price No

Industry Sector Yes Case Study Company Name Yes Released Yes

Version No Put 1.0 as the Default value Newsletter Date No for Version

Select Are documents required to use this Marketing Enquiry n/a n/a Standard Document option to Never

Customer Account No Yes Order Order Number Yes

Presentation & Description No Demonstration

For Description change Display Title to Document Description No Product Document Title and tick Use Document Document Type Yes Reference as Document Title .

Select Are documents required to use this Sales Enquiry n/a n/a Standard Document option to Never

Company Name Yes Contact Document Contact Name Yes Document Type Yes

Select Are documents required to use this General Enquiry n/a n/a Standard Document option to Never

Information Types

Create an Information Type

To create a new Information Type in Series 6, click the button (in the Advanced mode) or the button (on the Standard mode toolbar). In the section select the Create an information type option and the ‘Information Type’ screen will be displayed:

In the ‘ General ’ tab you must (mandatory) enter a Title and can supply an optional Description for the Information Type.

On the ‘ Standard Documents’ tab you should associate the Standard Documents (previously created) to the Information Type.

Click the Add button and the ‘Standard Documents’ screen will be displayed as shown on the next page:

Within the ‘Standard Documents’ screen highlight the Standard Document you wish to associate with this Information Type.

If you wish to select multiple Standard Documents select the first Standard Document as normal then hold down the CTRL key then click each subsequent Standard Document.

The Apply button when clicked, applies the selected Standard Documents but the selection screen remains open.

When all the Standard Documents have been selected click the OK button to return to the ‘Information Type’ screen.

Once finished creating the Information Type click the OK button.

Repeat until all Information Types have been created.

View an Existing Information Type

To view the Information Types created, click the Show information types option under the section and the following screen will be displayed:

To modify an existing Information Type, double click the Information Type's title within the Middle pane. You will then be presented with the ‘Information Type’ Screen.

Make the necessary changes and click the OK button to save.

Delete Existing Information Type

To delete an Information Type first, highlight the Information Type within the Middle pane and click the button on the toolbar. You will then be prompted to confirm the deletion.

Click the Yes button to delete the Information Type. Click the No button to cancel the deletion

If the Information Type is associated within Series 6 (i.e. there are documents filed against this Information Type) the delete will fail. You will be prompted with the ‘Delete Failed’ message as shown below:

If you wish to delete the Information Type which is associated you will need to disassociate from the folder or remove the document(s) that may be filed against it.

Associate Information Types to a Folder

The Information Type now needs to be associated to the Folder(s) within the Filing Cabinets, click the button (in the Advanced mode) or the button (on the Standard mode toolbar). In the section select the Show Filing Cabinets option.

In the Middle pane right click the title of the Folder and from the menu choose Edit Members and Info . Types . The ‘Folder’ screen will be displayed.

Click the ‘ Information Types ’ tab and then click the Add button. The ‘Information Type’ screen will be displayed as shown on the next page:

Select the Information Type you wish to associate.

If you wish to select multiple Information Types select the first Information Type as normal, then hold down the CTRL key and click each subsequent Information Type.

When all the Information Types have been selected click the OK button.

Click the OK button again to save the changes and the following will be displayed:

Select the Update this folder only option to save the Information Types you have added.

Select the Update all folders beneath this folder option to save the Information Types to this folder and any sub folders below it.

Select the Update all folders at the same level as this folder option to save the Information Types to this folder and any other folders at the same level.

Once you have selected the appropriate option click the OK button to continue.

Lab 5 - Information Types

Create the Information Types identified below and associate the Standard Documents listed.

Information Type Standard Document

Press Document Marketing Material External Marketing Materials Case Study Newsletter

Marketing Enquiry Internal Marketing Materials Newsletter

Sales Enquiry Order Sales Documents Presentation & Demonstration Product Document

General Contact Document

Associate the External Marketing Materials and Internal Marketing Materials Information Types with the Marketing Folder.

Associate the Sales Documents Information Types to the Sales Folder.

Associate the General Information Type with all Folders: Marketing , Sales and Accounts .

Edit a Document Reference Associated to a Standard Document

Within Series 6 you are able to edit a Document Reference which is already associated to a Standard Document. You are able to edit the length of a sting field and the Validation (Regular expression or even add a Fixed List)

To make changes to an associated Document Reference, click the Show Document References option under the section and the following will be displayed:

To edit a Document Reference, double click the Document Reference title in the Middle pane. You will then be presented with the ‘Document Reference Details’ screen.

Edit Length of a String Field

In the ' General ' tab you can change the Length field. Click the Edit button and the following message will be displayed:

This message is warning you that if you change the Document Reference it may affect the data held in the database, it may not allow you to change it. For example if you lowered the length it could truncate the data.

Click the Yes button to continue.

The Length field is enabled make the necessary changes.

Edit the Validation Tab

Click the ' Validation ' tab here you are able to make changes or add to the ‘Regular expression’ area.

To add or change a Regular expression click the Edit button and the following message will be displayed:

You can add new or change Regular expressions but it will not check any of the existing data. Click the Yes button to continue. For information on how to create Regular Expressions please see page 66.

Make the necessary changes then test the expression. Click the OK button to return to the ‘ Validation ’ tab

You are also able to add a new Fixed List or change the associated Fixed List. Tick the Select values from list check box and click the button and the following message will be displayed:

Click the Yes button to continue, make the necessary changes.

Once you have made the necessary changes click the OK button.

NB: Before the changes to Fixed List will come into effect you will need to get all the users to log off and then log back on again. For more information please see page 68.

If you do change the length, if it will truncate the data that already exists the following message will be displayed if it truncates the value held.

To clear the message, click the OK button then make the necessary adjustments to length.

Lab 6 – Edit Document References Associated to a Standard Document

Find the Document Reference Customer Account No. and associate the Customer Account No. Fixed List created in Lab 2.

Find the Document Reference Document Type and change the length to 50.

SERIES 6 USERS (MEMBERS)

USERS (MEMBERS)

In order for other users to gain access to the system the users account details must be created or imported from Active Directory. The created/imported users will also be allocated a licence as well.

The User can be imported from an Active Directory, created via the External members or maintain the users by selecting the button (in the Advanced mode) or the button (on the Standard mode toolbar). Click the section there are three options available Import users from Active Directory , Show users and external members and Create an external member .

Importing Users from Active Directory

To import from Active Directory into Series 6, click the Import users from Active Directory option in the section.

Click the Find Now button to view the first 1000 users obtained from Active Directory.

Click the drop arrow beside Domain Name and choose which domain the users are from.

If the user or users are not listed in the first 1000, enter first few letters of the name of the user in to the Name starts with text box then click the Find Now button. The results will then be displayed.

The Hide existing users check box, by default is ticked this will show only users which you have not already added to the system. If you untick the check box the screen will change to show all users.

But a symbol will appear beside users who are already within Series 6 as shown above.

To import a user, highlight the user and then click the OK button.

To import multiple users select the first user in the list, then hold down the CTRL key and click each subsequent user then click the OK button to add.

Show Users and External Members

To maintain a user, click the Show users and external members option from the section. The Middle pane will display all users. The current users will then be listed and grouped into External and Internal Members as shown below:

To expand all users right click anywhere in the Middle pane select the View option then the Expand All option and all users will be displayed.

User Maintenance (Member Details)

To edit user details, double click the user’s title (or name) in the Middle pane and the ‘Member Details’ screen will be displayed.

Within the 'Member Details' screen you are able to view the user’s general information, display login details, provide security information, add contact details and view which products are enabled.

The ‘ General ’ tab provides details of the user’s Active Directory settings. The Administrator is able to review or edit the Domain Name , Login Name , Name and Description for the user as well as create a new Member. The Default Storage Location drop down will allow the Administrator to choose which Secure Store this user will use as the default location for the documents brought into Series 6.

The Enable Workflow Notification option, if ticked, will enable a feature that will notify the user by email that they have tasks that need to be dealt with using SMTP. The hours and minutes set how often this user will receive an email. For more information please see the Series 6 Technical Workflow manual.

NB: This would only need to be changed if using Multiple File Stores. If the user has been imported from Active Directory, the Description will contain the phrase ‘Imported from Active Directory’ .

The ‘ Login ’ tab displays the date and time of the user’s Last Logon and Last Logoff. This will then control what is shown in other parts of the system but only if the user has login/out as shown on the next page:

The Administrator can also disable the users account by un-ticking the User is active check box. This is useful for stopping user from logging in and also then allows you to use the licences elsewhere and allows you to move documents to another Intray using document reclaim (see page 314).

The ‘ Security ’ tab allows the Administrator to set the privilege level for the user.

Click the button to the right of the Privileges text box and select a privilege level from the ‘Privileges’ pop-up screen.

To set the appropriate privilege level for the user, the Administrator should choose from Presets drop down menu. The Presets drop down will list the previously defined privilege presets (see page 117 for more information).

Within the ‘Privileges’ screen you are also able to define a custom set of Privileges by selecting the appropriate check boxes. Once you have made your selection click the OK button to confirm.

The ‘ Security ’ tab also contains a Password section. The password needs to only be set for an External Member (see page 105 for more information).

The ‘ Contact ’ tab contains an area to associate a photograph with the Series 6 user. To add a picture, click the frame and browse to find an appropriate .JPG.

The user’s Email address can also be defined. This is for the Automated Email Storage function and the Workflow Tasks notification function. This will automatically be captured if the user has been imported from Active Directory. The Default filing location will allow the Administrator to select a default Folder for emails to be filed in through the Automated Email Storage function.

The Exchange Server Location field allows the Administrator to enter a user’s exchange server address, this would only be used if each user in the Series 6 system connects to multiple exchange servers. A setting would also need to be applied in the Edit Global Settings ‘Email ’ tab.

NB: The user currently selected must be a Member of a Folder within a Filing Cabinet. For more information on Email storage please see page 333.

The ‘ Groups ’ tab will allow you to view the groups that a user is associated with and also add a group.

Click the Add button and the screen on the next page will be displayed:

Highlight the required Group then click the OK button. The Group will then be added to the tab.

You can also create new Groups from this screen. For more information on groups please see page140

The ‘ Products ’ tab lists the Series 6 licences which are currently enabled for this user.

Within the Enabled products section each product can be enabled* or disabled as needed for this user.

* Only if there are appropriate licenses available.

When the changes have been made to the ‘Member Details’ screen, click the OK button.

External Members

An External Member is a user account for an individual who will need access to the system from outside of the company’s domain or for a single user/demonstration installation of Series 6 as there would be no domain. I.e. An accountancy firm could create an External Member for each of their clients. This will allow a client to access their own files in Series 6. This will reduce the number of phone calls and emails, between the firm and client, which relate to documentation or information.

External Members cannot login using Windows Authentication. Authentication is generally done through the Business Layer (web service) or the Business Engine (NT service)

Creating an External Member

To create an External Member, click the button (in the Advanced mode) or the button (on the Standard mode toolbar). Click the section and select the Create an external member option. The screen on the next page will be displayed:

NB: Please note as well as creating an External Member in Series 6 (and the database) a local user account will be created on the Business Engine\Business Layer server.

It is therefore essential that the Administrator (current user) has network administration privileges on the Business Engine\Business Layer server. Without these appropriate rights the user may still be created in the Series 6 but the local account on the Business Engine\Business Layer server may not be set-up.

The Domain name should be set. If Series 6 is installed on a Domain Controller this field should be set to reference the Domain where Series 6 is located. If Series 6 is installed onto a Member Server then the name of the machine where the Business Engine is located will be entered.

A Login name (mandatory) must be supplied. This will be used as the login

The Name (mandatory) field is used to set the name by which the user is referred to within the system (i.e. their full name).

The Default Storage Location drop down will allow the Administrator to choose which File Store this user will use when documents are brought into Series 6.

NB: This would only need to be changed if using Multiple File Stores.

An appropriate Description can also be added to further explain the use of this login account.

Click the ‘ Security ’ tab to supply the Password (mandatory) which will be used by the External Member to login to the system.

You must Confirm password (mandatory) by re-entering the password into the second text box.

NB: Passwords must adhere to password policy defined on the Domain and are case-sensitive.

You should also set the appropriate Privileges for this user by clicking the button and choosing a Preset. For more information on Privileges see page 117.

The ‘Contact ’ tab allows you to enter a picture (in the same way as an internal member) if necessary, and appropriate licenses should be enabled for the user within the ‘ Products ’ tab.

Click the OK button to create the new user. Repeat for each new External Member required.

To log in as an External Member, hold down the CTRL key and double click the Series 6 icon on the windows desktop and the ‘Login’ screen will be displayed:

Username If the External Member was created for a system installed on a Domain Controller, then enter Domain Name\username . If the External Member was created for a system installed on to a member server/ XP professional machine then enter Business Engine Sever\Username .

Password Enter the password set for the External Member then click the Login button to access the system. As long as the User details are correct and that user has a licence the client will login. The External Members can be configured in the same way as the imported users.

SERIES 6 SECURITY

SECURITY

Security can be broken down into 3 stages:

Stage 1 - Membership Stage 2 - Privilege Presets Stage 3 - Security Profiles

Each section is explained in further detail.

Stage 1 - Membership

Membership is adding a user to the Members tab of the Filing Cabinet of Folder. This allows the user to view the content of the folder and to file documents into the Filing Cabinet or Folder using File and Save. No membership no access.

Simply put, if you make Jack Browne (a user), a member of the FINANCE folder within your Filing Cabinet and permissions have been set to the FINANCE folder within the system hierarchy.

If a user is not granted Membership of a Filing Cabinet or Folder it may still be visible but the documents stored within it are inaccessible when the user is browsing or searching the Filing Cabinets or Folders. A user can be granted Membership to as many Folders as needed, to grant the appropriate securities.

Add Members to a Folder

Click the button (in the Advanced mode) or the button (on the Standard mode toolbar). In the section select the Show Filing Cabinets option and the Middle pane will display all existing Filing Cabinets.

To add Members to a Folder right click the Folder's title and from the menu choose Edit Members and Info. Types option and the ‘Folder’ screen will be displayed.

Click the ‘ Members & Groups ’ tab and then click the Add button. The ‘Groups and Members’ screen will be displayed as shown on the next page:

The above screen will list imported Active Directory Users, External Users created in Series 6 and existing Groups. Click the arrow to expand the users/groups then click the user or group you wish to add. If you wish to add multiple Members select the first Member as normal, hold the CTRL key, then click each subsequent Member.

Tick the Show inactive users check box if you wish to see users in the Series 6 system which are not currently in use. For more information on making a user inactive/active see page 100.

NB: for more information on Groups please see page 140.

When all Members are highlighted click the OK button and the users will be added to the Members List within the Folder. Click the OK button and the following screen will be displayed:

Select the first option Update the folder only if the changes made to the ‘Members & Groups ’ and ‘Information Types ’ tab are for this folder only. If you wish to copy the changes made to the ‘Members ’ and ‘Information Types ’ tab to all folders on the same level then select the Update all folders at the same level as this folder option. If you wish to copy the changes made to the ‘Members & Groups’ and ‘Information Types’ tab to all folders below the selected folder then select the Update all folders beneath this folder option. Click the OK button to apply selected option.

Add Members to all Folders

In the Middle pane right click the text.

From the menu click the Add Members option and the following screen will be displayed:

Click the Add button and the ‘Groups and Members’ screen will be displayed as shown on the next page:

Click the user/group you wish to add. If you wish to add multiple Members, select the first Member as normal, hold the CTRL key, then select click each subsequent Member.

When all Members are highlighted click the OK button and the following will be displayed:

Click the OK button to continue. The processing message will be displayed:

When the processing message disappears the selected members have been added to all Filing Cabinets and Folders.

Add a Member to become a System Administrator

To grant a user access to the all of the Administration functions within Series 6, they should be added as a member of the Administration group.

By granting a user Administration rights they will be able to administer the Filing Cabinets, System File and Save structure, System Security, etc.

Click the button (in the Advanced mode) or the button (on the Standard mode toolbar). In the section select the Edit the admin group option.

Select the ' Members & Groups ' tab and click the Add button. The ‘Groups and Members’ screen will be displayed:

Click the user/group you wish to add. If you wish to add multiple Members, select the first Member as normal, hold the CTRL key and then select click each subsequent Member. When all Members are highlighted click the OK button and the users will be added to the Members List within the Folder as shown below:

Click the OK button to save any changes made.

NB: The user specified as the Administrator at the point of installation automatically inherits the System Administrator Account privileges.

Lab 7 - Users and Membership

In this lab you will import users from Active Directory and give the users licenses for the products needed.

Please import the following users and activate the S600 and Office Addin licenses for each user.

User Name License s Hannah Harper S600 Office Addin Joel Condon S600 Office Addin Lee White S600 Office Addin Lucy Austin S600 Office Addin

Associate the users above to the Marketing Folder.

Add Hannah to the Admin Group to give her access to the Administration section within Series 6.

Stage 2 - Privileges

The Privileges in the system are used to define user functionality. Depending on which Privilege Preset has been assigned to a user certain functionality will be enabled. This will affect the way in which the system behaves and appears for the individual users.

Privileges are defined by creating a Privilege Preset and this preset is then associated with a user. The good thing about using a Presets instead of setting each user up individually is that a Preset can be associated to as many users as required. So if the Preset is changed at any point it will affect all user associated making the system easier to maintain.

Creating a Privilege Preset

To create a new Privilege Preset, click the button (in the Advanced mode) or the button (on the Standard mode toolbar). Click the Create a privilege preset option in the section and the ‘Privilege Preset Details Screen’ will be displayed:

The Owner field is a mandatory field and should be set to the user creating the preset. To select an Owner click the button and highlight a user from the ‘Members’ window displayed then click the OK button to return to the ‘Privilege Preset Details’ screen.

The Title field is also mandatory and defines the name for the Privilege Preset. When supplying a Title you should specify a descriptive name which refers to the preset created (e.g. General Users, Search Only, Administration, etc.). In the Description field you should detail the use of the preset, this will be useful when choosing or applying Privilege Presets within the system’s administration.

To define the privileges for this preset click the ‘ Privilege Settings ’ tab. Privileges are grouped into categories.

These categories are detailed in the table below:

Advanced User * Delete External Filing Cabinet Not Available. List External Filing Cabinet Not Available. Create New Folder Not Available. Modify Internal Filing Cabinet Not Available. Create external Filing Cabinet Not Available. Edit External Filing Cabinet Not Available. Create new Information types, Standard Documents and Create and Copy Indexes Document References. Auto associate folders and The user can associate Information Types to a Folder Information types when indexing. through the File and Save screen. Will display a Create folder button within the File and Save Create folders when indexing document screen. Allowing users to create new folders

when filing documents away. Rename Folder Not Available. Delete Folder Not Available. The user can create Filing Cabinets and associate Create and Copy Folders Information Types, Security Profiles and Members and copy Folders or Filing Cabinets which the user owns.

*The Advanced user privileges will allow users to have access to Filing Cabinet and File and Save option within the Administration screen.

CodeFree Privilege Show Toolbar Enable CodeFree functionality for the user. Train Enable the user to train (integrate with) CodeFree. Enables the use of Advanced CodeFree function for File Advanced and Save.

Docu ment Privileges The user can export documents and related information Export from Series 6. Import The user can import documents into Series 6. Delete Attachments The user can remove attached documents. The user can create draft documents when using the Create Draft Check in function. Export To Desktop The user can export selected document to their desktop. Create Notes The user can create notes attached to documents. The user can File and Save documents into the information File and Save a Document store. Create Document The user can create document in Series 6. Create Attachments The user can attach documents to each other. Delete Notes The user can delete notes attached to documents. Edit Notes The user can edit notes attached to documents. The user can view all versions of documents in the right View All Versions click menu. Details View The user can switch to Details view in the right click menu. Maintain Templates The user is able to work with Document Templates Move Columns The user can move the column heading in the Middle pane. The user can open the selected document in context used Open In Context after a content search has been performed. View Properties The user can view the properties for a document. The user can switch to Thumbnail view in the right click Thumbnail View menu. Allows the user tore-file and Save documents . This only Edit Properties works if the right on the folder called Edit Metadata is ticked as well.

Email Privilege Can Send To Email Allow user to send emails from Series 6.

Exploring Privilege Can Explore The user can use the Explore function. The user will be able to copy and paste Folders through Explore screen. If user is a member of the Admin Group Copy Folder will be able to copy and paste Folders through the Administration screen.

Mode Privilege Advanced The user can use the Advanced mode. Simple The user can use the Simple mode. Standard The user can use the Standard mode.

Reporting Privilege Create Not Available. Run Not Available.

Scanning Privilege Scan To Intray The user can scan to an Intray. Scan The user can scan documentation into Series 6. Choose Preset In Simple Interface Not Available.

Searching Privilege The user is able to search for a document using Document Document Reference Search References option. Content Search The user can search the document’s content. Search The user can search. Search Within a node (Folder) The user can choose where to search within Series 6. Metadata Search The user can search the metadata attached to a document. Show Search Filters The user can filter the search. Add Document Reference To The user is able to add a Document Reference to further Criteria search series 6. Search Common Document The user can search the common Document References References created when a document is brought into Series 6. Search Media Document The user can search the media Document References. Reference

Workflow Privilege Edit Task Allow a user to edit a task in Workflow Create Task Allow a user to create a task in Workflow Allow a user to reassign tasks from another user’s Work Workflow Administrator tray Delete Task Allow a user to delete a task in Workflow

Workspace Privilege The user is able to access other user’s Intrays (depending Can View Other Intrays on permissions). Can View Summary Tab Not Available. Can View Favourites Tab Not Available. Can Send Documents To The user able to send a document to their workspace Workspace (current documents). Can View Email Hierarchy The user can view email within their workspace. Can Create Folder in Intray The user can create new folders in their Intray. Can Delete Folder from Intray The user can delete folders in their Intray. Can undo checkout for other users The user can undo a document which has been checkout documents by another user. Can View Favourite User Tab Not Available. Can Send To Favourites The user can send a document to their favourites tab. Can Copy Data To Clipboard The user can copy a document’s Metadata to the clipboard.

Select each category in turn and tick the appropriate privilege check boxes. To grant all privileges in all categories for the preset click the All button (this grants all privileges in ALL categories). To clear all privileges click the None button.

Once all privileges have been applied click the OK button to accept.

The privileges need to be associated to the users or groups please see page 101 for more information.

View Privilege Presets

To view existing Privilege Presets click the button (in the Advanced mode) or the button (on the Standard mode toolbar). ‘Privilege Preset’ maintenance is performed from the section then select the Show privileges option the existing privileges will be displayed in the Middle pane.

Edit an Existing Privilege Preset

To edit an existing Privilege, double click the name of the privilege in the Middle pane and the 'Privilege preset details' screen will be displayed.

