DataBank IMX Online Services Installation Guide



DataBank IMX Online ServicesUser GuideRoanoke City Public Schools User Guide IndexInstallation……………………………………………………………pages 3-5Logging into DBOS………………………………………………….page 6Selecting a project……………………………………………………page 6Searching Rules………………………………………………………page 7Search Results Screen………………………………………………..page 7-8Document Viewer/Navigation……………………………………….page 8-9Changing the viewing of a document..………………………………page 9Printing a Document…………………………………………………page 9-10Emailing a Document…………………………………………….......page 10-11Creating a document Grant…………………………………………..page 11-12Document Annotations………………………………………………page 12/13Adding a Document………………………………………………….page 13-16Adding Pages………………………………………………………..page 17-18Revision History…………………………………………………….page 18Security Audit……………………………………………………….page 19Support Contact Information………………………………………...page 20InstallationThere are two components that can be installed for users that wish to access and add their documents into DBOS. The first component is called the “DataBank Online Services Document View Controls”. The second is called “DataBank Online Services Tools” and will be needed for users who wish to add documents directly from Microsoft Office applications as well as windows explorer. Below are screen shots for the 2 installations.Document Viewer Install Step 1: Download DataBank Online Services Document Viewer ControlsDocument Viewer Step 2: Begin Install Shield Wizard and License AgreementDocument Viewer Step 3: Finish Installation DataBank Online Services Tools Step 1: Download DataBank Online Services ToolsDataBank Online Services Tools Step 2: Begin Install Shield Wizard and License AgreementDataBank Online Services Tools Step 3: Enter in Customer Information and Destination FolderDataBank Online Services Tools Step 4: Select Setup Type and Begin InstallDataBank Online Services Tools Step 5: Finish InstallationLogging into DBOS: To begin, please open Internet Explorer to the URL: . Enter the Roanoke City Public Schools entity ID of 7474, and input your username and password to login. The first time you login to the system you will be forced to change your password. All passwords are set to expire every 90 days. If you should forget your password please contact DataBank IMX support (contact info on last page). Your password must be a minimum of 6 characters and meet these requirements: Passwords must contain upper case letters (A,B,C...Z) Passwords must contain lower case letters (a,b,c...z) Passwords must contain numeric characters (0,1,2...9)Selecting a Project: Now expand the “Available Projects” and select the project you wish to search on and the appropriate index fields will be presented. Searching Rules: Now enter the information you know regarding the document you wish to access and then press search. DataBank Online Services allows you to utilize the "*" wildcard to specify any number of unknown characters. For example, searching for T* in the “Last Name” field would locate any document that had a name beginning with the letter T. Furthermore, searching for *T* would locate any document that included a letter T anywhere in the “Last Name”. Finally, searching for *T would locate any document whose name ended with the letter T. This wildcard can be used in any of the index fields. Search Results Screen: After your search is complete you will be presented with the search results screen. From this screen you can click on any of the column titles to sort by that field. For example, if you click on “Last Name” the list will be organized in alpha order by Last Name. Also from this list you can click on any of the document links to view that document. Document Viewer: Once you double-click on a document link a new window or tab within Windows Explorer will open within the document viewer. In the bottom left of the window will be the number of pages this document has followed by the associated index data. Document Navigation: You can navigate through pages within the document as well as through the documents in your search results list by clicking the appropriate toolbar buttons or Hot Keys:Returns to the first document in the search results list (Hot Key: Ctrl + F)Returns to the previous document in the search results list (Hot Key: Ctrl + P)Proceeds to the next document in the search results list (Hot Key: Ctrl + N)Advances to the last document in the search results list (Hot Key: Ctrl + L)Returns to the first page of the current document (Hot Key: F)Returns to the previous page of the current document (Hot Key: P)Jumps to the user's specified page of the current document (Hot Key: J)Proceeds to the next page of the current document (Hot Key: N)Advances to the last page of the current document (Hot Key: L)Viewing Documents: You can manipulate your view of the document by scaling, zooming, and rotating. To zoom in on a region of an image, simply use your left mouse button to click and draw a region around the area that you wish to zoom in on (from top-left corner to bottom-right corner). You can right-mouse click on the image and select Reset Image to zoom the image to the size of the window and set the rotation back to zero. While viewing a zoomed portion of an image, you can hold down your <Ctrl> key and left mouse button and pan the image. You can also right-mouse click on the image and select?View Full Text to view the full-text contents of the image (if it has been OCR'ed).?Other display manipulation functions are available through the toolbar buttons or Hot Keys.Zooms the image or document to display its full width (Hot Key: W)Zooms the image to display its full height (Hot Key: H)Zooms the image or document to fit inside the window (Hot Key: Space)Rotates the image 90 degrees (Hot Key: R)Printing Documents: While viewing the document you wish to print, select the Print button ? on the toolbar or the Hot Key: Ctrl Z. If any annotations are displayed, they will?be printed with?the document. If your document viewing options are configured to print headers and footers on images, the appropriate values will be added during printing.?The Print screen is displayed.?Select the Page Range and Number of Copies to print and click the Print button.?The selected pages will be printed.Printing the Displayed Region: While viewing the document you wish to print exactly as you wish to print it, select the Print Displayed Region to Default Printer button ?on the toolbar or the Hot Key Ctrl R. The displayed region will be printed to the default printer.Printing the Current Page of a Document: You can print the current page of a document to the default printer by right-clicking on the document and selecting Print Current Page. The current page will be printed to the default printer.Emailing Documents: DataBank Online Services offers the ability to email documents from any MAPI-compliant email application?such as Microsoft?Outlook, Outlook Express, and Lotus