HalFILE Online Help - User contributions [en]

Chapter 8 - Search for Documents 4.0

2017-05-03T18:58:04Z

Tomh: /* Criteria Field Types */

[http://help.halfile.com/index.php?title=HalFILE_4.0_Documentation Main Index]

==SEARCH FOR DOCUMENTS==

===Overview of Search===
[[Image:search248.jpg|left]]Once documents have been indexed, they can be searched for using search criteria based upon the popular Structured Query Language (SQL). The user, however, does not need to know SQL statements. Rather, halFILE provides a search criteria form that can be filled out by the user and formats the proper SQL instructions for the search automatically.

'''Searching for documents that have been indexed'''

# Select '''File-Search''' from the main menu or click on the search icon from the Manager tool bar.
# The following windows are established as follows:
## The Search Criteria Window is the area into which search criteria is entered.
## The Search Hit List Window is a grid containing a row for each record found by the search and a column for each field in the record.
## The View Window shows the images for the selected document.
## The Document Information Window shows the indexed information of the document being viewed. This window also allows updating of the database fields for the document being viewed.
# Enter the search criteria into the Criteria Window by clicking on a field and entering the data to search for. Check the appropriate search type button in the upper right corner of the window which provides options for exact match, beginning of field, end of field, free form search, greater than, less than and range. As many fields as necessary can be entered for a search.
# Press the '''Begin Search''' button.
# The search is then processed and a box appears showing the number of hits found. Answer '''Yes''' to load the hits into the Hit List grid; answer '''No''' to stop the search and re-enter criteria.
# The Search Hit List grid is loaded and displayed. Double click on a row to load the View Window with the first and second image pages for the document, respectively. The Document Information Window is also loaded with the data for the selected record. The View Window and the Document Information Window are placed, side by side, on the screen.

===The Search Criteria Window===
[http://help.halfile.com/index.php?title=Chapter_7_-_Search_for_Documents_4.0#column-one Contents]

When the search feature is loaded, a screen similar to the following is displayed:

[[Image:Search_Criteria4.jpg]]

The search criteria screen is activated for entering the criteria for the search. The other search windows appear as minimized icons in the lower left portion of the screen.

====Searching for more than one multi-entry field item====

Multi-entry fields are those fields for which more than one line of data can be entered. If you wish to search for a single entry in a multi-entry field, simply enter the data to search for in the field box. If you want to search for multiple entries for one multi-entry field:

# Click on the multi-entry box to position the cursor.
# Enter the first line to search for and press the enter key.
# Enter the second line to search for.

The search mechanism performs a search looking for records that contain either the first line that was entered or the second line and containing any other criteria entered. For instance, you could search for documents filed on 12/15/2000 for persons named 'Smith' or 'Jones' where the name was defined as a multi-entry field.

====Searching for a range of values====

The '''Range''' search type is provided to search for a range of values and is entered as follows:
# Click the mouse inside the criteria field for which a range search is desired. (i.e. date field)
# Click the range button in the search type box.
# Enter the first criteria field (the low value).
# Press the '''space bar''' on the keyboard. This will automatically put the word <thru> into the criteria field.
# Enter the second criteria field (the high value).

The search is processed and records with a value within the given range, inclusively (the low and high values included), will be included in the hit list.

====Auto Complete====
The Search Criteria screen supports the '''Auto Complete''' feature which lets you select names from valid names that are already listed in the database. This feature is invoked by pressing the F4 key when the cursor is in a box where the feature is supported. Auto Complete is typically used on name fields to help the operator post a name in the same format as it was posted to previous documents. Here is how this feature is used:

# Once you are in the box where you will enter the name, press '''F4'''.
# A pop up box is displayed and you can begin keying the name. As you enter the letters for the name, matches will be shown in a list. So if you key “Patterson,” you will see “Patterson Andrew,” Patterson Barry” etc. listed.
# At any point you can select a name from the list and click the Add button to add it to the list to be searched. You can then search for a different name, if desired, and add that to the list of names to be searched.
# Once you have selected all the names desired, click the Index button to return to the search criteria screen.

Auto Complete is also available in the Search module when updating information as well as the Index module when posting new information.

====Printing the search criteria====

Typically, when you design a report, the criteria information is placed into the report heading. If you perform a search and find no hits and need a report to prove the search was performed, you can go to the Hit List Window using the '''Window - Hit List View''' menu or the '''F8''' key and then print the report.

====Closing the search module====

Select '''File-Close''' from the menu.

====Performing an Append search====

After a search is performed and the results are in the hit list you can perform an "Append" search. This is a second search that appends the results to the results of the first search. To do this:

# Select '''Clear-Criteria''' from the menu to clear all the criteria from the criteria screen. This leaves the hit list intact and any subsequent searches are appended to the list.
# Select '''Clear-Hit List''' to clear all records from the hit list window. This leaves the criteria from the previous search loaded so you can make minor criteria adjustments and search again.
# Select '''Clear-New Search''' from the menu to clear both the hit list and the criteria for a new search.
# Select '''Window-Search Criteria''' to activate the criteria window so another search can be performed.

====Designing a report====

# Perform a search of the document database for which the report is to be generated.
# From the search hit list, click the '''report''' button found below the hit list grid. This loads the Reports window.
# Press the '''Insert Report''' Button. Then you will be asked "Does this report print out a card format?" If you will be printing to index cards, answer yes. For reports on standard paper answer no.
# "New Report 1" will be inserted into the list of reports. Click that entry to highlight it, then click the edit button.
# The Edit Report window is displayed. Enter the description of the report and the path and filename where you will store the report. For instance if you were creating a report of clients, you could call the report "client.rpt". To save the report to the halFILE directory on drive H:, you would enter "H:\HALFILE\CLIENT.RPT" into the path and filename box. The '''Select''' button is provided to help you find and select existing reports or set the path for a new report.
# Press the '''Design''' button. This will load Crystal Reports. If Crystal Reports fails to load, set its location by selecting '''File-Report''' from the halFILE Administrator menu.
# From the Crystal Reports menu, select '''File-New''' to create a new report. This will take you through the steps of designing your new report. Refer to the Crystal Report manual or its help file for more information.
# When you are asked to choose a database connection, select an ODBC File DSN and find and select "halreports.dsn" found in your Windows Temporary directory. Hint: to quickly get to your temporary folder in the file location dialog box, you can type in %temp% and hit enter.
# Once the halreports.dsn is selected, the following text files will appear in Crystal's list of files for that DSN:
:* '''criteria.txt''' - contains search criteria information. This can be used on a Crystal subreport that is inserted into the report header of your main report to show you what criteria was used to obtain the search results shown on the report.
:* '''halreport.txt''' - this contains report information for standard reports. It includes ALL of the information for the documents on the hit list.
:* '''halcard.txt''' - this contains report information for card-style reports. It includes ALL of the information for the documents on the hit list.
:* '''hitlist.txt''' - this contains report information reflecting only the data shown on the hit list. This file is useful when you want your report to exclude all of the multi-entry information and reflect exactly the search hit list screen.
# Design your report. When you are finished, select '''File-Save As''' and enter the same path and filename as you entered in step 5 above. (Note: Be sure the File-Save Data with Report option in Crystal in not checked).
# Select '''File-Exit''' to return to halFILE.
# Click the '''Done''' button to save the report setup information.

====Printing a report====

# Perform a search.
# From the hit list click the report button.
# Click on the report that you wish to print from the reports listed.
# The print window is displayed where you can print the report directly to the default printer, preview the report, or select the printer.
# When PRINT PREVIEW is selected the report is generated and displayed in a window. Click the printer icon at the bottom of the screen to route the report to the selected printer.
# Press the close button to close the report window.

====Printing Large Reports====

The Report Only check box is used when printing large reports. When this option is checked, the system performs the search but does not load the Hit List window. Rather, the results of the search are passed directly to the reporting mechanism.

====Avoiding slow searches====

Each field in the document database is indexed. However, a field that is indexed is indexed from the left only. Therefore, keep in mind the following:

# Avoid 'free form' and 'end of field' searches unless associated with other criteria that use a different search method. Free-form and End of Field searches are unable to use the index and must read the entire database to find matches.
# If name fields are posted so a 'free form' search is often required, consider using 'Proximity Search' (see section later in this chapter).
# Enter as much search criteria as possible.
# If possible, avoid searches that find hundreds of hits. When the hit list is loaded, the data for a search must be written to a disk file. The more records that must be loaded, the longer it takes for the entire grid to be loaded.
----

Note: Even though an hour glass mouse pointer is displayed when the hit list grid is being loaded, you can actually perform some actions against the grid including viewing a document. The hourglass will change back to a pointer when the entire grid is loaded.

----

===Criteria Field Types===
[http://help.halfile.com/index.php?title=Chapter_7_-_Search_for_Documents_4.0#column-one Contents]

As you fill in the criteria fields, check the search type button box in the upper right hand corner of the criteria window to ensure that the desired search type is being performed. Search types include:

'''Exact Match''' - the field data in the database must exactly match the criteria. 
'''Beginning of Field''' - the field data in the database must begin with the criteria entered. 
'''End of Field''' - the field data in the database must end with the criteria entered. 
'''Free Form Search''' - the field data in the database must contain the criteria entered.

----

A Free Form Search may be slow because the search engine must examine every database record to determine if a match has occurred. Therefore, this type of search should be avoided if possible. If, however, other non-free form criteria is entered, the search will be fast.''

----

'''Greater Than''' - the field data in the database must be greater than the criteria entered. 
'''Less Than''' - the field data in the database must be less than the criteria entered 
'''Range''' - the field data in the database must be within the range of the two criteria values entered. 
'''Null''' – selects records where no data is entered in the selected field. 
'''Not Null''' – selects records where any data is entered in the selected field. 
'''Soundex''' – a "sounds like" search is performed on the criteria field. 
'''Proximity''' – this can be set up for selected fields so the words entered can be found, in any order. For example, a search for “John Smith” would find “Smith John” and “The John Alan Smith Trust”. 

'''Search criteria results examples'''

The following chart shows some examples of how the search engine works. The Criteria Entered column represents the criteria you might enter into a criteria field. The Database Field columns contain data that could be in your database. The exact, beginning, end, free form, greater and less columns show whether or not the record would be found given the criteria that was entered.

{|
|'''Criteria Entered'''||'''Database Field'''||'''Exact'''||'''Beginning'''||'''End'''||'''Free Form'''||'''Greater'''||'''Less'''||'''Range'''
|-
|Smith, J||Smith, John||no||yes||no||yes||yes||no||n/a
|-
|Smith, John||Smith, John||yes||yes||yes||yes||no||no||n/a
|-
|John||Smith, John||no||no||yes||yes||yes||no||n/a
|-
|400||450||no||no||no||no||yes||no||n/a
|-
|100 <thru> 200||201||n/a||n/a||n/a||n/a||n/a||n/a||no
|-
|100 <thru> 200||100||n/a||n/a||n/a||n/a||n/a||n/a||yes
|-
|}

===The Hit List Window===
[http://help.halfile.com/index.php?title=Chapter_7_-_Search_for_Documents_4.0#column-one Contents]

Once a search is performed, a hit list window similar to the sample below is displayed showing the results of the search. This grid includes a row for each record found in the search and a column for each field in the database. If a field is a multi-entry field, only the first entry in the database is displayed.

