Contents – Select your required section

Getting started and searching for records
Adding a new user and checking rights of existing users
Document types
Search options
Add new batches
NEW! Automatic (SFTP) add new batches (version 1.2 onwards)
NEW! Grouping results and fast numeric subtotals (verion 1.3 onwards)
NEW! Drag any rows directly to Microsoft Excel (version 1.3 onwards)
Print directly from the search screen
Email directly from the search screen
Edit metadata and records
Image viewer menu
Add new pages to an existing document
Image manipulation
Scanning module
Add notes to existing document
Edit notes
Add file attachments to specific documents
Intray functionality and use of networked MFDs
User specific preferences
Audit log viewer
Grouping data in the results grid
Add a new document using prescanned images
Delete a previously imported batch
Install the IS Professional client (Windows 8 64 bit)
Manipulation of the data with Ansi SQL
Future developments for IS Pro

 

Getting Started and searching for your documents:

After initial installation within your organisation you will see a new icon on your desktop, you will also have a similar entry in the normal Start – Programs listing on your PC or Laptop.

Start the application, you will not have to log in at all, IS Professional already ‘knows’ who you are and what if anything you are allowed to view from the secure document store.

You will see the main start page, this is where you will search for previously filed away documents. The video below should be run at full size and if your system supports it switch to HD resolution.

To view the image(s) associated to any row of data, simply double-click the row with the mouse, this will launch the second major screen in the system, the image viewer. Images displayed can be scaled, zoomed, resized and rotated for easy viewing.

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Add new users:

By default in IS Professional, all types of documents are hidden from users unless they are added to the system and given specific rights to view and interact with those document types. The video below shows adding a new user called ‘John’ and reviewing the rights for ‘User1? against some existing document types.

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Document types:

In IS Professional all documents are assigned to a ‘Document Type’, these have security applied to them as a group and each document type has unique indexing that can be searched or ordered to aid image retrievals. To create a new document type and grant specific users access to this see the video below.

 

Search options:

By default the system will search ‘All’ types, but if you only need to find a specific one then you can restrict the search results by using the drop-down box on the main screen.

After selecting a specific document type, the index column names will change to reflect the column descriptions entered by the system administrator.

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Searching:

Quick search

With the ‘QS’ tick boxed ticked any entries in the green search box will search across all the visible columns.

Full Search

Un-tick the QS box to reveal the full search (FS), enter multiple search criteria to search across multiple columns at the same time.

Wildcards

Turning off the ‘Wildcards’ tick box on the right of the main screen allows you to return only exact matches for any of the criteria you search on. This happens on both quick and full searches.

Turning the wildcards off means you can also now manually enter your own wildcards. Use an asterisk * to denote a wildcard.

Ordering Search Results

To order the results grid, click once on the column header, this will sort the results by the selected column in ascending order, click the same column header to reverse the sort order

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Main Screen Menu:

Add new batches

IS Professional can import hundreds of thousands of previously scanned images. Click the add new batch button and you will be asked to select the location of the batch, either from a CD, DVD or from the network. The video shows how to select the import format and enable or disable importing from local and network folders.

Select the file that you want to import.

Finally you will be asked to select an existing document type from the drop down list and optionally you can add additional information in the second green box. The 2 red (locked) cells show the amount of space that this batch contains and the amount of free space available in the secure document store.

This batch of scanned images will be imported directly to the document type you have specified. Once complete, a message box will inform you and validate the import has been successful. The system will stop you importing any batches that could use all of the available storage space.

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Automatic download (SFTP) of new batches (version 1.2 onwards)

IS Professional can automatically check for new scanned batches of images from your partner scanning bureau. The check happens automatically 15 seconds after starting IS Pro. The system will inform you if new batches are ready for download, if it is convenient then you can download all of these batches by selecting ‘Ok’ when prompted. If you want to leave the download process to a time later in the day you can always resume the download from the ‘Tools’ menu. The batches will be downloaded and decrypted to a predefined folder ready for importing as per the previous article titled ‘Adding new batches’.