Notes (with appropriate options).While viewing the document you wish to email, select the Email button ?on the toolbar or the Hot Key E. If any annotations are displayed, they will?be emailed with?the document.??Select the Page Range to email, Image Attachment Format to use (for image-based documents) and click the?Email button.?The selected pages will be gathered together and an email will be compiled. DataBank Online Services will then launch your default MAPI-compliant email application and create the email as shown below, including the attachment and document index values for the document(s) being emailed. ?Fill in the necessary email recipient and subject and click Send to send the email.Creating Document Grants : Document grants give you the ability to provide outside access to a selected document via a browser-accessible URL. While viewing the document you wish to grant, select the?Document Grant?button ?on the toolbar or the Hot Key G. Please note that document grant users will be accessing the document without the use of the DataBank Online Services Document Viewing plug-in. In other words, they will be opening the selected document using an application on their computer. As such, the annotations will NOT be rendered.?The Create Document Grant screen is displayed.?Enter a date and time that the document grant will expire in the Expiration field.? Enter the Password that must be used to access the document grant. If no password is entered, any user who has the URL will be capable of viewing the document.? Click the Create button.?You will be prompted to ensure that you wish to create the document grant. Click Yes to create the grant or No to cancel the operation. If you select Yes, the document grant will be created and the associated URL will be displayed as shown below.You can now click Copy to Clipboard to copy the URL to your clipboard so you can use it elsewhere (i.e. to paste into an email) and then Close to close the window.Annotating Images: Full Annotation capabilities are also available.?Shows/hides the current annotations for an image.?Shows the current running note for an image or document. Notes can be printed when displayed.Shows/hides the annotation toolbar to add or edit annotations.??Annotation Tool Types: Used to select current annotations.Draws text on the image.Draws a straight line on the image.Draws multiple connected lines on the image.Draws a highlighting rectangle on the image.Allows freehand drawing on the image.Draws a solid rectangle on the image.Draws an ellipse on the image.Draws a polygon on the image.??To Add Annotations:Click on the Edit Annotation button or Hot Key A.? Select the specific annotation tool you wish to use.? Draw the annotation to your specific needs using the left mouse button. If you are using the Multiple Connected Lines or Polygon tools, double-clicking with your left mouse button will end the drawing.? If you wish to change the annotation parameters, choose the Annotation Selector tool, highlight?the annotation you wish to change, and then right mouse click. You will be shown the annotation properties menu.Modify the annotation properties to your needs.? Click on the Edit Annotation button again to save the annotation changes.Adding Documents: Users can add documents in a variety of different ways. The first way would be to select the “Add New” link (or Hot Key Ctrl + Alt + A) in the upper left hand corner as show below: Once you select the “Add New” button it will bring to you a screen that will allow you to input the document index fields and browse your computer to select the electronic file you wish to add. Once you have completed this simply select the “Save” button and the document will be transmitted as show below: Another way to add documents is to right click on any electronic file and select the “Send To” link followed by the “PaperVision Enterprise” option. You will then be presented with a login window as show below: Once logged in you will be presented with a window that will allow you to index the document you are adding. You will also be given the option to delete the local copy (electronic file on your computer) since you will be adding it to DBOS and may not want a local copy. Once you have completed the indexing simply select the “Save” button and the document will be transmitted. Another way to add a document is to scan it directly into the system using a TWAIN driven scanner. To scan a new document into the system select the “Scan New” button (Hot Key: Ctrl +Alt +S) as shown below: Selecting the “Scan New” button will open a new window or tab with the document viewer controls. From this screen place your document in the scanner and select the “Scan New Document” button: Once your document is scanned a dialog box will be displayed asking you if you would like to add additional pages to the document. If you are complete press “No” and you will be presented with an indexing window. Once you have indexed the record select “Save”.Once you press “Save” you will be prompted with a dialog box letting you know that your new scanned document will not be transmitted to the system until you select the “Upload Scanned Document” button. Once you are done scanning and adding your documents select the “Upload Scanned Document” button for them to transmit to the system: Adding Pages: To add or insert scanned images to an existing document first you must begin by opening the existing document and navigate to the page you wish to insert or add to. Next right click on the image and select “Check Document Out”:You will then be prompted with a dialog box warning you that your changes will not be made until you check the document back into the system: Select “Ok”. Now that the document is checked out you can now add pages to the document by selecting “Insert Pages Before” or “Append Pages After”. Once you have made your changes right click the image and select “Check Document In”. You will then be presented with a “Check In” window where you can make any comments you wish regarding the changes you may have just made to the document. Once complete, select “Save” and your changes will be transmitted: Revision History: All versions of documents will be saved within the system. At any time a user can right-click on an image and select “Revision History” to view any of the previous versions of the document as seen below: Security Audit Trail: All user activity from the moment a user logs in to the moment they log out is tracked and stored in the audit trail. As a user you may have the ability to right-click on any image and select “Security Audit” to view the audit trail of the document you are on as shown below: Support: Support can be contacted in a variety of different ways. They can be reached by phone: 866-590-5545 or by email: support@. You can also add a support case directly from our support page: . ................
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