Nuance® Clintegrity™ File Manager File Manager User Guide Client Support

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Proprietary Statement This material constitutes proprietary and trade secret information and shall not be disclosed to any third party, nor used by the recipient except under the terms and conditions prescribed by Nuance Communications, Inc.

Copyright Statement © 2019 Nuance Communications, Inc. All rights reserved. Nuance, the Nuance logo, and Clintegrity are trademarks and/or registered trademarks of Nuance Communications, Inc., and/or its subsidiaries in the United States and/or other countries. All other trademarks are properties of their respective owners. | Contents | iii

Contents

List of Tables...... v

List of Figures...... vii

Revision History...... ix About This Guide...... xi

Chapter 1: About Clintegrity File Manager...... 13 Introduction...... 14 File Manager Filing Cabinet...... 15 About Setting Up File Manager...... 16

Chapter 2: Getting Started...... 17 Enabling Clintegrity Keystrokes in Flat Panel Monitors...... 18 Configuring Browser...... 19 Configuring Security Settings...... 20 Setting Print Page Options...... 25 Setting Recommended Options...... 26 Setting Custom Links...... 27 Sign In...... 28 Start the Clintegrity Application...... 29 Standard Sign In...... 30 First Time Sign In...... 31 Changing password from the Home Page...... 32 Rules for Creating Passwords...... 33 Reset Password...... 34 Password Settings...... 35 Get Help Signing In...... 36 Configure Users...... 37

Chapter 3: Clintegrity User Interface...... 39 Best Practices...... 40 Signing Out...... 41 Closing pop up window...... 42 Disabling Supplemental Toolbars...... 43 Avoid Navigation with Browser Arrows...... 44 Clintegrity Links...... 45 Clintegrity Links and Descriptions...... 46 File Manager Specific Links...... 47 Other Ways to Navigate...... 48 Working in Clintegrity...... 49 Use of Windows...... 49 Keep Focus...... 49 Locate Item in Drop-Down Box...... 50 Data Entry in Fields...... 50 Using Lookup Tables...... 50 Entering Dates...... 51 Moving Text...... 52 Expanding Lists...... 52 Sorting Columns...... 52 Option Selection...... 52 Online Help - Overview...... 54 Accessing Online Help...... 54 Searching in Online Help...... 54

Chapter 4: User Preferences...... 55 About User Preferences...... 56 Setting Up User Preferences...... 57 Fax Settings...... 59

Chapter 5: Using the File Manager...... 61 About the Main Screen...... 62 Main Screen Tools...... 63 Searching for Documents...... 64 Document Viewer...... 65 About the Document Viewer...... 65 Document Viewer Tools...... 65 Using the Rubber Band Tool...... 67 Copying or Moving a File...... 68 Paginating or Reordering Document Pages...... 69 Faxing a Document...... 69 Working with the Fax Address Book...... 70 Fax Address Book Fields...... 70 Annotation...... 72 About Annotations...... 72 Annotation Tools...... 72 Creating Annotations...... 73 Deleting Annotations...... 73 Viewing Annotations...... 73 Document Scan...... 74 About Scanning Documents into File Manager...... 74 Scanning Viewer Tools...... 74 Scanning Viewer Tools and Descriptions...... 74 Scanning a Document...... 75 Scanning Additional Pages to an Existing Document...... 77 Document Import...... 78 About Importing Documents into File Manager...... 78 Importing a Document...... 78 Importing Additional Pages to a Document...... 79 Fax...... 81 About the Fax Log...... 81 Fax Log Status...... 81 Viewing the Fax Log...... 81 | List of Tables | v

List of Tables

Table 1: Revision History...... ix

Table 2: Fonts and Typefaces...... xi

Table 3: Clintegrity Links and Descriptions...... 46

Table 4: File Manager - Specific Links and Descriptions...... 47

Table 5: Fax Settings and Descriptions...... 59

Table 6: Main Screen Tools and Descriptions...... 63

Table 7: Viewer Tools and Descriptions...... 65

Table 8: Fax Address Book Fields and Descriptions...... 71

Table 9: Annotation Tools and Descriptions...... 72

Table 10: Scanning Viewer Tools and Descriptions...... 74

Table 11: Fax Log Status and Description...... 81

Table 12: Fax Log Fields and Descriptions...... 81

| List of Figures | vii

List of Figures

Figure 1: Folder Tree - Example...... 15

Figure 2: Security Tab...... 20

Figure 3: Trusted Sites...... 21

Figure 4: Security Settings...... 21

Figure 5: Privacy Tab...... 22

Figure 6: Pop-up Blocker Settings...... 23

Figure 7: Security Tab - Internet Settings...... 24

Figure 8: Custom Links Page...... 27

Figure 9: Clintegrity Sign In Center Screen...... 30

Figure 10: Home Page- Change Password...... 32

Figure 11: Home Page Displaying Success Message...... 32

Figure 12: Clintegrity- Reset Password Screen...... 34

Figure 13: Get Help Signing In Screen...... 36

Figure 14: Sign Out...... 41

Figure 15: Encounter History Lookup Window - Example...... 42

Figure 16: Clintegrity Links...... 45

Figure 17: File Manager - Specific Links...... 47

Figure 18: Drop-Down List - Example...... 48

Figure 19: Divider Tab - Example...... 48

Figure 20: Add New Button With and Without Focus...... 49

Figure 21: Empty Text Box With and Without a Text Cursor...... 49

Figure 22: Text Box with Highlighted Text...... 49

Figure 23: Selected Text on the List...... 50

Figure 24: Text Box Field...... 50

Figure 25: Status Lookup Window - Example...... 51 Figure 26: View Patients Page - Sort Columns...... 52

Figure 27: Checkboxes - Example...... 52

Figure 28: Radio Buttons- Example...... 53

Figure 29: Selected Lists - Example...... 53

Figure 30: Online Help Link...... 54

Figure 31: Clintegrity Online Help File Links...... 54

Figure 32: User Preferences Screen...... 57

Figure 33: File Manager Main Screen...... 62

Figure 34: Find a Document Section...... 64

Figure 35: Find a Document Section - Search Results...... 64

Figure 36: Document Viewer...... 65

Figure 37: Using the Rubber Band Tool...... 67

Figure 38: Copy & Move Document Functionality...... 68

Figure 39: Paginate / Reorder Pop-up Window...... 69

Figure 40: Fax Screen...... 70

Figure 41: Fax Address Book...... 70

Figure 42: Annotations List for a Document...... 73

Figure 43: Scanning Viewer Tools...... 74

Figure 44: Scan Pop-up Window...... 76

Figure 45: Scanning - Thumbnail Images...... 76

Figure 46: Import Pop-up Window...... 79

Figure 47: Import Pop-up Window for Adding Additional Pages to a Document...... 80

Figure 48: Fax Log Screen...... 81 Revision History

Table 1: Revision History

Date Release Enhancement Aug-2019 19.2 PDFServer has been replaced with PDFBox to enhance performance for File Manager.

About This Guide

This Clintegrity File Manager User Guide describes how to set up and use File Manager.

Audience and Assumptions The information in this guide is written with the following assumptions: • Have working experience in the Microsoft Windows environment • A computer that has access to File Manager and is connected to a network, if appropriate • Appropriate permission within the Clintegrity system to perform the tasks outlined in this guide. If you find you cannot perform a certain task, check with your system administrator to see if you have been assigned the appropriate permission.