Make the necessary changes and click the OK button.

Lab 8 - Defining Privileges

In this lab you will create 3 Privilege Presets and associate them with the users.

Create the Privilege Presets outlined below:

Preset Name 1 Owner Privileges System Administrator Privileges Administrator Tick All Privileges Account

Preset Name 2 Owner Privileges

Search Only Privileges System Document Privileges Administrator Account

Search Privileges

Workspace Privileges

Mode Privileges

Preset Name 3 Owner Privileges Standard System System Document Privileges Privileges Administrator Account

Explore Privileges

Search Privileges

Workspace Privileges

Mode Privileges

Apply the Privilege Presets created to the users outlined below:

User Name Preset Name Hannah Harper Administrator Privileges Joel Condon Standard System Privileges Lee White Standard System Privileges Lucy Austin Search Only Privileges

Stage 3 - Security Profiles

A Security Profile is associated to a folder then permissions are applied which would control what the members of the folder can do. The table below lists the full set of permissions which can be granted to a Folder or Filing Cabinet or even an individual user depending on how the security is setup.

A user who is a Member of wher e Explanation of Permission the document is stored can...... open a document and view the Open Document contents and the thumbnail (if one has been created). ... check out and edit document Edit Document contents then check in as a new version. Delete Document ... delete a document Alter Security Profiles Not Available View Meta Data Not Available ... Re-file and Save a document but Edit Meta Data this will only work if a privilege called Edit Properties is ticked. ... right click a document and view View Event History the Properties – Event History. If this is ticked then it will Full Control automatically tick the 7 permissions above

Example screen

NB: The above permissions do not affect what a user can do in their Intray.

There are two levels of security

Basic Folder Permissions Explicitly Named Users Permissions

Basic Folder Permissions

A Security Profile controls what the members are allowed to do. If a user is a member but no Security Profile is associated to the folder the user would be able to see the folder through Explore or Search but no thumbnail would be displayed in the Right-hand pane and the user would not be able to view the content of the document either. If the user double clicked a document then the following message would be displayed:

The Security Profile is created and associated to the folder. The permissions are then set and all members of that Folder and they will all have the same permissions. The following will take us through how to do this.

Create a Security Profile

To create a Security Profile, click the button (in the Advanced mode) or the button (on the Standard mode toolbar). Click the section and select the Create a security Profile option.

Within the ‘Security Profile Details’ screen you will first be presented with the ‘ General’ tab.

The Owner field is a mandatory field and should be set to the creator of the Profile. To select an Owner click the button and highlight a user from the ‘Members’ window displayed then click the OK button to return to the ‘Security Profile Details’ screen.

The Title field is also mandatory and defines the name for the Security Profile. When supplying a Title you should specify a descriptive name and try to avoid ambiguous words or phrases.

In the Description field you should detail the use of the profile, this will be useful when choosing or applying Security Profiles within the System’s Administration.

Click the OK button to confirm.

Associate the Security Profile to a Folder(s)

Document Security / Permissions are defined by associating Security Profiles to Folders within your Filing Cabinets.

To associate a Security Profile with a Folder, click the button (in the Advanced mode) or the button (on the Standard mode toolbar). In the section select the Show Filing Cabinets option. In the Middle pane right click the title of the Folder you wish to associate the Security Profile to and from the menu select the Edit Security option.

The 'Folders' screen will be displayed:

Click the Add button to display the ‘Security Profiles’ screen.

NB: You can also create a new Security Profile and add to the folder from the above screen.

Here highlight the Security Profile you wish to associate and click the OK button. Click the OK button to add the selected Security Profile to the Folder as shown on the next page:

To apply the required Folder permissions highlight the Profile added and then tick the permissions you wish to apply which are shown to the right.

Click the OK button to finish. The permission set on the Security Profile will be applied to all Members (users) listed in the ‘Members and Groups ’ tab of this Folder.

For example, if all members of this Folder need Open and Edit document rights you should add an appropriate ‘basic’ Security Profile, highlight it, and then specify OpenDocument and EditDocument permissions.

Lab 9 - Working with Security Profiles

In this lab you will create a Security Profile for the Marketing Folder to set permissions on the documents filed into this area.

Create a Security Profile called Marketing Profile . Leave the permissions blank

Associate the Marketing Profile (Security Profile) to the Marketing Folder.

Set the following permissions within the Folder:

Test the security applied by checking the permissions on the Marketing Folder.

Access Rights tab in Security Profile Details

Within a Security Profile you can explicitly name a user (or users) to grant more or less permission than those applied to the Folder (basic permissions). This can be useful if a departmental manager or an Administrator needs Full Control but the main users within the department only need Open permissions. This would only work if the user explicitly named is a member of the Folder where the security profile is associated.

An explicitly named user can also be given rights lower than those of the permissions applied to the Folder. In essence an explicitly named user can be used to restrict or deny document permissions which would normally have been inherited.

To explicitly name a user first ensure the Security Profile has been associated to the relevant Folders and then click the button (in the Advanced mode) or the button (on the Standard mode toolbar). Click the section and select the Show security profiles option.

Edit the Security Profile by double clicking the title within the Middle pane. In the 'Security Profile Details' screen click the ‘Access Rights ’ tab.

Then click the Add button the ‘Groups and Members’ screen will be displayed.

Highlight the user/group you wish to add. To select multiple Members holding down the CTRL key on the keyboard and selecting each additional Members. Click the OK button to add the selected Members to the Security Profile.

Once the Member has been explicitly added you can then specify their permissions. To set the Member’s permissions first highlight the Member within the Members section as shown below:

Tick the appropriate Permissions within the ‘Permissions’ pane for the selected user or group.

If you wish to view users which are not Active then tick the Show inactive members check box. See page 100 for more information.

Click the New button to create an external member and associate the user to the Security Profile.

Repeat for each user or group added. Click the OK button to save and close.

Worked Example

The Members of the Development Folder all need to have Open and Edit rights for the documents filed into this Folder. Emma Owen should be granted Open permissions only. Hannah Harper, the Manager, should also be granted permission to Open, Edit and Delete documents.

Members Name Permissions Hannah Harper Open, Edit, Delete Joel Condon Open, Edit Lucy Austin Open, Edit Piyush Patel Open, Edit Emma Owen Open

To achieve this, a Development Profile should be defined. First you would add all the users to the Members and Groups tab within the Development Folder and also associate the Development Security Profile with Open permissions only. Within the Development Security Profile Hannah, Joel, Lucy, Piyush should be added to the ‘ Access Rights ’ tab and appropriate permissions given to each Member.

Piyush’s Permissions Hannah’s Permissions

The Security Profile should then be associated with the Development Folder within the Filing Cabinet.

NB: Also note that all people who need access to the development documentation must be Members of the Development Folder itself. This is evident in the example screen shown above.

Lab 10 - Security Profiles and Explicitly Named Users

In this lab you will alter the Marketing Profile Security Profile to explicitly name users and grant them additional Permissions to the Marketing Folder (and the documents contained within).

Edit the Marketing Profile Security Profile and add Hannah Harper and Joel Condon as explicitly named users.

Set the following permissions against each user:

Security Profile Permissions Hannah Harper Full Control Open Joel Condon Edit

Edit the Marketing Folder and reduce the permissions against the Marketing Profile Security Profile so that the folder has the Open permission only (see image below).

Test the scenario by logging in as each user and reviewing the permissions given.

View and Edit Existing Security Profiles

View Existing Security Profiles

To view an existing Security Profiles, click the button (in the Advanced mode) or the button (on the Standard mode toolbar). ‘Security Profile’ maintenance is performed from the section, click on the Show security profiles option. In the Middle pane the Security Profiles will then be listed and grouped into ‘Profiles Defined By User’ and ‘System Defined Profiles'.

Edit an Existing Security Profile

To edit an existing Security Profile click on the Show security profiles option located in the section. Double click the title of the Security Profile you wish to edit.

You will then be presented with the ‘Security Profile Details’ screen as shown on the next page:

The ‘ Access Rights ’ tab displays the Folders to which the Security Profile has been associated to, as well as the Members (users) who have been explicitly named.

You are also able to see and alter the permissions granted to the Folder and Users within the ‘Permissions’ section.

Users are explicitly added into the Security Profile by clicking the Add button and selecting the appropriate users from the ‘Members’ screen. See explicitly naming users on page 130 for more information.

Worked Example Multiple Folders One Profile

In some cases to save maintenance it can be useful to use a Security Profile across multiple Folders. A company called Miller & Son have a Training Department Folder with three sub folders as shown below:

The following Members should be configured:

Security Profile Job Title Folder Member of… Permissions Mandy Training Manager All sub folders Open, Edit and Delete Emma Technical Trainer Technical Training Open and Edit Sonya End User Trainer End User Training Open and Edit Nickie Sales Training Administrator Sales Training Open Dean Sales Trainer Sales Training Open and Edit Technical Training End User and Tamara Open Coordinator Technical Training

The basic folder rights have been set to Open and Edit as this is the most common. Mandy is the manager and therefore requires having Open, Edit and Delete rights over all three folders.

To achieve this we will require only one profile called Training associated to each of the three folders. We would explicitly name Mandy (Open Edit Delete permissions), Emma (Open Edit permission), Sonya (Open Edit permission) and Dean (Open Edit permission) as shown below.

Security Profile Options

Within the ‘Folder’ screen, on the ‘ Security Profiles ’ tab, there are three options which can affect the way in which the security is actioned.

To edit these options click the button (in the Advanced mode) or the button (on the Standard mode toolbar). From the section click the Show Filing Cabinets option. In the Middle pane right click the title of the Folder and from the menu select the Edit Security option.

Click the 'Security Profiles ' tab. The check box options are located at the bottom of the screen as follows:

Allow explore without a profile

The Allow explore without a profile tick box can hide a Folder within the Filing Cabinet. For the users who are not named as Members of the Folder.

This effectively makes the Folder private. Users who are not Members will not know that the Folder exists (and of course the documents stored within it).

The system can therefore be simplified to a certain extent, hiding the Folders which users do not need access to and also maintaining strict security controls.

When a new Folder is created the Allow explore without a profile check box is by default ticked. To hide the Folder, untick the check box. This would need to be repeated for each Folder which needs to be hidden.

If you have a structure where a department has sub folders such as the example below:

You may wish to hide the whole group and folders below to any non members.

To do this you must first ensure that all members of the sub folder are added as members of the Training Folder.

On the Training Folder also add the Training Profile but do not apply any permission. Ensure that on all Folders for training have the Allow explore without a profile is un-ticked.

This would achieve the action of hiding the whole Training section from non Members.

Apply changes recursively

The Apply changes recursively check box allows the Administrator to copy the Security Profile, Permissions on an existing Folder and for those changes to affect any new Folders added directly below in the hierarchy structure. If the Folders below also have the Apply changes recursively check box ticked then the security will cascade further to the lower Folders too.

NB: Security can be altered at within the lower Folders without affecting the Folders above.

Override member rights

The Override member rights check box is used in combination with explicitly named members (see page 130 for more information). This option reduces the permissions for the explicitly named user(s) within the profile associated to the Folder to that of the basic permissions.

Example:

A Security Profile called ‘Sales Profile’ is created (see table below) and this profile contains explicitly named users (Jon, Lucy and Theresa). When added to the Sales Folder in the Millview Filing Cabinet the Folder (basic) profile rights of ‘Open only’ are assigned.

Sales Profile Members Name Members Role Permissions Jon Halestrap Explicitly named user Full control Lucy Austin Explicitly named user Open, Edit Theresa Mason Explicitly named user Open, Edit Sales Profile Folder Permissions Open

If the explicitly named users’ permissions need to be restricted to those of the basic Folder permissions, the Override member rights check box should ticked within the Folder. All members of the Folder (even if they are explicitly named) will now be restricted to the basic Folder permissions (of open only).

Effectively the Override member rights check box when ticked ensures that all members of the Folder have the same permissions. These permissions are defined in the basic Folder profile.

SERIES 6 GROUPS

GROUPS

What are Groups?

The Groups function will allow you to speed up maintenance on systems making it easier to manage. So once a group is created adding and removing users is quick and easy this would work well with Managers or Temp Workers. Though if not required the standard Security of Folder Membership, Security Profiles associated to Folders would still operate normally.

Now that you have looked at the basics of Security (Users, Membership, Privileges and Security Profiles) setting up and using Groups will be easier as it comprises of Users (Members), Security Profile and rights, Privileges and Products all in one place. The basics of a group is to add the users and explicitly name the group in a security profile by adding the profile to the group, ticking the rights you want the members of the group to have. The group would be associated to the Folder along with applying the Security Profile (that the group has been explicitly named in) to the folder.

Instead of having to add the Users to the ‘Member & Groups’ tab of the Folder you would add the Users, to the Group then add that Group to the Folder. The Group could be added to many folders but you only add the users once. This would make removing/adding a user quicker as you only need to add the user to the Group and that user would then receive the membership to the Folders the group is associated to and the Security applied to Folder. You are also able to add the Security Profile to the Group with permissions applied and these will superseded those applied to the Folder.

The Groups function also has the capability to synchronies with an Active Directory Group which means when a user is added or removed from an Active Directory Group it will sync these changes with the group in Series 6. If a new user is synchronised with a Series 6 group it will be added and the settings for the Privileges and Products automatically applied. The Synchronise Groups option only works with systems installed onto a domain with Active Directory. If installed on to a workgroup network then the synchronies groups option will not be displayed.

Using Groups

Create a Group

To create a Group, click the button (in the Advanced mode) or the button (on the Standard mode toolbar). Click the Create a Group option in the section.

Within the ‘Group Details’ screen you will first be presented with the ‘ General’ tab.

The Name field is a mandatory field and defines the name for the Group. When supplying a Title you should specify a descriptive name and try to avoid ambiguous words or phrases.

In the Description field you should detail the use of the Group, this will be useful when choosing or applying the Group within the System’s Administration.

If you wish to synchronise this Group with an Active Directory Group then click the button beside the Active Directory Group field choose the required AD group and click the OK button.

Click the ‘ Members ’ tab.

Here you would add the user who will be members of the Group. To add users click the Add button and the screen below will be displayed as shown on the next page:

Click the user you wish to add. If you wish to add multiple users select the first users as normal, hold the CTRL key, then click each subsequent user.

When all users are highlighted click the OK button and the users will be added to the ‘ Members ’ tab. Click the OK button and the following screen will be displayed:

Tick the Show inactive members check to see users which are not currently in use.

If you wish to delete a user highlight the user the click the Remove button. The following message will appear as shown on the next page:

Click the Yes button to delete the user. Click the No button to cancel.

You are able to create External Users from the ‘ Members ’ tab of the Group click the New button and the screen on the next page will be displayed:

Create the user in the normal way then click the OK button and the user will be added to the ‘ Members ’ tab. Please see page 105 for more information on creating External Users.

Click the ‘ Access Rights ’ tab.

Here you can add the Security Profile for the Group this is like explicitly naming users. If the ' Access Rights ' tab is left empty the Security on the Folder will be used. If you do add a Security Profile here and select rights you would have to add the same Security Profile to the Folder you are associating the Group to but you would not tick any permissions.

To add a Security Profile click the Add button and the screen on the next page will be displayed:

Click the Security Profile you wish to add then click the OK button the Profile will be added as shown below:

Click the name of the Security Profile as shown in the screen above then tick the relevant permissions. These permissions will only be applied to the members of the Group and will not affect any others user. For information on the permissions please see page 125.

You are also able to create a new Security Profile from this tab. To create a new profile click the New button and the screen below will be displayed:

Create the Security Profile in the normal way then click the OK button the Security Profile will be created and added to the screen. For more information on creating Security Profiles please see page 126.

Once you have completed the above tabs click the OK button to save the Group.

View and Edit a Group

To view existing Groups, click the button (in the Advanced mode) or the button (on the Standard mode toolbar). Click the Show Groups option in the section and the Groups will be displayed in the Middle pane.

To edit a group double click the name of the Group in the Middle pane and the following screen will be displayed:

Make the necessary changes to the Group then click then click the OK button to save the changes. The changes made will affect the Users, Security and Folders associated.

Delete a Group

First view the existing Groups, click the button (in the Advanced mode) or the button (on the Standard mode toolbar). Click the Show Groups option in the section and the Groups will be displayed in the Middle pane.

To delete a group, click the name of the Group in the Middle pane so that it is highlighted and then click the button. The following message will be displayed:

Click the Yes button to remove the group and it will be removed from any associated folders. Click the No button to cancel.

Associate a Group to a Folder

The next step is to add the group to the Folder or Folders. Click the button (in the Advanced mode) or the button (on the Standard mode toolbar). In the section select the Show Filing Cabinets option and the Middle pane will display all existing Filing Cabinets.

To add the Group, right click the Folder's title and from the menu choose Edit Members and Info. Types option and the ‘Folder’ screen will be displayed.

Click the ‘ Members & Groups ’ tab and then click the Add button. The ‘Groups and Members’ screen will be displayed as shown below:

The above screen will list imported Active Directory Users, External Users created in Series 6 and existing Groups. Click the arrow to expand the Groups section then click the Group you wish to add and then click the OK button.

The Group will be added to the Folder as shown below:

You can add more Groups if required. Click the OK button and the following message will be displayed:

Select the first option Update the folder only if the changes made to the ‘ Members & Groups ’ and ‘Information Types ’ tab are for this folder only. If you wish to copy the changes made to the ‘ Members ’ and ‘Information Types ’ tab to all folders on the same level then select the Update all folders at the same level as this folder option. If you wish to copy the changes made to the ‘ Members & Groups’ and ‘Information Types’ tab to all folders below the selected folder then select the Update all folders beneath this folder option. Click the OK button to apply selected option.

NB: Ensure you have added the Security Profile to the Folder that the Group is associated to otherwise all the users who are members of that group will have the wrong rights.

Worked Example for Groups

The customer wants the directors to have read and edit rights to all documents in Series 6. A group will be created called Directors.

In the ‘ Members ’ tab add the Directors.

These users have been imported and given a Privilege Preset and Product licence.

In the ‘ Access Rights ’ tab and create a Security Profile called Directors Permissions.

Once created will be automatically added to the tab then select the Security Profile then tick Open Document and Edit Document check boxes.

Click the OK button to save and exit the Group.

The Security Profile called Directors Permissions needs to be added to all the folders.

Right click the Filing Cabinet Invu and from the menu select the Edit Security option.

Add the Security Profile but do not tick any permissions and ensure the Apply changes recursively check box is ticked and click the OK button. The Security Profile Directors Permissions will be added to all the folders below. Right click on the Invu filing Cabinet again select the Edit Security option and then untick the Apply changes recursively check box so that nothing get copied down from now on.

Then right click the Invu Filing Cabinet again and from the menu select the Edit Members and Info Types option. Click the Add button and the following screen will be displayed:

Highlight the Directors Access Open/Edit group and click the OK button.

Click the OK button the setup is now complete.

Lab 11 – Create a Group

There are four managers that need to have rights across all the folders with the structure. In this case we will use groups as a solution.

You will need to create a group called Managers and add the following users:

Jack Smith Alison Purdy Stuart Golding Emma Aslef

Make sure that each user has an s600 and Office Addin licence and also that you have added the Standard System Privileges to each user.

You will also need to create a Security Profile called General Managers then associate it to the group giving the following access:

Open Edit Edit Metadata View Event History

You will then need to add the Security Profile General Managers and the Group Managers to all of the Four folders within the structure. Then test to ensure that only the users in the group get the access, also try a user who is not a member of the group and has less access.

Synchronise an Active Directory Group with a Series 6 Group

The Synchronise Groups function will allow you to use Active Directory Groups and sync the users from that to the Series 6 Group, so when a new user is added to the AD Group it will add that user into the Series 6 Group if configured.

If the Group is configure when the Groups are synced you can configure the new imported user with Privileges and Product licenses.

The Groups synchronise straight after midnight each day automatically but you can also manually synchronise a Group whenever you want to.

If the Series 6 system is installed on to a workgroup network then the Synchronise function will be disabled and not shown.

To use an Active Directory group with groups in Series 6 you can either create a new Group or edit an existing one. Please see page 140 on how to create a Group.

In the Middle pane double click the name of the Group you wish to edit or click the Create Group option and the screen on the next page will be displayed:

If you wish to synchronise this Group with an Active Directory Group then click the button beside the Active Directory Group field and the following message will be displayed if you already have members on the group:

The above message is warning you that you have users added as Members of this group and if you synchronise with an Active Directory Group the users that are not members of that AD group will be deleted from the Series 6 Group. Click the Yes button to continue and the screen on the next page will be displayed:

In the Name starts with field enter the name of the Active Directory Group then click the Find Now button to display the results. Or just click the Find Now button to display the first 1000 AD Groups as shown below:

Click the name of the Group to highlight then click the OK button to return to the ‘ General ’ tab.

The Domain\Group will be displayed in the Active Directory Group field as shown above.

Click the ‘ Members ’ tab and the users from the Active Directory Group selected in previous tab will be displayed.

You are only able to view the user from this tab when you synchronise with an Active Directory Group you are not able to remove or add users.

Click the ‘ Access Rights ’ tab and ensure this is configured.

Click the ‘ Privileges ’ tab and the following will be displayed:

Click the drop down arrow for the Preset and choose from one of the existing presets you are then able to view what is and is not ticked.

Tick the relevant Privileges in each section to create a custom preset for the Group only. Click the All button to tick all Privileges in all section or click the None button to untick all the Privileges in all the sections.

Click the ‘ Products ’ tab and the following screen will be displayed:

Tick the required licenses for the Group.

The ‘ Privileges ’ and ‘ Products ’ tabs will only be used if a users is imported to Series 6 due to synchronising with predefined Active Directory Group. If a Group is created but not synchronised with an AD Group then the ‘ Privileges ’ and ‘ Products ’ tabs will not be used.

Once you have configured the Group click the OK button to save the changes made.

Manually Synchronise a Group

Once you have configured a Group to synchronise the Group will automatically synchronise straight after midnight each day but you can also manually synchronise groups. Click the button (in the Advanced mode) or the button (on the Standard mode toolbar) and click the section. Click the Synchronise Groups and the following screen will be displayed:

Tick the Groups you wish to manually synchronise or tick the Select All check box to tick all groups and then click the Run button.

The Groups ticked will be updated with any new users if the user does not exist then it will be imported and configured with the chosen privileges and products on each group if configured.

Worked Example of Synchronisation Groups

A customer requires the user of Groups for the temporary summer workers. They already have an active directory group setup with the users added they want to be able to amend this and the Group in Series 6 will be updated automatically.

To create a Group, click the button (in the Advanced mode) or the button (on the Standard mode toolbar). Click the Create a Group option in the section.

In the Name field enter Temp Summer Workers then click the button and find and highlight the Summer Workers Active Directory Group then click the OK button.