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NEW! Grouping results and fast numeric subtotals (verion 1.3 onwards)

Grouping and Numeric Subtotalling of any column(s) in the results grid, for example with only a few mouse clicks we could group all sales or purchase orders by supplier name and perhaps by accounting period, in fact you can group by any combination of columns in IS Professional, then enable subtotalling from the view menu and enter the number of the column you want added up, thousands of records will be subtotalled in a fraction of a second. Rows are easily readable by a subtle colour coding system and detail rows can be collapsed allowing you to focus on the headline numbers.
By default IS Professional restricts the number of rows displayed in the grid, but you can always over-ride this number from the tools menu, the new iGrid in place is super fast and can display hundreds of thousands of rows in mere seconds!

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NEW! Drag any grid rows out to Microsoft Excel (verion 1.3 onwards)

Drag and drop grid rows directly to Microsoft Excel. Sometimes numeric subtotals will not be enough to do detailed analysis of the data you have built up in IS Professional. This new feature allows you to copy any amount of data from your results grid directly into Microsoft Excel! It doesn’t matter if you have filters in place, sorting of the results or even grouping and numeric subtotals (as above), anything in the grid can be dragged directly to Microsoft Excel and in fact to any system that supports a process called OLE Drag and Drop. The new iGrid supports common multi-select rules like holding the ‘Shift’ key down to select the first and last row in a complete series. If you only want a few rows the grid supports using the ‘CTRL’ key, hold this down and click only the unique rows you will be dragging into Excel. Of course it also supports ‘CTRL A’ (click once on the grid, hold down the ‘CTRL’ key and press the ‘A’ key once to select all rows. With the selected range highlighted simply drag with the mouse directly into Excel, it couldn’t be simpler or faster.

By default IS Professional restricts the number of rows displayed in the grid, but you can always over-ride this number from the tools menu, the new iGrid in place is super fast and can display hundreds of thousands of rows in mere seconds!

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Print directly from search screen

Select a single row, or hold down the CTRL key and select multiple rows directly on the search screen then click the print icon to print these directly to your default printer with no more interaction. (See also printing from the imager viewer)

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Email directly from search screen

Select a single record and click on the email icon. You will see the email dialog below, normally the standard settings are fine and you simply click the green ‘Go’ arrow to send the selected images to your copy of Microsoft Outlook where you can add recipients etc from your own mail system.

The searchable metadata associated with the record will automatically be entered into the email and the pages converted to a PDF and attached to the email as ‘Extract.pdf’.

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Edit metadata from search screen

Editing a record displays the dialog shown in the video below; from here you can also (with the yellow hazard button) delete a single record.

If you need to update several records with the same data you can tick the ‘hold data’ tick box on the right of any title and this will be preserved as you move down the list displayed in the search window.

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Image Viewer Menu:

This menu is divided into 3 sections, navigation, actions and image control.

1. Navigate Pages & Documents

The outer buttons navigate forwards and backwards through the documents for this record. If any of these documents are multipage then the two inner buttons will automatically be enabled to allow you to step through the pages.

The same effect can be achieved by clicking on any of the thumbnails then using keystrokes as shortcuts.

Up Arrow – Move up a document

Down Arrow – Move down a document

Page Up – Move to the first document

Page Down – Move to the last document

Right Arrow – Rotate the current page 90 degrees clockwise

Left Arrow – Toggle between page width and page height views for the current page

End key will close the image viewer

Image viewer screen

Image viewer screen

Thumbnails

These can be turned on or off from the top menu and the size adjusted from 100 to 5000 pixels, the default size is 1500.

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Print, Extract, Mail & Add new Documents

The print option will display a print window, here you are able to select a page range you wish to print (default is all pages), you can also select a different printer (the blue ‘I’ button) as long as it is available on your PC or laptop. Click the single green arrow to print the currently selected image, click on the double green arrow to print the range selected on the dialog regardless of the image being displayed.

The Extract button allows you to again define a range of the images and extract copies of these to be saved outside of IS Professional. You can also choose to save the image(s) as PDF or multi-page TIFF images.

Clicking the green arrow will present you with a standard file save window where you can name and set the location for the extracted file.