Related Documentation In addition to this guide, the following manuals and help files are also available: • Online Help (which contains the same information as this User Guide), available by clicking the Help link at the top right of the Clintegrity screen. Additional documents, which help you install, administer and use all Clintegrity applications, include: • The Clintegrity System Administration Guide, which describes setup and maintenance of global elements—such as users, user groups, and privileges— is available as a printed book, as online help, and as a PDF file. • The Clintegrity Upgrade Installation Guide, which provides instructions for upgrading an existing installation of Clintegrity. It is available as a PDF file and printed book. • The Clintegrity Installation Guide, which provides instructions for performing new installations and configurations of Clintegrity. It is available as a PDF file and printed book.

Conventions This guide uses fonts and typefaces to connect what you read in this book to what you see on the screen or what you need to type into the system. Of particular importance are the following:

Table 2: Fonts and Typefaces

Fonts and Typeface Description

bold sans serif For text that appears in windows or dialog boxes (such as the Close and OK buttons, the File menu) and for file names (such as c:\control.ini, /etc/hosts) that appear within the text of paragraphs.

SMALL CAPITALS For text that indicates a key on your computer keyboard, such as TAB.

monospaced font Used for listing the contents of files and code samples. bold monospaced font Identifies actual characters you should type. For example: …type exit at the prompt … means you should type the characters e, x, i, and t Fonts and Typeface Description

Bold-italic Indicates that you should replace the text with the actual value appropriate for your system. For example: …locate the file d:\directory\control.ini … means you should replace d: and directory with the actual drive and path of the file in question, when performing the task; for example, c:\windows\control.ini Chapter 1

About Clintegrity File Manager

Topics:

• Introduction • File Manager Filing Cabinet • About Setting Up File Manager | About Clintegrity File Manager | 14

Introduction

File Manager is a software program that provides an electronic filing cabinet in which you can store imported and scanned data and images. File Manager eliminates the need for paper files and storage. For example, large month-end reports can be scanned or imported into File Manager and stored without taking up valuable storage space, while providing immediate access to the information. | About Clintegrity File Manager | 15

File Manager Filing Cabinet

Files in File Manager are not linked to a patient or an encounter. When you set up File Manager, you create the departments, folders, and indexing for the files to be scanned and imported into File Manager. The file system in File Manager is represented by a standard folder tree. The top level folders represent departments. The sub-folders (document folders) in the department folders contain the documents for the department and include indexing for the documents. Additional sub-folders can be created in these document folders. Documents and images are scanned and imported into the document folders and sub- folders.

Figure 1: Folder Tree - Example About Setting Up File Manager

To set up File Manager: • Set the general preferences and user security options found under the Admin tab. These options apply to the Clintegrity suite of applications. Refer System Admin Guide for information on setting these options. • Set the options and preferences specific to File Manager. These options are located in File Manager > Setup. Refer User Preferences for information on setting these options. Chapter 2

Getting Started

Topics:

• Enabling Clintegrity Keystrokes in Flat Panel Monitors • Configuring Browser • Configuring Security Settings • Setting Print Page Options • Setting Recommended Options • Setting Custom Links • Sign In • Start the Clintegrity Application • Standard Sign In • First Time Sign In • Changing password from the Home Page • Rules for Creating Passwords • Reset Password • Password Settings • Get Help Signing In • Configure Users | Getting Started | 18

Enabling Clintegrity Keystrokes in Flat Panel Monitors

Some flat-panel monitors have settings that conflict with keyboard shortcuts. These monitors have Hot Keys available that allow the screen display to flip to a sideways view. If these Hot Keys are enabled, you loose the ability to use keyboard shortcuts within Clintegrity. If you want to use keyboard shortcuts, you can change the Hot Keys setting. There are two ways to change the setting, depending on your monitor model. 1. Right-click on the Desktop screen. 2. Select Graphic Options. 3. Change the Hot Keys setting to Disable. OR 1. Click Start (at the bottom left corner of your desktop screen). 2. Select Settings\Control Panel. 3. In the Control Panel window, click Graphic Options. 4. Change the Hot Keys setting to Disable. | Getting Started | 19

Configuring Browser

Note: Verify that you are not signed in to Clintegrity when configuring browser.

1. Start Internet Explorer. 2. Configure the Internet options as follows: a) Select Tools\Internet Options. b) On the General tab, in the Temporary Internet Files or Browsing History section, click Settings. c) From the Check for newer versions of stored pages, select one of the following radio buttons: • Every Visit To The Page or Every time I visit the Web page – If you use Electronic Document Management or • File Manager and the server is in a different time zone than the workstation, or if you use eSignature. • Automatic or Automatically – If the above conditions do not apply to your facility. d) Click OK to close the Settings window and apply the change. Note: For Compliance, click the Advanced tab and select Print background colors and images in the Printing section. This enables background color printing for post-audit worksheets. e) Click OK to close the Internet Options window. 3. Configure the text size by selecting View\Text Size\Medium. 4. Configure the encoding by selecting View\Encoding\Auto-Select. 5. For Correspondence Management, configure the page setup as follows: a) Select File\Page Setup. b) In the Headers and Footers section, delete any entries in the Header and Footer fields. 6. Restart your browser to apply all settings. Note: The use of supplemental browser toolbars such as Yahoo! Companion or Google is not recommended with Clintegrity. You should remove or disable these toolbars when using Clintegrity. | Getting Started | 20

Configuring Security Settings

Prior to running the application or integration, the following Internet Explorer settings must be set. These settings apply to any workstation that uses the application or integration, including both scan and view stations. There are many components that are loaded to the local machine when viewing images. If the Active X controls are not changed, then constant pop-ups appear while viewing images. The Clintegrity server is added as a trusted site, so that these settings apply only to Clintegrity, but do not affect other Internet or intranet applications. You can use the Internet Explorer Administration Kit (IEAK) provided by Microsoft to create and manage custom browser software packages with the Clintegrity settings. When these packages are installed on clients’ desktops, they receive customized versions of Internet Explorer with the settings and options selected. After you deploy Internet Explorer, you can use the IEAK Profile Manager to change browser settings and restrictions automatically. These settings apply only to Clintegrity, and do not affect other Internet or intranet applications you use from your browser.

1. Take note of the location of the Clintegrity production server (and test server, if applicable). You can find the name of the location by opening the application and viewing the URL. The name appears after http:// and is followed by a colon. 2. In the Internet Explorer browser window, select Tools\Internet Options. 3. In the Internet Options window, click the Security tab.

Figure 2: Security Tab 4. Click Trusted Sites symbol and then click Sites . 5. In the Trusted Sites window, type the following: a) In the edit box located at top of the window, type http:// (replace the with the name of your Clintegrity application sever name). Then click Add . The name appears in the Web sites list. | Getting Started | 21

Figure 3: Trusted Sites b) Confirm that Require server verification… is unchecked. Uncheck if necessary. 6. Click OK or Cancel. From the Security tab with the Trusted Sites symbol selected, click Custom Level . 7. The Security Settings window opens.