Click the ‘ Members ’ tab and the members from the active directory group will be added as shown below:

Click the ‘ Access Rights ’ tab.

We will create a new Security Profile so click the New button and the following screen will be displayed:

Choose the Owner as the System Administrator Account and then in the Title field enter Summer Workers Security . Click the OK button to save and add the new Security Profile to the Group.

Highlight the Security Profile as shown in the picture above then tick Open Document , Edit Document and Edit Meta Data check boxes.

Click the ‘ Privileges ’ tab.

Click the drop down arrow for the Preset list and choose General User Privilege Preset.

Click the ‘ Products ’ tab

Tick the Office Add In and the S600 check boxes and then click the OK button.

The Active Directory Group will synchronise with the Series 6 Group this will import any users that are not already listed and for those new imported users it will add the Privilege General User and the Products S600 and the Office Addin automatically.

The newly created Temp Summer Workers Group now needs to be added to the required folders.

Click the white arrow beside Miller and Son Filing Cabinet then right click the Admin Folder and from the menu select the Edit Members and Info. Types option. The following screen will be displayed as shown on the next page:

Click the Add button and the following screen will be displayed:

Expand the Groups section then highlight the Temp Summer Workers then click the OK button to add the Group to the folder.

The Existing users will not be affected by the new Group. Click the OK button and repeat on other Folders if required.

The great thing about using this is that each time a temporary worker leaves all you have to do is either disable in Active Directory and the next time the Group in Series 6 synchronises it will make the user inactive in Series 6.

Lab 12 – Groups and Synchronisation

In Active Directory we have a Group setup called Sales we need to use this AD Group and synchronise with a group in Series 6. If a users leaves the company we can just remove from the group in Active Directory which will then filter through to the Group in Series 6.

The Active Directory group has already been created. You will need to create a new group and synchronise with the Sales Active Directory group.

Whilst creating the Group in Series 6 you will need to create and apply a security profile with Open/Edit permissions.

You will also need to add Products (s600 and Office Addin) and Standard System Privileges into the group.

Then test to ensure the sales staff can log in and they have right access and privileges

QUICK STEP GUIDE FOR FILE AND SAVE ADMINISTRATION

Create a Plan for your Series 6 System see from Page 34

Create the Filing Cabinet and Folder structure see from Page 36

Create Fixed Lists and add values see from Page 47

Create Document References see from Page 65 If applicable associate the Fixed Lists created

Create Standard Documents. Associate appropriate Document References and set details see from Page 79

Create Information Types. Then associate appropriate Standard Documents see from Page 86

Edit relevant Folder and associate the appropriate Information Types see from Page 89

Import Users or Create External Members see from Page 98

Give each User a licence to access Series 6 see from Page 104

Edit relevant Folder and add the Users as Members see from Page 110

Create Privileges presets and associate them to the Users see from Page 117

OPTIONAL Create the Groups and apply the Members, Security etc see from Page 140

Create required Security Profiles and associate and Groups if created to the relevant Folders. Choose the permissions required see from Page 125

Test the system by logging in as different Users and checking their access given

Lab 13 - Consolidation - HR Scenario

Field Hill Ltd now want to incorporate their HR department into Series 6, below is the information for creating that structure.

You will need to create the following Folders under the HR folder:

HR Recruitment HR Confidential HR General

The reason the folders have been split is because there are some documents that all staff require access to and other documents that they don’t.

Create the following Document References, Standard Documents and Information Types. Please be aware that certain Document References are used by more than one Standard Document and should only be created once. Ensure you choose the correct type for each Document Reference listed below. Ensure that all document references are Editable when adding them to Standard Documents.

Document Information Standard Documents Folder References Type Candidate Name Agency CVs Speculative Job Role Recruitment HR Recruitment Job Role Job Specification Document Department Agency Recruitment Agency Title Documentation Employee Name Employee Reference Contract Job Role Department

Employee Name HR Confidential Employee Record Employee Reference Personal Detail Department

Employee Name Employee Reference Emergency Contact Detail Department Employee Name Employee Reference Department Holiday Request Days Requested Year Employee Name Employee Reference General HR Docs HR General Department Sickness Form Days Requested Year Title Company Handbook / Policy and Document Type Procedures Date

Create a Fixed List called Department and add the following:- Sales Accounts Technical Training Marketing Development

Attach the Department Fixed List to the Document Reference called Department

We will create a Linked lists for Employee Reference and Employee Name. You will create Employee Name then Employee Reference and link them together by importing the values and links from a file called Employee Details .csv.

Attach the Employee Reference and Employee Name Fixed List to the respective Document References.

Associate the Information Types created to the appropriate Folder (see table on previous page) within the Field Hill Filing Cabinet.

Please import the following users, grant Licenses and set Privilege presets as follows:

User Name License Privilege Level Tracey Falconer S600 Standard system access Alex Owen S600 Standard system access Jennifer Welsh S600 Standard system access Keeley Jackson S600 Standard system access Mary Leeson S600 Search Only

Create a Group called HR Managers and add Tracey and Alex , create a Security Profile called HR Managers and add to the Group make sure you have given all permissions but delete. This newly created group needs to be added to all three folders under the HR folder. Make sure you have added the Security Profile called HR Managers to all three folders but do not apply any rights.

Create a Group called General HR and add Jennifer , Keeley and Mary . Create a Security Profile called HR General then add to the Group making sure you have ticked Open, Edit and Edit Metadata permissions. This Group needs to be added to the HR Recruitment and HR General folders under the main HR folder and make sure you have added the Security Profile called HR General to the HR Recruitment and HR General folders but do not apply any rights.

You will also need to add the Managers Group to the HR Recruitment folder and make sure you also add the Security Profile called Managers but do not apply any rights.

Explicitly name Tracey Falconer within the HR Managers Security Profile and set the permissions of Full Control for this user.

The HR Folder and the folders below should only be visible to its associated groups . To hide the Folder from all other users edit the HR Folder and untick the Allow Explore Without a Profile check box on the ‘ Security ’ tab and make sure that all the Groups and Security Profiles created in this lab are added to the HR folder.

Check the solution by logging in as different users and testing access and also make sure you check a user that should not be able to see the HR structure.

OFFLINE MODE FOR SERIES 6 CLIENT

When a user logs on if the Business Engine/Layer is unavailable i.e. not connected to the network the client will login in Offline Mode.

Double click the Invu Series 6 icon and the following message will be displayed:

Click the Yes button and the Current documents section will be displayed:

In offline mode you will only be able to see documents which are Checked Out or sent to Workspace as a read only copy.

Once finished in offline mode click the close button in the top left of the screen.

NB: The users must have logged into the system on the network once before the offline mode will work.

SERIES 6 SECURE STORAGE

SECURE STORAGE

To view the Secure Storage options, click the button (in the Advanced mode) or the button (on the Standard mode toolbar). From the section there are four options available:

Maintain Text Indexes Show Secure Locations Schedules Indexing Times

Each one is explained in turn below.

Maintain Text Indexes

The Maintain Text Indexes option will allow the Administrator to reindex, refresh or compress the Metadata Indexes or reindex the Content Indexes of the documents. No matter if the document was indexed or OCR'd this also includes the function to index numbers and noise words (such as the, a, is etc.).

To maintain the text indexes, click the button (in the Advanced mode) or the button (on the Standard mode toolbar) and click the Maintain text indexes option under the section. You will then be presented with the ‘Maintain text indexes’ screen.

NB: if when you select the Maintain text indexes option and you receive the following message:

You will need to commit the filing structure to do this please refer to page 310.

In the area called 'Index to update' one of the following options can be selected Metadata index or Content index .

Metadata Index Option

When updating Metadata indexes the Administrator is presented with three choices:

Reindex Refresh Compress

The Reindex button deletes all current metadata indexes (from the quicksearch folder in the physical file store) and rebuilds the indexes from scratch. Click the Reindex button and the 'Schedule operation' screen will be displayed as shown on the next page:

There are two options:

The Perform this operation now option, when selected, will run the reindex now. If you click the OK button the following message will be displayed:

Click the Yes button and once the reindex has completed the following message will be displayed:

Click the OK button to close the message.

The Schedule this operation option, when selected, will allow you to schedule when you would like it to run. Please see page 181 for more information on the schedule screen. While the Reindex is running user will be prohibited from searching.

The Refresh button will update the existing Metadata index data held. Click the Refresh button and the following message will be displayed:

Click the Yes button to proceed and the following will be displayed as shown on the next page:

The above status bar will be displayed during the refresh process.

A message will be displayed once finished telling you it’s complete. Click the OK button to exit the message and the OK button to exit the 'Maintain Text Indexes' screen.

The Reindex and Refresh buttons on Metadata index option should only be used if Technical Support at Invu suggests it or if the DTSearch software has been updated. There is no need to use this option for regular maintenance.

To improve performance when searching metadata you can compress the metadata index information. Click the Compress button and the 'Schedule operation' screen will be displayed.

There are two options:

The Perform this operation now option, when selected, will run the compress now. If you click the OK button the following message will be displayed:

Click the Yes button the following message will be displayed:

Click the OK button to close the message. The Compress is in progress.

The Schedule this operation option, when selected, will allow you to schedule when you would like it to run. Please see page 181 for more information on the schedule screen. Invu recommends that this is schedule for at least once a week.

Content Index Option

When updating Content indexes the Administrator is able to include Index Numbers which will index all numbers in the content of the document and/or Index Noise Words which will index all noise words in the content of the document.

By default neither of the index options are enabled in the initial installation.

When updating Content indexes the Administrator is presented with two choices:

Index Numbers Index Noise Words

Index Numbers

To perform a Reindex of the content select the Content Index option then choose the Secure Store from the drop down list you wish to run the Reindex on (this is only required if multiple secure stores are installed).

The Index Numbers check box, if ticked, will reindex all the contents and include numbers within the content index.

NB: By default the Index Numbers check box is unticked and numbers are not indexed within the content of any document.

Click the Reindex button and the following will be displayed as shown on the next page:

There are two options:

The Perform this operation now option, when selected, will run the reindex now. If you click the OK button the following message will be displayed:

Click the Yes button the following message will be displayed:

Click the OK button to close the message. The reindex is in progress.

Noise Words

The Index Noise Words check box, if ticked, will index all words in the content including any listed in the Noise.dat file. Noise words are common words such as and, or, not etc

We do not recommend ticking the Index Noise Words as this could drastically increase the overall size of your Series 6 system.

However you may wish to change which words are excluded from content indexes on new and existing files. The Noise.dat file is located In the C:\Program Files\INVU Services Ltd\INVU Services\Noise.dat .

To add new Noise words, open the Noise.dat file located in the path above. Find the bottom of the file, start a new line and enter the word you wish Series 6 not to Index from the content. If you wish to remove a word find and delete the word but ensure you have removed the line. Save and close the file.

You will then need to run Reindex on the Content Index this will ensure that any new words added will be excluded from the content index.

NB: If you wanting to Reindex because you have added new noise words do not tick the Index noise words check box just click the Reindex button.

Then click the Reindex button and the 'Schedule Operation' screen will be displayed.

There are two options:

The Perform this operation now option, when selected, will run the reindex now. If you click the OK button the following message will be displayed:

Click the Yes button the following message will be displayed:

Click the OK button to close the message. The reindex is in progress.

Compress the Content Index

To improve performance when searching the content of documents you can Compress the content index information. Click the Compress button and the 'Schedule operation' screen will be displayed.

There are two options:

The Perform this operation now option, when selected, will run the compress now. If you click the OK button the following message will be displayed:

Click the Yes button the following message will be displayed:

Click the OK button to close the message. The Compress is in progress.

The Schedule Operation Screen for the Reindex

When you click the Reindex button the screen below will be displayed:

Select the Perform this operation now option to start the chosen function.

Select the Schedule this operation option and the 'schedule details' area is enabled as shown on the next page:

Select the Scheduled date/time and select the Hours and Mins . Click the OK button to save the Schedule. For Maintenance information on Schedules see page 184.

NB: You can only run a Metadata/Content Reindex once as this can take a while.

The Schedule Operation Screen for Compress

When you click the Compress button the screen below will be displayed:

Select the Perform this operation now option to start the Compress on the content or the metadata indexes.

Select the Schedule this operation option and the 'Schedule details' area is enabled as shown on the next page.

To run once, select the Scheduled date/time and choose the Hours and Mins .

To run on selected days, first select the Hours and Mins and click the On selected days option. In the area 'Selected Days' tick which day(s) you wish it to run. i.e. if you tick Sat the compress will run every Saturday until the schedule is deleted. For Maintenance information on Schedules see page 184.

Click the OK button to save the Schedule.

NB: It is not recommended to include noise word as this will dramatically increase the size of the index files. While a Reindex/Refresh/Compress takes place users are not able to search. To find out the status of a Reindex, Refresh and Compress please view through messages in the Invu Service Monitor which is located in C:\Program Files\INVU ServiceLtd\ServiceMonitor\INVU.Services .ServiceMonitor.exe on the Series 6 Server.

Show Secure Store Locations

The Secure Stores when created use the server installed on as the name. To make it easier to identify each store the title can be changed.

To view Secure Store Locations, click the button (in the advanced mode) or the button (on the Standard mode toolbar). Click the section, click the Show Secure Stores option and the multiple Secure Stores will be listed in the Middle pane:

Double click on the name of the secure store that requires amendment and the following screen will be displayed:

Change the Title and then click the OK button.

Schedules

When a Metadata or Content index Reindex/Compress is performed the Administrator has the choice to setup a schedule. All schedules created are shown in the Schedule option.

View Existing Schedules

To view Schedules, click the button (in the advanced mode) or the button (on the Standard mode toolbar). Click the section, and then select the Schedules option and the following screen will be displayed:

Edit Existing Schedule

In the Middle pane, double click the Schedule you wish to change and the following screen will be displayed:

Make the necessary changes and click the OK button.

Delete Existing Schedule

To delete the Schedule double click the title in the Middle pane and then click the Delete button in the 'Schedule operation' screen.

The schedule will then be deleted.

Indexing Times

The Indexing Times option will allow you to control when documents are indexed and OCR'd. By default the documents are indexed on a 60 second cycle using the Indexing Engine NT service. This means that when a document is brought into Series 6 within 60 seconds the document contents would be indexed.

NB: if when you select the Indexing Times option and you receive the following message:

You will need to commit the filing structure to do this please refer to page 310.

In the Secure access Locations drop down list choose which Secure Store you want to set the indexing times for (if you have multiple secure stores).

In the Indexing times area the Administrator is able to set the times when indexing/ocring can take place. Tick the Index only during these periods check box and the options below will become available:

Set when you would like the period to start in the Start Time (Hours and Mins ) field then set when you would like the period to end in the Stop Time (Hours and Mins ) field.

For example:

Set Start Time to 18:00 and Stop Time to 08:00 this would be the time each day the Indexing/OCR would take place.

The Always index on weekends check box, if ticked, will always Index/OCR on the weekends regardless of the times set in the Start and Stop Time fields.

The Only stop OCR process check box, if ticked, will stop the ORC Engine from running apart from the times set in the Start and Stop Time fields but the Indexing Engine will run in the normal way every 60 seconds.

NB: These times set in the Start and Stop Time fields are the same for all days (there is no provision for bank holidays etc).

Click the Apply button to save the changes on the currently selected Secure Store then change the Secure access Locations drop down list and set the option for a second store, if applicable.

Click the OK button to save the changes and exit the screen.

SERIES 6 SCANNING ADMINISTRATION

SCANNING ADMINISTRATION

A local scanning facility is available which allows a user to scan documents directly into series via a scanner supported by a TWAIN driver. If you wish to incorporate a Network scanner then refer to Netscan for more information on page 242.

To view scanning options, click the button and click the section, this will allow you to maintain the Scan Presets and Series 6 Scanning functionality. There are two options:

Show scanner presets Create a scanner preset

Scanning presets

In the section click the Show Scanner Presets option and the following will be displayed:

Creating a new scan preset

Ensure that the scanner is plugged into the machine you are configuring the preset for.

In the section click the Create a scanner preset option. You will then see the ‘Scan Preset’ screen as shown to the left.

Within the ‘Scan Preset’ screen you are able to create the desired Scanning Preset and are able to customise the settings to your needs.

The ‘ General’ tab allows you to provide details to identify the scan preset and set the local scanner. The Administrator is able to set a Title, set an Owner, provide a Description, and specify the Source Type (local scanner).

A Title is required to help identify the preset when a user is scanning. The Title should be descriptive as this will be seen by the user at the point of scanning.

An Owner must also be selected. An owner can be specified by clicking the button and highlighting the owner from the ‘Members’ screen displayed.

The Description field should give detail as to how the Scan Preset will be used.

Under the ‘Source’ heading a source Type is required. From the drop down choose Twain scanner .

NB: Series 6 scanning presets only supports Twain drivers.

Once the Type has been selected, click the button to the right of the Name field and the 'Scanner' screen will be displayed as shown on the next page:

Click the Select button and the ‘Select Source’ dialog box will be displayed:

Choose the appropriate driver from the list and click the Select button.

The ‘Scanner’ window will be displayed with the select scanner displayed in the Source section. Further options relating to the chosen scanner will be displayed.

Use manufacturer’s dialog when scanning When Scanning Present the manufacturer’s (i.e. Fujitsu, Canon) own scanning dialog box.

Use scanner auto feed Use the automatic document feeder on the scanning device, rather than a flat bed.

Duplex Turn on duplex scanning. E.g. scan both sides of the document.

NB: This option is only available for scanners which support duplex.

Suppress blank pages This option is only available when Duplex scanning is enabled and allows blank pages to be suppressed (rejected) automatically during the scanning process. From the menu you can choose to suppress pages which are ‘Pristine’ only, ‘Dirty’ or ‘Very Dirty’.

Mode The Mode option allows you to choose the type of scan from ‘Black and White’, ‘Grey’ and ‘RGB Colour’.

Paper size A specific paper size can be chosen from the drop-down menu (i.e. A4, A3 etc.) or the option ‘Maximum Supported’ can be set.

Resolution The resolution, measured in DPI (Dots per Inch) can be set by using the sliding scale or typing into the numeric field below this setting. It can be set anywhere between the lowest dpi supported by the scanner (e.g. 75) or the highest supported setting (e.g. 600).

Advanced The Advanced button will lead you to the scanner driver’s utility window supplied by the scanner’s manufacturer.

Once all appropriate options have been selected, click the OK button to confirm. You will then be returned to the ‘Scan Preset’ screen.

The ‘ Settings ’ tab comprises of options which determine how the scanned document will be processed.

The first option defines if the image created is to be a Single page or Multi page document. A single page scan will create a file document (or file) for each page scanned. A multi page scan will create a single document (or file) containing all scanned pages.

The Destination Intray option presents a drop menu where all individual’s and Folder Intrays are listed. This sets the default destination Intray when a user uses this preset.

The Batch options are not available in the current release.

The Type of file to store option allows the Administrator to choose a file type for scanning (e.g. .TIF, .PDF). A complete list of support file types can be found in Appendix A on page 356).

To specify the file type click the button to the right of the Type of file to store field. You will then be presented with a pop up menu where the File extension and Quality can be set.

Click the first drop down and choose the File extension then choose the Quality . Once complete, click the OK button to return to the ‘Settings ’ tab.

NB: If the Type of file to store is left blank it will default to .tif File extension and 1 bit BW Quality .

The ‘ Image ’ tab allows the Administrator to apply further actions to the processing of the document. The actions available are as follows:

Invert The document will be inverted (such as a negative).

Rotate The document will be rotated by the Angle specified.

Deskew The image will be straightened automatically after scanning.

Despeckle This option will clean the image and eradicate any grey blemishes from the body of the document.

Trim Trim will cut the scanned image to main body of the document removing unnecessary white space or borders.

Remove borders/Remove hole punches Borders and hole punch marks can be removed (these options are not available in current version).

Click the OK button to save the Scan preset.

Show Scanner Presets

Scan Presets can all be viewed and edited via the Show scanner presets option found under the section.

The screen will display all scan presets that have been created in the Middle pane.

Edit the Existing Scanner Preset

To edit an existing Scan Preset, in the Middle pane, double-click the title of the preset. Make the necessary changes and click the OK button to save.

Delete Existing Scanner Preset

To delete a preset first highlight the preset in the Middle pane then click the button on the Series 6 toolbar. You will be prompted to confirm the deletion.

Click the Yes button to delete the Scan Preset. Click the No button to cancel the deletion.

All Scanner Presets will be viewed by users through the Standard and Advanced mode (depending on privileges).

The Black and White and Colour presets are the only two presets displayed in the Simple mode and these two presets cannot be deleted but they can be changed if required.

Barcode Separator

Series 6 has a barcode separator facility available for use with local scanners (scanning presets) and Netscan (for more information please see page 246). There is no Licences of Privileges required for this.

There is no configuration for barcodes apart from to print out a barcode sheet, then place on at the front of the whole batch and then one in front of each new document in the batch. The Scanner Preset must be configured for a minimum of 200 dpi , set to multiple pages and Group 4 Tif file type.

When scanning within the 'Scan' screen select the correct preset and in the Scanned Document Title enter the name of the file i.e. Scanned Docs. When the Scan button is selected the documents will be scanned in for each Barcode sheet a new document will be created with the name entered into the Scanned Documents Title field with 3 digit incremental number i.e. Scanned Docs001.

If no Scanned Document Title is entered then the name of each file will be:

ComputernameYearMonthDayHoursMinutesSeconds .

The Barcode sheet used can be obtained from the extranet or on the installation CD as shown below:-

Tested Scanners

The scanners below have been tested with Windows XP and Windows Vista with all the latest Service Packs installed. Not all the scanners have been tested on both operating systems. We would advise if choosing a scanner to choose one from the NO Issues List and to check the operating system it has been tested on.

Below is a list of scanners with the latest firmware and drivers which can work through the Scanning Presets in Series 6 and had No Issues when tested .