[[Image:Search_HitList4.jpg]]

====Sorting the Hit List====
To sort the Search Hit List by any field, simply click the column header. This sorts the column alphabetically. Click the column header again to sort in reverse alphabetical order. Note that the default sort can be set on the '''Order By''' tab of the '''Tools-Option''' menu.

====Selecting the Display Result Option====
The Hit List tab on '''Tools_Options''' menu of the Search Criteria screen provides three Display Result Options as follows.
# One row per document – displays a single row for each matching document, showing the first row of multi-entry data. This is the traditional display option from prior halFILE versions.
# Rows that match search criteria – also displays a single row for each matching document. However, the multi-entry data shown is derived from the row that matched the search criteria.
# All rows (includes multi-entry) – this option will show all rows of data for each document.

====Formatting the hit list grid====

# Position the mouse pointer on the grid divider lines in the header row and drag the mouse left or right to increase or decrease the width of a column.
# To re-order columns on the grid, click in the header of the column to move and hold the mouse button down. Then drag it over to where you want the column to be and release the mouse button.
# The Layout-Auto Size menu can be used to automatically size the columns based on the width of the data in the hit list.
# Once you have the grid column widths set to your liking, select '''Layout-Save Grid Format''' to permanently save column widths.

====Marking entries in the hit list grid====

'''>>''' The marking feature lets you mark entries in the hit list and then re-load the hit list saving only marked entries or unmarked entries. To use this feature:

# Click the row to mark and then click the '''Mark button'''. This places a check mark icon to the left of the row.
# Click the '''Show Marked List''' button found at the bottom of the screen to show items that have been marked.
# You can remove entries from the second list by selecting a row and pressing the '''Remove button. '''
# When you have marked all the desired records, press '''List Options''' button that appears when a record is placed into the second list. This shows a menu to save records marked items, remove marked items, or remove records in the bottom list from the top list. The hit list is then re-loaded.

====Saving and Restoring the Hit List====

The search list can be saved to a file and restored during a later session by:
# From the search hit list window, select '''File-Save Hit List'''.
# Enter the file name to save the list to, using an '.HIT' extension.

Later, a saved search hit list can be restored by:
# Within Search, select '''File-Restore Hit List'''.
# Select the file name that was saved earlier.

Once this is done, you can use the search hit list as if you had just performed the search.

====The Right Click Menu on the Search Hit List====

All of the menu selections under the Hit List menu are replicated on a right click menu that is activated by pressing the right mouse button with the arrow on a column and row of the search hit list. This is handy for performing quickly performing the hit list management features.

See the Search Menu Summary at the end of the chapter to review the menu selections that are on the Right Click and Hit List menus.

===The Document Information Window===
[http://help.halfile.com/index.php?title=Chapter_7_-_Search_for_Documents_4.0#column-one Contents]

Once the Document Information Window is loaded the screen will be similar to the sample below. Fields that cannot be altered such as document number, storage location and folder appear in a lighter shade. These fields are used to locate the image relating to the document. Date fields are formatted using the long date format set up in the Windows Control Panel (Regional and Language Options). Multi-entry fields are placed in larger text boxes with scroll bars on the right if all the entries will not fit in the box. Like Index, a question mark icon will appear if a field is validated in a table.

===Changing database information===

# Perform a search and select a record from the hit list to load the Document Information Window.
# Click in the desired field and make changes. Date fields can be keyed in the standard mm/dd/yy or mm/dd/yyyy format.
# To save the changes, press CTRL-S.

----

Note: If security is enabled, users that do not have Index privileges will not be able to change the database information.''

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[[Image:Search_DocInfo4.jpg]]

===Imaging View Window===
[http://help.halfile.com/index.php?title=Chapter_7_-_Search_for_Documents_4.0#column-one Contents]

If the document is an image, the Image View Window shown below is used to view the image. This View Window will automatically display when the Document Information Window is displayed.

[[Image:Search_ImageWindow4.jpg]]

====Zooming in on the image====

# Position the mouse arrow over the area of the image you wish to zoom in on.
# Press and hold the left mouse button.
# Drag the mouse to form a box around the area to zoom in on.
# Release the mouse button.
# To return the image to full page, double click on the image.

====Rotating the image====

Click one of the page rotation icons in the tool bar on the Image Viewer.

====Printing an Image====

# Click the printer icon in the tool bar above the image or select File-Print Current Image from the menu. Or select the Printer icon on the Viewer Window.
# The Print Window is displayed showing a page range for all the images for the document. Select the desired page range and press the OK button

====Using image panning====

# Display the image.
# Zoom in on a portion of the image.
# Hold on the left mouse button.
# Drag the mouse pointer around to pan around the image.

====Zoom Hot Keys====

{|
|Alt-Z||zoom toggle
|-
|Alt-1||zoom to upper left quadrant
|-
|Alt-2||zoom to upper right quadrant
|-
|Alt-3||zoom to lower left quadrant
|-
|Alt-4||zoom to lower right quadrant
|-
|Alt-~||Fit width (toggles upper half/lower half of document)
|-
|Ctrl-F||Goes to first page of the document
|-
|Ctrl_L||Goes to last page of the document
|-
|}

===Managing Search Windows===
[http://help.halfile.com/index.php?title=Chapter_7_-_Search_for_Documents_4.0#column-one Contents]

As described above, there are several windows that comprise the Search Module. By managing these windows, you are able to view the data and related images in many different ways. halFILE defaults to certain window sizes and formats and loads and hides the different windows automatically whenever they are needed. You can adjust the size and position of these windows and halFILE will remember the layout. halFILE also provides a Window menu to help you navigate between the various search windows.

====Viewing the SQL Statement for a Search====

The '''Window-SQL''' menu selection shows how the search criteria was interpreted into an SQL (Structured Query Language) statement.

====Returning to the Search Hit List Window====

From any search window (except the image viewer window), you can press the '''F8''' button to display the search hit list.

====Preparing for a New Search====

The '''Clear-New Search''' menu will clear the current search criteria and activate the Search Criteria Window. The hot key combination for this menu is Alt-C-N. There is also a convenient '''New Search''' button at the bottom of the hit list window.

====Append Searches====

When you click the Begin Search button to perform a search and the system detects that there are already documents in your Search Hit List, a pop up menu will give you append search options that you can perform as follows:

'''Search primary and add to hit list''' - this option will search your document database and add any new records found that match the criteria to the existing records in your hit list.

'''Search hit list and retain matches''' - this is a sub-search of the records found in your hit list. Any records that found match the criteria are kept in the hit list while those records that do not match the criteria are discarded.

'''Search hit list and delete matches''' - this also performs a sub-search of the records in the search hit list. Any records found meeting the criteria are removed from the hit list.

'''Clear hit list and begin new search''' - this selection clears any existing records from the search hit list and begins a new search of your document database using the criteria.

====Combining Documents on the Search Hit List====

The Search module includes a feature where images for documents on the Search Hit List are combined into a new document. The data for one of the documents being combined may also be posted to the newly created document. The Image Move utility can also be loaded to reorder the documents, if needed. The following describes the steps used to combine images to a new document.

# The first step is to identify the document from which the data will be posted. Select the '''Hit List-Mark as Doc Data for Combine''' menu to place a "D>>" mark in the first column of the selected row. The data from the marked document will eventually be posted to the newly created document. If you do not wish data to be posted, then you can skip this step.
# The second step is to mark additional rows from which the combined images will come. Note that the combine feature only processes image documents. Text and Associated documents (such as Word, Excel) will be skipped.
# Once all rows have been marked, select the Hit List-Marked Items-Combine menu. The system will verify the marked items and then:
## Combine all the images into a new document in the currently selected basket.
## If a Data Document was selected in step 1, then the data will be posted to the new document record.
## At the end of the process, a panel will show the results including number of documents that were processed, skipped and missing. It will ask if the Image Move Utility should be loaded to reorder the documents.
## If the Image Move Utility is loaded, then a screen will display where the user can reorder the documents, then click Save to make the reorder permanent.

===Setting Up Custom Search Features===
[http://help.halfile.com/index.php?title=Chapter_7_-_Search_for_Documents_4.0#column-one Contents]

Use the '''Tools-Options''' menu in Index to define custom features that affect the Search Module. Unless otherwise explicitly stated, saving options here will affect all halFILE stations and users. The Tools-Options menu brings up a form that includes tabs for the following items:

====Hit List====

The Hit List tab is used to set up special halFILE features pertaining to the Hit List window including:

'''Hit List Descriptions''' – For coded validation fields, this option can be checked to show the table description instead of code on the hit list. Note that when this option is enabled, then the description is displayed for every coded field except TitleSubdivision and TitleTownship.

'''Display Results''' – this defines how the search results are listed on the Hit List Window. The options are:
* One row per document – this is the traditional halFILE hit list format where one row per matching document is shown and the data shown is from the first multi-entry row of the document.
* Rows that match search – this option will display multi-entry data from the row that matched the criteria. For example, if you performed a search for a name = "Smith" and on the document the Names were listed as "Jones, Bob" then "Smith, Mary" then "Smith, John," then the Search hit list will show a wide row with "Smith, Mary" and Smith, John" listed since they matched the search criteria.
* All rows (includes multi-entry) – this options displays all rows for documents match the search criteria. In the above example, "Jones, Bob" then "Smith, Mary" then "Smith, John" are listed.
* Remove duplicates from hit list – check this box so, if you are performing a search that well append results to an existing hit list, it will check and remove and documents already in the hit list.

'''Hit List Button Execute''' – this section configures a user-defined button at the bottom of the hit list. The "Pending Order template" button will display a template for configuring a new Pending Order when that system is configured. The "Word Merge template" button will display a template for setting up the Word Merge feature where the results of the search can be filtered through a Word Merge document.

'''References'''– this section defines the halFILE Reference feature in Search. The Reference feature, set up in the database section of the halFILE Administrator, is used to reference one halFILE document to another by linking data in two or more fields. On this screen, you define whether the View References box on the Search Criteria page should be checked by default when entering the search module. You can also set up the colors to use for any Reference documents added to the Hit List.

'''Hit List Colors''' – this section defines the Hit List color coding for selected documents. Here, you set up the colors to use for documents that match a certain criteria. For example, you can set this up so documents that have the code 'WD' in a Doc_Type field show up as white on blue. This makes important documents stand out. When setting up these color settings, you first select a Color Set. This are numbered sets beginning with one. halFILE does not allow gaps in the color sets used (i.e. if you set up color set 1 and color set 3, and color set 2 is blank, then color set 3 will be ignored.) After selecting the color set, you should select the Field to match, enter the data to match, and chose the foreground and background colors by clicking the '''select''' buttons.. When the colors are selected, you will see words "Sample Text" changed to reflect the selected color. Once the color set is defined, click the '''Save Color Set''' button to save the parameters.