Figure 4: Security Settings

Make or verify the following selections: a) Confirm that Medium is selected in the Reset to drop-down list and change if necessary. b) In the ActiveX controls and plug Ins section, verify that the Enable radio button is selected for: • Allow Scriptlets (Internet Explorer 8.0 or higher) • Automatic prompting for ActiveX controls (Internet Explorer 8.0 or higher) • Download signed ActiveX controls | Getting Started | 22

c) In the Internet Options window, perform the following steps: • Initialize and script ActiveX controls not marked as safe for scripting (Internet Explorer 8.0 or higher) • Run ActiveX controls and plug-ins • Script ActiveX controls marked safe for scripting d) For Electronic Document Management and File Manager, in the ActiveX controls and plug Ins section, verify that the Enable radio button is selected for the following: • Allow previously unused ActiveX controls to run without pop-ups (Internet Explorer 8.0 or higher) • Binary and script behaviors (Internet Explorer 8.0 or higher) • Only allow approved domains to use ActiveX without prompt (Internet Explorer 8.0 or higher) e) Confirm that the Prompt radio button is selected for the Download unsigned ActiveX controls setting (enable if using Electronic Document Management or File Manager). f) In the Miscellaneous section, select Enable for Allow script-initialized windows without size or position constraints (Internet Explorer 8.0 or higher). g) For Electronic Document Management and File Manager, in the Miscellaneous section, select Enable for the following: • Access data sources across domains • Allow META REFRESH (Internet Explorer 8.0 or higher) • Allow scripting of Internet Explorer Web browser control (Internet Explorer 8.0 or higher) h) For File Manager, in the Downloads section, select Enable for the Automatic prompting for file downloads setting (Internet Explorer 8.0 or higher). 8. Click OK to return to the Internet Options window. 9. You can disable the pop-up blocker only for Clintegrity by entering your Clintegrity application server name. a) Click the Privacy tab and then click Settings next to the Block pop-ups check-box.

Figure 5: Privacy Tab b) In the edit box located at top of the window, type the name of your Clintegrity application server. c) Click Add . The name appears in the Allowed sites list. | Getting Started | 23

Figure 6: Pop-up Blocker Settings 10.Click Close to return to the Internet Options window. 11.Set the following additional settings in the Security tab if you are using Internet Explorer 7.0 with the Windows Vista or Windows 7 operating system: If an Internet Web site is set as your homepage: a) Click the Internet zone. b) Click the Enable Protected Mode check-box to select it. | Getting Started | 24

Figure 7: Security Tab - Internet Settings

If the Clintegrity Web site or another local Intranet page is set as your homepage: a) Click the Local Intranet zone. b) Click the Enable Protected Mode checkbox to select it. Note: For both the Internet or Local Intranet zone, turn off the User Account Control (UAC) setting under Control Panel\User Accounts. This helps to avoid scripts errors during a scan save. 12.Click OK. • The window closes and you are returned to Internet Explorer. • The settings now take effect. | Getting Started | 25

Setting Print Page Options

When you print from Clintegrity applications, you can change the appearance of the page. 1. From your browser, select File\Page Setup. 2. Select your preferred settings and click OK Note: Consult the browser’s Help information for specific steps. | Getting Started | 26

Setting Recommended Options

These settings are recommended for the best use of Clintegrity. Block Debugger Block debugger error messages by adjusting two settings: 1. In your browser, select Tools\Internet Options. 2. Click the Advanced tab. 3. Check Disable script debugging for Internet Explorer and Other. 4. Uncheck Display a notification about every script error. Multiple Windows 1. If you want to open a new Web site in a separate window while keeping Clintegrity open in its own window, uncheck Reuse windows for launching shortcuts. 2. Click OK to save the settings and close the Internet Options window. Disable Toolbars Disable any supplemental browser toolbars such as Yahoo! Companion or Google: 1. Select View\Toolbars. 2. On the list of toolbars, uncheck the relevant toolbar. | Getting Started | 27

Setting Custom Links

All users have access to system-wide Internet links to different Web sites. If you have permission to access the Internet you can add or remove these links. Each user can add personal links. You may now open Clintegrity systemwide links and your list of custom links from within any Clintegrity function. Click the Links tab in the main navigation bar and your links in a pop-up window appear. 1. On the main Clintegrity page, select Links from the Application menu in the upper right-hand corner of the page to open the Custom Links page.

Figure 8: Custom Links Page 2. In the URL field, enter the web address of the Internet site you want to connect to. You must include the complete address, including the http://. 3. In the Description field, enter a description of the site, for example, My hospital’s web site. 4. Select a radio button for the kind of link that the site is, either System Wide or Personal. 5. Click Save to add the link. | Getting Started | 28

Sign In

Before you start, your system administrator must set up an account for you. If you try to sign in and receive a message that the user limit has been reached, you need to wait and try again later. (Each installation of Clintegrity operates on a concurrent user license. That means that there is a limit to how many users can be signed into the system at the same time. The limit is different for every institution.) Each time you finish working in a Clintegrity application, click the Signout button in the upper right corner of the page. Signing out removes you from the group of current users and enables other users to sign in to the system. | Getting Started | 29

Start the Clintegrity Application

You launch the Clintegrity application by either of these methods. 1. Start your web browser and then do one of the following (if Clintegrity is set as your home page, the sign-in page appears when you open your browser). 2. Enter the Clintegrity home page URL in the Address field. 3. If Clintegrity is in your favorites list, select it from the Favorites drop-down list. 4. If you have a Clintegrity Client icon or a Clintegrity shortcut icon on your desktop, double-click on it. | Getting Started | 30

Standard Sign In

This is the standard process for signing in to Clintegrity. If you are signing in for the first time, follow the instructions in First Time Sign In on page 31. 1. Start the application. The Sign In Center page appears. Clintegrity Sign In Center:

Figure 9: Clintegrity Sign In Center Screen 2. Enter your User ID in the User ID field. If you do not know you User ID, ask your system administrator. 3. Enter your password in the Password field. If your password does not work or you cannot remember it, click the Need Help Signing In? link. See Get Help Signing In on page 36. 4. Click the Sign In button to open the Homepage. 5. At the top of the page, click the tab of the Clintegrity application you want to use. | Getting Started | 31

First Time Sign In

If this is your first time signing in, follow these steps. 1. Enter the password your system administrator assigned to you in the Password field. 2. Click Sign In. 3. Change your password, as follows (see also Rules for Creating Passwords on page 33). a) Type the password you used to enter the system in the Old Password field. b) Enter your own new password in the New Password field. c) Re-enter your new password in the Confirm Password field. Use this new password each time you sign in. 4. Click Sign In. If you cannot sign in, click the Need Help Signing In? link. See Get Help Signing In on page 36. | Getting Started | 32

Changing password from the Home Page

1. Click the Change Password link.

Figure 10: Home Page- Change Password 2. Enter the old password. 3. Enter the new password in the New Password and the Confirm New Password fields. 4. Click Update to update the password or click Cancel to return to the Home Page. When the password is changed successfully, the Home Page displays the success message.

Figure 11: Home Page Displaying Success Message | Getting Started | 33

Rules for Creating Passwords

Use these rules when creating a password. • Choose a password that is easy for you to remember, but difficult for others to guess. Avoid using your name or the names of family members, familiar dates, such as birthdays, or common words, such as password or key. • The passwords of all users (except the Administrator) must comply with the following rules that define a strong password. It must be between 8 and 128 characters in length and must include at least three out of the following four criteria: • Upper case letter • Lower case letter • Digit • Special character • Apart from the above rules, the password cannot be same as n previous passwords. The value of n can be modified by the administrator. The default value is 10. The administrator can set any value between 1 to 24, through the back-end script. • Passwords are case sensitive. For instance, Pb2Ag and pb2ag are different passwords. To make your password more secure, use a mixture of uppercase and lowercase letters. • Never share your password, not even with friends or colleagues. • Never leave your password lying around or on notes near your computer. Note: The guidelines to choose a secure password are displayed when you try to set up a new password. | Getting Started | 34

Reset Password

Clintegrity allows you to change your password, from the logon screen, when it has expired. You can log in by entering your old password and then create a new password in Clintegrity.

