Manual Archivista 2009/I c 18th January 2009 by Archivista GmbH, CH-8118 Pfaffhausen Web pages: www.archivista.ch Contents I Introduction 8 4.4 Accessing the manual . 26 4.5 Login WebClient . 26 1 Introduction 9 4.6 Scanning and entering keywords . 26 1.1 Welcome to Archivista . 9 4.7 Rotating pages . 26 1.2 Notes on the manual . 9 4.8 Title search . 27 1.3 Our address . 9 4.9 Full text search . 27 1.4 Previous versions . 9 4.10 Login WebAdmin . 27 1.5 Licensing . 12 4.11 Adding users . 27 4.12 Adding/deleting fields . 27 2 First Steps 18 4.13 Editing the input/search mask . 27 2.1 Introduction . 18 4.14 Activating SSH . 27 2.2 The digital archive . 18 4.15 Activating VNC . 27 2.3 Database, server and client . 18 4.16 Enabling print server (CUPS) . 28 2.4 Tables, records and fields . 19 4.17 Password, Unlock & Restart OCR . 28 2.5 Archivista and working method . 19 4.18 Activating HTTPS . 28 2.6 Tips for archiving . 20 2.7 Archive, pages and documents . 20 5 Tutorial RichClient 29 2.8 The Archivista document . 20 5.1 Archivista in 90 Seconds . 29 5.2 Adding Documents . 29 3 Installation 22 5.3 Search . 29 3.1 ArchivistaBox . 22 5.4 Extended Functions . 30 3.2 Virtual (Box) . 22 5.5 Users & Fields . 31 3.3 OpenSource (Box) . 22 5.6 Databases, fields and barcodes . 31 3.4 OpenSource (Windows) . 22 III ArchivistaBox 33 II Tutorials 25 6 Introduction 34 4 Introduction 26 6.1 Advantages . 34 4.1 How to use the online tutorials . 26 6.2 DOLDER model . 34 4.2 Installation ArchivistaBox . 26 6.3 RIGI and SAENITS model . 34 4.3 Update an ArchivistaBox . 26 6.4 PILATUS model . 35 2 • Contents Archivista 6.5 TITLIS model . 35 9.2 Views . 76 6.6 EIGER model . 36 6.7 MYTHEN model . 36 10 Navigation 78 6.8 ROTHORN model . 36 10.1 Main view . 78 10.2 Sorting . 78 7 Initial start-up 37 10.3 Page view . 79 7.1 Introduction . 37 7.2 DOLDER, RIGI and SAENTIS . 37 11 View, Search and Edit 80 7.3 PILATUS . 37 11.1 View (Ctrl+F5) . 80 7.4 TITLIS and EIGER . 37 11.2 Search . 80 7.5 Switching it on . 38 11.3 Edit mode . 82 8 System settings 42 12 Extended functions 86 8.1 Archivista WebClient (F10) . 42 12.1 Uploading a file . 86 8.2 Archivista WebAdmin (Alt+F9) . 42 12.2 Creating and scanning documents . 86 8.3 Archivista WebConfig . 42 12.3 Editing and deleting pages . 87 8.4 View manuals . 42 12.4 Download . 87 8.5 Archiving & OCR . 43 12.5 Printing pages . 88 8.6 Archivista modules . 46 12.6 Barcode processing . 88 8.7 ArchivistaERP . 49 8.8 Backup . 49 8.9 Encryption . 51 V WebAdmin 89 8.10 Print server . 54 8.11 FTP Server . 56 13 Login and Logout 90 8.12 Mail server . 59 13.1 Login . 90 8.13 Database . 60 13.2 Logout . 90 8.14 System . 64 8.15 Remote Access . 73 14 User 91 8.16 Exit (Alt+F4) . 73 14.1 Administration (in general) . 91 8.17 Function keys . 73 14.2 User administration (external) . 94 15 Field definition 97 IV WebClient 75 15.1 Field name . 97 15.2 Field type . 97 9 User Manual WebClient 2009/I 76 15.3 Length . 97 9.1 Login . 76 15.4 Position after . 97 Version 2009/I Contents • 3 16 Mask definition 98 22 Form Recognition (ArchivistaBox) 126 16.1 Mask . 98 22.1 Introduction . 126 16.2 Field name . 98 22.2 Managing forms . 126 16.3 Field type . 98 22.3 Editing objects of currently active definition . 127 16.4 Link with field . 101 22.4 Logo recognition . 130 16.5 Label . 101 22.5 Summary . 132 16.6 Position . 101 16.7 Width . 101 23 Exporting documents 133 16.8 User(s) allowed new entries . 101 23.1 Introduction . 133 16.9 User(s) allowed changes . 102 23.2 Exporting files in WebAdmin . 133 23.3 Exporting files in the WebClient . 133 17 Archive administration 103 23.4 Exporting files in the RichClient . 133 17.1 The first options . 103 17.2 Further options . 105 24 Mail archiving 134 24.1 Introduction . 134 18 Scan definitions 108 24.2 Individual definitions . 134 18.1 Introduction . 108 24.3 Editing a definition . 134 18.2 General settings . 108 24.4 Possible problems during setup . 135 18.3 Settings . 108 18.4 Post editing . 110 25 Database creation 136 25.1 Option ’create’ . 136 19 Barcodes (Archivista Box) 113 25.2 Option ’drop’ . 136 19.1 General . 113 19.2 Barcode technology . 113 19.3 Barcode entry . 114 VI WebConfig 137 19.4 Barcode recognition . 120 19.5 Barcode processing . 121 26 Administration with WebConfig 138 26.1 Introduction . 138 20 OCR definitions 123 26.2 Login . 138 20.1 Name of OCR page definition . 123 26.3 Current Settings . 138 20.2 Languages of definition . 123 26.4 Setup scan button . 139 20.3 Text quality of pages . 123 26.5 Backup . 139 20.4 Further preparatory settings . 123 26.6 Services . 140 20.5 Options for table recognition . 123 26.7 Unlock documents . 140 26.8 Passwords ArchivistaBox . 140 21 SQL definitions 125 26.9 Viewing log files . 141 4 • Contents Archivista 26.10Text Recognition (OCR) . 141 29.6 Using the right mouse button . 157 26.11Turn off ArchivistaBox . 141 29.7 Special fields . 157 29.8 Additional fields in table ’Archive’ . 157 VII WebERP 142 30 Menu Database 158 30.1 Printing (Ctrl+P) . 158 27 ArchivistaERP 143 30.2 Working with databases . 158 27.1 Introduction . 143 30.3 Importing and exporting documents . 159 27.2 Activate ERP system . 143 30.4 Hyperlinks (links between records) . 160 27.3 First Step . ..