Docubase client allows users to save the scanner settings in predefined “templates.”

From this screen, the templates can be modified as needed by Docubase Administrators.

New => Make a new template.
Modify => Make changes to the current selected template.
Delete => Erase the selected template.

The next screen to display depends on the model of scanner being used, but there will be common settings regardless the model. The screen shown is using a Fujitsu 4120C2.

Primarily, the items to look for on this screen will be:
MODE => Black and White, Color, Grayscale…
Dots per Inch (DPI) => 200 is sufficient for most applications
Page or Page size => Letter, Legal, postcard…

Clicking OK will display the Docubase settings for this template. This screen will display the same regardless the model of scanner being used.

Starting from the Top/Left:
Paper Source => This should have feeder selected unless the scanner does not have a feeder.
High Speed => This check box will try to speed up the scanning process if supported by the scanner. Having this checked will not cause any issues, so it is recommended to have this checked.
Duplex Mode => If both sides of the pages are to be scanned, check this box, otherwise leave this box unchecked. (The scanner MUST support duplex for this to function)
Output file => The only option that may need to be modified is the Multipage check box. If this is checked, scanned pages will become pages of a single document rather than a new document for each page.

Starting from Top/Right:
Maximum x => These settings can be used to force a specified seperation by the number of pages scanned. Leave as default unless the template is being made for a structured set of documents.
Save => If the templarte will ONLY be used for a single database, the BASEID can be specified.
Script => Select the processing script the documents scanned will be processed with.
Uniquie Batch Name => Check this to prevent scanned btches from all having the same labels (name)
Display always… => If you want to see the status window at the end of each scanning session, check this, otherwise leave unchecked.
Specific Processing:
Pages can be seperated based on the size of the image scanned.
White pages can be used to sperate the documents. They can also be set to be removed when identified as blank.
Auto crop => remove unnecessary borders from the document
Deskew => straighten an image if it was scanned crooked.
Auto stamp => a stamp message can be applied to all scanned documents.

After you upload the scanned documents form the scan window the documents should appear in your briefcase. From here you will want to index the document to finish storing it in your database.

First check mark the document(s) you want to index, if you click on the name of the document you can preview it in the right hand screen. Once selected you can select the indexing form you want to use from the left hand window. Below is an example of the briefcase with a document being previewed in the right window and a list of available indexing forms in the left window.

When you select your indexing form it will bring you to a new screen with your indexing form on the left and a preview of your document in the right window. Below is an example of this screen.

Next you will want to fill in all the keyword data for the document. Below is a list of options available in the indexing screen.

Icons	Functionality
	Exits the indexing form and returns you to the briefcase.
	Store the document. Will store the document in your database, if all the mandatory criteria to be stored is not meet an error message will appear.
	Remove all the keywords that were typed in the indexing form.
	Attach a text note to the document. This will carry over to the database when the document is stored.
	Attach a file to the document. This will carry over to the database when the document is stored.
	Save a sound note to the document. This will carry over to the database when the document is stored.
	Remove the document from the list of documents that will be indexed. The document will remain in the briefcase.
	Mass document updating. Selecting this will carry index values that you enter over to the next document.
	Forms. Lists all available indexing forms that you can use.
	Browse through the documents awaiting to be indexed.

Once you fill out the index information, store the document by clicking on the green checkmark. Once all the documents are finished you will be returned to the briefcase and the documents will be stored in the database.

Depending on your settings the document may remain in your briefcase after you index and store the document. If you are finished with the document you can delete it from your briefcase. You can also set the document to auto delete after storage by changing the settings in your user preferences.

The docubase administrator may also set the stored documents to delete automatically.

The scanning window appears when you select the scanner icon in the briefcase. This is the area where you can scan in documents from either a TWAIN compliant scanner. Below is the scanning window.

Below is a list of the scanner controls.

Icon	Functionality	Comments
	Select a scanner.	This button will bring up a list of all available scanners for you to select.
	Scanner setup.	This button will allow you to create a new scanning profile.
	Scan document.	This button will scan the pages loaded in the scanner using the profile you selected.
	Browse scanned documents.	These buttons let you scroll through the pages of a document or browse to a seperate document.
	Delete scanned document.	This button permanently deletes a scanned document from your batch.
	Upload documents to the briefcase.	This button will upload all documents scanned during the session.
	Cancel the scanning job.	This button delets the whole batch of scanned documents and returns you to the briefcase.