Figure 12: Clintegrity- Reset Password Screen

Once you have logged into Clintegrity, you can continue to use the Change Password link on the Clintegrity Home Page at any time Note: For more information on password rules, please refer to Rules for Creating Passwords on page 33. | Getting Started | 35

Password Settings

• The maximum password age can be set up to 365 days. • Password once changed can only be updated after minimum n days. Where, n is the number of days that can be configured by the administrator through back-end script. The default value is 1. • While logging into the application, if you enter a wrong password for n number of times, your account will be locked out. Where, n is the maximum failed attempts allowed for logging into the application. This value can be configured by the administrator between 1 to 10 attempts, through the back-end script. By default this value will be set to 5 attempts. • After the last failed login attempt the users account will stay locked out for n number of minutes. Where, n is the value between 15 to 120 minutes, set by the administrator in the Users that do not enter the correct password will not be able to Sign in for field in Admin\Preferences\Global System Preferences. By default this value will be set to 15 minutes. Note: • The above conditions are applicable to both, users and Administrator. • These are recommended setting and no validation is done on these settings. | Getting Started | 36

Get Help Signing In

If you have trouble signing in – because of some problem with your User ID or Password – click the Need Help Signing In? link below the Password field. A pop-up opens with tips that might help you sign in correctly. This page also provides information on contacting your system administrator, if you need further help to sign in

Figure 13: Get Help Signing In Screen

Note: If you enter the incorrect User ID password combination, your account might be temporarily disabled. Contact your system administrator for assistance. | Getting Started | 37

Configure Users

You need to set up User Preferences before you can use the Clintegrity system. User preferences are global, meaning they apply to all the facilities within an enterprise. Depending upon your Clintegrity configuration, you need to configure different preferences. In addition to general Clintegrity preferences, User Preferences for the specific Workflow enabled modules will also need to be set up. Note: See the System Administration Guide for more information on managing users and groups. Module specific guides should be referenced when the Workflow user is assigned to a module’s worklist. For example, See the Clintegrity Coding User Guide if a workflow user is assigned to a Coding worklist.

Chapter 3

Clintegrity User Interface

Topics:

• Best Practices • Signing Out • Closing pop up window • Disabling Supplemental Toolbars • Avoid Navigation with Browser Arrows • Clintegrity Links • Clintegrity Links and Descriptions • File Manager Specific Links • Other Ways to Navigate • Working in Clintegrity • Online Help - Overview | Clintegrity User Interface | 40

Best Practices

When working on a computer, there is often more than one way to achieve the same result—for instance, you can Tab through fields on a page or you can use the mouse to place the cursor into the fields. However, some actions that you can take are not always actions you should take. This section calls to your attention some actions to make a habit, and some actions to avoid. | Clintegrity User Interface | 41

Signing Out

Click the Signout button, in the top right corner of the Clintegrity page, each time you finish using Clintegrity, or if you plan to be away from your desk for any length of time.

Figure 14: Sign Out

Do not log out by clicking the browser’s Closure icon at the very top right of your page. Why? Because Clintegrity works on a concurrent user license. That means that there is a limit to how many users can be signed into the system at the same time. The limit is different for every institution. If the concurrent user limit has been reached, you have to wait to use the system. Clicking Signout removes you from the group of current users and enables other users to sign in to the system. | Clintegrity User Interface | 42

Closing pop up window

Click an action button at the bottom of the page to close a pop-up window. Usually the button is Close, but if it is Save, Discard, or Cancel, click the button corresponding to the action you want. Figure 15: Encounter History Lookup Window - Example

Why? Because clicking Close (or another appropriate button) closes the window and returns you to the exact spot on the first page where you were working when you accessed the pop-up. Clicking the Closure icon does close the window, but you must then place your cursor focus where you need it to be. | Clintegrity User Interface | 43

Disabling Supplemental Toolbars

To disable any supplemental browser toolbars such as Yahoo! Companion or Google:

1. Select View\Toolbars. 2. Uncheck the relevant toolbar on the toolbar list. | Clintegrity User Interface | 44

Avoid Navigation with Browser Arrows

Do not use the Forward or Back arrows or the Refresh button on your browser. You are likely to get a Warning: Page Expired message. | Clintegrity User Interface | 45

Clintegrity Links

Figure 16: Clintegrity Links | Clintegrity User Interface | 46

Clintegrity Links and Descriptions

Table 3: Clintegrity Links and Descriptions

Link Description Home Click to return to the main Clintegrity page Help Click to launch the Clintegrity Online Help. See Using Online Help.

Links Click to create system-wide and personal links. To submit a client service request, click Links, and then click Remote Support Connection.

Signout Click to leave the Clintegrity system. | Clintegrity User Interface | 47

File Manager Specific Links

Figure 17: File Manager - Specific Links

Table 4: File Manager - Specific Links and Descriptions

Link Description Main Click to view, scan, import, e-mail, and fax documents. Setup Click to set File Manager options and perform system maintenance tasks. | Clintegrity User Interface | 48

Other Ways to Navigate

• Use Tertiary Navigation – The main links (secondary navigation) are further divided into a row of tabs to help you quickly get to a needed screen. There are two types of tertiary navigation. • Drop-Down List – Some secondary links have small gold arrows next to them. Click the arrow to drop-down a list of related, tertiary links. This example shows the drop-down list next to Coding/ Abstracting Code Books.

Figure 18: Drop-Down List - Example • Divider Tabs – Some pages have a row of divider tabs across the tops of the page. The divider tabs take you to pages all related to that secondary link, as shown in this example. These divider tabs appear under Compliance\View Encounters across the top of all pages. You can click any of these tertiary navigation links to go to that specific page.

Figure 19: Divider Tab - Example | Clintegrity User Interface | 49

Working in Clintegrity

Use of Windows The window is the page or workspace on your monitor in which you read or enter information. The windows you use in Clintegrity are: • Browser Windows – Clintegrity opens within a browser window. When you navigate through Clintegrity, the page changes to show the different areas in the product. • Pop-up Windows – When you click certain links or icons on the main window, another window pops up with information. For example, while entering a patient or request, if you click the Lookup icon next to the Requester field a pop-up window opens with a list of requesters from which to choose. When you change information in the encounter or the focus of a list, and then click the link or icon that triggers the pop-up window, the information in the pop-up window changes. To return to the main page, you might need to close the pop-up window. • If there is a Save button on the pop-up window, you cannot return to the main page until your close the pop-up. Click Save to save any entries you made in the pop-up. • If there is a Close button on the pop-up window, you can leave the pop-up open while working in the main page. Click Close when you want to close the pop-up.

Keep Focus

Focus refers to the object that reacts when you press keys on the keyboard. For example, pressing Enter in an index performs different actions depending on where the focus is. With the focus in the search text box, pressing enter begins a search for the text in the box. Any object (window, button, text box, list) can have the focus, but only one object can have the focus at any time. There are several ways to find the focus. • On a button, such as Add New, a dotted line appears around the button text and a dark border appears around the button.

Figure 20: Add New Button With and Without Focus • In an empty text box, a text cursor appears

Figure 21: Empty Text Box With and Without a Text Cursor • In text boxes that contain text, the text is highlighted (selected):

Figure 22: Text Box with Highlighted Text • On lists, the text is selected (by highlight or border): | Clintegrity User Interface | 50

Figure 23: Selected Text on the List To change focus, click the object where you want the focus to be. Or, with the keyboard, press the Tab key to move forward through the objects or Shift+Tab to move backward.