As an example of two the Hit List Color preferences should be set up, let's set it up so the Hit List row is white on blue if the Doc_Type field is 'WD,' white on red if the Doc_Type field is 'NTG' and black on pale yellow for all other rows. Here is the process:

# Select Color Set 1.
# Select Doc_Type from the Field to Match drop down box.
# Enter WD into the Field Value box.
# Click the '''select''' button to the right of the foreground color and select white from the color spectrum provided.
# Click the '''select''' button to the right of the background color and select blue from the color spectrum provided.
# Click the Save Color Set button to save Color Set 1.
# Select Color Set 2.
# Select Doc_Type from the Field to Match drop down box.
# Enter MTG into the Field Value box.
# Click the '''select''' button to the right of the foreground color and select white from the color spectrum provided.
# Click the '''select''' button to the right of the background color and select red from the color spectrum provided.
# Click the Save Color Set button to save Color Set 2.
# Select Color Set 3.
# Select PRDOC from the Field to Match drop down box.
# Enter the two-character database id (it appears at the top of the halFILE Manager in the database drop down box) into the Field Value box. This is a good method for color coding all documents except those in previous color sets since the PRDOC field in the database is always filled with the database id.
# Click the '''select''' button to the right of the foreground color and select black from the color spectrum provided.
# Click the '''select''' button to the right of the background color and select yellow from the color spectrum provided. You can use the slider bar to the right of the spectrum to make it paler or brighter as needed.
# Click the Save Color Set button to save Color Set 3.

====Cross Name Search====

This tab defines the cross name feature where two database fields a searched for the criteria given. To set this feature up you select the two fields that should be searched and define the prompt to be used when the Cross Name box is checked on the Search Criteria page. An example of how this feature is used would be a database having two name fields called First_Party and Second_Party. You would select the First_Party field from the drop down list for the First Cross Name field. Then select Second_Party from the drown list for the Second Cross Name field. Then enter "First or Second Party" in the field caption box and save the settings.

Then, when you go to the Search Criteria screen and check the Cross Name search box, the First_Party caption changes to "First or Second Party" and the Second_Party text box is disabled. Enter the name to search for and when the Begin Search button is clicked, the First_Party is searched and matching results are listed under "Search 1." Then the Second_Party is search for the same name and matching results are listed under "Search 2."

====Order By====

This tab defines to sort order options for searches in this database. You select a field from the drop down list at the top of the screen, then click the Insert Field button next to the Order By set you are defining. This adds the field to the Order By Clause.

For example, you wish to define 2 sort options. The first (and default) sort will be on a field called Date_Filed and will be in reverse order. The second sort will be on Doc_Type. Here is the process of setting this up:

# Select Date_Filed from the field drop down at the top of the screen.
# Clear out anything in the 1st Order by Clause box and then click the '''Insert Field''' button to add Date_Filed to the box. Immediately after Date_Filed add a space then "desc" to indicate descending or reverse order.
# Select PRSERV from the drop down at the top.
# Click the '''Insert Field''' button which changes the text in the 1st Order by Clause box from "primetable.date_filed" to "primetable.date_filed, primetable.prserv"
# Enter "Date Filed" into the 1st Order by Caption box.
# Select DateDoc_Type from the field drop down at the top of the screen.
# Clear out anything in the 2nd Order by Clause box and then click the '''Insert Field''' button to add Date_Filed to the box.
# Select PRSERV from the drop down at the top.
# Click the '''Insert Field''' button which changes the text in the 2nd Order by Clause box from "primetable.doc_type" to "primetable.doc_type, primetable.prserv"
# Enter "Document Type" Order by Caption box.
# Save the settings.

====Publish====

This tab is used to set up the Hit List publishing feature (menu selection: '''Hit List-Marked Items-Publish'''). This feature can export or publish hit list information to a comma-delimited or html formatted file and includes the associated image files in multi-page tiff or PDF format. You can designate the data file header, detail, footer as well as the path and file name. If you are publishing to html, be sure to check the "publish as html" option. If you check the "publish images as PDF" option, a 3rd party utility, TIFF2PDF.EXE, is required (see below). Template buttons are available to help you set up the header, detail and footer sections (for comma-delimited format, you probably would not have a footer).

The publish feature works as follows:
# Perform a search for documents you wish to publish.
# On the hit list screen, mark those documents to publish. You can right-click and select mark all to mark all of the documents on the hit list.
# Select the Hit List-Marked Items-Publish menu.
# Document fields are exported as designated by the header, detail and footer parameters. The images for a document are saved as a multi-page tiff images or PDF documents in the publish folder, having a name of the halFILE document number and an extension of TIF.

Publish is a convenient way to deliver data and images to third parties. The html feature can also be used to publish halFILE information to the web.

'''PDF Format (TIFF2PDF.EXE)'''

To publish images as PDF documents, the TIFF2PDF.EXE utility must exist in the halFILE program folder. Alternatively, the Irfanview Viewer utility can be installed with the PDF extensions. See the '''Configuring an alternative TIFF to PDF Converter''' link in the Supporting Documents section of HALFILE.COM for more information.

====Image modifications====

This tab lets you configure a trigger program to run if the image is modified.

====Execute Triggers====

This tab defines external programs that are triggered by actions that occur in search.

The Lost Focus Execute trigger defines an external program that is run when information in a field on the Document Information window is changed. This feature lets you restrict the triggered program to run only when the designated field is modified.

The Search Execute trigger is run when a document is saved in search. A common example of when this option is used is the Pending Order System feature where, after a document is saved, the pending order program is run to check to see if any of the data being posted may affect an open order. A template button is available on this form to provide a sample of a pending order check. Another template is provided for running the HFFlow32.exe which synchronizes data in two halFILE databases that are involved with database lookups to each other. When this option is saved, the setting is written to the database section [aaaHFWdd] of halfile.ini and therefore affects saving document information on all station.

====Document Information e-mail====

This tab is used to define information that is sent when the Marked Items-Send note menu is selected. You can designate the default e-mail addresses as well as e-mail subject and body information.

====Scan-on-demand e-mail====

This tab is used to define information that is sent when the Marked-Items-Send missing image note menu is selected. You can designate the default e-mail addresses as well as e-mail subject and body information.

====Notifications====

The Notifications tab configures halFILE's notification feature where e-mail notifications are sent to designated parities if certain information is posted or changed. When this option is saved, the setting is written to the database section \[aaaHFWdd\] of hfglobal.ini and therefore affects all halFILE stations only for this database. Note that there are also options that need to be set in HFNotify32.ini to complete setting up this feature.

====Word Merge====

The Word Merge tab is used to configure halFILE's Word Merge feature used to merge hit list information with a Word document. The following set up information is required:

'''Global settings for all stations'''

This frame configures Word Merge options that affect all stations. These settings are written to the wordmrg.ini file.

'''Unique database field''' - select a field which can be used as a unique key to the Word Merge database. The contents of this field can occur only one time in the hit list. Typically this is a file number of some type. 
'''Date format''' - select the date format to use when writing dates to the Word Merge database file. 
'''Post table description''' - For coded fields, check this box if you wish to write the description from the code table instead of the code. 
'''Combine multi-entry information as one record''' - check this box to write one record per document to the Word Merge database, combining multiple entries.

'''Settings for this station only'''

This frame configures Word Merge options that affect this station only. These settings are written to the wordmrgl.ini file in the Windows folder.

'''Program to run for Word Merge''' - select the Word executable file, normally Winword.exe. 
'''Word merge database path''' - select the path where the Word Merge database is saved.

====Starter====

See the Starter System section location below.

====Fallout Report====

See the Starter System section location below.

===SmartName Search===
[http://help.halfile.com/index.php?title=Chapter_7_-_Search_for_Documents_4.0#column-one Contents]

The SmartName search feature has been discontinued in version 4.0. Instead, the more powerful '''Auto Complete''' feature can be used where you press '''F4''' in a name field on the Search Criteria or Index form, and then type the name. The system then shows matching names that exist in the database. So, if you press F4 then type “Patterson Jo” you will be shown “Patterson Joe”, “Patterson Joey”, “Patterson Joseph” etc. You can select the names from the list to search for.

===Soundex Searches===
[http://help.halfile.com/index.php?title=Chapter_7_-_Search_for_Documents_4.0#column-one Contents]

Soundex is a search method that uses an algorithm to find data that 'sounds like' the search criteria you entered. This is typically used for name searches. While the soundex algorithm will often find names that are quite different from the name you are searching for, it is useful in many situations.

'''How Soundex Works'''

The Soundex algorithm creates a four-character code from the name you are searching for and then finds names in the database that have the same soundex code. The first character of the code is always the first character of the name. The next three characters of the code are a numeric representation of the letters in the name which are valid soundex letters (special characters and vowels are ignored). For example, the soundex code for 'Smith' is 'S530'. When you perform a soundex search for Patterson, you will find 'Petersen' since the soundex code for 'Patterson' is the same as 'Petersen.'

When the soundex search type is selected, halFILE will convert each name entered for the search criteria to a soundex code and then perform the search.

'''Using Soundex in Search'''

You can perform a soundex search as follows:
# On the Search Criteria screen, go to the field in which you want to use the feature.
# Type in the name you wish to search for.
# Click the '''Soundex '''button in the search options box.
# Click Begin Search.

'''Limitations to Soundex'''

Soundex can only be used on database engines that support the SQL Soundex function. This function is NOT supported in Microsoft Access at this time so the Soundex button is disabled in search if your database is Access. The soundex function is valid in other databases such as Microsoft SQL Server and Sybase SQL.

===Cross Name Search===
[http://help.halfile.com/index.php?title=Chapter_7_-_Search_for_Documents_4.0#column-one Contents]

Cross name search is a feature where you can instruct the search engine to search two multi-entry text fields for a value, performing a single search for both fields. This is typically used against name fields. For example, if you have one field called First_Party and a second field called Second_Party, with this feature you can perform a search for 'Smith, John' and the system will search for any documents where the Grantor = Smith, John OR the Grantee = Smith, John.

'''Setting up Cross Name Search''' 
Use the Tools-Options menu to set up Cross Name Search.

'''Using the Cross Name Search Feature'''

Once the above steps have been performed, the following steps are performed to use this feature:
# Go to the Search Criteria screen.
# Check the Cross name Search box found above the Begin Search button. You will see the caption on the first name field changed to the cross name caption and the second name field will be disabled.
# Enter the name to search for in the enabled name field box (plus any other criteria you wish to include on the search) and click Begin Search.
# The system searches for the name in the name field and adds those matches to the hit list. Then the system searches for the name in the second name field and appends those matches to the end of the first hit list, resulting in a composite list of matches.
# If you then wish all the names to be sorted by some column, you can right click on the column and select the appropriate sort option.

===Starter Searches===
[http://help.halfile.com/index.php?title=Chapter_7_-_Search_for_Documents_4.0#column-one Contents]

The Starter System was designed for the Title Industry but may have valuable application in other types of organizations as well. With this system, you define "criteria sets" consisting of fields which are commonly searched. Then, you can fill in all of the criteria for these sets and the system can perform a search using the criteria for each set to derive a composite search.