The email option will allow you to select all or some of the pages in this document, combine these Into a single multipage PDF or TIFF image and attach this to your local Microsoft Outlook© email system.

If there are lots of pages and the final file size will be too large to email, the default setting is to split the file into 5Mb chunks, this can be set to any local limits that your email administrator deems suitable for your network.

The final email will also include the searchable metadata related to this document.

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Add new pages to this document

This function will present two options, either upload an existing image file of type TIFF, PDF, GIF, JPEG, BMP or PNG. The following video shows importing existing images. The scanning module is covered separately.

Simply select the image (or multiple images) and these will be added to the current document.

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Image manipulation controls

A simple set of controls that allow for zooming, rotating, fitting to height & width and resetting any modifications. Note that the original stored image is never actually altered only your temporary view of this page is being modified.

Right-click context menu on image viewer

By holding down the left mouse button on the image window you can draw a rectangular shape, on release of the mouse button the image viewer will automatically zoom in to display the selected area.

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Scanning Module

The IS Professional scanning module is available in two locations, the first is mentioned in the ‘Adding a new page’ section previously described in relation to the image viewer screen. The second is available from the main search window as shown in the video below.

To start scanning you must first select a document type and enter appropriate index data to the displayed green boxes.

Next click on the scanner button to open the direct scanner interface screen.

Clicking on the blue ‘I’ button will reveal the locally connected scanners that are available to IS Professional for direct scanning, select the appropriate model. Load the pages and press the green arrow to begin scanning, thumbnails will be displayed for each page.

If you want to modify the scanner settings to scan in colour or include page backs etc turn on the tick mark to ‘Use Scanner Interface’ which will reveal the scanner manufacturers scanning software.

You can load the scanner as many times as you need to continue adding pages to this document.

With all the thumbnails displayed you can select one or more and use the manipulation buttons to re-order these, remove blank pages or rescan etc.

When you are happy with the pages as scanned, simply click on the green ‘Add’ button and these pages will instantly be added to IS Professional using the searchable data you entered in the previous screen.

The system will now return to the empty Add New Document window where you can add new data for the next document and start scanning again.

When the documents have all been scanned, close the window to return to the main search screen, your new documents will be instantly available.

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Add notes to specific documents

IS Professional allows users add notes that are permanently stored against specific documents. Each time a new note is added, the system automatically includes the person who created this and the date and time it was added to the system.

To enable the notes functionality select the ‘View’ menu and click notes to enable this facility. Notes can be shown and hidden using this option.

When you have finished entering the note, click the save-add button on the right.

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Normally notes are read-only but if required these can be edited or removed completely with the edit button, in this case the normally red (read-only) notes window will change to green (edit mode).

When a document has a note assigned, this is seen in the main search window as a small icon in column number 1.

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Add file attachments to specific documents

Linking to remote or external files can be useful to allow specific IS Professional documents to be assigned to other files within your organisation.

Linking external files (attachments) facility can be toggled on and off from the ‘View’ menu.

If both notes and attachments are turned on, they will share the space available at the bottom of the main window; if only one is used it will automatically fit the available space.

Links will be made from the attachments window back to the original file, the remote files are never moved or altered in any way.

Note: The attachment window keeps a shortcut to the original file, if this is stored on your local machine, it is likely that other IS Professional users in your organisation will not be able to access the file, this works well to keep certain remote files private.

To share the attachments ensure you link to a network location that is available to users who can see this document type in IS Professional.

Remote files can also be attached using the ‘Add’ button, a browse window will appear allowing you to select one or more files.

Links can be removed by using the ‘Remove’ button, remember removing an attachment does not alter the remote file in any way.

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In-tray functionality, using a shared MFD (network scanner)

Networked MFDs are very common in the workplace; these will normally have a programmable menu where the scans can be saved to the company network. The In-tray functionality allows IS Professional to look into this scan directory, import the images and file them away with suitable searchable metadata into the system.

The In-tray can be accessed from the ‘Create’ menu.

Selecting the ‘In-Tray Network’ option will show the In-tray window.

Use the browse button at the end of the ‘Default Search Path’ to browse to the network location where the scanned images can be found.

If any images exist in the target directory they will automatically be loaded into this screen and displayed as thumbnails.