Locate Item in Drop-Down Box

When the drop-down icon is shown, you can type the first letter of the term you want to locate. The system locates the first term with the specified letter. If you select the same letter again, it should take you to the next item starting with that letter. You also can use the Arrow keys to move within the list to select a term.

Data Entry in Fields A field is a text box in which you enter information.

Figure 24: Text Box Field

• Fields marked with an asterisk require data, you cannot complete and save the information until you enter data in those fields. • Enter numbers into fields using either the numbers across the top of the keyboard or the numeric keypad. To use the numeric keypad, Num Lock needs to be on. A read-only field is shaded in gray. The content might be visible but you cannot edit it. • The account number facility field is often read-only. • If you use the Tab key to navigate through a page, field focus skips the read-only fields.

Using Lookup Tables

You can either enter data into the field or click the lookup button next to the field you want to fill. This example shows the Discharge Status field and D/C Status Lookup table. | Clintegrity User Interface | 51

Figure 25: Status Lookup Window - Example

1. If you know the data (or the first few characters of it), you can enter it into field without clicking on the lookup table icon. Matches starting with the characters you entered are located. For example, if you enter Mas, you can get a match for Mason, but not for Thomas. 2. Press the Tab key. a. The system searches for matches in the following order: • Exact ID match • Partial ID match • Exact description match • Partial description match b. If a single match is found, the field is populated with that data. (For example, if you entered Mas in a name field, and there was only one person in the system who’s name begins with Mas.) c. If more than one match is found, the lookup table pops up, displaying a list of matches. (For example, if you entered Mas in a name field, the list might include Mason, A., Mason, Z. and Masterson, B.) You can then select your choice from that list.

Tips for Using Lookup Tables • To see all the values in a table, perform a search with a blank field, either from the original page or from the look up pop-up window. • You do not need to press the spacebar to initiate a specific type of search. (ID vs. Description). • If you perform a lookup for a field that is already populated, the resulting list appears with the populated value. • When the lookup table pops up, the focus is in the Search criteria field so you can quickly type an alternate search value. • You can use spaces and commas when entering search criteria. • The system assumes a comma to be a character for an ID, for example, Smith, James. • The system assumes a comma is a separator for a description. A space after a comma is disregarded. • You can still click the lookup table icon to pop-up the lookup table and search for data.

Entering Dates

It is easy to enter today’s, yesterday’s, or tomorrow’s date in Clintegrity date fields.

1. Perform any of the below actions: • Type T in a date fieldo to enter today’s date • Type T-1 for yesterday, T-2 for two days ago, and so on to enter a date prior to today’s date 2. Press Tab to move the cursor to the next sequential field, or click in another field. Notice that the date appears when your cursor moves out of the date field. | Clintegrity User Interface | 52

Moving Text

You can move text in Clintegrity similarly to other software programs. You can perform any of the below two actions:

1. Copy and paste text and numbers (including dates) using keystrokes. a. Highlight text. b. Then press Ctrl+C to copy it. c. With your cursor in the blank field, press Ctrl+V to paste copied text into the field. 2. Drag information from one field and drop it in another field of the same type. a. Select the text you want to drag. b. While keeping the mouse button pressed, drag the cursor to the text’s new location. c. Let the mouse button go. The text appears in the new location.

Expanding Lists Expandable lists appear throughout Clintegrity. A plus sign indicates that the topic has subtopics.

1. Click the plus sign or press the right arrow key and the subtopics appear listed below the main topic (which now has a minus sign instead of a plus sign). 2. To close the list, click the plus sign or the summary text again, or press the left arrow key. The minus sign turns back into a plus sign. 3. If a subtopic has a plus sign, it has its own subtopics. Click its plus sign to see them.

Sorting Columns

1. Click any underlined column header to sort the list by that topic. A gold arrowhead marks the column by which the list is currently sorted. 2. Click the gold arrowhead to sort the column in reverse order.

Figure 26: View Patients Page - Sort Columns

Option Selection

You often need to select options—sometimes only one option at a time, sometimes more than one, sometimes several. There are three main ways you select options. • Checkbox – If the selection options are in a checkbox, you can choose one or more checkbox. Click in each box you want to select. Click it again to un-select it.

Figure 27: Checkboxes - Example • Radio buttons – If the selection options use a radio button, you can choose only one option. Click inside the button to select it. To un-select it, either click a different radio button, or click the selected button again. | Clintegrity User Interface | 53

Figure 28: Radio Buttons- Example • Selected Lists – When you can choose more than one option (for example, several facilities), you move the ones you want to the Selected list. • Double-click your selection in the Available column, which highlights it. • Click the right-facing arrow to move your selection to the Selected list.

Figure 29: Selected Lists - Example

To remove an item from the Selected list, highlight it and click the left-facing arrow to move it back to the Available list Online Help - Overview

When you are working in Clintegrity, you can access the online help files for information about and instructions on using the various Clintegrity modules. The online help files for Clintegrity contain the same information as is in the user guides.

Accessing Online Help While you are working in Clintegrity, you can see the Help link near the top right of each screen.

Figure 30: Online Help Link

1. Click Help to view a pop-up list of the available Clintegrity help files. 2. Click the application that you need help with (for example Clintegrity Chart Locator) to open the online help file.

Figure 31: Clintegrity Online Help File Links

Searching in Online Help

To search for a specific term, do the following: 1. Enter the term you want to find (for example, deficiency or check out). 2. Click Search. All topics with your search terms are listed on the screen in order of relevance. 3. Click any of the terms to open its page. Chapter 4

User Preferences

Topics:

• About User Preferences • Setting Up User Preferences • Fax Settings | User Preferences | 56

About User Preferences

User Preferences are associated with the user currently logged into File Manager and are set by the end- user. User preferences override any group preference defaults. | User Preferences | 57

Setting Up User Preferences

Any user preferences that have corresponding group preferences, override the group preference settings. 1. Select File Manager > Setup > User Preferences. The File Manager: User Preferences screen is displayed.

Figure 32: User Preferences Screen 2. Click the Default Folder lookup icon, to select the folder you want to display when you open the Main page. If you do not want a default folder to display on the Main page, select Main. 3. Select Show to display the folder names when you open the Main page in File Manager, or select Hide to hide the folder names. • If Show is selected, the entire left panel, including the tree structure and search area, is expanded and to collapse it you need to click [-]. • If Hide is selected, the entire left panel, including the tree structure and search area, is collapsed and to expand it you need to click [+]. 4. Select Expanded to expand the folder names when you open the Main page in File Manager, or select Collapsed to collapse the folder names. • If Expanded is selected, the entire folder tree structure is expanded. • If Collapsed is selected, the entire folder tree structure appears collapsed, with the exception of the default folder, which appears expanded. Note: If no printers are listed when you click the lookup icon, your Administrator needs to set up the network printers on the File Manager server. 5. Select up to four headers to include on documents when they are printed from File Manager. 6. From the Scan Save Options drop-down list, either select Print to have the Print When Saving option selected by default on the Scan page, or select Save to have the Print When Saving option deselected by default on the Scan page. 7. If you want the system to display images as they are being scanned, click Always at the Scan Display Imagesprompt; otherwise, select Never. If Never is selected, the images will appear when scanning is done. Note: This option applies to only Twain scanning. | User Preferences | 58

8. If you want the system to automatically select the Paginate checkbox on the Scan screen, select the Scan Paginate checkbox. 9. Select the facility that should be used to determine your default fax settings. 10.Select the facility that should be used to determine your default email settings. 11.In the Sender Email Address field, enter the from email address. 12.Enter your default fax settings. Refer Fax Settings on page 59 Note: To use the fax feature, you need to set the facility fax preferences. See the System Administration Guide for more information. 13.Click Save. | User Preferences | 59

Fax Settings

Table 5: Fax Settings and Descriptions

FAX Setting Description Fax Sender Name Enter the sender name as it should appear on faxes you send. Fax Sender Phone Enter the sender phone number that should appear on faxes you send. Sender Fax Number Enter the fax number that should appear on faxes you send. Fax Sender Dept Enter the sender department that should appear on faxes you send.