Starter searches, therefore, are useful when more than one search must be performed to perform the full search. Instead of performing an initial search and then one or more append searches, with the Starter system you can fill in all the criteria and perform back to back searches for each criteria set.

====Setting Up the Starter System for a Database====

The Starter tab of the Tools-Options menu in Search used to configure halFILE's Starter system. These options are saved to hfstarter.ini. Note that for e.halFILE, these options are placed in halweb.ini. The following describes the settings.

'''Enable this feature''' - check this box to enable the Starter system. 
'''Database name contains the latest posted date in the last 10 characters''' - this option tells the system that the posted or plant date through which the database has been verified can be found in the last 10 characters of the database name (File-Databases-ODBC Info button of the Administrator). For example, "Jackson County thru 10/15/2004" would be an example where this option is valid. 
'''Starter Number Field''' - the Starter Number is the number under which the Starter criteria information is stored in the halFILE database. Select a field in which to store this information. Typically a file number field is used. The Starter Number is entered by the user setting up the Starter. 
'''Starter Description Field''' - select the field where the description of the search is stored. The description is entered by the user setting up the Starter. This could be a remarks or comments field. 
'''Open Date Field''' - select a date field where the date the starter was created is stored. 
'''Close Date Field''' - once the starter search is no longer active, it can be closed. Select the date field where the date the starter was closed is stored. 
'''Starter Status Field''' - the Starter system posts an "open" status to the starter record when the starter is created and a "closed" status when it is closed. Select the field to be used to hold the status of the Starter. This is normally a document or instrument type field. 
'''Fallout Date Field''' - this identifies the date to be used for the date down searches. Each time a search is performed for a starter, the date of the search is recorded in this field and becomes the beginning date for subsequent searches using this starter. 
'''Security Group Field''' - – use this field if multiple users create starters and a user can only see the starters he/she creates. This feature posts the user’s security group (Configure-User Groups in the halFILE Administrator) to the field designated here. You should then configure the User Group security to prohibit the viewing of Starter documents containing some other group value. 
'''Open Status Value''' - the value to post to the Starter Status field when a starter is created. For example, "STRO" could be the code used for Open Starter. 
'''Closed Status Value''' - the value to post to the Starter Status field when a starter is closed. For example, "STRC" could be the code used for Closed Starter. 
'''New Document Prefix Letter''' - Enter a one character prefix letter to be used when create the starter document record in the halFILE database. Try to configure a unique letter not used by as a Station Id on capture stations. 
'''Starter Basket''' - enter the basket name to be used for newly created starter documents. We recommend a basket named "Starter."

====Criteria Sets====

You can configure a number of "criteria sets" which define a single halFILE search. Typically, in a Title Plant situation, the following criteria sets would be configured:

* Grantor
* Grantee
* Cross Name
* Subdivision
* Township-Range

To set up a criteria set, select the set number from the Criteria Set drop down box, configure all the options, then click '''Save Set'''.

'''Set Description''' - describes the search for this criteria set. Normally, it would be similar to the field selected in the Field to search box. 
'''Field to search''' - select the field to search when the starter search for this criteria set is performed. 
'''Order hit list by''' - enter the order by clause to use when the starter search for this criteria set is performed. The default button selects an order by using the field selected in the Starter Number field box. This must use valid SQL statement form and the field names used must be valid to prevent an error from occurring when a search is performed. 
'''Default search type''' - select the default type of search to perform for this criteria set. The following are our recommendations for the common starter criteria sets. 
* Grantor - BEGIN
* Grantee - BEGIN
* Cross Name - BEGIN
* Subdivision – TITLESUBDIVISION (automatically performs Add All Levels search)
* Township-Range - TITLETOWNSHIP (automatically performs Add All Levels search)

====Performing a Starter Search====

Let's go through an example to help you understand this feature. For a database examination, I need to perform 4 separate searches for the following fields defined as criteria sets:
* Criteria Set 1: Grantor
* Criteria Set 2: Grantee
* Criteria Set 3: Subdivision_Block_Lot
* Criteria Set 4: Township_Range_Section

So, I fill in the search criteria on the standard Search Criteria page as shown on the screen example below.

[[Image:Starter_Search_Search_Criteria.jpg]]

You then click the '''Starter-Create''' menu and the system asks you to enter an Order Number for the search.

Then, the system checks to see if that order exists and displays how the criteria sets are to be saved for the Order. It also asks for an Order Description and provides boxes for the Open Date (filled with today's date) and Closed Date (left blank on new orders).

[[Image:Starter_Search_Overview.jpg]]

The '''Save? '''column on the left indicates which fields you want to save to the Order. Normally, you would leave all items set to yes as is the default but they come in handy when you want to update the criteria for an order. To toggle the yes/no double click the cell. Also, at the bottom of the grid you will find the date range to search. The beginning date on a new order is preset at 1/1/1900. The ending date is either today's date or if configured, the system can pull the ending date from the database name. For example, if you maintain the database verification date in the database name, as the last characters of the name, the system can strip it off the name. Either way, if the "save ending date for date down search" check box is checked, then the ending date is saved to the order so it will be available for "date down" searches at a later time. Finally, there is a "view references" check box at the bottom. If this is checked, the reference documents will be included in the search.

The '''Save Starter Information''' button saves the Starter information under the order number you provided. The information is stored in the halFILE database and is given a document type of "Starter" as defined in the parameters. The criteria set information is also stored in the related database fields in the database.

The '''Save Starter and Run Search''' button saves the starter information, and then performs a "starter search". A search is performed for each criteria set and a composite hit list is displayed as shown below. If you want to perform the search but do not care to save the starter information to the database, click the '''Run Search (nothing saved) '''button.

[[Image:Starter_Search_Hit_List.jpg]]

There is a header line for each criteria set so you can easily see the results of each search.

====Date Down Searches====

Once a starter has been saved, a "date down" search can be performed to search the database for records added since the initial search was performed. To perform a date down search:
# Select the '''Starter-Edit''' menu on the search criteria page and enter the order number to use for the date down search.
# The criteria set page is displayed showing the criteria from the initial search. This time, however, the left-hand Save? column for all criteria sets is blank. Double click the cell in this column to indicate which fields to search by setting the cell to YES.
# Check your date range which will show a beginning date equal to the ending date of the last search you performed for this starter.
# Click the '''Save Starter Information and Run Search''' button or the '''Run Search (nothing saved)''' button to perform the date down search.

====Closing a Starter====

To close a starter record, edit the starter as described above then click the '''Close Starter''' button. The document type for closed starters is posted to the record. Closed Starters do not appear on the Fallout Report.

====Re-opening a Starter====

To re-open a starter record, edit the starter as described above then click the '''Open Starter''' button. The document type for closed starters is posted to the record.

====Copy a Starter to a new Starter====

To copy the search criteria for a Starter to a new Starter, edit the starter as described above, then select the '''File-Copy Starter''' menu and enter a new order number. This changes the Starter Number on the form to the new starter number. Then click '''Save Starter Information''' or '''Save Starter Information and Run Search''' to save the new starter.

====Saving the Grid Format of the Starter Information Form====

You can resize the columns as needed on the Starter Information Form. Once the grid is sized to your liking, select the '''File-Save Grid Layout''' menu to keep the columns widths as the default settings.

====Fallout Report====

The Starter System includes a Fallout Report showing any new database records that have been posted since the last time the Fallout Report was run. So, the Fallout Report performs a "date down" search for every open starter in the system. The report finds all the open starters and then for each starter, a search is performed to determine if any new records meet the search criteria for the starter criteria sets, having a date greater than the last fallout date. Matching records found are then listed on the Fallout Report.

The Fallout Report tab of the Tools-Options menu configures the options used to print the report. The report must be built using Crystal Reports (a sample report, fallout.rpt, is provided). Also, your fallout report program, HFFallout.exe, must match the Crystal Reports version.

'''Fallout Report Description''' - describes the report. 
'''Fallout Report Path''' - the path where the Crystal Report is located. 
'''Fallout Report File''' - the file name of the Crystal Report. Do not enter any path information, just the report file name. 
'''Last Fallout Report Date''' - this shows the date the report was last run. This date will be used as the starting date for the next Fallout Report process.

The Fallout report can be run interactively or in auto mode. To run the report interactively, select the '''Starter-Fallout Report''' menu on the Search Criteria window. The date range is automatically filled in from the last time the report was run. The available fallout reports are listed in a drop down box. Select the report to run and click the '''Run Report''' button. Once report processing is complete, a message is displayed. Then click the '''Print Report''' to print the report results.

To run the report automatically, you can schedule a job using SQL Server Agent that runs the following command line:

<drive and path>\HFFallout.exe AAA;DD;User

where <drive and path> designate the location of hffallout.exe and AAA is the application id, DD is the database id and USER is the user id under which the report is generated. When the report job runs, the report files are saved in the user's folder. Then, the user can return to the Fallout Report menu, select the report and click the Print Report button.

To save the ending date as the new starting date for the Fallout Report, click the '''Save New Fallout Date''' menu.

Since the Fallout Report processes every Open Starter, it is important to close your starters when they are complete.

===Proximity Search===
[http://help.halfile.com/index.php?title=Chapter_7_-_Search_for_Documents_4.0#column-one Contents]

"Proximity Search" is a powerful new feature of the halFILE Search Module utilizing full text indexes. A full text search is performed, in which the words entered into the criteria must all be present but do not need to be in the same order as keyed. New full text indexes can be added to selected halFILE data fields like names, Grantors, Grantees, Addresses, etc. "Proximity" means each word in the search criteria for a field is in the same proximity in the database field. This feature requires SQL Server 2000 or later.

For example:
If you search a name field for ''John Doe'', you will find docs where the name field contains:
{|cellspacing="20"
|''Doe, John''
|''John Alan Doe''
|''Doe, Robert John''
|''The John Doe Trust''
|}

Similarly, if you search a name field for ''Jo* Doe'', you will find docs where the name field contains:
{|cellspacing="20"
|''Doe, John''
|''John Alan Doe''
|''Doe, Robert Joe''
|''The Joe Doe Trust''
|}

Primarily used on name fields, this feature can perform a search and find documents regardless of the order of the words.

'''Enabling Proximity Search'''

To enable Proximity Search for a database, go to the File-Databases menu of the halFILE Administrator. Select the database and click the Proximity Search button. Follow the instructions on the screen.

'''Using Proximity Search'''

In the Search module, if a field has the full-text index built a new Proximity Search button will be enabled in the search types box. Select that to perform a Proximity Search. Note that you can set Proximity Search as the default search type for a field in the Custom Search set up of the halFILE Administrator.

===Full-Text Search===
[http://help.halfile.com/index.php?title=Chapter_7_-_Search_for_Documents_4.0#column-one Contents]

A new Add-On Product called Automated Indexing is available which can be used to build a full-text index on the entire document. The module converts TIFF images to words using OCR then loads the words into the full-text index. Other document types such as Word, Excel, and PDF can also be full-text indexed.

In halFILE, a new field is added to the end of the database called Fulltext. To search the full-text index, you type your search criteria into this box and select Proximity as the Search Type. The search is then performed against all the words in the document. Matches occur if the criteria words are in relatively close proximity in the document.