Below is an example of the scanning options available.

File Type is the extension the document will be scanned with. PDF and TIF are the usual selections.
Filename is the suffix that the file will be saved as (ie: capture001.pdf would be the first file scanned in the example above) this has no bearing on the file after it is stored.

Profiles: Profile is the scan template you will be using when you scan the document. You can setup as many different profiles as you wish for your scanner.

Depending on your computers settings, Internet Explorer may not automatically install the built in uploaders. First, please be sure that any pop-up blockers are disabled for your site. If your security settings are restricted then one of the following messages may appear.

If your security setting are not restricted the install of the components will install automatically. To clear up the warnings above you will need to modify your Internet Explorer settings. First you will want to open your internet options as shown below.

Click on the ‘Security’ tab once in the Internet options and then select the ‘Trusted sites’ icon. Click the ‘Sites’ button to add your Docubase DIS site as a trusted site.

If the uploaders are still not installed you may need to customize the settings to download ActiveX controls. Whats that mean? Back in the Internet Options, Security tab, Trusted sites page, click on ‘Custom level’ in there you will want to modify the ActiveX section to either enable or prompt the user for installation. Below is an example.

After the setting are configured correctly the uploaders will install automatically once you refresh the briefcase. Depending on the settings you selected you maybe prompted to install the ActiveX controls.

• To add files to the briefcase for indexing and storage you may either scan a file or import a file from your computer. To do so you will use one of the tools available in the briefcase to bring a file in. Below is a list of the options available.
  
• The above icon will import a file from your computer to the briefcase.
  
• The above icon will bring up the scanning window for the user.
  
• The above icon will select or deselect all documents in the breifcase.
  
• The above icon will delete any selected documents out of the briefcase. If the document is indexed and stored in the database, deleting it from the briefcase WILL NOT delete it from the database.
  
• The above icon will lock any documents in the briefcase. The document must be stored in a databse in order to be locked.

The briefcase is the main section used for storage through the web. Each user has their own individual briefcase where they can scan or bring in local files to store into the Docubase database or workflow. It can also be used to bring in files that are all ready stored and inject them into a folder or Docubase workflow.

To access the briefcase click on the Storage button at the top, this will open your briefcase. The briefcase is split into three sections, left section has your index forms, the middle section has your list of documents and other document options and the right section is for the document preview. Below is an example of the briefcase.

• To view a document; check mark one or multiple documents from the hit list and click the view icon.
• The next screen will open the desired file in a PDF file or in some instances in another format depending on the file type. We will go over the Docubase options available to you below, please remember that your version of Adobe Acrobat may have its own seperate options and are dependent on your version of Acrobat.
• Listed below are the options available for the user while viewing a document. Remember that some options may not be availabile due to user rights.

Icon	Function
	View and/or modify the currently viewed document form.
	View the log
	View the notes attached to the document currently being displayed.
	Print the document. This button is displayed if the logged-in user belongs to a group that has document printing rights for this document base.
	Delete the document This button is displayed if the logged-in user belongs to a group that has document deletion rights for this document base.
	Send documents via e-mail. This button is present if the user’s profile contains an e-mail address and the user belongs to a group that has document distribution rights for this document base.
	Restore a document to compressed format. This button is displayed if the user belongs to a group with restore rights.
	Manage attachments of currently viewed document This button is displayed if the user belongs to a group with attachment rights.
	Add an audio note to the currently viewed document This button is displayed if the user belongs to a group with attachment rights.
	Add an approval to a document while it is being displayed.
	Extract data. This button is present if the logged-in user belongs to a group with data extraction rights.
	View linked documents This button will display a list of documents associated with the current document.
	Folders associated with the document being validated
	Locking/unlocking of document(s)

If you selected multiple documents you can scroll through documents using the scroll bar shown below.

To go back to the hit list click on the back button.

Once you complete your search the hit list will appear. The hit list contains all of the documents or folders that your search has retrieved from the database.