Chapter 5

Using the File Manager

Topics:

• About the Main Screen • Main Screen Tools • Searching for Documents • Document Viewer • Annotation • Document Scan • Document Import • Fax | Using the File Manager | 62

About the Main Screen

In the Main screen you can search for documents, select documents to view, print, email, and fax documents, deleted documents, modify the index information for documents, and scan and import documents.

Figure 33: File Manager Main Screen | Using the File Manager | 63

Main Screen Tools

Table 6: Main Screen Tools and Descriptions

Tool Name Description Import Click to import new documents to the selected folder, or additional pages to a selected document. See Perform a Import and Import Additional Pages to a Document for more information. Modify Index Select a document, then click Modify Index to modify the document index information. In the pop-up, modify the indexes and click Save. Scan Click to scan a new document to the selected folder or additional pages to selected document. See Scan a Document and Scan Additional Pages to an Existing Document for more information. Fax Click in the check boxes for the documents or pages you want to fax and then click the Fax icon. Enter or look up the recipient’s information and then click Fax. For more information see Fax a Document. After a fax is sent, a confirmation appears on the screen. That message indicates that the fax was sent to the fax server. From there, the fax server then attempts to send the fax. The Fax Log located under Setup should be reviewed to confirm that the fax was successfully sent from the server.

Print Click in the check boxes for the documents or pages you want to print. Then click the Print icon. The documents or pages you selected are printed to your default printer. Email Click in the check boxes for the documents or pages you want to email and then click the Email icon. Enter the recipient’s information and then click Send. Export Click in the check boxes for the documents or pages you want to export, click the Export icon and then click Save. Choose the file name, type, and save location, and then click Save. Delete Click in the check boxes for the documents you want to delete and then click the Delete icon. In the warning message, click Delete to proceed. Note: Most users do not have access to this option. | Using the File Manager | 64

Searching for Documents

1. Select File Manager > Main. 2. Click a department level folder to expand it. 3. Click the document level folder to select or expand it. The documents in the folder are shown in the right pane. 4. In the search area in the left pane, enter the search criteria. The search options will differ depending on the index settings for the document folder you selected. You can use a wild card in your search. A wild card is a symbol that is typically used at the end of a search string to locate all items beginning with that string. The wild card character in File Manager is the % (percent) symbol. For example if you enter 12%, you will find documents such as 12334, 12898, 125578, 12AK378, etc. Wild cards can be used in any field defined as character. The wild card can also be used in the middle of a search string. For example, if you enter 12%7, you find documents such as 127567 or 1290A7.

Figure 34: Find a Document Section 5. Click Search. The documents that meet the search criteria are shown in the right pane. To view the pages in a document, click the expand button for the document.

Figure 35: Find a Document Section - Search Results 6. To open the document, click the link for the document. The document opens with the first pages shown. Once you open a document, you can press CTRL+F to search for text (such as a PO number, invoice number, or batch number) within a page. Refer About Working in the Document Viewer for more information on viewer tools. 7. Click Clear to clear the search fields and the list in the right pane. | Using the File Manager | 65

Document Viewer

About the Document Viewer

When you select a document to view, it appears in a viewer pop-up window. There are many tools that can be used to work with the document you are viewing. Note: Press F11 in the document viewer to expand the viewer. Press F11 again to return to prior format.

Figure 36: Document Viewer

Document Viewer Tools

Table 7: Viewer Tools and Descriptions

Tool Name Description Fit Window Fits entire image into window no matter how the window is resized. Fill Window Fills image to width of window no matter how the window is resized. This is the optimal default for viewing. Pan Places the viewer into Pan mode. If you select Pan and move the cursor around the image, the image is dragged along as the cursor moves, replacing the need to use scroll bars. Pan only works if the image is larger than can fit in the window. | Using the File Manager | 66

Tool Name Description Pan Window Places the viewer into Pan Window mode. This opens a small thumbnail window that displays the entire image and also contains a blue box cursor that can be clicked on and moved. Whatever appears in this blue box cursor also appears in the main viewing area. Note this blue box cursor appears in different sizes depending on the size of the image in the main view window. The larger the view of the image, the smaller the size of the blue box cursor. Click the X in the upper right corner of the pan window to exit this mode. Zoom In Zoom in enlarges the image.

Zoom Out Zoom out reduces the image.

Import Imports additional pages to a selected document. See Import Additional Pages to a Document for more information. Copy/Move Initiates the copy or move process for the current document. Copy distributes an image to a secondary location and move enables you to move an image to a new location. See Copy or Move a File for more information.

Delete Deletes the document. Then click Delete in the warning message to continue. Note: Most users do not have access to this option.

New Window Opens an additional view window which contains the selected image. A different image can then be selected in the main view window in order to perform a comparison between documents. Click the close button, X, in the top right of the new window to close it. Print Prints the current document with headers to network printer.

Fax Faxes the current document. Then click the Fax icon. Enter or look up the recipient’s information. Then click Fax. After a fax is sent, a confirmation appears on the screen. That message indicates that the fax was sent to the fax server. From there, the fax server then attempts to send the fax. The Fax Log located under Setup should be reviewed to confirm that the fax was successfully sent from the server.

Email Email the current document. Enter the recipient’s information and then click Send. Export Exports the current document. Choose the file name, type, and save location. Then click Save. | Using the File Manager | 67

Tool Name Description Quick Print Prints the current document without headers to your local default printer. Rotate Left Rotates the page to the left 90 each time this option is selected. Rotate Right Rotates the page to the right 90o each time this option is selected. Save Rotation Save Rotation Click to save the orientation of a page after Rotate Left or Rotate Right is selected. Page Numbers Link Page numbers In a multi-page document, click a page number to move to another page in the document. Paginate Link Paginate Click to reorder the pages of a document or to paginate a document. See Paginate or Reorder Document Pages for more information.

Using the Rubber Band Tool

Anytime an image appears within the application, the cursor automatically acts as a rubber band tool. The rubber band tool provides the ability to zoom in on a section of the image. 1. Place your cursor to the top left of the area you want to zoom in on. 2. Keeping the mouse button pressed, drag the mouse to the bottom right of the area so that you are drawing a box. 3. When you have surrounded the desired area, release the mouse button.