For example, you searched for ''Cement Trucks'' and the document include the sentence reading ''Acme Cement Company sent seven trucks to the development project.'' Then that would be a match.

===Search Menu Summary===
[http://help.halfile.com/index.php?title=Chapter_7_-_Search_for_Documents_4.0#column-one Contents]

 '''Search Criteria window menus'''

'''File-Begin Search''' - initiates the search. This is also invoked by pressing ALT-B. 
'''File-Save Hit List''' – saves the records in the hit list to a file with a .HIT extension. The records can be reloaded using the File-Restore Hit List menu selection. 
'''File-Restore Hit List''' – lets you select a saved hit list to restore. 
'''File-Print Criteria''' - lets you print out the criteria for this search. 
'''File-Print Setup''' - lets you select the printer to use. 
'''File-Close''' - closes the index routine and returns to the main menu. 

'''Edit-Cut''' - cuts the currently highlighted text and places it into the Workspace Window (if it is currently active) or into the Windows Clipboard (hot key CTRL-X). 
'''Edit-Copy''' - copies the currently highlighted text and places it into the Workspace Window (if it is currently active) or into the Windows Clipboard (hot key CTRL-C). 
'''Edit-Paste''' - paste data from the Windows Clipboard into the current cursor position (hot key CTRL-V). 
'''Undo''' – this undoes the last keystrokes that were pressed by the user (hot key CTRL-Z). 

'''Clear-Criteria''' – clears out all the criteria entries. 
'''Clear-Hit List''' – Removes all entries from the hit list. 
'''Clear-New Search''' – Brings up a new search window. 

'''Starter-Create''' - if the Starter system is configured, this creates a "starter" record in the database which includes the criteria you have entered on the Search Criteria window. You can also run a search from the Starter screen that is displayed. 
'''Starter-Edit''' - if the Starter system is configured, this menu is used to edit an existing Starter record and run a search. 
'''Starter-Fallout Report''' - if the Starter system is configured, this menu is used to print a "Fallout" report consisting of documents which match open starters for a given date range. 

'''Tools-Options''' - this menu is used to configure custom search options. 

'''Window-SQL''' – displays the SQL Statement used to perform the search. 
'''Window-Hit List View''' – displays the Hit List window. This is also invoked by pressing the F8 key. 

'''Help''' - display on-line help information (hot key F1). 

'''Search Hit List window menus'''

'''File-Save Hit List''' – saves the records in the hit list to a file with a .HIT extension. The records can be reloaded using the File-Restore Hit List menu selection. 
'''File-Restore Hit List''' – lets you select a saved hit list to restore. 
'''File-Print Criteria''' - lets you print out the criteria for this search. 
'''File-Print Setup''' - lets you select the printer to use. 
'''File-Delete Document''' – deletes the currently select document and its images from the halFILE database. You must have rights to perform this action. 
'''File-Close''' - closes the index routine and returns to the main menu. 

'''View-Prior Doc''' - allows you to view the prior document in the hit list. May also be invoked by pressing F11. 
'''View-Next Doc''' - allows you to view the next document in the hit list. May also be invoked by pressing F12. 
'''View-Fallout/Pending Orders''' - if the Pending Order system is configured, this is used to view fallout documents and pending orders. 
'''View-Reference Documents''' – if a Search Reference was set up, this menu selection is displayed to retrieve reference documents for all the documents in the hit list. 

'''Clear-Criteria''' – clears out all the criteria entries. 
'''Clear-Hit List''' – Removes all entries from the hit list. 
'''Clear-New Search''' – Brings up a new search window. 

'''Window-Criteria''' - displays the Search Criteria window. 
'''Window-Document Information''' – displays the Document Information window. 

'''Hit List-Mark Document''' – marks the currently selected document. 
'''Hit List-Remove Document''' – removes the currently selected document from the hit list. 
'''Hit List-Mark All''' – marks all the documents in the hit list. 
'''Hit List-View Document''' – views the currently selected document. 
'''Hit List-Copy to Document Clipboard''' – copies the selected document to the halFILE Document Clipboard. Then go to the Index module and select the Edit-Paste from Document Clipboard to use the selected document as the source data for the duplication hot keys. 
'''Hit List-Mark as Doc Data for Combine''' – this menu selection works with the '''Hit List-Marked items-Combine''' feature below. This marks the selected hit list row with "D>>" to identify it as the row to be used to post index information for the new document created by the Combine feature. 
'''Hit List-Marked Items-Keep''' - this option removes all documents from the hit list except the marked items. 
'''Hit List-Marked Items-Remove''' - this option removes all the marked items from the hit list. 
'''Hit List-Marked items-Combine''' – this feature will combine document image for all the marked items, create a new document with the index information from the row marked as the Doc Data for Combine (see above menu selection). It then loads the Image Move Utility so, if desired, the images for the newly created document can be reordered. 
'''Hit List-Marked Items-Print''' - this option prints the images for all marked items. It does not print Associated or Text documents. 
'''Hit List-Marked Items-Email-One attachment''' - this option combines all the images for marked items and attaches it to an e-mail. You e-mail client is then loaded so you can send the attachment. 
'''Hit List-Marked Items-Email-Multiple attachments''' - this option creates an e-mail attachment for each document and loads your e-mail client. 
'''Hit List-Marked Items-Email-Select pages''' - this option displays a screen showing all the pages for the marked items. You can then select the pages to attach to the e-mail. 
'''Hit List-Marked Items-Email as PDF-One PDF attachment''' - this option combines all the images for marked items and attaches it as a PDF document to an e-mail. You e-mail client is then loaded so you can send the attachment. 
'''Hit List-Marked Items-Email as PDF-Multiple PDF attachments''' - this option creates a PDF e-mail attachment for each document and loads your e-mail client. 
'''Hit List-Marked Items-Email as PDF-Select pages as PDF''' - this option displays a screen showing all the pages for the marked items. You can then select the pages to attach to the e-mail as a PDF document. 
'''Hit List-Marked Items-View references''' - this option performs the reference lookup for all marked items. 
'''Hit List-Marked items-Send note''' - this option sends an e-mail note that may contain database information from the marked documents. The information included in the e-mail is pre-configured using the '''Tools-Options''' (Document information e-mail tab).
 
'''Hit List-Marked Items-Send missing image note''' - this option sends an e-mail note that may contain database information from the marked missing image documents. The information included in the e-mail is pre-configured using the '''Tools-Options''' (Scan-on-demand e-mail tab). 
'''Hit List-Marked Items-Export hit list data/images''' – this exports the marked documents (data and images) to a location and in a format as designated by the Export tab of the Tools-Options menu (Export tab). 
'''Marked Items-Send to halTrack''' - this menu appears if you are a halTrack ASP customer. It will upload the marked documents and data to your halTrack web site. 
'''Hit List-Sort-Ascending''' – sorts the hit list in ascending order on the column that is currently selected. 
'''Hit List-Sort-Descending''' – sorts the hit list in descending order on the column that is currently selected. 
'''Hit List-Toggle Missing''' – toggles the mark of documents identified as missing images. 

'''Layout-Save Grid Format''' - saves the current hit list grid column widths. 
'''Layout-Restore Grid Format''' – resets the hit list grid column widths to the default. 
'''Layout-Auto Size''' – toggles the option to automatically set the column widths based on the data in the grid. 

'''Help''' - display on-line help information (hot key F1).

'''Document Information window menus'''

'''File-Save Document''' - saves the information entered for the document. This is also invoked by pressing CTRL-S. 
'''File-Print Image''' - prints the image currently being shown in the image view window. 
'''File-Print Criteria''' - lets you print out the criteria for this search. 
'''File-Print Setup''' - lets you select the printer to use. 
'''File-Delete Document''' – deletes the currently select document and its images from the halFILE database. You must have rights to perform this action. 
'''File-Close''' - closes the index routine and returns to the main menu. 

'''Edit-Attach Note''' – Allows attachment of a note which is indicated by an eraser icon in the top left corner of the index fields box. When the eraser icon is clicked the note screen pops up with the note. 
'''Edit-Copy to Document Clipboard''' – copies the document to the halFILE Document Clipboard. Then go to the Index module and select the Edit-Paste from Document Clipboard to use the selected document as the source data for the duplication hot keys. 
'''Edit-Cut''' - cuts the currently highlighted text and places it into the Workspace Window (if it is currently active) or into the Windows Clipboard (hot key CTRL-X). 
'''Edit-Copy''' - copies the currently highlighted text and places it into the Workspace Window (if it is currently active) or into the Windows Clipboard (hot key CTRL-C). 
'''Edit-Paste''' - paste data from the Windows Clipboard into the current cursor position (hot key CTRL-V). 
'''Edit-Undo''' – undoes the last keystrokes entered by the operator (hot key CTRL-Z). 
'''Edit-Append Pages-From File''' – allows a page to be scanned and added to the document. 
'''Edit-Append Pages-From Scanner''' – allows a page to be scanned and added to the document. 
'''Edit-Re-import-Document''' – brings the document pages back on-line and into the currently selected basket. 
'''Edit-Re-import-Document and Data''' – brings the document pages back on-line and into the currently selected basket and creates a database record duplicating the information from the original document. 

'''View-Prior Doc F11''' – views the document previously listed on the hit list. 
'''View-Next Doc F12''' – views the next document listed on the hit list. 

----

Note: All OCR options require Imaging Professional for Windows components

----

'''OCR-Page-Text''' - performs optical character recognition on the current page to translate the image into text file. 
'''OCR-Page-Word''' - performs optical character recognition on the current page to translate the image into a Microsoft Word document. 
'''OCR-Page-HTML''' - performs optical character recognition on the current page to translate the image into an html web document. 
'''OCR-Page-Word Perfect''' - performs optical character recognition on the current page to translate the image into a WordPerfect document. 
'''OCR-Document-Text''' - performs optical character recognition on the document to translate the images into text file. 
'''OCR-Document-Word''' - performs optical character recognition on the document to translate the images into a Microsoft Word document. 
'''OCR-Document-HTML''' - performs optical character recognition on the document to translate the images into an html web document. 
'''OCR-Document-Word Perfect''' - performs optical character recognition on the document to translate the images into a WordPerfect document. 
'''OCR-Selected-Clipboard''' - performs optical character recognition of the image area selected and places the results into the windows clipboard. 

'''Clear-Criteria''' – clears out all the criteria entries. 
'''Clear-Hit List''' – Removes all entries from the hit list. 
'''Clear-New Search''' – Brings up a new search window. 

'''Window-Hit List View''' – displays the Hit List window. This is also invoked by pressing the F8 key. 
'''Window-Criteria''' - displays the Search Criteria window. 

'''Help''' - display on-line help information (hot key F1).

Chapter 8 - Search for Documents 4.0

2017-05-03T18:55:03Z

Tomh: /* Auto Complete */

[http://help.halfile.com/index.php?title=HalFILE_4.0_Documentation Main Index]

==SEARCH FOR DOCUMENTS==

===Overview of Search===
[[Image:search248.jpg|left]]Once documents have been indexed, they can be searched for using search criteria based upon the popular Structured Query Language (SQL). The user, however, does not need to know SQL statements. Rather, halFILE provides a search criteria form that can be filled out by the user and formats the proper SQL instructions for the search automatically.