Tested OS – XP Manufacture Model Tested OS - Vista Professional Canon DR-2050C Yes No Canon DR-2580C Yes No Canon DR-4010C Yes No Canon DR-5010C Yes No Canon DR-7580 Yes No Canon DR-9080C Yes No Canon DR-7080C Yes* No Canon CR-55 Yes No Canon CR-180 Yes No Canon DR-3080C Yes No

Fujitsu fi-60F Yes No Fujitsu fi-4120 C Yes No Fujitsu fi-4220 C Yes* No Fujitsu fi-5110C Yes No Fujitsu fi-5120C Yes No Fujitsu fi-5220C Yes* No Fujitsu fi-4340C Yes* No Fujitsu fi-5530C Yes No Fujitsu fi-5750 Yes* No fi5000N Network Fujitsu Yes No Adaptor Fujitsu fi-6130 Yes Yes Fujitsu fi-6140 Yes Yes Fujitsu fi-6230 Yes Yes Fujitsu fi-6240 Yes Yes Fujitsu fi-5900 Yes* Yes* Fujitsu fi-6670 Yes* Yes* Fujitsu fi-6670A Yes* Yes*

Kodak I30 Yes No Kodak I40 Yes No Kodak I150 Yes No Kodak I160 Yes No Kodak I200 Yes No Kodak I250 Yes No Kodak I260 Yes No

Tested OS – XP Manufacture Model Tested OS - Vista Professional Panasonic KV-S1025C Yes No Panasonic KV-S2048C Yes No Panasonic KV-S3065CW Yes No Panasonic KV-S3065CL Yes No

Xerox DocuMate 250 Yes No Xerox DocuMate 252 Yes No Xerox DocuMate 262 Yes No Xerox DocuMate 272 Yes No Xerox DocuMate 632 Yes* No Xerox DocuMate 752 Yes* No Xerox DocuMate 765 Yes Yes Xerox DocuMate 152 Yes No Xerox DocuMate 162 No Yes

*Because the scanner has a flatbed you will need to use the option “Use manufacturer’s dialog when scanning” so that you are able to swap between the ADF and Flatbed.

Below is a list of scanners with the latest firmware and drivers using Series 6 scanner presets and had Issues when tested .

Tested OS – XP Tested OS - Issues Manufacture Model Professional Vista Documents appear as inverted regardless of Kodak i1120 Yes Yes whether option is selected or not. If file is scanned in as a .PDF the image will always be inverted.

Remove borders and Hole Kodak i1220 Yes Yes punch marks does not work.

Inconsistency with the Suppress Blank pages feature.

Windows XP Professional – when scanned, image appears inverted will need to tick the Invert option in Series 6 preset.

Vista - when scanned, image appears as normal.

Both XP and Vista .PDF images are scanned in inverted and a message will Kodak i1320 Yes Yes appear after each page that is scanned.

Prompt for pages in series 6 does not work in either XP or Vista.

When Suppressing blank pages on Duplex use the Manufactures dialogue box as you may lose some pages for both Vista and XP.

Scanning at 300dpi in colour, black and white, grey scale the text is clear but images are fuzzy. 8bit grey scale will throw an error if image processing is on. Kodak i1420 Yes Yes On vista when suppressing blank pages it has to be set in the Series 6 preset and on the Manufacturers dialogue box as well. XP no problems.

If file is scanned in as a .PDF the image will always be inverted.

Not compatible with Windows Xerox DocuMate 150 Yes Yes Vista DocuMate Not compatible with Windows Xerox Yes Yes 262i Vista Not compatible with Windows Xerox DocuMate 510 Yes Yes Vista Not compatible with Windows Xerox DocuMate 515 Yes Yes Vista If scanned as .PDF the image will be inverted in Windows XP. Xerox DocuMate 742 Yes Yes

Not compatible with Windows Vista.

Page suppress will only work in black and white for XP Fujitsu fi-6770 Yes Yes professional and vista.

Page suppress will only work Fujitsu fi-6770A Yes Yes in black and white for XP professional and vista.

Below is a list of scanners that will not work with Series 6 and any operating system.

Manufacture Model Kodak i1210 Kodak i1310 Kodak i1320 Fujitsu ScanSnap S500 Fujitsu ScanSnap Fi-5110EOX2 Fujitsu Fi-4860C2 Canon DR-5020

If there is a scanner you wish to add to this list please contact Invu Technical Support on 0845 257 1500 or by email at [email protected] .

If using a Network scanner there is also the option to utilise the Netscan function.

SERIES 6 REGISTRATION AND LICENSES

REGISTRATION AND LICENSES

You may have a 30 day trial licence you will need to first register the product, click the button (in the Advanced mode) or the button (on the Standard mode toolbar). Click the section and select the Edit product registrations option.

Click the Register button if the filing structure has not been committed the following message will be displayed:

However if the filing structure has been committed the Product Registration screen will change as shown below:

Enter the name of the company the software is for in to the Registration Name field then click the Confirm button and the following message will be displayed:

Click the OK button and a message asking you to confirm the registration name.

Click the OK button and another message will be displayed:

Click the Yes button to continue and register the name or click the No button to cancel.

Next you will need to activate the products, double click the product i.e. s600 and the following will be displayed:

Enter the code provided and click the OK button if the code is correct the number of licences activated if not correct a message will be displayed then you can enter the code again.

Repeat until all required licences have been activated. Click the Close button to exit the screen, Series 6 will then open.

Adding Additional Licenses and Products

To edit Product Registration, click the button (in the Advanced mode) or the button (on the Standard mode toolbar). Click the section and select the Edit product registrations option.

The ‘Registration’ screen will then be displayed.

Double click the relevant licence and ring support for an activation code. Please see page 377 for contact details.

Once the changes have been made, click the Close button to exit.

Allocating Licenses to users

To allocate licences to users, click the button (in the Advanced mode) or the button (on the Standard mode toolbar). Click the section and select the Allocate users to products option. The following screen will be displayed:

Each user will be listed within the window with check boxes available for each Series 6 licence available.

The blue text below the headings show the number of licences available against the number of licences activated for the system.

Tick the appropriate license check boxes for each user as needed.

If you wish to see inactive users within this list tick the Show Inactive Users check box and the following will appear:

To the left of each name a picture is displayed, if the picture is coloured then the user is active but if the picture is greyed out then the user is inactive,

Click the OK button to save the changes.

If you try to exceed the number of registered licenses for a product you will be prompted with a “No Licenses Available” message:

Click the OK button to exit the message. You will need to purchase more licences.

SERIES 6 AUDITING

AUDITING

To access the Audit Log within the system, click the button (in the Advanced mode) or the button (on the Standard mode toolbar). In the section there are two options available:

View the audit logs View expunge log

Each of the above options are explained in turn below:

The Audit Logs

To access the Audit Log in the section click the View the audit logs option. The ‘Audit’ screen will be displayed:

The audit log can be filtered by setting specific criteria within the left-hand pane of the screen. The audit for a specific user can be seen by specifying the user’s name in the Users menu.

Actions can be tracked to a workstation (specific computer name). Type the workstation name into the Workstation text box.

Actions can be tracked for a specific Date Range . A From and To date should be given to define the period required.

The Document Number area allows you to search through the audit logs for a particular document based on the Invu document number.

Tick the Document Number Search check box and choose the Prefix Invu .

Then enter the Number of the document you wish to find.

The type of action can also be specified. Within the Audit Type list tick the relevant audit type to be displayed. If all audit types should be searched click the button.

Once the criteria has completed click the button, the audit results will then be displayed on the right 'Audit' screen as shown below:

Certain Audit Types will allow you to view more information in the Details section.

If results include information on Audit types related to documents the Administrator can view it by double clicking the record the 'View document' screen will be displayed as shown on the next page:

To close click the X button in top right-hand corner of screen.

NB: Viewing a document through the Audit log is governed by Membership of the Folder where the document is filed and the rights assigned by the Security Profile.

To reset the ‘Audit’ screen and the criteria click the button on the toolbar.

To exit the ‘Audit’ screen click the OK button.

The Expunge Log

What is the Expunge Log?

When a document is deleted it does what is known as a logical delete. This means in the database the deleted document record is flagged as deleted and therefore the end user no longer see it through the client. When the document is logically deleted it does not delete it from the S6 folder or the database.

Expunge is the action of removing those deleted documents completely form Series 6 (from the database and the S6 folder).

The Expunge Log will show you all the deleted documents which have been expunged. For more information on how to expunge documents please see page 292.

To access the Expunge Log in the section click the View the expunge log option. The ‘Expunge Audit’ screen be displayed as shown on the next page:

Within the 'Expunge Audit' screen you are able to search any documents which have been expunged from Series 6.

You are able to search on a number of different criteria such as User , Document Title , the Invu number , where the document is located or a Date Range .

You can view expunged documents for specific User this can be seen by specifying the user’s name in the Users drop down list.

You can search by a specific title by entering the name of the document into the Document Title field.

Within the Document Number area you are able to search for expunged documents by the Prefix drop down. The document prefix is the text INVU this appears before the Invu number. Then you can also enter the Invu number into the Number field.

You can enter the name of folder where the document is located into the Document Folder field.

Actions can be tracked for a specific Date Range . A From and To date should be given to define the period required.

Once the criteria has completed click the button, the results will then be displayed on the right of the ‘Expunge Audit' screen as shown below:

To reset the results and the criteria click the button on the toolbar.

When finished to exit the 'Expunge Audit' screen click the OK button.

SERIES 6 GLOBAL SETTINGS

GLOBAL SETTINGS

The Administrator is able to control settings which will have a global effect on the entire Series 6 system. This include setting the Email server address, defining the size of the thumbnails generated and specifying the types of file users can create.

To access the Global Settings, click the button (in the Advanced mode) or the button (on the Standard mode toolbar) and access the section. The following options will be available: Edit global settings , Show indexing file types and Create an indexing file type .

Edit global Settings

To adjust the Global Settings, click the Edit global settings option and the ‘System properties’ screen will be displayed. Within this screen there are five tabs General, Email, Folder, File and Save and Workflow Explorer. These control settings which will globally affect the whole system.

The General Tab

The Thumbnail size field can be increased or decreased using the arrows to the right. This will change the size for all thumbnails produced from this point onwards. The thumbnail size is measured in pixels, the maximum being 250 and the minimum 100.

The Maximum drop-down list items field allows you to set the number of items displayed in the drop down menus on the 'File and Save' screen and Search screens you should set the value in the Maximum drop- down list items option. The maximum value is 1000 items. This does not affect the number of entries for Fixed Lists.

The Limit the number of results returned when exploring and Searching check box allows you to limit the number of results displayed in the Middle pane when using Explore and Search screens. To switch on tick the check box then in the field below the value 10000 will be displayed as a default, this can be changed if required.

Tick The Enable print for i600 users check box to allow i600 users to print out the document from the Middle pane and the ‘View Document’ screen.

Tick Print footers on viewer prints check box to apply footers to the bottom of each page of the document when printing through the 'View Document' screen and from the Middle pane by using the right click menu. The footer will contain the Invu number, Revision Number, and the last date modified.

The ‘Code Free Options’ area is used to control which letter will be used as the shortcut keys which are used to activate the ‘Capture Method’ screen when training Code Free or Advanced Code Free.

To change the key used, click the drop down and choose the correct letter.

The Scanning Tab

Tick the Use new blank page detection check box to use the new method of detecting blank pages. This should only be used if you are having difficulties with the Duplex options. I.e it is dropping pages when it should not.

Tick the Clean image before performing barcode recognition check box this will clean up the images so that the barcode recognition will work. Do not tick this option unless the Barcode separators are not working.

The Email Tab

NB: When you click the ’ Email ‘ tab, if you receive the following message:

You will need to commit the filing structure to do this please refer to page 310.

In the IMAP Email server address field the Administrator is able to specify the IMAP Email server’s address to enable users to have access to their mailboxes within their workspace screen.

NB: For more information on configuring an IMAP4 compliant email server please see page 320.

The Use Client Setting will the Administrator is able to exchange server to be configured individually . If ticked, will retrieve the server location from a field located in the ‘Member Details’ screen specifically the member ‘Contacts ’ tab. This means that each user can connect to a different exchange server. If un-ticked will use the exchange address entered into the field called IMAP4 Email server address as explained in the above paragraph (this is the default setting).

In the Journal account name field allows the Administrator to specify the name of the journal account that will be used for Automated Storage of emails.

In the Journal account password field allows the Administrator to specify the password for the journal account.

The Domains field will allow the Administrator to add Domains. This is so that networks that have multiple Domains can be added and checked through the data hub when using Automated Email Storage.

To add a Domain, type in the Domain name and then click the button.

The Domain will be added to the list as shown below:

To remove a Domain click the Domain name then click the button and the following will be displayed:

Click the Yes button to delete the Domain. Click the No button to cancel deletion.

The Default filing location drop down allows the Administrator to choose the default filing location for emails if no other rules are setup for that email address.

NB: For more information on automated storage of emails please see page 329.

The Notification Tab

This tab will allow you to configure SMTP for email notification on Group Synchronisation. In the SMTP Settings section enter a Host Address and Host Port . Then enter the Username and Password required. In the From Email Address enter a valid email address for the notification to be sent from. The From Display Name is populated with Series 6 Notifications this can be change if required.

In the Email Notifications section choose the type of notification (only Groups available at present) in the Name drop down and a Description will be displayed.

You will need to choose the Recipients for this notification click the button and the screen below will be displayed:

Highlight the recipients then click the OK button.

The picture on previous page shows how the tab should look if completed. When in use if there is a problem with the automatic synchronisation performed after midnight each day an email will be sent to the chosen recipients warning them of this.

The Folder Tab

The Show Folder lists for Filing Cabinets check box allows the Administrator to change the appearance of the Explore and Search screens. When the check box is ticked the Folder hierarchy for the Filing Cabinets will be shown as virtual folders. When un-ticked the Folder hierarchy for the Filing Cabinets will be represented within combo-boxes (drop down menus). See example screens below and on the next page:

Virtual folder version

Combo-box version

The File and Save Tab

The 'File and Save ' tab allows you (Administrator) to set the style of the 'File and Save Document' screen, specifically the order of the four steps (five steps if Multiple Secure Store have been installed) the Folder, Information Type, Standard Document and Document References .

The Use original style index control check box, if ticked, will use the original (default style) in the order of Information Type, Folder location, Standard Document and Document Reference as shown below:

Untick the Use original style index control check box to enable the options to change the order and look of the ‘File and Save Document’ screen as shown below:

The style of the 'File and Save Document' screen will be lead by text prompts and, by default, drop down lists to choose Folder, Information Type, and then Standard Document as shown below:

The Use drop down lists to display Filing Cabinets and Folders check box, if ticked, will display the Folder step as a drop down list as shown to the left.

If the Use drop down list to display Filing Cabinets and Folders check box is un-ticked the Folder step will displayed as a Folder structure as shown to the right.

Click the Display indexing controls in the following order… drop down list and choose the order for the Folder, Information Type and Standard Document should be displayed.

The available orders are listed below:-

Folder, Information Type the Standard Document (this is the default) Folder, Standard Document then Information Type Information Type, Folder then Standard Document Information Type, Standard Document then Folder Standard Document, Folder then Information Type Standard Document, Information Type then Folder

In the Display text area you can specify the text which will be displayed to the users in the 'File and Save' screen for each of the steps.

I.e. The Folder control field by default will display the text " Choose Folder…" but it could be changed to "Please choose a filing location ".

The Workflow Explorer Tab

The Show MetaData First (document references) check box, if ticked, will change the order of the columns in the Middle pane of the Work tasks.

The Use New Style Workflow Task View check box, if ticked, will use a new screen to process workflow tasks. Please see the Technical Workflow manual for more information.

Click the Apply button to save anything you have changed but keep the 'System Properties' screen open.

Once the appropriate options have been selected, click the OK button to exit the 'System Properties' screen.

NB: Depending on the Privileges applied to a user it is now possible to attach an Information Type to a Folder in the 'File and Save Document' screen automatically.

For more information on the New Style Workflow Task View option please see the Workflow manual.

The SharePoint Tab

NB: if when you click the ’ SharePoint ‘ tab and you receive the following message:

You will need to commit the filing structure to do this please refer to page 310.

You are able to integrate Series 6 with your SharePoint site. You will need to enter The SharePoint Site path, the SharePoint Publisher installation path so that the SharePoint Publisher application can be installed and an Archive location for documents that are published to SharePoint directly from an Intray.

For more information on configure Series 6 for SharePoint integration please see page 338.

The Office Add in Tab

In the ‘ Office Add in ’ tab you are able to centrally control the way the Office Addin will behave.

If you wish to control the Office Addin function centrally tick the Apply the following to all users check box and the areas below will be enabled.

In the Word, Excel and PowerPoint section, the Process the save event check box, if ticked, will give you a choice of how you save File and Save into Series 6, send to the Intray or just save in the application will be displayed. This will also enable the Always save new document to Invu check box, if ticked, the save options are bypassed and the 'File and Save document' screen will be displayed. File and Save the document as normal.

Move documents to Invu - if ticked this option will move the original file into Series 6 when sent for File and Save or to the Intray. If not ticked when a file is sent to Indexing or the Intray the document will be copied into Invu and the file will remain in its original location.

Disable Auto save feature - If ticked will disable the auto save feature in the MS Application.

In the Outlook section tick the Delete mail items when sending to Invu check box to remove the email from outlook when file messages through the Office Addin but this is for Outlook only.

NB: By default central control of the Office Addin is turned off.

The Resource Portal Tab

In the ‘ Resource Portal ’ tab you are able to manage the web pages which are available through the

button. So you could add you company Intranet and or your company web site.

When in the function in the Left-hand pane you will see the headings Resource Portal and Invu these are Menu Groups and you are able to add more if needed. Underneath each heading are the Menu Items . Depending how these items are configured when clicked the page may appear in the Middle pane or in a new window.

The Resource Portal Home Page text box will have the path to the web page which will appear when you access the Resource Portal or click the Home item. It is recommended to leave this.

In the Resource Portal Menu area you are able to create/maintain Menu Groups and Items.

Let’s say we would like to create a new group for this system to allow Series 6 users to access the company intranet and web site.

First we will create a new group, click the ‘ Menu Groups ’ tab in the Resource Portal Menu area.

In the Name text box enter the name of the group you wish to create then click the button to add the new group to the list below.

If you need to change the display order of the groups then highlight the group in the list and click the button to move the group up in the order or click the button to move the group down the order.

If you wish to remove a group then highlight the group in the list and click the button. The following message will then be displayed:

Click the Yes button to remove the group and the No button to cancel the delete.

Next we need to add the pages to the newly created group, click the ‘ Menu Items ’ tab in the Resource Portal Menu area.

Click the arrow beside Group and choose the group you wish to add your item to. Enter a Title for your item, this title will be the display title.

In the Url text box enter the path to the web page this could be local or on the world wide web. Remember if you are entering a web address then ensure you enter as follows: http://website.co.uk for example

Then choose an Icon picture from the drop down list.

If you wish for the page to appear in another window then tick the Load in external browser check box. If you do not tick this option then the page will load into the Middle pane.

Once you have completed the Menu Item click the button and the item will be added to the selected group as shown below:

Repeat for further pages if required.

If you need to change the display order of the Items then highlight the Item in the list and click the button to move the Item up in the order or click the button to move the Item down the order.

If you wish to remove a Menu Item then highlight the item in the list and click the button. The following message will then be displayed:

Click the Yes button to remove the Item and the No button to cancel the delete.

To view the changes you have added you will need to restart the Series 6 client to refresh the changes.

The changes will then be displayed in the Left-hand pane as shown above.

Once all the changes have been made to the Global Settings click the OK button to save and exit.

The Global Hyperlinks Tab

In the ‘ Global Hyperlinks ’ tab you are able to manage how Series 6 will handle hyperlinks entered into the Document References (setup as String) and Document References which are specifically setup as hyperlinks.

In the Hyperlink Detection area you are able to allow Series 6 to detect a Hyperlink in any Document Reference which is setup as a String data type. So if you have entered http://www.invu.net into any string Document Reference it would detect these and treat them as hyperlinks.

To use this feature tick the Enable hyperlink detection check box and the Regular expression field will become available. Here you are able to use the default regular expression which will look for a web hyperlink (http://www.invu.net) in any string Document Reference across the whole system. This will not affect Document References with the data type of Hyperlink.

However if the Enable hyperlink detection check box is un-ticked then only those Document References with the data type of Hyperlink will work.

In the Hyperlink Navigation area you can choose how a hyperlink will behave when selected in Series 6.

Select the Single – click hyperlink navigation option so that when you click once the hyperlink will be activated. Select the Double – click hyperlink navigation option so that when you double click the hyperlink will be activated. Select the Ctrl+click hyperlink navigation option so that when you hold the Ctrl key and click once the hyperlink will be activated.

The Help Options Tab

In the ‘ Help Options ’ tab you are able to choose where the files are for the help files. By default when the help files are selected these are then opened in a internet browser as the helps files are located on a website.

So what can happen, if required, is the files could be hosted locally and then you would tick Use help at the following location check box then enter path where the help files are into the Location field.

The Integration Tab

In the ‘ Integration ’ tab you are able to manage configure the location of the Restful service. Installation of this Service is required for more information please contact technical support ( [email protected] ).

The restful service will provide extensibility for the future at the moment it will allow you to send document links outside of the system. When the above Restful Service Base Url is configured an extra option will appear. Right click a document in the middle pane select the Send To option then click Email as Link .

The following will be displayed:

You are able to choose a link which will allow to always display The Latest Version or a Selected Version . Click the OK button and an email screen will appear with the link to the document which if you put into an internet browser and you had rights to view the document it would be displayed.

This would be useful for third party application to access documents without logging into Series 6.

Indexing File Types

To access the Indexing file types, click the button (in the Advanced mode) or the button (on the Standard mode toolbar) and access the section. Select the Create an indexing file type option will display the blank ‘File Type’ window to the Administrator to configure.

Enter a file Extension i.e. if creating an extension for word you would enter .doc . Enter a descriptive Title . When creating a new file type these two fields are mandatory .

Tick the Create this type of document check box this will make the file type available when using the Create function to create new documents within Series 6. Finally tick the Add contents of document check box this will allow the content of this type of document to be indexed for searching, any text based file should be indexed but if the file type is not recognised the following message will be displayed:

When the check box Add contents of document is ticked the OCR the document check box becomes enabled. If ticked Image based file types can be OCR’d to enable full text searching.

Tick the Always use windows association when editing check box if you wish to use the application associated to this type of file in windows when editing documents in Series 6.

Tick the Always use windows association when viewing check box if you wish to use the application associated to this type of file in windows when viewing documents in Series 6.

To edit an existing file type, double click the File Type title in the Middle pane and the ‘File Type’ window will be displayed.

Make the necessary changes to the ‘ General ’ tab.

Click the ‘ Templates ’ tab, here you are able to add a Document Template that can be used when creating new documents from within Series 6.

Click the OK button to save the changes to the Indexing file type.

NB: For more information please see topic below.

Document Templates

Templates can be chosen by the users when they are creating documents within the system. E.g. when a user clicks the Create button in the Standard/Advanced mode or the ‘ Create ’ tab in the Simple mode and then chooses to create an MS Excel Spreadsheet (.xls) they are also able to choose a Template (such as Expenses claim).

Templates can be chosen from the ‘ Document Templates ’ area of the system (which can be seen in Explore function on the Left-hand pane).

To Add a Document Template to Indexing File Type

To add a new Document Template, first add the document into your Intray.