Figure 37: Using the Rubber Band Tool 4. To return to the previous size, click the document again. 5. To return to the previous size, click the document again. | Using the File Manager | 68

Copying or Moving a File

The copy functionality can be used to copy a file to a secondary location while keeping the file in the original location. The move functionality removes the file from the original location and places it in the new location. A file can be copied or moved only to folders within the department folder; a file cannot be moved to another department folder. 1. View the document to be copied or moved. 2. Click theCopy & Move icon to open the Copy & Move pop-up window. ( )

Figure 38: Copy & Move Document Functionality 3. Choose to move or copy the file. 4. Choose the location where you want to copy or move the file from the folder tree. 5. If you choose a location that is in a different document folder, enter new indexing information. 6. Select a reason for the copy or move from the drop-down list or click Add New to create a reason. 7. If you select Add New, enter the reason in the pop-up window and click Save. 8. Click the Save button. | Using the File Manager | 69

Paginating or Reordering Document Pages

You can group related pages into a single document for easier viewing, emailing, and faxing. You can also remove pages from a document and reorder the pages in a document. 1. View the document which you want to paginate or for which you want to change the page order. 2. Click the Paginate link. 3. From the Paginate/Reorder pop-up you can do the following:

Figure 39: Paginate / Reorder Pop-up Window

a) Change the page numbers to reorder the pages in the document. To do so, select the page number you want to change, enter the new number and then press Tab key. The other page numbers automatically adjust. b) Add a page to the document pagination. To do so, select a document from the drop-down list and click the Add link to add the page to the document. When you add a page, the new page appears in the document viewer. c) Remove a page from the document pagination. To do so, click the Remove link for the page you want to remove. The page that is removed will then appear as a separate document. Note: When removing pages from pagination, remove pages from the bottom of the list to the top of the list, if you wish to keep the documents in the same relative order. 4. Click Save.

Faxing a Document

To use the fax feature, you need to set the facility fax preferences. See the System Administration Guide for more information. 1. From the documents list, select the documents to fax, or if you are in the Document View pop-up window the current document is selected. 2. Click the Fax icon in the tools. ( ). 3. In the pop-up window, you can look up a recipient in the address book or send to a new recipient. Do one of the following: a) Enter the recipient name, business, and fax number. b) Enter all or part of the recipient’s name and click the Lookup icon. If an exact match is found, the recipient is entered. If an exact match is not found, choose the recipient from the list. If the list is long, you can search for the recipient. 4. After the fax number is entered, you can enter a subject and memo for the fax. | Using the File Manager | 70

Figure 40: Fax Screen 5. If you do not want this address saved in the address book, uncheck the Save In Address Book option. 6. Click Fax. After a fax is sent, a confirmation appears. The message indicates that the fax was sent to the fax server. From there, the fax server attempts to send the fax. The Fax Log located under Setup and should be reviewed to confirm that the fax was successfully sent from the server.

Working with the Fax Address Book

1. From the documents list, select a document, or from the Document Viewer pop-up the current document is selected. 2. Click the Fax icon in the tools ( ). 3. Click the Address Book Setup link. The fax address book opens.

Figure 41: Fax Address Book 4. Add or edit the address book. 5. Click Close to close the address book. 6. Click Cancel to close the Fax pop-up.

Fax Address Book Fields | Using the File Manager | 71

Table 8: Fax Address Book Fields and Descriptions

Field Description

Add New Address Click Add New. In the pop-up, do one of the following: • Enter the recipient name, business, and fax number. • Enter part of the recipient’s name and click the Lookup icon. Then choose the recipient from the Clintegrity provider lookup table. If the list is long, you can search for the recipient. If any information is missing, enter it Click Save.

Search for an Address Choose a search method. Then enter search information in the search field and click Go. The matching results appear. Edit an Address Click the Edit link for the address. In the pop-up, make your changes and click Save. Remove an Address Click in the Remove check box for the address. Then click Remove Recipient. In the confirmation dialog box, click OK to confirm. | Using the File Manager | 72

Annotation

About Annotations

While in document viewer pop-up window, File Manager provides annotation functions which enable you to insert lines, notes, graphic shapes, and highlight areas. If a document has annotations, an annotations list appears at the bottom of the view window. Click the (+) button to expand the annotations list which includes a history of users that created annotations, along with the create date. As you click each user name in the list, the cursor is brought to the annotation that the user added.

Annotation Tools

Table 9: Annotation Tools and Descriptions

Tool Name Description Highlight Inserts a transparent highlight over the area selected.

Blackout Inserts an opaque highlight over the area selected.

Text Inserts text on a transparent background. After drawing box, sample text appears. Begin typing and press the Enter key when done. The sample text is replaced with what is typed. Note Inserts text on a colored background, resembling a note. After drawing box, sample text appears. Begin typing and press the Enter key when done. The sample text is replaced with what is typed. Rectangle Inserts a transparent rectangle around the area selected.

Ellipse Inserts a transparent ellipse around the area selected.

Freeform Inserts a free form drawing. Click the mouse to begin drawing, click again to end. Repeat until desired form is completed. Line Inserts a line. Click the mouse button to begin drawing, release to end. Polygon Inserts a polygon, which is a closed two-dimensional figure formed by the joining of three or more straight sides. Polyline Inserts a polyline which is a sequence of end-connected straight line segments. Ruler Inserts a ruler and shows distance from end to end in millimeters. Pointer Inserts a pointer.

Rubber Stamp Shows a list of common rubber stamp phrases such as Approved, Draft, On-File and many others. Click the rubber stamp tool, click phrase in list to select, and then draw box. The phrase appears resized to the box drawn. | Using the File Manager | 73

Tool Name Description Select Use this tool to select an annotation. After selecting this tool, click an annotation. When the cursor displays with four arrows, you can drag the annotation to another location. When you place the cursor over one of the corners of the annotation, the cursor displays as an X. You can then resize the annotation. Hide Notes Select to hide the annotations in a document. To see the annotations again, click another annotation tool.

Creating Annotations

1. From the document viewer toolbar on the right, click the desired annotation icon. 2. Place the mouse in the desired start position. Keeping the left mouse button pressed, drag the mouse to the desired end position and release. 3. If adding text, add it in the box. 4. When finished adding annotations, click Save to save them.

Deleting Annotations

1. Click the annotation you want to delete, and press Delete. The annotation is removed. 2. To delete all annotations you have added prior to saving, click Cancel.

Viewing Annotations

If a document has annotations, an annotations list appears at the bottom of the view window. 1. Click the (+) button to expand the annotations list.

Figure 42: Annotations List for a Document 2. Click a user name in the list. The annotation that the user added is shown. 3. To remove an annotation, click the Remove link for that annotation. | Using the File Manager | 74

Document Scan

About Scanning Documents into File Manager

You can scan documents to add them to File Manager. For the business office, scanning is typically done for batches of checks or correspondence grouped by date. For example, you take a batch of all checks received yesterday from a lockbox and scan them into File Manager as a single document. In this instance a batch is a multi-paged document. After scanning documents, you can work with the documents to correct problems and make changes before saving them.

Scanning Viewer Tools

Once scanning is completed, you click the image, and a viewer appears. In the viewer, the right side of the page contains common image enhancement tools. You can click the - button in this toolbar to collapse this toolbar to create more room for the image viewer. When you collapse this toolbar, this button becomes a + symbol. Click it to expand the tools. The image to be enhanced must appear in the viewer area prior to selecting one of the tools. Changes must be applied prior to saving.

Figure 43: Scanning Viewer Tools

Scanning Viewer Tools and Descriptions

Table 10: Scanning Viewer Tools and Descriptions

Tool Name Description Fit in Window Fits the entire image into the viewer window.

Fill Window Fills the image to the width of the viewer window.