Use the image manipulation tools (zoom, rotate, enlarge, reset and rubber banding) to identify the pages that belong together assuming these are multipage documents, tick the check boxes to join the linked pages together.

From the data capture panel on the right enter the document type and appropriate searchable metadata, if some data will repeat across multiple documents, click the check box to the right of that item.

When you are happy with the data entered, click the ‘Add’ button, the pages selected will be automatically filed into the selected document type in IS Professional with the searchable metadata that you have entered. The screen will automatically update, showing only the remaining scanned pages in the ‘In-tray’ and preserving any fields of metadata that you selected.

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User preferences screen

All users can access their local preferences in a single screen, from the ‘Tools’ menu.

The preferences screen also allows users to set certain parameters that cannot be set anywhere else in the system.

Note: As these are specific to your PC any changes you make in this screen will not affect any other users.

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Audit all system activity

All users are able to view the full audit history of all activity in the system, these records are all ‘read-only’ and cannot be altered.

A simple filtering mechanism is in place to restrict the number of audit entries visible, after changing any value in the filters move to a different filter and the change will happen immediately.

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Grouping data displayed in the results grid

Sometimes it helps to be able to group the search results, for example by supplier code for purchase invoices, the video below shows grouping of 2 indexes

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Create a new document without scanning

New documents can be created at any time either using the scanning module explained above or from existing scanned images or electronic images, the video example below shows importing a PDF, a PNG and a TIFF image all at the same time.

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Advanced Functionality:

Delete a complete batch

If a problem occurs during a bulk import the validation process will inform you that this batch must be deleted & re-imported. This process can only be carried out by a system administrator, the process is described in this video.

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Client Installation process (in this case Windows 8 64 bit)

The video below describes the IS Professional client installation process for a new machine.
Every corporate installation of our software is customised to the client which means that you as a user or IT Administrator have the simplest roll out process. Double-click the setup file and press next, next, and next! No configuration is required, no decisions to be made, simply run and use.

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SQL Manipulation (advanced!)

The system administrator has complete control over all the data in IS Professional. Records can be deleted, updated, moved from one document type to another. A specialised Ansi SQL interpretor is included in the Admin area of the system. If you are not familiar with Ansi SQL then it is recommended that you do not use this area of the system administration.

The video below demonstrates some of the high powered functionality available to manage all aspects of your company data

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Future developments for IS Professional

IS Professional has been developed continually for over 8 years, almost all upgrades and enhancements added over this period have been suggested by existing or potential customers. At Complete Scanning we would love to hear of any functionality that you think would help you and your business.

Simply mail us your thoughts to support@completescanning.co.uk , if your suggestion will benefit several customers we will create this free of charge in the next product release. Of course if you have ongoing product support you will get this upgrade for free.

The table below shows some ideas put forward by both customers and the development team. These have not yet been built, as we code and test each item, we will remove it from this table and document it’s functionality on this webpage.

  • Automatic, electronic transfer of scanned images and searchable data from Complete Scanning’s bureau directly into IS Pro, no more CD\DVDs, no more postal charges, no more hosting your own FTP server or accessing a remote FTP server.

This item has now been completed and is available from version 1.2 onwards. Release 06/Jan/2013

  • Embed all images and attachments inside a SQL Server database, this needs considering carefully, there are both Pro’s and Con’s.
  • Enable full OCR capability for any imported image\document file. This would mean an additional dedicated service running on the server.
  • Allow ‘user supplied’ lists for index data merging. Such that you scan a document, then a simple lookup process would assign a set of related searchable data to this document. An example might be that you key in a staff ID number and IS Pro makes 10 columns of additional data searchable, things like name, start date, department, manager, NINO, date of birth etc.
  • Invoice approval for accounts departments, utilise visual codes like a traffic light system to identifty the status of individual documents. Selected\approved users would be able to update the document status following a system managed workflow.
  • Re-ordering individual pages\images within a document, this would only be available for single page documents.
  • Hash (SHA1\MD5) each image added to the system & compare hash on each open operation to ensure nothing has been changed, should not be needed but helps with ISMS audits.

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