Next right click the document in your Intray and from the menu click the Send to option . Select the Document Templates option as shown on the next page:

The template would be added to Document Templates area.

The template now needs to be associated with the Indexing File Type this can only be done by the System Administrator or a user who is a Member of the Administration group (see page 112 for information on the admin group).

To access the Indexing File Types click the button (in the Advanced mode) or the button (on the Standard mode toolbar) and access the section. Select the Show indexing file types option will display the screen on the next page:

In the Middle pane double click the Title of the Indexing file type you wish to associate the template to and then click the ' Templates ' tab. The following screen will be displayed:

Click the Add button to choose from a list of available Document Templates.

Within the ‘File Type Templates’ screen highlight the template you wish to associate, or highlight multiple templates by holding down the CTRL key on the keyboard and then selecting each individual template. Click the OK button to confirm you selection and return to the ‘File Type’ window

For each template added there are two further options in the Settings area:

The Templates can be used to create documents check box, if ticked, will allow the template to be listed within the Create window’s template drop-down. The Default template for this type of document check box, if ticked, is used to set the default template for this file type.

To apply either of the above check boxes, ensure the template has been selected and tick the relevant option.

The Remove button will remove the selected template from the list.

NB: The default template is used when the user picks on the 'Create' screen. Also the Administrator is only able to set one default template per file type.

Click the OK button to save the changes made to the Indexing File Type.

Lab 12 - Configure Document Templates

Field Hill Ltd would like to have some Document Templates setup so that when they create Word documents they appear.

There are two templates one called Case Study and the other called Holiday Request Form . They are both word documents. They are located on your desktop in Training Files\Document Templates\.

They need to be brought into Series 6 and associated the Indexing file type .doc which should already exist.

Once you have configured this you will need to test it.

SERIES 6 DPE - DOCUMENT PROCESSING ENGINE

DPE (DOCUMENT PROCESSING ENGINE)

To display the DPE settings, click the button (in the Advanced mode) or the button (on the Standard mode toolbar). Click the section. The Document Processing Engine has three Features:

Show and Create Netscan Paths Show and Create Link Manager Paths Monitor Link Manager

NB: if when you select any of the above options and you receive the following message:

You will need to commit the filing structure to do this please refer to page 310.

The Document Process Engine Netscan and Link Manager

Netscan and Link Manager are functions that will import documents into Series 6 and though they are both part of the NT Service The Document Processing Engine they are used for different tasks.

The Netscan function is used for importing documents that have been scanned from a network scanner, as these types of scanners are not supported through Scanner Presets in Series 6. Netscan will poll a predefined folder location and whenever a document is scanned in the DPE will pickup the document(s). The document will be processed to either an Intray or Filed and Saved away into the Filing Cabinets.

The Link Manager is a bulk import function which would be used to import documents into Series 6 using the File and Save option. This would poll a predefined folder which would contain the documents to be imported and a text based file known as the training file, this file would contain all the details of where each document should be Filed and Saved (location, Information Type). Also populate the related Document References with specific information about each file ( Netscan is not able to do this).

Link Manager can also be used to import Fixed List values and links. This is normally imported as a CSV file (training file) and can populate a Fixed List either by appending or replacing the values which already exists and also linking Fixed Lists together.

Netscan

Invu Netscan provides the ability to import documents into the Series 6 system from network locations (local or shared folders) and is used to integrate existing network scanning devices (or Multi Functional Devices). The imported documents can either be routed to a user’s or Folder Intray or filing the document automatically into the Filing Cabinets (with pre-populated Document References).

Netscan functionality is provided through the Document Processing Engine (DPE) service but can be configured locally through the Series 6 client by an Administrator.

There are two types of Netscan path that can be created.

Local Path UNC Path

A local path would be used if the folder that Netscan polls resided on the same sever as the Document Processing Engine (one of the Series 6 NT Services). A local path would be C:\Scanned Docs .

A UNC path ( Uniform\Universal Naming Convention) would be used if the folder that Netscan polls does not reside on the same server as the Document Processing Engine. A UNC path would be \\Planettin\Scanned Docs .

To use UNC you must create the folder and share it. In the share permissions give FULL CONTROL to the Series 6 Service account used when installing the product.

To maintain the Netscan settings click the button (in the Advanced mode) or the button (on the Standard mode toolbar). Under the section there are two Netscan options; Show Netscan paths and Create a Netscan path .

Create a Netscan path

To create a Netscan path, click on the Create a Netscan path option. The ‘Netscan Data’ screen will be displayed:

On the ‘ General ’ tab you are required to supply a Title (mandatory) for the path you are creating. This Title will identify the path when referring to the Netscan paths created for administration.

Under the Folder to watch heading type the path to the folder (or share) you wish to monitor or click the Choose path… button to pick the location from the ‘Browse for folder’ dialogue box.

NB: Please note that the locations specified under Folder to watch are local to the DPE service (i.e. the server on which the File Store and DPE service is running). If you are referring to a folder on a different machine or server, UNC paths should be used.

Once the Folder to watch has been specified there are three further settings to consider:

The Monitor sub folders check box, if ticked, allows Netscan to poll not only the (root) folder specified but also any subfolder it contains. This can be extremely useful if a multifunctional device creates a ‘batch’ subfolder each time a scan is actioned.

The Show feedback in the service monitor when processing files check box, if ticked, allows Netscan to display status messages for this path within the Invu Service Monitor. The Service Monitor is generally installed on the File Store and is used to monitor other Series 6 services. The Netscan messages will be displayed on the ‘ V6 Processing Engine ’ tab. See Installation manual for more information.

The Folder watch is active check box, if ticked, enables the Netscan path to poll the directory specified. If un-ticked the Netscan path will not import documents from this location.

On the ‘ Destination ’ tab the Administrator can set the location where the imported documents will be sent. This can either be to an Intray or filed into the Filing Cabinets.

Under the ‘Choose the destination’ heading the Send to an Intray option, if selected, will import the documents to a User’s or Folder Intray. You will then be required to choose an Intray from the drop-down list.

Alternatively you may wish to file the scanned documents, select the Index option. This will enable four indexing steps:

Choose an Information Type Choose a Filing Location (Folder) Choose an appropriate Standard Document Enter appropriate File and Save information (Document References)

The above four steps are exactly the same as the steps used in the 'File and Save Document' screen.

NB: Ensure all Document Reference fields, which are mandatory are completed.

Once the appropriate options have been selected, click the OK button to confirm the Netscan path.

View Existing Netscan Paths

Maintenance of existing Netscan paths can be performed by selecting the Show Netscan paths option under Section. All existing Netscan paths will be listed in the Middle pane.

Edit Existing Netscan Paths

To edit a Netscan path, double click the path you wish to modify from the Middle pane, make the necessary changes and then click the OK button.

Delete Existing Netscan Paths

To delete a Netscan path, first highlight the path name then click the button on the Series 6 toolbar. You will be prompted to confirm the deletion.

Click the Yes button to remove the Netscan path. Click the No button to cancel deletion.

Netscan Functionality Explained

Netscan will treat (import) all file types listed in the Series 6 Indexing File Types of the Global Settings section (see page 235), but will ignore any file types not specified. Microsoft Outlook msgs will not be imported by using Netscan as there is an alternative method of automatically Filing and Saving emails into the system see page 333.

Netscan will process 50 documents after which it will pause for 10 seconds before continuing. This is for performance reasons. Please bear this in mind when you are using Netscan to import large numbers of documents.

When multiple Netscan paths are configured each location is treated in sequence. Multiple locations are not polled simultaneously.

NB: Netscan will not copy a file structure from a server location and replicate it in S600 (as was possible in Invu 5.4).

Barcode Separators and Netscan

The Netscan function can also deal with barcode separator sheets in very much the same way as the Scanning presets.

There is no configuration for barcodes apart from to print out a barcode sheet, then place on at the front of the whole batch and then one in front of each new document in the batch. The document must be scanned at a minimum of 200 dpi and Group 4 Tif file type.

Place the Barcode sheet in front of each document then scan them in then using the Netscan function bring the document which will be split into separate documents. The document will be named using an incremental number. i.e. if the document was called "Today's Post" and there were 2 documents in the batch then first document would be called "Today's Post0001" and the second "Today's Post0002".

For the Barcode sheet please see page 196.

Link Manager

The Invu Link Manager provides the ability to import large numbers of documents or Fixed Lists via a text based files such as a CSV file.

It provides the ability to map the location and File and Save structure along with the physical file. Fixed List values can also be appended or overwritten which have been generated through a third party application.

Introduced as part of the Document Processing Engine (DPE), the Link Manager is configured locally through the Series 6 client by an Administrator.

Required Administration setup for Link Manager

In order for the Link Manager to be available for users the following must be checked:

A Link Manager license must be allocated to the System Administrator. Please see page 204 for more information.

To access the Link Manager settings click the button (in the Advanced mode) or the button (on the Standard mode toolbar). Click the section.

There are two Link Manager options Show Link Manager paths and Create a Link Manager path .

Create a Link Manager path to Import Fixed List Values

First ensure you have created the Fixed List, if the Fixed List already exist then all you need to do is decide whether you want to overwrite or append the new values to an existing list.

To import a Fixed List a text based file would need to be created with the values you wish to add. See example of Fixed List import file.

You need to ensure that the Fixed List import file has been placed into a folder local to the Document Processing engine.

To create a new Link Manager path, click on the Create a Link Manager path option under the section. The ‘Link Manager Configuration’ screen will then be displayed.

On the ‘ General ’ tab enter the details for the Link Manager path and the training file.

Enter a Title for the Link Manager path you are creating. This title will identify the path when later referring to the Link Manager paths through Administration.

The Service Location drop down list will show available DPE Service locations (only if Multiple Stores have been installed). This will ensure the correct Service is used to process and import the files into Series 6.

Enter the path to the folder (or share) you wish to monitor into the Folder to watch field or click the button to browse and select the path to the relevant folder. This will be the folder where the Fixed List import file is located.

NB: Please note that the locations specified under the Folder to watch are local to the DPE service (i.e. on the server on which the DPE is running). If you are referring to a folder on a different machine or server, UNC paths must be used.

Choose the file (Fixed List import file) you wish to use for the import into the Training File field. Click the button to browse and select the training file. This will be the source file containing the data you wish to use in you import. The training file can be .CSV, .XML or any other .txt based file.

The File extension for trigger field will be populated once the training file has been selected. The Link Manager will monitor the Folder to watch location and process any file with the file extension specified in this field.

This will enable the Link Manager path to run again if a new Fixed List import file was placed into the Folder being watched by the DPE but it will only look for the Training File based on the file extension not the name.

Once the Training file has been specified the configuration screen will expand to show the ‘Processing action’ area.

Here you are able to specify the type of import you wish to perform.

The Update a fixed list Document Reference option, if selected, provides the ability to import data which will be appended the values to an existing Fixed List or replace the values in a Fixed List. The Fixed List must have been created and configured within the Series 6 system before hand.

Click the Select the fixed list Document Reference to update drop down and choose which Fixed List you would like to update. The drop down will display all of the existing Fixed Lists within the Series 6 system.

Once the Fixed List has been selected, you will have the choice of two further options to complete the Link Manager path.

The Append to the fixed list option, if selected, will append the values contained in the training file to the Fixed List and will not change any existing values.

The Replace the fixed list option, if selected, will overwrite the values contained in the training file to the Fixed List.

Ensure the Folder watch is active check box is ticked. This will enable the Link Manager path to poll the folder specified. If unticked, the Link Manager will not process the file(s) from this location.

Click the OK button to save the Link Manager Path. The Path is now active.

Create a Link Manager path to Import a Fixed List from XML file

Link Manager can import from an XML format. You will need understanding on how to use and create XML and XSL files.

In order to import the data from an XML file. you will need to create a style sheet (XSL file) which will transfer the data from the XML file and then import into a Fixed List.

Below is an example of XML code:

1/41 25/01/2006 10:59 A001 Person Armitage Mr </ Title > <Forenames >Martin David </ Forenames > <Initials >M D </ Initials > <FormalSalutation >Mr Armitage </ FormalSalutation > <InformalSalutation >Martin </ InformalSalutation > <NINumber >AB 84 84 12 A </ NINumber > <UTR >1111111111 </ UTR > <TaxDistrict >295 </ TaxDistrict > <Nationality >British </ Nationality > <Sex >Male </ Sex > <DateOfBirth >15/07/1962 </ DateOfBirth > </ PersonalInfo > - <AddressUsed > <UniqueId >31/31 </ UniqueId > <MainAddress >True </ MainAddress > <RegisteredOffice >False </ RegisteredOffice > <BillingAddress >True </ BillingAddress > <ServiceAddress >False </ ServiceAddress > </ AddressUsed > - <Job > <UniqueId >57/419 </ UniqueId > <JobType >GEN </ JobType > <Recurrence >None </ Recurrence > </ Job > - <Job > <UniqueId >57/418 </ UniqueId > <JobType >7 PTAX </ JobType > <Recurrence >None </ Recurrence > <Description >Personal tax </ Description > </ Job > </ Client > In the example the data to be imported into a Fixed List is highlighted in yellow which is the Identifier and Surname . It will be imported as Surname - Identifier . A style sheet (XSL file) needs to be created in order to pick out the right data and concatenate the Identifier and Surname together. Page 251 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b - <xsl:stylesheet version =" 1.0 " xmlns:xsl =" http://www.w3.org/1999/XSL/Transform"> <xsl:output method =" text " /> - <xsl:template match =" /"> - <xsl:for-each select =" IrisExport/Client "> <xsl:value-of select =" concat(Identifier,' - ', PersonalInfo/Surname, ' ')" /> </ xsl:for-each > </ xsl:template > </ xsl:stylesheet > The above data is taken from the XSL file this file is used to extract the data from the XML file and in this case concatenate with a -. Then put into a text format ready for import into a Fixed List. You need to ensure that XML and XSL files have been placed into a folder local to the Document Processing engine. To create new Link Manager path click on the Create a Link Manager path option under the section. The ‘Link Manager Configuration’ screen will then be displayed: On the ‘ General ’ tab enter the details for the Link Manager path and the training file. Enter a Title for the Link Manager path you are creating. This Title will identify the path when later referring to the Link Manager paths through Administration. The Service Location drop down list will show available DPE Service locations (only if Multiple Stores have been installed). This will ensure the correct Service is used to process and import the files into Series 6. Page 252 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b Enter the path to the folder (or share) you wish to monitor into the Folder to watch field or click the button to browse and select the path to the relevant folder. This will be the folder where the XML and XSL files are located. Choose the XML file you wish to use for the import into the Training File field. Click the button to browse and select the training file. This will be the source file containing the data you wish to use in you import. The training file can be XML file format. The File extension for trigger field will be populated once the training file has been selected. The Link Manager will monitor the Folder to watch location and process any file with the file extension specified in this field. This will enable the Link Manager path to run again if a new Fixed List import file was placed into the Folder being watched by the DPE but it will only look for the Training File if the file has an .XML extension. Once the Training file has been specified the configuration screen will expand to show the Processing action section. The Processing action section will allow you to specify the type of import you wish to perform. The Update a fixed list Document Reference option, if selected, provides the ability to import data which will be appended the values to an existing Fixed List or replace the values in a Fixed List which has already been created and configured within the Series 6 system. Click the Select the fixed list Document Reference to update drop down option and choose which Fixed List you would like to update. The drop down will display all of the existing Fixed Lists within the Series 6 system. Once the Fixed List has been selected, you will have the choice of two further options to complete the Link Manager path. The Append to the fixed list option, if selected, will append the values contained in the training file to the Fixed List. The Replace the fixed list option, if selected, will overwrite the values contained in the training file to the Fixed List. Page 253 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b Ensure the Folder watch is active check box is ticked. This will enable the Link Manager path to poll the folder specified. If unticked, the Link Manager will not process the file(s) from this location. Click the ‘ Fixed List ’ tab and then select the XML option and the screen will change as shown below: Here the XSL file you have written needs to be picked up. In the ‘Select XSLT File’ area click the button to browse and select the XSL file. In the Training Samples area the drop down will be populated with the data it has extracted from XML file (training file) set in the ‘General ’ tab. This will allow you to see the data before you run the Link Manager path. Click the OK button the path is now active. NB: Link manager will delete all the files once the import is complete. Page 254 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b Create a Link Manager path to Import Fixed List Values and Links As with importing values make sure you have created the Fixed Lists you wish to add the values to, link together and decide whether you want to overwrite or append the new values to an existing list. To import a Fixed List a text based file would need to be created with the values you wish to add. See example of Fixed List import file. You need to ensure that the Fixed List import file has been placed into a folder local to the Document Processing engine. To create a new Link Manager path, click on the Create a Link Manager path option under the section. The ‘Link Manager Configuration’ screen will then be displayed. On the ‘ General ’ tab enter the details for the Link Manager path and the training file. Enter a Title for the Link Manager path you are creating. This title will identify the path when later referring to the Link Manager paths through Administration. The Service Location drop down list will show available DPE Service locations (only if Multiple Stores have been installed). This will ensure the correct Service is used to process and import the files into Series 6. Enter the path to the folder (or share) you wish to monitor into the Folder to watch field or click the button to browse and select the path to the relevant folder. This will be the folder where the Fixed List import file is located. NB: Please note that the locations specified under the Folder to watch are local to the DPE service (i.e. on the server on which the DPE is running). If you are referring to a folder on a different machine or server, UNC paths must be used. Choose the file (Fixed List import file) you wish to use for the import into the Training File field. Click the button to browse and select the training file. This will be the source file containing the data you wish to use in you import. The training file can be .CSV. The File extension for trigger field will be populated once the training file has been selected. The Link Manager will monitor the Folder to watch location and process any file with the file extension specified in this field. Page 255 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b This will enable the Link Manager path to run again if a new Fixed List import file was placed into the Folder being watched by the DPE but it will only look for the Training File based on the file extension not the name. Once the Training file has been specified the configuration screen will expand to show the ‘Processing action’ area. Here you are able to specify the type of import you wish to perform. Choose the Update a fixed list Document Reference values and links option as this will provide the ability to import data which will create the values to be appended/replace and then link two fixed lists by those values. The Fixed Lists must have been created and configured within the Series 6 system before hand. Page 256 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b Click the ‘ Fixed List Links ’ tab and the following will be displayed: Click the Configure Rules button and the following screen will be displayed as shown on the next page: Page 257 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b In the CSV Preview (First Row) area will show the first record of the selected CSV file. In the Link Configuration area the greyed out drop down is the list choose the name of the fixed list and then choose which column (in the CSV file) holds the values appropriate to the chosen Fixed List. Click the drop down of the LINKS TO field and choose the Fixed List that should be linked to the first Fixed List and in then choose which column (in the CSV file) holds the values appropriate to Fixed List number 2. Tick the Ignore First Row check box if you have headings on the first row of the CSV file and don’t them imported. Once you have completed the above click the Add Link Configuration button and the link will be added to the Link Configuration Preview area. Page 258 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b If you would like to Append values then select the Append values and links to the existing fixed list values and links option. If you would like to replace values then select the Replace all fixed list values and links from file option. NB: If you have duplicate values then if you wish them to be added tick the Ignore Duplicate Values check box. If you do not check this box and you do have duplicates when you click the Add Link Configuration button the following will be displayed: If you do not wish to view the above screen again tick the Do not warn me of duplicates again (duplicate values will be ignored) check box then click the Close button. Page 259 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b When finished, click the OK button back to the Link Manager as shown on the next page: Page 260 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b The Append to these fixed list values and links option, if selected, will append the values and links contained in the training file to the Fixed List and will not change any existing values. The Replace these fixed list values and links option, if selected, will overwrite the values and links contained in the training file to the Fixed List. Tick the Ignore Duplicates check box and no matter if you chose to append or replace no duplicate values will be added. Click the OK button to save the Link Manager Path. The Path is now active. Page 261 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b Create a Link Manager path to Import a Fixed List Values and Links from an XML file Link Manager can import from an XML format. You will need understanding on how to use and create XML and XSL files. In order to import the data from an XML file. you will need to create a style sheet (XSL file) which will transfer the data from the XML file and then import into a Fixed List. Below is an example of XML code: <Client > <UniqueId >1/41 </ UniqueId > <Amended >25/01/2006 10:59 </ Amended > <Identifier >A001 </ Identifier > <Type >Person </ Type > <PersonalInfo > <Surname >Armitage </ Surname > <Title >Mr </ Title > <Forenames >Martin David </ Forenames > <Initials >M D </ Initials > <FormalSalutation >Mr Armitage </ FormalSalutation > <InformalSalutation >Martin </ InformalSalutation > <NINumber >AB 84 84 12 A </ NINumber > <UTR >1111111111 </ UTR > <TaxDistrict >295 </ TaxDistrict > <Nationality >British </ Nationality > <Sex >Male </ Sex > <DateOfBirth >15/07/1962 </ DateOfBirth > </ PersonalInfo > - <AddressUsed > <UniqueId >31/31 </ UniqueId > <MainAddress >True </ MainAddress > <RegisteredOffice >False </ RegisteredOffice > <BillingAddress >True </ BillingAddress > <ServiceAddress >False </ ServiceAddress > </ AddressUsed > - <Job > <UniqueId >57/419 </ UniqueId > <JobType >GEN </ JobType > <Recurrence >None </ Recurrence > </ Job > - <Job > <UniqueId >57/418 </ UniqueId > <JobType >7 PTAX </ JobType > <Recurrence >None </ Recurrence > <Description >Personal tax </ Description > </ Job > </ Client > In the example the data to be imported into a Fixed List is highlighted in yellow which is the Identifier and Surname . It will be imported as Surname and Identifier . A style sheet (XSL file) needs to be created in order to pick out the right data the Identifier and Surname. Page 262 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b - <xsl:stylesheet version =" 1.0 " xmlns:xsl =" http://www.w3.org/1999/XSL/Transform"> <xsl:output method =" text " /> - <xsl:template match =" /"> - <xsl:for-each select =" IrisExport/Client "> <xsl:value-of select =" concat(Identifier,',') " /> <xsl:value-of select =" concat(PersonalInfo/Surname, ' ') " /> </ xsl:for-each > </ xsl:template > </ xsl:stylesheet > The above data is taken from the XSL file this file is used to extract the data from the XML file and in this case concatenate with a -. Then put into a text format ready for import into a Fixed List. You need to ensure that XML and XSL files have been placed into a folder local to the Document Processing engine. To create new Link Manager path click on the Create a Link Manager path option under the section. The ‘Link Manager Configuration’ screen will then be displayed: On the ‘ General ’ tab enter the details for the Link Manager path and the training file. Enter a Title for the Link Manager path you are creating. This Title will identify the path when later referring to the Link Manager paths through Administration. The Service Location drop down list will show available DPE Service locations (only if Multiple Stores have been installed). This will ensure the correct Service is used to process and import the files into Series 6. Page 263 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b Enter the path to the folder (or share) you wish to monitor into the Folder to watch field or click the button to browse and select the path to the relevant folder. This will be the folder where the XML and XSL files are located. Choose the XML file you wish to use for the import into the Training File field. Click the button to browse and select the training file. This will be the source file containing the data you wish to use in you import. The training file can be XML file format. The File extension for trigger field will be populated once the training file has been selected. The Link Manager will monitor the Folder to watch location and process any file with the file extension specified in this field. This will enable the Link Manager path to run again if a new Fixed List import file was placed into the Folder being watched by the DPE but it will only look for the Training File if the file has an .XML extension. Once the Training file has been specified the configuration screen will expand to show the Processing action section. Here you are able to specify the type of import you wish to perform. Choose the Update a fixed list Document Reference values and links option as this will provide the ability to import data which will create the values to be appended/replace and then link two fixed lists by those values. The Fixed Lists must have been created and configured within the Series 6 system before hand. Click the ‘ Fixed List Links ’ tab and the following will be displayed as shown on the next page: Page 264 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b To import XML data select the XML option and the following will be enabled: Click the button and the Open screen will be displayed: Select the XSL file as shown above then click the Open button to return to the Link Manager screen. Page 265 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b Click the Configure Rules button and the following screen will be displayed: In the CSV Preview (First Row) area will show the first record of the selected CSV file. In the Link Configuration area the greyed out drop down is the list choose the name of the fixed list and then choose which column (in the CSV file) holds the values appropriate to the chosen Fixed List. Click the drop down of the LINKS TO field and choose the Fixed List that should be linked to the first Fixed List and in then choose which column (in the CSV file) holds the values appropriate to Fixed List number 2. Tick the Ignore First Row check box if you have headings on the first row of the CSV file and don’t get imported. Once you have completed the above click the Add Link Configuration button and the link will be added to the Link Configuration Preview area. Page 266 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b If you would like to Append values then select the Append values and links to the existing fixed list values and links option. If you would like to replace values then select the Replace all fixed list values and links from file option. NB: If you have duplicate values then if you wish them to be added tick the Ignore Duplicate Values check box. If you do not check this box and you do have duplicates when you click the Add Link Configuration button the following will be displayed: If you do not wish to view the above screen again tick the Do not warn me of duplicates again (duplicate values will be ignored) check box then click the Close button. When finished, click the OK button back to the Link Manager as shown on the next page: Page 267 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b The Append to these fixed list values and links option, if selected, will append the values and links contained in the training file to the Fixed List and will not change any existing values. The Replace these fixed list values and links option, if selected, will overwrite the values and links contained in the training file to the Fixed List. Tick the Ignore Duplicates check box and no matter if you chose to append or replace no duplicate values will be added. Click the OK button to save the Link Manager Path. The Path is now active. Page 268 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b Create a Link Manager path to Import and File and Save Documents First ensure you know where the file is that will be filed during the Link Manager import. There are a few things you will need to ensure is already configured:- Ensure the correct Document references have been created The Standard Documents have been created and the relevant Document References have been associated. Ensure that the Members required are added, have Privileges and the relevant Licences Ensure the Security Profile and any explicit members have been created During the Link Manager import Filing Cabinets and Folder structures and Information Types can be created by selecting the information from the training file or by using a default value feature. The Filing Cabinets and Folder structures and Information Types can also be from the existing ones configured in Series 6. To create new a Link Manager path, click on the Create a Link Manager path option under the section. The ‘Link Manager Configuration’ screen will be displayed: On the ‘ General ’ tab enter the details for the Link Manager path and the training file. Enter a Title for the Link Manager path you are creating. This Title will identify the path when later referring to the Link Manager paths through Administration. The Service Location drop down list will show available DPE Service locations (only if Multiple Stores have been installed). This will ensure the correct Service is used to process and import the files into Series 6. Page 269 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b Enter the path to the folder (or share) you wish to monitor into the Folder to watch field or click the button to browse and select the path to the relevant folder. This will be the folder where the Training File is located. NB: Please note that the locations specified under the Folder to watch are local to the DPE service (i.e. on the server on which the DPE is running). If you are referring to a folder on a different machine or server, UNC paths must be used. Choose the file (Training file) you wish to use for the import into the Training File field. Click the button to browse and select the training file. This will be the source file containing the data you wish to use in you import. The training file can be .CSV, .XML or any other .txt based file. The File extension for trigger field will be populated once the training file has been selected. Link Manager will monitor the Folder to watch location and process any file with the file extension specified in this field. This will enable the Link Manager path to run again if a new Training file was placed into the Folder being watched by the DPE but it will only look for the Training File based on the file extension not the name. Once the Training file has been specified the configuration screen will expand to show the ‘Processing action’ section. Here you are able to specify the type of import you wish to perform. The File and Save option will allow you to configure a document import based on information contained within the training file as well as configuration already defined within the Series 6 system select this option. Select the File and Save option and this will expand to show the ‘Processing action’ and ‘Import filename’ sections below. Also two extra tabs ‘Indexing’ and ‘Security and Members’ as shown on the next page. Page 270 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b The ‘File processing’ section has the following options: The Operation per line option, if selected, refers to the training file having multiple lines (1 line per file that requires importing) and therefore the Link Manager will process each line individually. The Operation per file option, if selected, refers to there being a training file for each file that requires importing into Series 6. The ‘Import filename’ section will be enabled based upon the option selected in the ‘File processing’ section. If the Operation per line option is selected you will then need to create a rule via the File stem is obtained from the data file option. The Rules… button, if clicked, will allow you to specify and extract the file stem (file name and location) from within the training file (data/source file). Click the Rules… button to display the 'LinkManager Rules Parser' screen. For more information please see page 272. Page 271 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b If the Operation per file option is selected then both option in the ‘Import filename’ section will be enabled. The File stem is obtained from the data file option, will allow you to specify and extract the file stem (file name and location) from within each Training file (data/source file). Click the Rules… button to display the 'LinkManager Rules Parser' screen. For more information please see page 272. Once the rule has been created it will be displayed in the ‘Import filename’ section. The File stem is the same as the data file option , if selected, extract the file stem (file name and location) from the name of each training file (data/source file). The LinkManager Rule Parser screen The rule parser will display the contents of the training files. This will depend which the option was selected in the ‘File processing’ section. Extraction Methods Step 1 - Extract a substring . Click the drop down list and choose one of three methods. The method chosen will very much depend upon the source file, and the data contained within it. Extract a delimited value Extract between two static values Regular expression (Advanced) The Default value field would be used if the value was always consistent within the file. I.e. each time a file was imported the filename was exactly the same. The Default value field is the same no matter which Extraction method is selected. Page 272 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b Extract a delimited value This method will extract data based on a given Delimiter and Token numbers . Based on the source file format a delimiter may be. Comma , (CSV File) Forward slash / Hash # etc… Delimiters are used to separate the values within the training file to enable ease of data extraction. Enter the symbol used to separate the values in the training file into the Delimiter value field. The Token number field represents a string of characters between each delimiter. Enter the number of tokens you wish to extract into the Token number field. Click the Test button and the data extracted will be displayed in the field as shown to the right. NB: This will always start at the top left of the training file. If the value 2 was entered into the Token number field it would, when tested, return a result of C:\Bitbobs_Archive\148.TIF based on the file data above. Working from left to right in the picture above C:\Bitbobs_Archive\148.TIF is the second string of characters. If the value 12345 was to be extracted from the training file, 5 would be entered into the Token number field. Step 2 - Parse the substring . This may occur if the substring needs to be broken down further to extract the data required. This will not be required in all circumstances however may be useful where perhaps the data between two delimiters contain more information than is needed. The example above shows C:\Bitbobs_Archive\148.TIF has been further broken down in Step 2 to extract the value of 148.TIF . The Delimiter used in this case is a (\), the Token number has been set to 3 as it’s the third string of text with no spaces and the token count has been set to 1. Again this will work from the left of the substring to the right. If you wish to count from the end of the selected substring tick the Count tokens from the end check box. Click the Test button in step 2 to display the data extracted from the substring. Page 273 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b Extract between two static values This method will extract data between two static values, using Preceding and Following text . In the Preceding text field refers to the text before the data you want to extract. Type in or Copy and Paste the text into the field. The Following text field refers to text directly after the data you want to extract. Type in or Copy and Paste the word into the field. If the data entered appears more than once in the training file then enter which Occurrence needs to be extracted. If the first occurrence is required enter 1 into the field. The Following text is new line check box , if ticked, will set the text entered into the Following text field as being on a new line and not on the same line as the text entered into the Preceding text field. The New Line is CRLF (C haracter Return Line Feed ) check box, if ticked, will be used in conjunction with the Following text is new line check box and instructs that the next character will appear on the line below the text preceding the new line. Click the Test button to check the data it will extract. Page 274 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b The example below shows eliminating the file name 148.TIF using this method of extraction. Step 2 - Parse the substring . This may occur if the substring needs to be broken down further to extract the data required. This will not be required in all circumstances however may be useful where perhaps the data between 2 delimiters contain more information than is needed. The example to the right shows C:\Bitbobs_Archive\148.TIF has been further broken down in Step 2 to extract the value of 148.TIF . The Delimiter used in this case is a (\), the Token number has been set to 3 as it’s the third string of text with no spaces and the token count has been set to 1. Again this will work from the left of the substring to the right. If you wish to count from the end of the selected substring tick the Count tokens from the end check box. Click the Test button in step 2 to display the data extracted from the substring. NB: Please note this method data extraction will only work if the static values are always the same. Click the Test button at the bottom of the screen then click the Close button return to the to the 'Link Manager Configuration' screen. The extracted data will now be displayed in the relevant section the rule was created for back in the ‘Link Manager Configuration’ screen. Back in the ‘Link Manager Configuration’ screen the last section is a series of check boxes: The Allow Same File Import check box, if ticked, will allow you to import the same file more than once. I.e. if you had several versions of the same document so you could import 156.tif Version then 156.tif Version 2. This check box by default is unticked so will not allow you to import the same file more than once. The Move Source Files on Error check box, if unticked, will not move the documents that error to a failed folder, this works well if you have lots of documents coming from different locations. It will still create the failed folder (in the folder to watch location) and move the training file and create the text file with the errors; however it will not move the physical file. By default this check box is ticked. The Delete source files check box, if ticked, will delete the files from the polled folder. If not ticked will leave the files but delete the CSV file (training file). Tick the Show feedback in services monitor when processing files check box to show the file processing in the Invu Service Monitor. Ensure the Folder watch is active check box is ticked. This will enable the Link Manager path to poll the folder specified. If unticked, the Link Manager will not process the file(s) from this location. Page 275 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b File and Save Tab Click the ‘ File and Save ' tab and the File and Save options will be displayed. You will need to configure the following options: Information Type Physical File location Folder, Standard Documents and Document References The Information Type field will allow you to select an Information Type already created within Series 6 or create a rule to have the Information Type extracted from the training file to be automatically created during the import. To select an existing Information Type in Series 6 click the Select… button and the 'Information Type' screen will be displayed as shown on the next page: Page 276 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b Select the Information Type and click the OK button. The chosen Information Type will be displayed in the ‘File and Save ’ tab. To create a new Information Type using the data from the training file, click the Rule… button and the 'Link Manager Rule Parser' screen will be displayed. For more information please see page 272 Extraction methods. NB: Documents Filed in this way will automatically be Filed and Saved under the Information Type created during the import. It is therefore important to ensure that the training file is correct prior to running the import. The Choose a physical location drop down list refers to where the documents will be stored. This only relates to installations where more than one Secure Stores has been installed. Page 277 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b In the ‘Folder, Standard Document and Document Reference’ section you can configure the Folder(s), Standard Documents and the Document References the documents will be stored under. There are four steps that need to be configured: Step1 - Configure the Filing Cabinet . The Folder can be configured in two ways by selecting an existing Folder from Series 6 or extracting the Folder name from the training file which would be created during the import automatically. To choose a Folder which already exists within the Series 6, click the Select… button and the 'Select a path' screen will be displayed: Browse and select the Folder where the documents will be filed to. Click the OK button and the selected Folder will be displayed as below: To create a new Folder click the Add button and the 'Link Manager Rule Parser' screen will be displayed. Please see page 272 Extraction methods. Once you have selected the rule for folder name, click the Close button to return to the 'Link Manager Configuration' screen where the new Folder will be displayed as shown to the right. Page 278 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b The buttons Up and Down will allow you to re- arrange the Folder structure once it has been configured to ensure the Folder model is in the right format prior to the document import. The Remove button will allow you to delete individual Folders and the Clear button will remove all Folders from the screen. NB: Documents will automatically be filed under the newly created Folder during the import. It is important to ensure the training file is correct prior to running the import. Step 2 - Choose a Standard Document . Choose an appropriate Standard Document that corresponds with the Information Type chosen or created by the import. The Standard Documents can be picked up from the existing system or through a rule during the import but either way the Standard Document must exist in Series 6. To choose a Standard Document from the drop click the arrow under Step 2 and select the Standard Document from the list of existing Standard Documents in the system. To pick up the Standard Document from the training file click the Rule... button and the 'Link Manager Rule Parser' screen will be displayed. Please see page 272 Extraction methods. Page 279 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b The Standard Documents selected through a rule must already exist you are not able to create new Standard Documents. The good thing about picking the Standard Document from the training file using a rule is each document you bring in could go to a different Standard Document giving you more flexibility. Once you have completed the rule to pick up the Standard Documents click the Close button to return to the Configuration screen. Once the Standard Document has been selected the Document References will be displayed in Step 3 . If you selected the Standard Document from the drop down list then the associated Document References will be displayed in Step 3. If you created a rule to pick up the Standard Document from the training file then all Document References will be displayed. The reason is, it does not know which Documents references it would need to fill in as for each document that is brought in to Series 6 could be filed under a different Standard Document. If you wish to change it to one Standard Document for the whole import then click the Select... button and the drop down list will be populated with all the Standard Documents which are currently in the system. Step 3 - Configure the rules for each Document Reference . The Document References displayed can be configured by creating rules to extract the values from the Training file. Click the button beside the Document Reference and the 'Link Manager Rule Parser' screen will be displayed. For more information please see page 272. Click the Close button to save the parsing rule for the Document Reference and return to the 'Link Manager Configuration' screen. The Document Reference field will be populated with the extracted value. Repeat this process for each Document Reference you wish to use for the document import. Page 280 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b Security and Members Tab Click the ‘ Security and Members ’ tab and the Security options will be displayed. If you are filing the documents to an existing Folder then there is no need to complete this screen. If you are filing documents to a new Folder this screen will need to be completed. This tab will allow you to choose the Security Profiles and Members for who requires access to the newly imported documents. There are two areas, Security and Members. To associate a Security Profile, click the Add button and then from the list select the required profile. Click the OK button to return to the ‘Security and Members ’ tab. To apply the access rights to the Security Profile, highlight the profile and tick the document rights on the right hand side of the screen. The Remove button will remove the selected Security Profile. To associate the Members that require access to the newly imported documents, click the Add button. This will display a list of the users within the Series 6 system. Page 281 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b Select the Member (for multiple Members, hold down the CTRL key and click each Member required) and then click the OK button. The Titles and Login Names of the chosen Members will be displayed within the ‘Members’ area. The Remove button will remove the selected Member(s) from