Deskew If a document was skewed (pulled at an angle) when being pulled by the feeder, this option changes the image to an upright position. This option can be clicked several times if the image was severely skewed. Despeckle Removes excess dots from the image. | Using the File Manager | 75

Tool Name Description Pan Places the viewer into Pan mode. If you select Pan and move the cursor around the image, the image is dragged along as the cursor moves, replacing the need to use scroll bars. Pan only works if the image is larger than can fit in the window. Pan Window Places the viewer into Pan Window mode. This opens a small thumbnail window that displays the entire image and also contains a blue box cursor that can be clicked on and moved. Whatever appears in this blue box cursor also appears in the main viewing area. Note this blue box cursor appears in different sizes depending on the size of the image in the main view window. The larger the view of the image, the smaller the size of the blue box cursor. Click the X in the upper right corner of the pan window to exit this mode. Zoom In Zooms in enlarging the image.

Zoom Out Zooms out reducing the image.

Rotate Left Rotates the image to the left.

Rotate Right Rotates the image to the right.

Save Rotation Saves rotation changes. This option is not enabled until you have applied a rotation change.

Rubber Band Zoom To perform a rubber band zoom (this tool does not appear in the tools menu): • Place the cursor at the top left of the area on the document you want to zoom in on. • While holding down the mouse button, drag the mouse to the bottom right of the area you want to zoom in on so that you are drawing a box around it. • Release the mouse button. To return to previous size, click the document.

Scanning a Document

1. Select File Manager > Main. 2. In the folder tree, select the document folder to which you want to scan the pages. 3. Click the Scan icon ( ). 4. In the pop-up window, enter index information in any required fields (required fields are preceded by an asterisks) and optionally in other index fields. Note: The fields that appear depend on the index settings for the folder to which you are scanning. | Using the File Manager | 76

Figure 44: Scan Pop-up Window 5. Place pages on the scanner. 6. Click Save in the pop-up window to start the scanning. After scanning, the pages appear as thumbnail images.

Figure 45: Scanning - Thumbnail Images 7. To view the image in a separate window, click a thumbnail image. Make any needed changes with the viewer tools. 8. To navigate between thumbnail images, in addition to clicking an image, you can use the arrow keys on the keyboard or click the page navigation links. 9. To remove pages, do one of the following: a) Click the Remove link for the page. b) To remove all pages, click Remove All. You can also select one of the following options: • Remove images only • Remove all references and return to main page • Cancel c) To remove a few pages, press CTRL or SHIFT and right-click the mouse to select multiple pages. Then click Remove Selected. 10.To group pages into a single document, click the Paginate check box. When pages are saved, they appear as one multi-page document. 11.To scan more pages: a) Place pages on the scanner. b) Click the Scan button. 12.To change index information, click the link for the index in the header to open the Scan pop-up window. Then make your changes and click Save. Note: When saved, all pages in the scan session will have the index attributes of the last modified index information. CAUTION: When the type value for an index is changed from File Manager > Setup > Folder Settings > Edit Selected Folder, all documents in that folder get deleted. | Using the File Manager | 77

13.To change a page number, enter the new page number in the field preceding the page number below the thumbnail image and press TAB. The page moves to the new position and the remaining pages are re-paginated. 14.If you choose, you can print the documents when you save them by selecting the Print When Saving check box. 15.To save the documents, click Save.

Scanning Additional Pages to an Existing Document

1. Place pages on the scanner. 2. Select File Manager > Main. 3. In the folder tree, select the folder to which you want to scan the pages. 4. Click in the check box for the document to which you want to scan additional pages. 5. Click the Scan icon ( ). After scanning, the pages appear as thumbnail images. 6. To view the image in a separate window, click a thumbnail image. Make any needed changes with the viewer tools. 7. To remove pages, do one of the following: a) Click the Remove link for the page. b) To remove all pages, click Remove All. Then click Yes to confirmation the deletion. c) To remove some pages, select the corresponding checkboxes, and then click the Remove Selected. 8. To scan more pages: a) Place pages on the scanner. b) Click the Scan button. 9. To change index information, click the link for the index in the header to open the Scan pop-up window. Then make your changes and click Save. Note: When saved, all pages in the scan session will have the index attributes of the last modified index information. 10.To change a page number, enter the new page number in the field preceding the page number below the thumbnail image and press TAB. The page moves to the new position and the remaining pages are re-paginated. 11.If you choose, you can print the documents when you save them by selecting the Print When Saving check box. 12.To save the documents, click Save. | Using the File Manager | 78

Document Import

About Importing Documents into File Manager

File Manager supports the following file types. For file types other than TIF, RTF and TXT, you must have the application associated with the file type installed on your desktop. For example, to open a PDF file in File Manager, you must have Adobe Reader or Adobe Acrobat installed on your desktop. File Manager can support many other non-executable file types not listed here. For more information on other file types, contact Client Support.

• AIFF • ASF • AU • DOC • HTML • MP3

• MIDI • MPEG • MPP • PDF • PPT • RTF

• TIF • TXT • WAV • WMA • WMV • XLS

• JPG • BMP

Note: .WAV and .MPP files do not display in the Clintegrity view panel. Instead, separate windows pop up to display these imported files.

Importing a Document

1. Select File Manager > Main. 2. In the folder tree, select the folder to which you want to import files. Note: You cannot import into department folders, only into document folders and document sub-folders. 3. Click the Import icon to open the Import pop-up window ( ). | Using the File Manager | 79

Figure 46: Import Pop-up Window 4. In the pop-up window, enter information for any required index fields (required fields are preceded by an asterisks) and optionally enter information for other index fields. Note: The indexes that appear depend on the index settings for the folder to which you are importing. 5. Select the documents you want to import by clicking in the check box for each document. 6. If the Append Pages check box is selected and you are importing multiple documents, the documents are imported as one file. Note: In order to use this feature, each document being imported needs to be the same type of file (have the same file extension). 7. Click Import to import the documents. When the import is complete, the main page is refreshed with newly imported documents.

Importing Additional Pages to a Document

1. Select File Manager > Main. 2. In the folder tree, select the folder to which you want to import files. Note: You cannot import into department folders, only into document folders and document sub-folders. 3. In the document list, click in the check box for the document for which you want to import additional pages. 4. Click the Import icon to open the Import pop-up window ( ). 5. Select the documents you want to import by clicking in the check box for each document. | Using the File Manager | 80

Figure 47: Import Pop-up Window for Adding Additional Pages to a Document 6. Click Import to import the documents. When the import is complete, the original page appears in the document viewer. | Using the File Manager | 81

Fax

About the Fax Log

After a fax is sent, information about the fax is available to the user who sent the fax. The fax log includes the document name, submitter, submitted date and time, recipient fax number, and status field.

Figure 48: Fax Log Screen

Fax Log Status

Table 11: Fax Log Status and Description

Status Description Queued Fax task is sent to the queue on the fax server. Sending Server is currently attempting to send the fax. Retry Server is attempting to retry sending the fax. Maxtry Maximum number of tries has been reached and the fax could not be sent (failed). Submit Fax has been submitted to the fax server. Normal Fax has been sent successfully. Badimg Attempt was made to fax an image that is not supported by VSI software (failed).

Viewing the Fax Log

1. Select File Manager > Setup > Fax Log to display the fax log. 2. You can do the following:

Table 12: Fax Log Fields and Descriptions

Field Description Clear Click to clear all events from the fax log. Export Click to export the fax log in a comma delimited file. Field Description

Print Click to print the fax log. The fax log uses standard Internet Explorer printing, so the log is printed as you see it. The log is sent to the default printer for the workstation from which you are printing, not to the network printer. Because of this and because there may be much data in the fax log, we recommended printing using the landscape orientation.

Note: To print the Fax Log, either click Export and print the log using MS Excel, or click Print and use the landscape orientation. This page intentionally left blank