'''Searching for documents that have been indexed'''

# Select '''File-Search''' from the main menu or click on the search icon from the Manager tool bar.
# The following windows are established as follows:
## The Search Criteria Window is the area into which search criteria is entered.
## The Search Hit List Window is a grid containing a row for each record found by the search and a column for each field in the record.
## The View Window shows the images for the selected document.
## The Document Information Window shows the indexed information of the document being viewed. This window also allows updating of the database fields for the document being viewed.
# Enter the search criteria into the Criteria Window by clicking on a field and entering the data to search for. Check the appropriate search type button in the upper right corner of the window which provides options for exact match, beginning of field, end of field, free form search, greater than, less than and range. As many fields as necessary can be entered for a search.
# Press the '''Begin Search''' button.
# The search is then processed and a box appears showing the number of hits found. Answer '''Yes''' to load the hits into the Hit List grid; answer '''No''' to stop the search and re-enter criteria.
# The Search Hit List grid is loaded and displayed. Double click on a row to load the View Window with the first and second image pages for the document, respectively. The Document Information Window is also loaded with the data for the selected record. The View Window and the Document Information Window are placed, side by side, on the screen.

===The Search Criteria Window===
[http://help.halfile.com/index.php?title=Chapter_7_-_Search_for_Documents_4.0#column-one Contents]

When the search feature is loaded, a screen similar to the following is displayed:

[[Image:Search_Criteria4.jpg]]

The search criteria screen is activated for entering the criteria for the search. The other search windows appear as minimized icons in the lower left portion of the screen.

====Searching for more than one multi-entry field item====

Multi-entry fields are those fields for which more than one line of data can be entered. If you wish to search for a single entry in a multi-entry field, simply enter the data to search for in the field box. If you want to search for multiple entries for one multi-entry field:

# Click on the multi-entry box to position the cursor.
# Enter the first line to search for and press the enter key.
# Enter the second line to search for.

The search mechanism performs a search looking for records that contain either the first line that was entered or the second line and containing any other criteria entered. For instance, you could search for documents filed on 12/15/2000 for persons named 'Smith' or 'Jones' where the name was defined as a multi-entry field.

====Searching for a range of values====

The '''Range''' search type is provided to search for a range of values and is entered as follows:
# Click the mouse inside the criteria field for which a range search is desired. (i.e. date field)
# Click the range button in the search type box.
# Enter the first criteria field (the low value).
# Press the '''space bar''' on the keyboard. This will automatically put the word <thru> into the criteria field.
# Enter the second criteria field (the high value).

The search is processed and records with a value within the given range, inclusively (the low and high values included), will be included in the hit list.

====Auto Complete====
The Search Criteria screen supports the '''Auto Complete''' feature which lets you select names from valid names that are already listed in the database. This feature is invoked by pressing the F4 key when the cursor is in a box where the feature is supported. Auto Complete is typically used on name fields to help the operator post a name in the same format as it was posted to previous documents. Here is how this feature is used:

# Once you are in the box where you will enter the name, press '''F4'''.
# A pop up box is displayed and you can begin keying the name. As you enter the letters for the name, matches will be shown in a list. So if you key “Patterson,” you will see “Patterson Andrew,” Patterson Barry” etc. listed.
# At any point you can select a name from the list and click the Add button to add it to the list to be searched. You can then search for a different name, if desired, and add that to the list of names to be searched.
# Once you have selected all the names desired, click the Index button to return to the search criteria screen.

Auto Complete is also available in the Search module when updating information as well as the Index module when posting new information.

====Printing the search criteria====

Typically, when you design a report, the criteria information is placed into the report heading. If you perform a search and find no hits and need a report to prove the search was performed, you can go to the Hit List Window using the '''Window - Hit List View''' menu or the '''F8''' key and then print the report.

====Closing the search module====

Select '''File-Close''' from the menu.

====Performing an Append search====

After a search is performed and the results are in the hit list you can perform an "Append" search. This is a second search that appends the results to the results of the first search. To do this:

# Select '''Clear-Criteria''' from the menu to clear all the criteria from the criteria screen. This leaves the hit list intact and any subsequent searches are appended to the list.
# Select '''Clear-Hit List''' to clear all records from the hit list window. This leaves the criteria from the previous search loaded so you can make minor criteria adjustments and search again.
# Select '''Clear-New Search''' from the menu to clear both the hit list and the criteria for a new search.
# Select '''Window-Search Criteria''' to activate the criteria window so another search can be performed.

====Designing a report====

# Perform a search of the document database for which the report is to be generated.
# From the search hit list, click the '''report''' button found below the hit list grid. This loads the Reports window.
# Press the '''Insert Report''' Button. Then you will be asked "Does this report print out a card format?" If you will be printing to index cards, answer yes. For reports on standard paper answer no.
# "New Report 1" will be inserted into the list of reports. Click that entry to highlight it, then click the edit button.
# The Edit Report window is displayed. Enter the description of the report and the path and filename where you will store the report. For instance if you were creating a report of clients, you could call the report "client.rpt". To save the report to the halFILE directory on drive H:, you would enter "H:\HALFILE\CLIENT.RPT" into the path and filename box. The '''Select''' button is provided to help you find and select existing reports or set the path for a new report.
# Press the '''Design''' button. This will load Crystal Reports. If Crystal Reports fails to load, set its location by selecting '''File-Report''' from the halFILE Administrator menu.
# From the Crystal Reports menu, select '''File-New''' to create a new report. This will take you through the steps of designing your new report. Refer to the Crystal Report manual or its help file for more information.
# When you are asked to choose a database connection, select an ODBC File DSN and find and select "halreports.dsn" found in your Windows Temporary directory. Hint: to quickly get to your temporary folder in the file location dialog box, you can type in %temp% and hit enter.
# Once the halreports.dsn is selected, the following text files will appear in Crystal's list of files for that DSN:
:* '''criteria.txt''' - contains search criteria information. This can be used on a Crystal subreport that is inserted into the report header of your main report to show you what criteria was used to obtain the search results shown on the report.
:* '''halreport.txt''' - this contains report information for standard reports. It includes ALL of the information for the documents on the hit list.
:* '''halcard.txt''' - this contains report information for card-style reports. It includes ALL of the information for the documents on the hit list.
:* '''hitlist.txt''' - this contains report information reflecting only the data shown on the hit list. This file is useful when you want your report to exclude all of the multi-entry information and reflect exactly the search hit list screen.
# Design your report. When you are finished, select '''File-Save As''' and enter the same path and filename as you entered in step 5 above. (Note: Be sure the File-Save Data with Report option in Crystal in not checked).
# Select '''File-Exit''' to return to halFILE.
# Click the '''Done''' button to save the report setup information.

====Printing a report====

# Perform a search.
# From the hit list click the report button.
# Click on the report that you wish to print from the reports listed.
# The print window is displayed where you can print the report directly to the default printer, preview the report, or select the printer.
# When PRINT PREVIEW is selected the report is generated and displayed in a window. Click the printer icon at the bottom of the screen to route the report to the selected printer.
# Press the close button to close the report window.

====Printing Large Reports====

The Report Only check box is used when printing large reports. When this option is checked, the system performs the search but does not load the Hit List window. Rather, the results of the search are passed directly to the reporting mechanism.

====Avoiding slow searches====

Each field in the document database is indexed. However, a field that is indexed is indexed from the left only. Therefore, keep in mind the following:

# Avoid 'free form' and 'end of field' searches unless associated with other criteria that use a different search method. Free-form and End of Field searches are unable to use the index and must read the entire database to find matches.
# If name fields are posted so a 'free form' search is often required, consider using 'Proximity Search' (see section later in this chapter).
# Enter as much search criteria as possible.
# If possible, avoid searches that find hundreds of hits. When the hit list is loaded, the data for a search must be written to a disk file. The more records that must be loaded, the longer it takes for the entire grid to be loaded.
----

Note: Even though an hour glass mouse pointer is displayed when the hit list grid is being loaded, you can actually perform some actions against the grid including viewing a document. The hourglass will change back to a pointer when the entire grid is loaded.

----

===Criteria Field Types===
[http://help.halfile.com/index.php?title=Chapter_7_-_Search_for_Documents_4.0#column-one Contents]

As you fill in the criteria fields, check the search type button box in the upper right hand corner of the criteria window to ensure that the desired search type is being performed. Search types include:

'''Exact Match''' - the field data in the database must exactly match the criteria. 
'''Beginning of Field''' - the field data in the database must begin with the criteria entered. 
'''End of Field''' - the field data in the database must end with the criteria entered. 
'''Free Form Search''' - the field data in the database must contain the criteria entered.

----

A Free Form Search may be slow because the search engine must examine every database record to determine if a match has occurred. Therefore, this type of search should be avoided if possible. If, however, other non-free form criteria is entered, the search will be fast.''

----

'''Greater Than''' - the field data in the database must be greater than the criteria entered. 
'''Less Than''' - the field data in the database must be less than the criteria entered 
'''Range''' - the field data in the database must be within the range of the two criteria values entered. 
'''SmartName Search''' – when you exit from a criteria box designated as a Smart Name search, the system converted the names in the box to aliases using the Smart Name dictionary. See Smart Names for more information. 
'''Soundex''' – a "sounds like" search is performed on the criteria field. 

'''Search criteria results examples'''

The following chart shows some examples of how the search engine works. The Criteria Entered column represents the criteria you might enter into a criteria field. The Database Field columns contain data that could be in your database. The exact, beginning, end, free form, greater and less columns show whether or not the record would be found given the criteria that was entered.

{|
|'''Criteria Entered'''||'''Database Field'''||'''Exact'''||'''Beginning'''||'''End'''||'''Free Form'''||'''Greater'''||'''Less'''||'''Range'''
|-
|Smith, J||Smith, John||no||yes||no||yes||yes||no||n/a
|-
|Smith, John||Smith, John||yes||yes||yes||yes||no||no||n/a
|-
|John||Smith, John||no||no||yes||yes||yes||no||n/a
|-
|400||450||no||no||no||no||yes||no||n/a
|-
|100 <thru> 200||201||n/a||n/a||n/a||n/a||n/a||n/a||no
|-
|100 <thru> 200||100||n/a||n/a||n/a||n/a||n/a||n/a||yes
|-
|}

===The Hit List Window===
[http://help.halfile.com/index.php?title=Chapter_7_-_Search_for_Documents_4.0#column-one Contents]

Once a search is performed, a hit list window similar to the sample below is displayed showing the results of the search. This grid includes a row for each record found in the search and a column for each field in the database. If a field is a multi-entry field, only the first entry in the database is displayed.

[[Image:Search_HitList4.jpg]]

====Sorting the Hit List====
To sort the Search Hit List by any field, simply click the column header. This sorts the column alphabetically. Click the column header again to sort in reverse alphabetical order. Note that the default sort can be set on the '''Order By''' tab of the '''Tools-Option''' menu.