the ‘Members’ section. To show disabled users in Series 6 tick the Show inactive members check box. Page 282 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b Document Number Tab Click the ‘ Document Number ’ tab and the document number options will be displayed. Here you are able to choose the document number or let the system pick the next available number. This can be useful if you have the document number in the Training file this can be picked up through a rule. If you wish Series 6 to create the Document Number then leave this screen as it is. If you wish to pick up the Document Number then click the Rule... button and the 'Link Manager Rule Parser' screen will be displayed. Please see page 272 Extraction methods. Once you have created the rule to pick up the Document Number click the Close button to return to the ‘Link Manager Configuration’ screen. The value picked for the Document Number will be displayed (in the screen shown on the previous page), ensure that the value selected is always a numeric value. You will then need to enter a Document Prefix Page 283 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b such as IMPORT this can be up to 50 characters long and alpha or numeric. To use this method each document you bring in must have a number in the training file. The Document Version section becomes available if you have selected the Document Number using a rule. If you leave it as Next Available then all the documents will be imported and allocated 1 as the version. You can also pick the version number of the document from the training file. Click the Rule... button and the 'Link Manager Rule Parser' screen will be displayed. Please see page 272 Extraction methods. Once you have created your rule to pick up the Document Version click the Close button to return to the ‘Link Manager Configuration’ screen. The Document Version must be a numeric value. If you decide you do not want to use a rule then you are able to click the Next Available button to return the option to its default. NB: You are only able to set the Document Version if you have used a rule to set the Document Number otherwise it will be set to Next Available . Page 284 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b Document Note Book Tab Click the ‘ Document Notebook ’ tab here you are able to create and attach a Note book to the documents which are being imported. This can only be done if you have the title of the Note in the training file and/or a plain text file with the note book text. If you do not wish to import notes then leave the screen below as it is. If you wish to import a Notebook for each document that will be imported using this Link Manager Path then tick the Attach a Notebook to This Document check box and the tab option will be enabled. Page 285 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b Click the Rule... button beside Document Notebook Title section and the 'Link Manager Rule Parser' screen will be displayed. Please see page 272 Extraction methods. Once you have created your rule to pick up the Document Notebook Title, click the Close button to return to the ‘Link Manager Configuration’ screen. Then next click the Rules... button beside the Document Notebook Text section and the 'Link Manager Rule Parser' screen will be displayed. Please see page 272 Extraction methods. Once you have created your rule to pick up the Document Notebook Text, click the Close button to return to the ‘Link Manager Configuration’ screen. If the text you have selected is in the training file then select the Rule Defines Notebook Text option. But if the text resides in another plain text file then the file path needs to be in the training file you would then create your rule on that information and you would select the Rule Defines File Containing Notebook Text option. The file the rule points to must be plain text as it will pick up all the contents. Page 286 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b Scheduling Tab Click the ‘ Scheduling ’ tab here you are able to schedule when the Link Manager path will be processed. By default the Link Manager path will run on a 60 second cycle checking the folder to watch location. You may wish to use this if you have a large import which may impact on the performance of the system so you are able to set the Link Manager Path to run out of hours. If you wish to restrict when this Link Manager Path will run tick the Process only during these periods check box and the option below will be enabled. Enter the Start Time (when you would like the Link Manager Path to start processing) and a Stop Time (when you would like the Link Manager to stop processing). If you always want the Link Manager Path to run all weekend then tick the Always process on weekends check box. Page 287 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b NB: turning on the scheduling feature will only affect that Link Manager Path it will not affect any other paths setup. Once the Link Manager path has been configured and checked click the OK button to save the Link Manager Path and return to the Administration section of Series 6. Link Manager Monitor To monitor Link Manager, click on the Monitor Link Manager path option under the section. The ‘Link Manager Monitor’ screen will be displayed: Here you are able to view processing, number of items to process, Number of Link Manager/Netscan Paths that have been processed and the number of Paths that were not found. You are also able to Pause the Service(Document Processing Engine) which runs Link Manager and Netscan and then Resume when ready continuing where you left off. Click the OK button to exit the screen. If you want full details then please use the Series 6 Service Monitor. Page 288 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b View Existing Link Manager Paths To view existing Link Manager paths click the button (in the Advanced mode) or the button (on the Standard mode toolbar). Click the section and select the Show Link Manager Paths option. The Existing Link Manager paths will be listed in the Middle pane. Edit Existing Link Manager Path To edit a Link Manager path, double click the title of the path. Make the required amendments and click the OK button to save. Delete Existing Link Manager Path To delete a Link Manager path, highlight the path name and then click the button on Series 6 toolbar you will be prompted to confirm deletion. Click the Yes button to remove the current Link Manager path. Click the No button to cancel the deletion. Failed Link Manager Imports There are many reasons why a document may not be brought in through Link Manager. It could be because it can’t find the document, the data you are wishing to populate the Document References with is not valid or the Standard Document you wish to use does not exist. If a document does not get imported then by default the document is moved to a folder called Failed this will also have the date and time, a copy of the training file and a text file is created with the error, this folder will be located in the folder to watch location for the Link Manager Path. If an error occurs then Link Manager will skip that document and move on to the next one. Page 289 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b Page 290 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b SERIES 6 EXPUNGE DOCUMENTS Page 291 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b EXPUNGE DOCUMENTS To access the Expunge options, click the button (in the Advanced mode) or the button (on the Standard mode toolbar). In the section there are two options available: View Deleted Documents Expunge All Documents Restore All Documents Each of the options are explained in turn below: View Deleted Documents To access the deleted documents, in the section click the View Deleted Documents option. Click the arrows beside the headings to expand the documents or right click any where select the View option and then select Expand all . All the documents which have been deleted will be displayed. Page 292 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b Expunge Documents You are able to expunge individual or all deleted documents from the system but if documents have been accidently deleted and you would like to put them back you can also restore back to their original location. The expunge action once used cannot be undone. Restore/Expunge Individual Documents To restore/expunge individual deleted document, in the section click the View Expunge Documents option and the following will be displayed: Click the arrows beside the headings to expand the documents or right click any where select the View option and then select Expand all . Find the Document you wish to expunge in the Middle pane then right click. If you want to expunge multiple documents then click the first document to highlight then hold down the CTRL key and then click each subsequent document. If you have a block of documents you wish to expunge then click the first document in the block then hold down the SHIFT key and click the last document in the block. Page 293 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b From the menu click the Expunge option to totally remove the document from Series 6 and the following message will be displayed as shown below: Click the Yes button to expunge the document. Click the No button to cancel. OR Click the Restore option to put the document back in it’s original location and the following message will be displayed as shown below: Click the Yes button to restore the document. Click the No button to cancel. Expunge All Documents To expunge all deleted documents, in the section click the Expunge All Documents option and the following message will be displayed: Click the Yes button to expunge the documents. Click the No button to cancel the expunge. NB: Once the documents are expunged they are removed from the Series 6 Database and the physical file is removed from the S6 folder. This cannot be undone. To view the Expunge Log please see page 212. Page 294 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b Restore All Documents To restore all deleted documents, in the section click the Restore All Documents option and the following message will be displayed: Click the Yes button to restore the documents. Click the No button to cancel the restore function. Page 295 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b Page 296 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b SERIES 6 FILING STRUCTURE MAINTENANCE Page 297 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b FILING STRUCTURE MAINTENANCE The Filing Structure Maintenance option will only be displayed on new installations, not those systems which have been upgraded and those systems which the Filing Structure has already been committed. This option has option to allow you to create a structure for your system using a wizard. Create restore points on a system. To access the Filing Structure Maintenance, click the button (in the Advanced mode) or the button (on the Standard mode toolbar). In the section there are five options. Create New Standard Structure The Create New Standard Structure option will allow you to create a new structure for your system. This option is only available if the Filing Structure Maintenance Section is available in Administration. If you use this option you are able to create a Restore Point for your existing structure but it will be overwrite by the new structure you choose it does not add to what you already have. You are not able to create a bespoke structure using this wizard but you are able to choose from a list of different packs. A pack is predefined with the Filing Cabinets, Folders, Information Types, Standard Documents, Document References, Privileges, Security details the only thing you have to do is choose the users and which packs they will need access to. Page 298 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b To create a new structure, click the button (in the Advanced mode) or the button (on the Standard mode toolbar). Click the section and select the Create New Standard Structure option and the following will be displayed: This screen will give you information on what you are about to do. Please ensure you have read the README section and ticked the I Have Read and Understood the Above check box. The Next button will become available. Click the Next button and the following will be displayed as shown on the next page: Page 299 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b The above screen will allow you to create a restore point for your existing system just in case you wish to revert to the previous structure. It is highly recommended that you create a restore point. In the Restore Point Description text box enter a description which describes the restore point in case you need to apply the restore point later as shown in the above picture. Ensure that the Backup my existing Filing Structure option is selected and then click the Next button. OR If you have already created a restore point, click the Do not create a restore point for my existing filing structure option and then click the Next button. Whether you have created a restore point or not the following screen will be displayed as shown on the next page: The above screen will allow you to choose the packs you wish to use in your structure. First you need to check the Company name in the Your Company Name text box, it will populate this automatically with information from the computer where Series 6 was installed or you can over type with a different if required. Then select what type of business you are click the drop down arrow in the section Select My Company Type . In the Select Additional Areas section you are able to choose from packs for Finance , Sales and Human Resources . Click the drop down for each heading and choose the Pack you wish to use. If you do not wish to have one of the additional areas the un-tick the check box to the left of the area. When happy with the chosen Business type and additional packs click the Next button. Page 300 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b The above screen will show you the Business Type and the additional packs you have chosen. To the right- hand side it will show the details of the packs chosen. If there are a few you do not want then don't worry they can be taken out once the structure has been implemented. To find out a little more about the structure click the symbols and a little information will be displayed in the Please select an item in the tree for further information section. To expand the areas further click the arrow beside the heading. There are four levels as below: Folder Information Type Standard Document Document Reference This screen is read only no changes can be made here. If you need to change the packs you have chosen click the Back button or if you are happy to continue then click the Next button. Page 301 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b The above screen allows you to add the users and choose whether they will be normal users or administrators. In the Find Domain Users area you are able to search for users in a particular domain. Enter the first few letters of the user or leave the Users Starting With text box empty and choose the Domain from the drop down list. Click the Find button and the users will be listed in the Domain User Search Results list as shown below: To select a user just click the name. If you have multiple users to select then click the name of the first user you want then hold down the CTRL key and click each subsequent user. If the user you wish to select are in a group then click the first user then hold down the SHIFT key and click the last user in the group. Page 302 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b Then click the to add to the Users list. Repeat to add the Administrators . The user which appears in red in the Administrators area is the existing administrator, do not remove as this is likely to be you. If you wish to remove a user from the User or Administrator list then click the name on the right-hand side of the screen then click the button in the appropriate section. Click the Next button to continue. For the business type and additional packs you selected earlier you now need to choose which users need to be able to access these areas to be able to file and view the documents. The packs selected were General Sales , Finance US , General Human Resources and the business type of Accountancy . The above screen is for the General Sales pack. Depending on the number of packs selected you may have anything from one up to 4 screens to configure the users for. The left-hand list shows the users you selected in the previous screen. On the right-hand side you need to add the users so that they have read or read/edit rights. To select a user just click the name. If you have multiple users to select then click the name of the first user you want then hold down the CTRL key and click each subsequent user. If the user you wish to select are in a group then click the first user then hold down the SHIFT key and click the last user in the group. Then click the to add to the Read Only Users list. Repeat to add Read and Edit Users . Page 303 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b Click the Next button to continue. Repeat the above for the number of packs/business type. On the last User rights screen, click the Next button to continue the structure will now be created. Once the structure is completed the following screen will be displayed as shown on the next page: Page 304 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b Click the Finish button the Series 6 client will restart with the new structure. You should now test your structure with a few documents. Until the structure has been committed many of the functions within Administration area will not be available these are listed as follows: Secure Storage Edit Global Settings - the Email and SharePoint tabs. Workflows DPE (Netscan and Link Manager) If you select one of the above listed options in the Administration area you will receive the following message: You are able to recreate the filing structure again if required. Page 305 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b Create Database Restore Point While you are still in the construction stage of your system you are able to create restore points. If anything went wrong or you want to go back to a certain restore point you are able to. To create a Restore Point, click the button (in the Advanced mode) or the button (on the Standard mode toolbar). Click the section and select the Create Database Restore Point option and the following will be displayed: Enter a description for your restore point so that you can identify it when and if you wish to apply at a later stage. Click the OK button the restore point will be created and the following message will be displayed: Click the OK button to close the message. You can create as many restore points as you like see the next topic on how to Apply the Restore points. Clean Database If you wish to clear out the structure and start again as if it was a new blank installation then the Clean Database option can be used. Before you use the Clean Database option it is highly recommended that you create a Restore Point. To Clean the Database, click the button (in the Advanced mode) or the button (on the Standard mode toolbar). Click the section and select the Clean Database option and the following will be displayed: All the Restore Points you have previously created will be kept. Page 306 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b Click the Yes button to continue. The database will be put back to a freshly installed state and the Series 6 client will be restarted. Apply Restore Point To apply a Restore Point, click the button (in the Advanced mode) or the button (on the Standard mode toolbar). Click the section and select the Apply Restore Point option and the following will be displayed: The above screen will give you information on what you are about to do. Please ensure you have read the README section and ticked the I Have Read and Understood the Above check box. The Next button will become available. Click the Next button and the following will be displayed as shown on the next page: Page 307 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b The above screen will allow you to create a restore point for your existing structure just in case you wish to revert to the previous structure. In the Restore Point Description text box enter a description which describes the restore point in case you need to apply the restore point later. Ensure that the Backup my existing Filing Structure option is selected and then click the Next button. OR If you have already created a restore point, click the Do not create a restore point for my existing filing structure option and then click the Next button. Whether you have created a restore point or not the following screen will be displayed as shown on the next page: Page 308 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b In the above screen click the arrow to display a drop down list of Restore Points as shown below: Once a Restore Point has been selected click the Next button and the chosen Restore Point will be applied and the following screen will be displayed as shown on the next page: Page 309 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b Click the Finish button the Series 6 client will restart. Commit Filing Structure Once you have finished your Filing Structure you will need to commit the structure. This will clear any Restore Points and remove the Filing Structure Maintenance function from the Administration area. Once you have committed the filing structure all changes would have to be done in the normal way. It is very important to note at this stage it is advisable to perform a full backup of the Series 6 system. This is not the Restore Points. To commit the filing structure, click the button (in the Advanced mode) or the button (on the Standard mode toolbar). Click the section and select the Commit Filing Structure option and the following will be displayed: Click the Yes button to continue. Click the OK button and the function will disappear. Page 310 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b NB: If you do not commit the changes you will not be able to use certain functions with the Administration area. Page 311 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b Page 312 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b SERIES 6 DOCUMENT RECLAIM Page 313 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b DOCUMENT RECLAIM The document reclaim feature will allow you to see Intray documents of any inactive users. This would be useful when a user leaves the business. By making the user inactive you can then move the documents to another user rather than having to log in as the user and move the documents. To access the Document Reclaim, click the button (in the Advanced mode) or the button (on the Standard mode toolbar). In the section and click the Show Documents option and the following will be shown in the Middle pane: You can move documents individually or all together. Move an individual document; right click the document name in the Middle pane. OR To move a select click the first document hold down the CTRL key and select each subsequent document required then right click one of the highlighted documents. If selecting a block of documents click the first document then hold down the SHIFT key and click the last document in the block. OR If you wish to move all documents the click once in the Middle pane then press CTRL +A this will select all documents. Then right click on of the highlighted documents. Page 314 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b No matter how you have selected the document(s), from the menu select the Move To Intray option and the following will be displayed: Click the drop down and choose which Intray the document will go to. You can choose from Group, User and Folder Intrays. Expand the section and select the Intray. You can then enter a note to accompany the document. Page 315 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b Once happy click the OK button and the document(s) will be moved to new location. Any documents that are moved are then set as unread in new location no matter whether they were unread or read in old Intray. Page 316 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b SERIES 6 ONLINE BACKUP Page 317 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b ONLINE BACKUP The Online Backup feature will connect you to a web site that allows you to backup your data safely and securely. This service is chargeable and Invu Care customers will receive good rates. For more information please contact Sales at Invu on 01604 895893. To access the Document Reclaim, click the button (in the Advanced mode) or the button (on the Standard mode toolbar). In the section and click the Online Backup option and the following will be displayed: You will need to enter your Username and Password and click the Log in button. Page 318 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b SERIES 6 IMAP4 CONFIGURATION Page 319 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b IMAP4 CONFIGURATIONS WITH SERIES 6 To enabling the email integration functionality within Series 6, to retrieve the user’s emails and present them within their Workspace, the following instructions should be adhered to: There are several areas that should be checked to ensure that the email feature will work correctly. Ensure IMAP4 has been enabled on the Exchange Server and is in Run Mode Ensure each user has IMAP4 enabled on their profile Check the alias name matches the windows user name Enter and check the Exchange Server Address within the Series 6 Administration screen To enable IMAP4 access on Exchange 2007 the security applied to the protocol needs to be reduced. By default, Exchange 2007 applies the maximum security possible to the IMAP4 protocol, this needs to be reduced to use PLAINTEXT password encryption.” Configuring IMAP4 within Exchange Server 2003 On the Exchange Server select Start - Administrative Tools - Exchange System Manager and the following window will be displayed: Expand the following: Administrative Groups – First Administrative Group – Servers - <Server name> - Protocols – IMAP4 , as shown below: Page 320 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b Click the option Default IMAP4 Virtual Server and ensure that this is in run mode, by selecting the play button in the toolbar. NB: Right Click Default IMAP4 Virtual Server and ensure all IP Addresses are enabled for clients to connect to the IMAP4 server. Configuring IMAP4 for Each User On the server where Active Directory resides select Start - Administrative Tools - Active Directory Users & Computers . NB: For each end user to be selected, check and ensure the Alias name (Username) for email i.e. Mayurp , matches the User name used to log in to Windows (Active Directory). Select the users (as shown above), right click and from the menu choose Exchange Task. The ‘Exchange Task Wizard’ screen will be displayed as shown below: Click the Next button to continue. Page 321 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b Within the area 'select a task to perform' select Configure Exchange Features and click the Next button. Select the Protocols feature IMAP4 from the list and click the Enable button. Click the Next button to continue. The task is now complete and IMAP4 has been enabled. Click the Finish button to exit. Page 322 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b Testing Exchange with Series 6 To verify and check the Exchange Server address, proceed through the following instructions. Within an MS Outlook client within the Tools menu select Email Accounts and the following screen will appear: Select View or change existing email accounts and click the Next button. Select the Microsoft Exchange Server in the list and click the Change button. Page 323 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b Copy the Microsoft Exchange Server name (as highlighted above). Click the Cancel button to exit the E- mail Accounts screen. Series 6 Administration Settings Log into Series 6 as a Series 6 Systems Administrator. Click the button (in the Advanced mode) or the button (on the Standard mode toolbar). Click the Edit global settings option under the section and the following screen will be displayed: If the there is only one exchange server for the system then paste the Microsoft Exchange Server name into the field called IMAP Email server address field. Click the OK button to exit. However if the system has multiple exchange servers then tick the Use Client Settings check box. You will then need to access each users Member details and enter the name of the exchange server. Page 324 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b To change the Member details, click the Show users and external members option from the section. The Middle pane will display all users. To edit user details double click the user’s title (or name) in the Middle pane and the ‘Member Details’ screen will be displayed. Click the 'Contacts ' tab. Page 325 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b Click into the Exchange Server Location and enter the name of the machine where exchange is located. Click the OK button to confirm. Repeat for each user Email password file The email.dat file holds the user’s current windows password (encrypted). This file is used to access the IMAP4 compliant email server. If it has been previously entered (incorrectly) or the users password changes then when they access the Email area in the Workspace the following will be displayed: The user should enter their password used for email (if outlook they will need to enter their windows password). Click the OK button. To view the email folders click the white arrow beside the chosen heading and the emails will be displayed: Page 326 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b NB: The Email Password screen does not appear until the filing structure has been committed please see page 310 for more information. Page 327 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b Page 328 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b SERIES 6 AUTOMATED STORAGE OF EMAILS Page 329 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b AUTOMATED STORAGE OF EMAILS Background As part of service pack 1, there is a new feature installed that will allow emails to be stored into the Series 6 system without any user involvement. The benefits are very distinctive in terms of the time taken for implementation. For example, imagine every email that you send and receive to your customers will be stored into the Series 6 system. As long as the configuration is correct and all technical aspects have been implemented, the user will not need to file emails themselves. To enable this feature, please ensure the following components (or prerequisities) are installed: A fully configured domain Exchange server 2003 or Exchange server 2007 Service Pack 1 (Series 6) Firstly, you must have Invu Series 6 Service Pack 1 installed on your system. The service pack will install a new service callled ‘Invu V6 Data Hub’. This service should have been installed onto the same server as the other Series 6 services (i.e. with the file store). The service will be started be default; please STOP the service before continuing. There are three main areas of configuration: Series 6 Administration settings Active Directory settings Exchange server settings The diagram below outlines how the automated capture of email process works. User A sends an email to User B , the email passes through the Exchange server, the server is configured to send a copy of the email to the journal mailbox which will send the email (copy) into the Series 6 server. Email from User A to Email from User A to User B Exchange Server User B User A Configured with a User B Journal MailboxEmail (Copy)Invu Server As previously mentioned a Journal account is used on the Exchange server to provide the automated filing of emails. Page 330 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b There are three types of journaling account: Message Only Bcc Journaling Envelope Journaling The type that concerns Series 6 is Message Only . Message-only journaling captures all messages from users on a specific mailbox database and sends the message copy to a specified journaling mailbox. Exchange does not Journal the following data types/scenarios: Post to public folders Mails sent to external distributing lists Journaling is enabled at the mailbox store level within Systems Manager in Exchange. Journaling configuration is stored within Active Directory. Any configuration changes should take no longer than 15 minutes to update. Active Directory Settings Create an account within Active Directory for the Exchange Journal to use. Ensure the account is created with an exchange mailbox as shown below. NB: The account name used here is the name that will be specified in the Series 6 email global settings (this is explained later in the manual). Double click on the Journal account upon creation, click on ‘ Exchange Features ’ tab and enable the IMAP4 feature (if not already enabled). As shown on the next page. Page 331 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b MS Exchange settings On your Exchange server load the Exchange system manager application. In here:- Expand administrative groups Expand first administrative group Expand servers Expand your exchange server Expand First Storage group Right click on mailbox store and select properties. Select the ‘General ’ tab select Archive all messages sent or received by mailboxes on this store. Click browse to specify a mailbox as the journaling mailbox. Select the account that you created earlier within Active Directory. NB: All journalised messages for senders on this mailbox store are sent to the mailbox you specify. For further information on Journaling please refer to the Microsoft website. Page 332 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b Settings within Series 6 Administration Log into Series 6 as a Series 6 Systems Administrator. Click the button (in the Advanced mode) or the button (on the Standard mode toolbar), click the Edit global settings option under the section. Select the ‘ Email ’ tab. You are now required to complete the following fields: The first field requires you to enter your IMAP Email server address (and is also used to show emails within users workspace screens). You are then required to specify a Journal account name and password . It is important to note the name specified here is the account you created earlier within Active Directory. The Domains field will allow the Administrator to add the Domains. This so that networks that have multiple Domains can be added and checked through the data hub when using Automated Email Storage. To add a Domain, type in the Domain name and then click the button. The Domain will be added to the list as shown below: Page 333 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b To remove a Domain click the Domain name then click the button and the following will be displayed: Click the Yes button to delete the Domain. Click the No button to cancel deletion. Finally you are required to set a Default filing location for all emails to be stored when they do not meet any of the rules defined. For example, if an email was received from a customer that was not part of the Series 6 setup, the email will be stored in this default location. NB: Every email that is sent or received will be copied into the Series 6 system. The final step requires you to add the email addresses you wish to capture into your Series 6 system. This will very much depend on how your Folder models are setup; this could vary amongst different organisations. Emails can be captured into Folders within the Filing Cabinets. For example:- The British Cycling Organisation has five customers. They wish to capture emails incoming and outgoing from their customers into their document management system. Their Series 6 setup is as follows:- Five Filing Cabinets have been setup each represents one of the business’s customers. As an example for ‘The Harvest Group’, emails from this customer can be archived into the root group Filing Cabinet for this Folder. This can be achieved by implementing the following:- Edit the external model (in this case ‘The Harvest Group’). Double click on the root node which will display the properties screen as shown on the next page. Page 334 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b On the ‘ General ’ tab within the field ‘Email Address’, you are required to input the domain name as shown. You could also specify a full email address: Steve.Cook@Harvestgroup.co.uk This ensures all emails sent and received from Steve Cook will be captured. NB: When a fully qualified email address has been supplied any other emails sent