Below is an example of a hitlist. The icons will be described later in this section. Documents with the same exact index values will group together in a folder (marked in red below) All the data columns can be sorted by clicking on the column header.

A set of icons is presented in the left part of the window. Which icons are visible depends on the rights of the logged-in user, which are linked to the user’s role. In addition these icons may be grayed out if the window where the user is located cannot access this functionality.

Here is the list of possible icons, their function and the conditions under which they are available.

Icon	Functionality	Availability
	Return to the form.	This button is always displayed and lets you return to the search form that you just filled in.
	Display the selected documents.	This button becomes enabled as soon as a document is selected.
	Add to your briefcase.	This button becomes enabled as soon as a document is selected.
	Data extraction	This button becomes enabled as soon as a document is selected.
	Remote printing of selected documents.	This button becomes enabled as soon as a document is selected. It is displayed if the logged-in user belongs to a group that has remote document printing rights for this document base.
	Local printing of selected documents. (documents concatenated in a PDF file)	This button becomes enabled as soon as a document is selected. It is displayed if the logged-in user belongs to a group that has document printing rights for this data base.
	Delete selected documents.	This button becomes enabled as soon as a document is selected. It is displayed if the logged-in user belongs to a group that has document deletion rights for this document base.
	Send documents via e-mail	This button becomes enabled as soon as a document is selected. It is displayed if the user’s profile contains an e-mail address, and if the user belongs to a group that has document distribution rights for this document base.
	Restore documents to compressed file.	This button becomes enabled as soon as a document is selected. It is displayed if the logged-in user belongs to a group with restore rights.
	Select / unselect this page	This button is always enabled. This button lets you select or unselect the documents listed in the current page.
	Select / unselect this block	This button is always enabled. This button lets you select or unselect the documents listed in the pages of the current block.
	Recording a query.	This button is always enabled. It is displayed if one of the user’s roles has access rights to favorites and/or role administration rights.
	Bulk modification	This button becomes enabled as soon as a document is selected. It is present if one of the user’s roles allows the user the right to perform bulk modifications.
	Extraction for the Run Time CD	This button becomes enabled as soon as a document is selected. It is present if one of the user’s roles allows the user the right to extract documents.

Indicators	Meaning
	indicates that the storage type of the document is WORM
	indicates that the storage type of the document is DASD
	indicates that a text note is attached to the document
	indicates that the document has an approval validation
	indicates that an attachment is attached to the document
	Indicates the document is locked, placed by the user (hover the mouse over the lock to view the user that locked it and the time of the lock)
	Indicates a non-owner lock, placed by a third party (hover the mouse of the lock to view the user that locked it and the time of the lock)
	Indicates a partial owner lock, in a grouping of documents in the briefcase, if all of the following conditions are satisfied: Not all the documents are locked. There is at least one document locked by the user. There are no documents locked by any else.
	Indicates a partial non-owner lock, in a grouping of documents in the briefcase, if all of the following conditions are satisfied: Not all the documents are locked. There is at least one document locked by another person

Using the Search Forms
Once logged in you should have a list of search forms in the left panel on your screen. The forms you have access to are enabled by your Docubase Administrator.

Simply click on the form you wish to use and the search able categories will appear in the right panel.

There are several different types of search form available in DIS, below are a few examples and explanations on how to use them.

Search form with out operators. This is the most common search form, you simply select the categories you want to search through and fill in the keywords. You may also use the dictionary button to select keywords if it is available and there maybe a date button to select dates. Once finished you click the green check mark to accomplish your search.

Search form with operators. Similar to the prior search form but you now have the option of selecting an operant.

Below show the available operators

Simple search form. This form is a single field that you may enter any keyword from any category and it will search across the whole database for that keyword.

Folder search form. This form can be setup like any of the above forms but instead of searching through documents it searches for folders.

Connect to the following URL: http://SERVER/rheaweb.

Replace SERVER in the above address with the name of the Docubase server hosting the application.
(If you purchased the Docubase Appliance, http://docubase may be used)

The login window will display:

• Enter your name
• Enter your password
• Click on the ‘Validate’ button