====Selecting the Display Result Option====
The Hit List tab on '''Tools_Options''' menu of the Search Criteria screen provides three Display Result Options as follows.
# One row per document – displays a single row for each matching document, showing the first row of multi-entry data. This is the traditional display option from prior halFILE versions.
# Rows that match search criteria – also displays a single row for each matching document. However, the multi-entry data shown is derived from the row that matched the search criteria.
# All rows (includes multi-entry) – this option will show all rows of data for each document.

====Formatting the hit list grid====

# Position the mouse pointer on the grid divider lines in the header row and drag the mouse left or right to increase or decrease the width of a column.
# To re-order columns on the grid, click in the header of the column to move and hold the mouse button down. Then drag it over to where you want the column to be and release the mouse button.
# The Layout-Auto Size menu can be used to automatically size the columns based on the width of the data in the hit list.
# Once you have the grid column widths set to your liking, select '''Layout-Save Grid Format''' to permanently save column widths.

====Marking entries in the hit list grid====

'''>>''' The marking feature lets you mark entries in the hit list and then re-load the hit list saving only marked entries or unmarked entries. To use this feature:

# Click the row to mark and then click the '''Mark button'''. This places a check mark icon to the left of the row.
# Click the '''Show Marked List''' button found at the bottom of the screen to show items that have been marked.
# You can remove entries from the second list by selecting a row and pressing the '''Remove button. '''
# When you have marked all the desired records, press '''List Options''' button that appears when a record is placed into the second list. This shows a menu to save records marked items, remove marked items, or remove records in the bottom list from the top list. The hit list is then re-loaded.

====Saving and Restoring the Hit List====

The search list can be saved to a file and restored during a later session by:
# From the search hit list window, select '''File-Save Hit List'''.
# Enter the file name to save the list to, using an '.HIT' extension.

Later, a saved search hit list can be restored by:
# Within Search, select '''File-Restore Hit List'''.
# Select the file name that was saved earlier.

Once this is done, you can use the search hit list as if you had just performed the search.

====The Right Click Menu on the Search Hit List====

All of the menu selections under the Hit List menu are replicated on a right click menu that is activated by pressing the right mouse button with the arrow on a column and row of the search hit list. This is handy for performing quickly performing the hit list management features.

See the Search Menu Summary at the end of the chapter to review the menu selections that are on the Right Click and Hit List menus.

===The Document Information Window===
[http://help.halfile.com/index.php?title=Chapter_7_-_Search_for_Documents_4.0#column-one Contents]

Once the Document Information Window is loaded the screen will be similar to the sample below. Fields that cannot be altered such as document number, storage location and folder appear in a lighter shade. These fields are used to locate the image relating to the document. Date fields are formatted using the long date format set up in the Windows Control Panel (Regional and Language Options). Multi-entry fields are placed in larger text boxes with scroll bars on the right if all the entries will not fit in the box. Like Index, a question mark icon will appear if a field is validated in a table.

===Changing database information===

# Perform a search and select a record from the hit list to load the Document Information Window.
# Click in the desired field and make changes. Date fields can be keyed in the standard mm/dd/yy or mm/dd/yyyy format.
# To save the changes, press CTRL-S.

----

Note: If security is enabled, users that do not have Index privileges will not be able to change the database information.''

----

[[Image:Search_DocInfo4.jpg]]

===Imaging View Window===
[http://help.halfile.com/index.php?title=Chapter_7_-_Search_for_Documents_4.0#column-one Contents]

If the document is an image, the Image View Window shown below is used to view the image. This View Window will automatically display when the Document Information Window is displayed.

[[Image:Search_ImageWindow4.jpg]]

====Zooming in on the image====

# Position the mouse arrow over the area of the image you wish to zoom in on.
# Press and hold the left mouse button.
# Drag the mouse to form a box around the area to zoom in on.
# Release the mouse button.
# To return the image to full page, double click on the image.

====Rotating the image====

Click one of the page rotation icons in the tool bar on the Image Viewer.

====Printing an Image====

# Click the printer icon in the tool bar above the image or select File-Print Current Image from the menu. Or select the Printer icon on the Viewer Window.
# The Print Window is displayed showing a page range for all the images for the document. Select the desired page range and press the OK button

====Using image panning====

# Display the image.
# Zoom in on a portion of the image.
# Hold on the left mouse button.
# Drag the mouse pointer around to pan around the image.

====Zoom Hot Keys====

{|
|Alt-Z||zoom toggle
|-
|Alt-1||zoom to upper left quadrant
|-
|Alt-2||zoom to upper right quadrant
|-
|Alt-3||zoom to lower left quadrant
|-
|Alt-4||zoom to lower right quadrant
|-
|Alt-~||Fit width (toggles upper half/lower half of document)
|-
|Ctrl-F||Goes to first page of the document
|-
|Ctrl_L||Goes to last page of the document
|-
|}

===Managing Search Windows===
[http://help.halfile.com/index.php?title=Chapter_7_-_Search_for_Documents_4.0#column-one Contents]

As described above, there are several windows that comprise the Search Module. By managing these windows, you are able to view the data and related images in many different ways. halFILE defaults to certain window sizes and formats and loads and hides the different windows automatically whenever they are needed. You can adjust the size and position of these windows and halFILE will remember the layout. halFILE also provides a Window menu to help you navigate between the various search windows.

====Viewing the SQL Statement for a Search====

The '''Window-SQL''' menu selection shows how the search criteria was interpreted into an SQL (Structured Query Language) statement.

====Returning to the Search Hit List Window====

From any search window (except the image viewer window), you can press the '''F8''' button to display the search hit list.

====Preparing for a New Search====

The '''Clear-New Search''' menu will clear the current search criteria and activate the Search Criteria Window. The hot key combination for this menu is Alt-C-N. There is also a convenient '''New Search''' button at the bottom of the hit list window.

====Append Searches====

When you click the Begin Search button to perform a search and the system detects that there are already documents in your Search Hit List, a pop up menu will give you append search options that you can perform as follows:

'''Search primary and add to hit list''' - this option will search your document database and add any new records found that match the criteria to the existing records in your hit list.

'''Search hit list and retain matches''' - this is a sub-search of the records found in your hit list. Any records that found match the criteria are kept in the hit list while those records that do not match the criteria are discarded.

'''Search hit list and delete matches''' - this also performs a sub-search of the records in the search hit list. Any records found meeting the criteria are removed from the hit list.

'''Clear hit list and begin new search''' - this selection clears any existing records from the search hit list and begins a new search of your document database using the criteria.

====Combining Documents on the Search Hit List====

The Search module includes a feature where images for documents on the Search Hit List are combined into a new document. The data for one of the documents being combined may also be posted to the newly created document. The Image Move utility can also be loaded to reorder the documents, if needed. The following describes the steps used to combine images to a new document.

# The first step is to identify the document from which the data will be posted. Select the '''Hit List-Mark as Doc Data for Combine''' menu to place a "D>>" mark in the first column of the selected row. The data from the marked document will eventually be posted to the newly created document. If you do not wish data to be posted, then you can skip this step.
# The second step is to mark additional rows from which the combined images will come. Note that the combine feature only processes image documents. Text and Associated documents (such as Word, Excel) will be skipped.
# Once all rows have been marked, select the Hit List-Marked Items-Combine menu. The system will verify the marked items and then:
## Combine all the images into a new document in the currently selected basket.
## If a Data Document was selected in step 1, then the data will be posted to the new document record.
## At the end of the process, a panel will show the results including number of documents that were processed, skipped and missing. It will ask if the Image Move Utility should be loaded to reorder the documents.
## If the Image Move Utility is loaded, then a screen will display where the user can reorder the documents, then click Save to make the reorder permanent.

===Setting Up Custom Search Features===
[http://help.halfile.com/index.php?title=Chapter_7_-_Search_for_Documents_4.0#column-one Contents]

Use the '''Tools-Options''' menu in Index to define custom features that affect the Search Module. Unless otherwise explicitly stated, saving options here will affect all halFILE stations and users. The Tools-Options menu brings up a form that includes tabs for the following items:

====Hit List====

The Hit List tab is used to set up special halFILE features pertaining to the Hit List window including:

'''Hit List Descriptions''' – For coded validation fields, this option can be checked to show the table description instead of code on the hit list. Note that when this option is enabled, then the description is displayed for every coded field except TitleSubdivision and TitleTownship.

'''Display Results''' – this defines how the search results are listed on the Hit List Window. The options are:
* One row per document – this is the traditional halFILE hit list format where one row per matching document is shown and the data shown is from the first multi-entry row of the document.
* Rows that match search – this option will display multi-entry data from the row that matched the criteria. For example, if you performed a search for a name = "Smith" and on the document the Names were listed as "Jones, Bob" then "Smith, Mary" then "Smith, John," then the Search hit list will show a wide row with "Smith, Mary" and Smith, John" listed since they matched the search criteria.
* All rows (includes multi-entry) – this options displays all rows for documents match the search criteria. In the above example, "Jones, Bob" then "Smith, Mary" then "Smith, John" are listed.
* Remove duplicates from hit list – check this box so, if you are performing a search that well append results to an existing hit list, it will check and remove and documents already in the hit list.

'''Hit List Button Execute''' – this section configures a user-defined button at the bottom of the hit list. The "Pending Order template" button will display a template for configuring a new Pending Order when that system is configured. The "Word Merge template" button will display a template for setting up the Word Merge feature where the results of the search can be filtered through a Word Merge document.

'''References'''– this section defines the halFILE Reference feature in Search. The Reference feature, set up in the database section of the halFILE Administrator, is used to reference one halFILE document to another by linking data in two or more fields. On this screen, you define whether the View References box on the Search Criteria page should be checked by default when entering the search module. You can also set up the colors to use for any Reference documents added to the Hit List.

'''Hit List Colors''' – this section defines the Hit List color coding for selected documents. Here, you set up the colors to use for documents that match a certain criteria. For example, you can set this up so documents that have the code 'WD' in a Doc_Type field show up as white on blue. This makes important documents stand out. When setting up these color settings, you first select a Color Set. This are numbered sets beginning with one. halFILE does not allow gaps in the color sets used (i.e. if you set up color set 1 and color set 3, and color set 2 is blank, then color set 3 will be ignored.) After selecting the color set, you should select the Field to match, enter the data to match, and chose the foreground and background colors by clicking the '''select''' buttons.. When the colors are selected, you will see words "Sample Text" changed to reflect the selected color. Once the color set is defined, click the '''Save Color Set''' button to save the parameters.