or received from other contacts at The Harvest Group will be stored within the default email location. The default email location for ‘The British Cycling Organisation’ has been set to ‘Email Archiving’ within the Root Group Filing Cabinet. This can be seen in the diagram below: NB: All emails are captured into the default email location when the email’s address is not set to be captured into a specific folder. Remember, this is configured in the administration screen via global settings as shown in Step 2. ‘The British Cycling Organisation’ will capture emails for every internal member of staff into specific Folders in the Filing Cabinet. This is achieved in the following way: Within the Filing Cabinet, create relevant Folders for each member of staff (as shown below). As shown in the diagram, the Technical Folder has Sub-Folders associated with it, each Sub Folder representing the staff in this department. Page 335 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b Double click on a Sub-Folder to show the properties window, as shown below. In the ‘ General ’ tab complete the full email address, as shown below. Once all Folders have been configured, START the ‘Invu V6 Data Hub’ service. Emails should now be automatically captured into the Series 6 system as specified within your Filing Cabinets. Page 336 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b SERIES 6 SHAREPOINT Page 337 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b SHAREPOINT What is SharePoint Integration? SharePoint integration is provided through Series 6 using an Invu SharePoint Publisher application. Subject to configuration of both Series 6 and the SharePoint site this application allows the transfer of a document from Series 6 and a copy published into a chosen site in SharePoint. The SharePoint integration uses the WSS 3.0 (Windows SharePoint Services 3.0) and .Net Framework v3.5 Service Pack 1. The Series 6 client would already be installed and the Administrator would configure the installation of the Invu SharePoint Publisher application. Minimum Hardware & Software Requirements for Client Invu SharePoint Publisher Application You will need to ensure you have the correct build of Series 6 (6.4.410) or above as the integration will not be available to use and is not available in Series 6.2. However, the SharePoint integration will be available with the release of Series 6.2a (subject to configuration). Below are the hardware and software requirements for the SharePoint Publisher application. Minimum Software Requirements Microsoft Windows XP Professional* or Vista* Home Premium, Business and Ultimate .NET Framework v3.5 Service Pack 1 *The Windows operating system must be 32 bit technology and fully up-to date with the latest service packs and security patches. The Microsoft .NET Framework can be obtained from the Microsoft website along with any service packs. If .Net 3.5 SP1 is not present when the Invu SharePoint Publisher application is trying to install it will try and download and install it. You will require local Admin rights to do this. If the user does not have local Admin rights then the installation will be aborted. Minimum Hardware Requirements The following basic guidelines may be used (these are minimum outline specifications and may vary dependant on the Operating System and other applications running): - Processor P4 running at 3Ghz or equivalent RAM***** 512MB (XP) or 1GB (Vista) Hard Drive**** 100 MB (installed) Minimum Monitor Resolution 1024 x 768 Page 338 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b Configuration and Installation of the Invu SharePoint Publisher Application The SharePoint Publisher application will need to be installed on each machine which has the Series 6 client. The Installation will install the application into the User’s local folder space and as such, the installation will only install the application for the currently logged in user. This permits updates to run without Admin privileges. The initial installation, however, will require local Admin privileges as the installation of the prerequisite, .Net Framework 3.5 SP1 requires Admin rights to install. In order for the installation to initiate configuration is required in Series 6, see topic below. Configure the SharePoint with Series 6 There are several steps required to successfully configure the SharePoint Settings: Step 1 Ensure you are logged in as the Series 6 Systems Administrator. Step 2 Create an Archive Filing Cabinet as this will be used to store documents which are published to SharePoint from a Series 6 Intray. Step 3 Configure the SharePoint options within the Global Settings. These include SharePoint site, installation path for the SharePoint Publisher application and the location of the Archive Filing Cabinet. Step 1 – Log in You must ensure you are logged in as a Systems Administrator for Series 6 in order to access the correct area to configure the product. If you are not an Administrator then contact your System Administrator for Series 6. Step 2 – Create an Archive Filing Cabinet You must create an Archive Filing Cabinet, click the button (in the Advanced mode) or the button (on the Standard mode toolbar). Click the section and click the Create a Filing Cabinet option. The ‘Folder' screen will be displayed: In the Name field enter the text Archive and enter an appropriate Description . Page 339 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b In the ‘Members ’ tab add the appropriate Members/groups. In the 'Security Profiles ' tab choose the Security Profile required and set rights. Un-tick the Allow explore without a profile check box as this will hide the folder from non-members. Once you have finished click the OK button. Page 340 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b Step 3 – SharePoint Options To access the settings, click the button (in the Advanced mode) or the button (on the Standard mode toolbar). Click the section and click the Edit Global Settings option. Click the 'SharePoint ' tab and the following will be displayed: NB: If when you click the ‘ SharePoint ’ tab the following message is displayed: You will need to commit the filing structure to do this please see page 310. In the SharePoint Site text box you would enter the URL for the SharePoint site. If unsure of this speak to your SharePoint Administrator. Once the site has been entered click the Check button, if the site is valid the following message will be displayed as shown below: Click the OK button to close. If you click the Check button and there is a problem with the path you have set a message will be displayed similar to the one on the next page: Page 341 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b You will need to check the site entered and ensure the site is accessible. Click the OK button and make the necessary changes and check again. In the SharePoint Publisher installation path text box enter the path where the installation files are located. Click the button, browse to the share location that will contain the installation files then click the Open button and the chosen path will be displayed as shown above. You would create a shared folder on the network that everyone can access and drop the Folder for the Invu SharePoint Publisher Application. This can be found on the CD. When the user next opens Series 6 the Invu SharePoint Publisher Application will attempt to install. The user would require local Admin rights for the initial installation if the prerequisite of .Net 3.5 SP1 is not already installed. As the installation runs it will check for Microsoft .Net Framework v3.5 Service Pack 1 if this is not present on to the machine it will try and download it and install it (as long as you have local Admin rights). If .Net v3.5 SP1 cannot be installed then installation will be aborted. This path would also be used when the system is upgraded. The content of the update version would be copied into the shared folder and when the Invu SharePoint Publisher application needs to be upgraded it will pick up the file and upgrade the application. The user does not require local Admin rights for upgrades. In the Archive Location text box you would choose the storage location of documents which have been published to SharePoint from an Intray. This location has to be an existing Filing Cabinet which has been setup in Step 2 see page 339. If not we would recommended you create a Filing Cabinet called Archive and set appropriate access and hide it from non-members. Click the drop down and choose the Archive Filing Cabinet. Once the SharePoint options have been configured click the OK button to exit the ‘Systems Properties’ screen. NB: If the options on the ‘SharePoint ’ tab are not set then the Publish to SharePoint option will not appear in the right click menu in Series 6. Page 342 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b Install the Invu SharePoint Publisher Application for the First Time Double click the Invu Series 6 icon and the following message will be displayed: Click the OK button to continue. If Microsoft .Net Framework v3.5 SP1 is not installed at this stage it will try to download and install it. NB: The user installing .Net 3.5 SP1 will require local Administration rights otherwise the install will abort. Click the Accept button and the download will start. Page 343 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b Once the .Net v3.5 SP1 has installed you will need to reboot the machine. Once the machine has rebooted and logged in the following will be displayed: If the above does not appear double click the Invu Series 6 icon . Click the Install button and the Invu SharePoint Publisher application will be installed. Page 344 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b Series 6 will also open in the usual way. Page 345 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b Publish Documents to SharePoint Once the SharePoint settings have been configured and the Invu SharePoint Publisher Application has been installed you are now ready to go. To publish a document from Series 6 to SharePoint right click selected document in the Middle pane and from the menu select the Publish to SharePoint option. Or if multiple documents need to be published click the first document in the Middle pane then hold down the CTRL key and click each subsequent document. Keep the CTRL key pressed and in the Middle pane right click one of the documents selected and release the CTRL key. From the menu select the Publish to SharePoint option. You are able to Publish to SharePoint for both documents located in a Filing Cabinet folder or from an Intray. Page 346 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b If the SharePoint server is unavailable on start up of the SharePoint Publisher application, the user will be notified of this via a message box and informed the application will close. Click the OK button and the application will safely shutdown but Series 6 will remain open. The application can only be started by Series 6. Do not attempt to locate the executable file and start it up the application as a message will inform you that the application can only be run from Series 6 and will now close. This will be followed by a safe shutdown of the application. Choose Publication Destination The Publishing Destination section allows you to choose the site, sub site (if applicable) and then the Document Library (document type or similar). Page 347 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b The Publishing Destination list allows you to navigate the tree structure (nodes) from the SharePoint server. The tree structure symbols are explained below: Root (Home) – the main site. Cannot publish to this destination Site – sub site within the main site. Cannot publish to this destination Document Library – document site within either the root or a site that declares the type of document it holds (i.e. columns and requirements). Can publish to this destination Folder – document folder within a document library that inherits the document library column settings. NB: Certain locations in your SharePoint site may be visible but inaccessible to publish to. These are normally shown using a yellow triangle with an exclamation mark over a folder. Visibility of any of these nodes does not imply access to that particular area. Access will be attempted during the Publish process. Click the drop down arrow and expand the nodes and then click the Document Library it will be displayed as shown below: Choose which documents you wish to publish Once a SharePoint destination folder has been chosen you can choose which documents you want to publish. In the Documents to Publish section a list of files selected when you clicked the Publish to SharePoint option in Series 6 will be displayed. The documents which have a tick in the first column of this section will be published (when you click the Publish button). So for a document you don’t wish to publish yet un-tick the check box. If the document has mandatory metadata fields a symbol will be displayed beside the check box as shown in the picture above. The fields with this symbol must be completed with valid data. Check/amend the metadata In the Documents to Publish click a document and the Metadata for that document will be displayed as long as you have also selected a Publishing Destination (see page 347 for more information). Page 348 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b Click into each field and enter the information i.e. Course Title as shown in the screen above. Any changes made to the metadata whilst mutilple documents to publish are selected will be reflected to each file so they will have the same text. If a metadata field is mandatory a symbol will be displayed in the text box and requires correct data to be entered before you publish the document. Once all the mandatory metadata fields have been correctly entered the symbol will disappear from the metadata text box and from the Documents to Publish section. If the documents you wish to publish are located in a Filing Cabinet folder the SharePoint Publisher application will attempt to populate the metadata with the values from the Document References as long as the data types and the Document Reference titles match the metadata of the chosen Document Library (document type). The populated data can be edited if required. NB: Metadata changes are not reflected back to the actual file within Series 6. Page 349 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b The validation requirements of the metadata is provided by the SharePoint Site, Document Library configuration. The following list shows the SharePoint validation options supported in version 1.0 of the SharePoint Publisher application: Drop down list selection required Drop down list selection not required Text field required Text field max number of characters Text field number validation Text field number range validation (i.e. 13 – 23) Date Picker (drop down) Date field required Date Picker (drop down) Date field not required A list of supported types not displayed above and how these are declared in SharePoint are provided in Appendix F on page 367 The following list shows SharePoint validation options that are not supported in version 1.0: Person/Groups selection Lookups Time field required A list of non-supported types not displayed above and how these are declared in SharePoint are provided in Appendix D page 373. Preview Page 350 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b When you select a file from the Documents to Publish area the section will attempt to show a read-only view of that file. When viewing larger Tiff files (10+ pages) the viewer will only show the first 10 pages. A panel will be displayed at the top of the Preview section giving you the opportunity to load the entire file as shown below: NB: Loading the full file may take some time to load up. The following file types will be supported in version 1.0 of the SharePoint Publisher application: Tiff,tif,jpg,bmp,gif (Xps Viewer) Txt,rtf (Xps Viewer) Xps (Xps Viewer) Pdf (Web Pdf Viewer) Doc, docx,xls,xlsx,ppt,pptx (Web Office Viewer) All other Preview document types, and any of the above that may fail to preview, will cause the Preview section to display notification that the file could not be previewed. In this instance, an option to open the document externally will be offered to allow you to try and open the file through the Operating System and relevant application. Version 1.0 will contain three different viewers for various types. The Xps Viewer allows navigation, zoom, rotation and multi-page views. The Web Pdf and Office versions are dependent on the versions of Acrobat and Office installed on the local machine respectively. As such, the functionality and experience of these web viewers is entirely sealed and therefore cannot be manipulated or influenced by the application. Browser settings, warnings and policy settings may have an impact of the ability of the viewer to display these documents. Any editing within these viewers is ignored by the publisher as when the document is published it will retrive the original file from Series 6. If you wish to edit the document this must be done in Series 6 using the edit functions. Page 351 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b Publish document(s) If a destination has been selected and at least one document has been ticked and any required metadata has been completed the Publish button will be enabled. Click on the Publish button to publish the file(s) to a SharePoint site. The following screen will be displayed: The above status bar will be displayed during the publishing process. Click on the Stop button to stop the process at any point. A message will be displayed once finished telling you that the Publish is complete as shown in the screen on the next page: Page 352 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b If you had any un-ticked files then they will still be displayed otherwise if all documents were ticked the publisher screen will be empty as shown above. Click the button to exit the SharePoint Publisher application. Notes: If the documents published came from an Intray then the document will be moved from your Intray into an Archive area or a relevant Filing Cabinet configured in Series 6. If the document comes from a filing cabinet location then it will remain there. Publish will fail if the required metadata is not completed correctly. You will be notified through a progress bar message. If the publish is successful the document is removed from the Document to Publish section. If the document resides in an Intray, it will be removed from the Intray as mentioned above. If a document fails to publish the application will continue to the next document within the Document to Publish section. A document that fails to publish will display a yellow warning triangle. Click the triangle, you will see the cause of the failure. In this case, the document is not removed from the Document to Publish section (or the Intray if relevant). If you do not have access to the Publishing Destination, each document will fail and display a warning notification. If access to Series 6 for any particular document fails during the publish process, the publishing of that document will also fail and a warning notification will be displayed. For more information on assumptions and limitations please see page 366. Page 353 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b Page 354 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b SERIES 6 APPENDIX Page 355 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b APPENDIX A Scanning Details Integral scanning module handles small and large documents dependent (British English) on the scanner capabilities - A5, A4, A3, A1, A0 and B size are all supported. The formats that can be used are as follows: Raster Colour and Greyscale AFP - AFP Format ANI - Windows Animated Cursor BMP - Windows and OS/2 Bitmap Formats CIN - Cineon Format CLP - Microsoft Windows Clipboard Format CMP - LEAD Compressed CMW - LEAD Wavelet Compressed CRW - Canon RAW Format CUR - Windows Cursors CUT - Dr. Halo Format DCR - Kodak Professional Digital Camera Format DCS - Kodak Professional Digital Camera System Format DCX - DCX Format ECW - Enhanced Compressed Wavelet Format EMF - Windows Metafile Formats EPS - Encapsulated PostScript Format EXIF - Exif Formats FIT - FITS Format FLC - Flic Animation Format GIF - Compuserve GIF Format ICO - Windows Icons IFF - Interchange File Formats JBG - JBIG Format JPG - JPEG Compressed JP2 - JPEG 2000 Compressed KDC - Kodak Digital Camera Format LEAD MRC - LEAD Mixed Raster Content LEAD PDF MRC - LEAD PDF with Mixed Raster Content MRC - Mixed Raster Content PBM - Portable Bitmap Utilities Format PCD - Kodak Format PCX - PCX Format PDF - Portable Document Format PDF – Portable Document Format (readable) PNG - Portable Network Graphics Format PSD - PhotoShop 3.0 Format PSP - Paint Shop Pro Format PTK - PTOCA Format RAS - SUN Raster Format SCT - Scitex Continuous Tone Format SFF - Structured Fax File Format SGI - Silicon Graphics Image Format TGA - Truevision TARGA Format TIFF - Tagged Image File Format TIFX - Xerox Internet Fax File Format WBMP - Wireless Bitmap Format WMF - Windows Metafile Formats WPG - WordPerfect Format XPM - XPicMap XWD - X WindowDump Page 356 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b Raster Bitonal (1-Bit) ABC - ABC Format ABIC - ABIC Format AWD - Microsoft FAX Format CAL - CALS Raster Format CMP - LEAD 1-Bit Format FAX - Raw Fax Format FAX - LaserView LaserData Format ICA - Image Object Content Architecture (IOCA/MODCA) IMG - GEM Image Format ITG - Intergraph Format JB2 - JBIG2 Format MAC - MacPaint Format MSP - Microsoft Paint SMP - Xionics Format TXT - ASCII Text Format TIFF - Tagged Image File Format / CCITT WFX - WinFax Format XBM - XBitMap Format The Series 6 viewer also supports the viewing of Microsoft Office documents where Office is installed on the PC. The Series 6 viewer also supports the viewing of Adobe Reader documents where the application is installed on the PC. TWAIN (compliant to 1.9 standard) facilitates client based scanning Network based scanning through Series 6 Document Processing Engine (DPE) Batch scanning supported Duplex scanning supported* Multiple page documents supported Document rotation Document invert Document deskew Document despeckle Document autotrim Remove borders Remove hole punches Erase area function Area grab function Re-arrange pages function Add pages function Annotations function (tiff file format only) Note tool (tiff file format only) Redaction tool (tiff file format only) Highlight tool (tiff file format only) Text tool (tiff file format only) Stamp tool Pointer tool Shape drawing tools Conversion of multiple single page images to one image with multiple pages Conversion of single image multiple pages to multiple single page images Print Copy to clipboard View or hide annotations * Dependent on scanner capabilities Page 357 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b APPENDIX B Regular Expression Characters and Syntax Character Character Description Example All characters except the Any character listed special characters a matches a except match a single instance of [\^$.|?*+() themselves. \ (backslash) A backslash escapes special followed by any characters to suppress their \+ matches + of special meaning. [\^$.|?*+() Matches the character with \xFF where FF the specified ASCII/ANSI \xA9 matches © when are 2 value, which depends on the using the Latin-1 code hexadecimal code page used. Can be page. digits used in character classes. Match an LF character, CR character and a tab \r\n matches a \n, \r and \t character respectively. Can DOS/Windows CRLF be used in character line break. classes. Character Classes or Character Sets [abc] Character Description Example Starts a character class. A character class matches a single character out of all the possibilities offered by the character class. Inside a character class, different [ (opening square rules apply. The rules in this section are only valid bracket) inside character classes. The rules outside this section are not valid in character classes, except \n, \r, \t and \xFF Any character except ^-]\ add that character to All characters except the [abc] matches a, b or the possible listed special characters. c matches for the character class. A backslash escapes \ (backslash) special characters to followed by any [\^\]] matches ^ or ] suppress their special of ^-]\ meaning. Specifies a range of - (hyphen) except characters. (Specifies a [a-zA-Z0-9] matches immediately after hyphen if placed any letter or digit the opening [ immediately after the opening [) Page 358 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b Character Description Example Negates the character class, causing it to match a single ^ (caret) [^a-d] matches x character not listed in the immediately after (any character character class. (Specifies a the opening [ except a, b, c or d) caret if placed anywhere except after the opening [) Shorthand character classes matching digits 0-9, word [\d\s] matches a characters (letters and digits) \d, \w and \s character that is a and whitespace respectively. digit or whitespace Can be used inside and outside character classes Negated versions of the above. Should be used only \D matches a \D, \W and \S outside character classes. character that is not (Can be used inside, but that a digit is confusing).) Dot Character Description Example Matches any single character except line break characters \r . matches x or and \n. Most regex flavors . (dot) (almost) any other have an option to make the character dot match line break characters too. Page 359 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b Anchors Character Description Example Matches at the start of the string the regex pattern is applied to. Matches a position ^. matches a in rather than a character. Most abc\ndef . Also ^ (caret) regex flavors have an option matches d in "multi- to make the caret match after line" mode. line breaks (i.e. at the start of a line in a file) as well. Matches at the end of the string the regex pattern is applied to. Matches a position rather than a character. Most .$ matches f in regex flavors have an option abc\ndef . Also $ (dollar) to make the dollar match matches c in "multi- before line breaks (i.e. at the line" mode. end of a line in a file) as well. Also matches before the very last line break if the string ends with a line break. Matches at the start of the string the regex pattern is \A. matches a in \A applied to. Matches a position abc rather than a character. Never matches after line breaks. Matches at the end of the string the regex pattern is applied to. Matches a position rather than a character. Never .\Z matches f in \Z matches before line breaks, abc\ndef except for the very last line break if the string ends with a line break. Matches at the end of the string the regex pattern is .\z matches f in \z applied to. Matches a position abc\ndef rather than a character. Never matches before line breaks. Page 360 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b Word Boundaries Character Description Example Matches at the position between a word character (anything matched by \w) and a non-word character .\b matches c in \b (anything matched by [^\w] abc or \W) as well as at the start and/or end of the string if the first and/or last characters in the string are word characters. Matches at the position between two word characters (i.e the position between \B.\B matches b in \B \w\w) as well as at the abc position between two non- word characters (i.e. \W\W). Alternation Character Description Example Causes the regex engine to match either the part on the abc|def|xyz left side, or the part on the | (pipe) matches abc , def right side. Can be strung or xyz together into a series of options. The pipe has the lowest abc(def|xyz) precedence of all operators. | (pipe) Use grouping to alternate only matches abcdef or abcxyz part of the regular expression. Quantifiers Character Description Example Makes the preceding item optional. Greedy, so the abc? matches ab or ? (question mark) optional item is included in the abc match if possible. Page 361 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b Character Description Example Makes the preceding item optional. Lazy, so the optional item is excluded in the match abc?? matches ab ?? if possible. This construct is or abc often excluded from documentation because of its limited use. Repeats the previous item zero or more times. Greedy, so as many items as possible will be matched before trying ".*" matches "def" * (star) permutations with less "ghi" in abc matches of the preceding "def" "ghi" jkl item, up to the point where the preceding item is not matched at all. Repeats the previous item zero or more times. Lazy, so the engine first attempts to ".*?" matches *? (lazy star) skip the previous item, before "def" in abc trying permutations with ever "def" "ghi" jkl increasing matches of the preceding item. Repeats the previous item once or more. Greedy, so as many items as possible will be matched before trying ".+" matches "def" + (plus) permutations with less "ghi" in abc matches of the preceding "def" "ghi" jkl item, up to the point where the preceding item is matched only once. Repeats the previous item once or more. Lazy, so the engine first matches the ".+?" matches +? (lazy plus) previous item only once, "def" in abc before trying permutations "def" "ghi" jkl with ever increasing matches of the preceding item. {n} where n is an Repeats the previous item a{3} matches aaa integer >= 1 exactly n times. Repeats the previous item between n and m times. {n,m} where n >= a{2,4} matches aa , Greedy, so repeating m times 1 and m >= n aaa or aaaa is tried before reducing the repetition to n times. Repeats the previous item between n and m times. Lazy, {n,m}? where n a{2,4}? matches so repeating n times is tried >= 1 and m >= n aaaa , aaa or aa before increasing the repetition to m times. Page 362 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b Repeats the previous item at least n times. Greedy, so as many items as possible will be matched before trying a{2,} matches {n,} where n >= 1 permutations with less aaaaa in aaaaa matches of the preceding item, up to the point where the preceding item is matched only n times. Repeats the previous item between n and m times. Lazy, so the engine first matches the {n,}? where n >= previous item n times, before a{2,}? matches aa 1 trying permutations with ever in aaaaa increasing matches of the preceding item. Page 363 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b APPENDIX C– PREVIEW OF DOCUMENT APPEARS IN SEPARATE WINDOW When the SharePoint Publisher application opens sometimes the documents selected will appear in a seperate floating window. This is a file types setting which can be changed. Ensure the application you wish to change go to My Computer . Click the Tools menu and select the Folder options option. Click the ‘File Types ’ tab and the following will be displayed as shown on the next page: Page 364 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b In the Registered file types area find and click the file type you wish to change i.e. .doc. Click the Advanced button and the following will be displayed: Tick the Browse in same window check box, click the OK button and then click the OK button again. Page 365 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b APPENDIX D – LIMITATIONS You are not able to amend the documents within the SharePoint Publisher Application (including annotations). Only one instance of the SharePoint Publisher application can be open at any one time There are no search facilities within SharePoint Publisher application. The Site and Document Libraries and columns must first be set up in SharePoint in order to allow population of metadata. Publish destination (SharePoint site) is set globally in Series 6. You will not be able to File and Save Intray documents that have been published (as the documents will have been removed from the Intray). You will not need to search for and/or view Intray documents with Series 6 that have been published to SharePoint unless you have access to the Archive Filing Cabinet. The Audit log of Series 6 will record an ‘ ExportToSharePoint ’ actions following a successful publish to SharePoint. Whilst the SharePoint URL and the passed metadata is recorded in the database, this information is not visible to the end user. Only the action, date and time and document number will be visible. The Series 6 Audit log does directly record any actions within the SharePoint Publisher application. The Series 6 Audit log does track subsequent changes to a published document within SharePoint. Whilst Series 6 will provide an Invu Document Number for publishing, it remains the responsibility of the SharePoint destination to accept/expect this field as part of the metadata for transfer. Therefore, a link to the original Invu document will only be passed across if the destination folder/ library in SharePoint expects this field and this field is not subsequently deleted or amended for the published document. Large tiff files take a long time to load in so we only preview the first 10 pages of these but an option is provided to load in the whole document. Document References are taken from Series 6 as Title names for the source list. Some of these are static and therefore cannot be changed. This will impact of friendly naming and localisation. I.e. The reference type, ‘Filename’ does not have a space in between ‘file’ and ‘name’ and will always be in English. By default, if a document is published from Series 6 to a SharePoint document library that already contains a document with the same document name, the document within the SharePoint library will be overwritten. The ability to stop this from happening is within the SharePoint configuration on the SharePoint server and is therefore a user awareness/ training issue. Page 366 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b APPENDIX E – STANDARD SUPPORTED TYPES Drop down list selection required Drop down list selection not required Text field required Text field max number of characters Text field number validation Text field number range validation (i.e. 13 – 23) Date Picker (drop down) Date field required Date Picker (dropdown) date field not required For each type that is supported there are two screens. The first screen shows the setup in the SharePoint site and the second screen shows how it will look in the SharePoint Publisher application. Currency Page 367 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b Today’s Date Page 368 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b Multiple Choice Page 369 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b Multi Lines NB: number of lines in the metadata textbox equals the number set in the ‘Number of lines for editing’ textbox – set to 7 here Page 370 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b Percentage Page 371 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b Yes/No Page 372 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b APPENDIX F – TYPES NOT SUPPORTED The screens below show the setup in the SharePoint site that are not supported in the SharePoint Publisher application. Lookup Page 373 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b Person or Group Page 374 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b Picture or Hyperlink Page 375 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b Calculated Page 376 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b INVU CONTACT DETAILS If you need help with Series 6 Administration please use the following: Technical Support 0845 2571500 Activation Codes 0845 2571514 To email technical support for help, activation codes and extranet logins at: Support@invu.net Web site: www.invu.net Page 377 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b TRAINING NOTES:- Page 378 of 378 Invu Services Limited © 2009 Technical Administration Manual Series 6 Service Pack 6.2b </div> </article> </div> </div> </div> <script type="text/javascript" async crossorigin="anonymous" src="https://pagead2.googlesyndication.com/pagead/js/adsbygoogle.js?client=ca-pub-8519364510543070"></script> <script src="https://cdnjs.cloudflare.com/ajax/libs/jquery/3.6.1/jquery.min.js" crossorigin="anonymous" referrerpolicy="no-referrer"></script> <script> var docId = '4e323cd49504e0882c1213b194aaf64c'; var endPage = 1; var totalPage = 378; var pfLoading = false; window.addEventListener('scroll', function () { if (pfLoading) return; var $now = $('.article-imgview .pf').eq(endPage - 1); if (document.documentElement.scrollTop + $(window).height() > $now.offset().top) { pfLoading = true; endPage++; if (endPage > totalPage) return; var imgEle = new Image(); var imgsrc = "//data.docslib.org/img/4e323cd49504e0882c1213b194aaf64c-" + endPage + (endPage > 3 ? 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