As an example of two the Hit List Color preferences should be set up, let's set it up so the Hit List row is white on blue if the Doc_Type field is 'WD,' white on red if the Doc_Type field is 'NTG' and black on pale yellow for all other rows. Here is the process:

# Select Color Set 1.
# Select Doc_Type from the Field to Match drop down box.
# Enter WD into the Field Value box.
# Click the '''select''' button to the right of the foreground color and select white from the color spectrum provided.
# Click the '''select''' button to the right of the background color and select blue from the color spectrum provided.
# Click the Save Color Set button to save Color Set 1.
# Select Color Set 2.
# Select Doc_Type from the Field to Match drop down box.
# Enter MTG into the Field Value box.
# Click the '''select''' button to the right of the foreground color and select white from the color spectrum provided.
# Click the '''select''' button to the right of the background color and select red from the color spectrum provided.
# Click the Save Color Set button to save Color Set 2.
# Select Color Set 3.
# Select PRDOC from the Field to Match drop down box.
# Enter the two-character database id (it appears at the top of the halFILE Manager in the database drop down box) into the Field Value box. This is a good method for color coding all documents except those in previous color sets since the PRDOC field in the database is always filled with the database id.
# Click the '''select''' button to the right of the foreground color and select black from the color spectrum provided.
# Click the '''select''' button to the right of the background color and select yellow from the color spectrum provided. You can use the slider bar to the right of the spectrum to make it paler or brighter as needed.
# Click the Save Color Set button to save Color Set 3.

====Cross Name Search====

This tab defines the cross name feature where two database fields a searched for the criteria given. To set this feature up you select the two fields that should be searched and define the prompt to be used when the Cross Name box is checked on the Search Criteria page. An example of how this feature is used would be a database having two name fields called First_Party and Second_Party. You would select the First_Party field from the drop down list for the First Cross Name field. Then select Second_Party from the drown list for the Second Cross Name field. Then enter "First or Second Party" in the field caption box and save the settings.

Then, when you go to the Search Criteria screen and check the Cross Name search box, the First_Party caption changes to "First or Second Party" and the Second_Party text box is disabled. Enter the name to search for and when the Begin Search button is clicked, the First_Party is searched and matching results are listed under "Search 1." Then the Second_Party is search for the same name and matching results are listed under "Search 2."

====Order By====

This tab defines to sort order options for searches in this database. You select a field from the drop down list at the top of the screen, then click the Insert Field button next to the Order By set you are defining. This adds the field to the Order By Clause.

For example, you wish to define 2 sort options. The first (and default) sort will be on a field called Date_Filed and will be in reverse order. The second sort will be on Doc_Type. Here is the process of setting this up:

# Select Date_Filed from the field drop down at the top of the screen.
# Clear out anything in the 1st Order by Clause box and then click the '''Insert Field''' button to add Date_Filed to the box. Immediately after Date_Filed add a space then "desc" to indicate descending or reverse order.
# Select PRSERV from the drop down at the top.
# Click the '''Insert Field''' button which changes the text in the 1st Order by Clause box from "primetable.date_filed" to "primetable.date_filed, primetable.prserv"
# Enter "Date Filed" into the 1st Order by Caption box.
# Select DateDoc_Type from the field drop down at the top of the screen.
# Clear out anything in the 2nd Order by Clause box and then click the '''Insert Field''' button to add Date_Filed to the box.
# Select PRSERV from the drop down at the top.
# Click the '''Insert Field''' button which changes the text in the 2nd Order by Clause box from "primetable.doc_type" to "primetable.doc_type, primetable.prserv"
# Enter "Document Type" Order by Caption box.
# Save the settings.

====Publish====

This tab is used to set up the Hit List publishing feature (menu selection: '''Hit List-Marked Items-Publish'''). This feature can export or publish hit list information to a comma-delimited or html formatted file and includes the associated image files in multi-page tiff or PDF format. You can designate the data file header, detail, footer as well as the path and file name. If you are publishing to html, be sure to check the "publish as html" option. If you check the "publish images as PDF" option, a 3rd party utility, TIFF2PDF.EXE, is required (see below). Template buttons are available to help you set up the header, detail and footer sections (for comma-delimited format, you probably would not have a footer).

The publish feature works as follows:
# Perform a search for documents you wish to publish.
# On the hit list screen, mark those documents to publish. You can right-click and select mark all to mark all of the documents on the hit list.
# Select the Hit List-Marked Items-Publish menu.
# Document fields are exported as designated by the header, detail and footer parameters. The images for a document are saved as a multi-page tiff images or PDF documents in the publish folder, having a name of the halFILE document number and an extension of TIF.

Publish is a convenient way to deliver data and images to third parties. The html feature can also be used to publish halFILE information to the web.

'''PDF Format (TIFF2PDF.EXE)'''

To publish images as PDF documents, the TIFF2PDF.EXE utility must exist in the halFILE program folder. Alternatively, the Irfanview Viewer utility can be installed with the PDF extensions. See the '''Configuring an alternative TIFF to PDF Converter''' link in the Supporting Documents section of HALFILE.COM for more information.

====Image modifications====

This tab lets you configure a trigger program to run if the image is modified.

====Execute Triggers====

This tab defines external programs that are triggered by actions that occur in search.

The Lost Focus Execute trigger defines an external program that is run when information in a field on the Document Information window is changed. This feature lets you restrict the triggered program to run only when the designated field is modified.

The Search Execute trigger is run when a document is saved in search. A common example of when this option is used is the Pending Order System feature where, after a document is saved, the pending order program is run to check to see if any of the data being posted may affect an open order. A template button is available on this form to provide a sample of a pending order check. Another template is provided for running the HFFlow32.exe which synchronizes data in two halFILE databases that are involved with database lookups to each other. When this option is saved, the setting is written to the database section [aaaHFWdd] of halfile.ini and therefore affects saving document information on all station.

====Document Information e-mail====

This tab is used to define information that is sent when the Marked Items-Send note menu is selected. You can designate the default e-mail addresses as well as e-mail subject and body information.

====Scan-on-demand e-mail====

This tab is used to define information that is sent when the Marked-Items-Send missing image note menu is selected. You can designate the default e-mail addresses as well as e-mail subject and body information.

====Notifications====

The Notifications tab configures halFILE's notification feature where e-mail notifications are sent to designated parities if certain information is posted or changed. When this option is saved, the setting is written to the database section \[aaaHFWdd\] of hfglobal.ini and therefore affects all halFILE stations only for this database. Note that there are also options that need to be set in HFNotify32.ini to complete setting up this feature.

====Word Merge====

The Word Merge tab is used to configure halFILE's Word Merge feature used to merge hit list information with a Word document. The following set up information is required:

'''Global settings for all stations'''

This frame configures Word Merge options that affect all stations. These settings are written to the wordmrg.ini file.

'''Unique database field''' - select a field which can be used as a unique key to the Word Merge database. The contents of this field can occur only one time in the hit list. Typically this is a file number of some type. 
'''Date format''' - select the date format to use when writing dates to the Word Merge database file. 
'''Post table description''' - For coded fields, check this box if you wish to write the description from the code table instead of the code. 
'''Combine multi-entry information as one record''' - check this box to write one record per document to the Word Merge database, combining multiple entries.

'''Settings for this station only'''

This frame configures Word Merge options that affect this station only. These settings are written to the wordmrgl.ini file in the Windows folder.

'''Program to run for Word Merge''' - select the Word executable file, normally Winword.exe. 
'''Word merge database path''' - select the path where the Word Merge database is saved.

====Starter====

See the Starter System section location below.

====Fallout Report====

See the Starter System section location below.

===SmartName Search===
[http://help.halfile.com/index.php?title=Chapter_7_-_Search_for_Documents_4.0#column-one Contents]

The SmartName search feature has been discontinued in version 4.0. Instead, the more powerful '''Auto Complete''' feature can be used where you press '''F4''' in a name field on the Search Criteria or Index form, and then type the name. The system then shows matching names that exist in the database. So, if you press F4 then type “Patterson Jo” you will be shown “Patterson Joe”, “Patterson Joey”, “Patterson Joseph” etc. You can select the names from the list to search for.

===Soundex Searches===
[http://help.halfile.com/index.php?title=Chapter_7_-_Search_for_Documents_4.0#column-one Contents]

Soundex is a search method that uses an algorithm to find data that 'sounds like' the search criteria you entered. This is typically used for name searches. While the soundex algorithm will often find names that are quite different from the name you are searching for, it is useful in many situations.

'''How Soundex Works'''

The Soundex algorithm creates a four-character code from the name you are searching for and then finds names in the database that have the same soundex code. The first character of the code is always the first character of the name. The next three characters of the code are a numeric representation of the letters in the name which are valid soundex letters (special characters and vowels are ignored). For example, the soundex code for 'Smith' is 'S530'. When you perform a soundex search for Patterson, you will find 'Petersen' since the soundex code for 'Patterson' is the same as 'Petersen.'

When the soundex search type is selected, halFILE will convert each name entered for the search criteria to a soundex code and then perform the search.

'''Using Soundex in Search'''

You can perform a soundex search as follows:
# On the Search Criteria screen, go to the field in which you want to use the feature.
# Type in the name you wish to search for.
# Click the '''Soundex '''button in the search options box.
# Click Begin Search.

'''Limitations to Soundex'''

Soundex can only be used on database engines that support the SQL Soundex function. This function is NOT supported in Microsoft Access at this time so the Soundex button is disabled in search if your database is Access. The soundex function is valid in other databases such as Microsoft SQL Server and Sybase SQL.

===Cross Name Search===
[http://help.halfile.com/index.php?title=Chapter_7_-_Search_for_Documents_4.0#column-one Contents]

Cross name search is a feature where you can instruct the search engine to search two multi-entry text fields for a value, performing a single search for both fields. This is typically used against name fields. For example, if you have one field called First_Party and a second field called Second_Party, with this feature you can perform a search for 'Smith, John' and the system will search for any documents where the Grantor = Smith, John OR the Grantee = Smith, John.

'''Setting up Cross Name Search''' 
Use the Tools-Options menu to set up Cross Name Search.

'''Using the Cross Name Search Feature'''

Once the above steps have been performed, the following steps are performed to use this feature:
# Go to the Search Criteria screen.
# Check the Cross name Search box found above the Begin Search button. You will see the caption on the first name field changed to the cross name caption and the second name field will be disabled.
# Enter the name to search for in the enabled name field box (plus any other criteria you wish to include on the search) and click Begin Search.
# The system searches for the name in the name field and adds those matches to the hit list. Then the system searches for the name in the second name field and appends those matches to the end of the first hit list, resulting in a composite list of matches.
# If you then wish all the names to be sorted by some column, you can right click on the column and select the appropriate sort option.

===Starter Searches===
[http://help.halfile.com/index.php?title=Chapter_7_-_Search_for_Documents_4.0#column-one Contents]

The Starter System was designed for the Title Industry but may have valuable application in other types of organizations as well. With this system, you define "criteria sets" consisting of fields which are commonly searched. Then, you can fill in all of the criteria for these sets and the system can perform a search using the criteria for each set to derive a composite search.

Starter searches, therefore, are useful when more than one search must be performed to perform the full search. Instead of performing an initial search and then one or more append searches, with the Starter system you can fill in all the criteria and perform back to back searches for each criteria set.

====Setting Up the Starter System for a Database====

The Starter tab of the Tools-Options menu in Search used to configure halFILE's Starter system. These options are saved to hfstarter.ini. Note that for e.halFILE, these options are placed in halweb.ini. The following describes the settings.

'''Enable this feature''' - check this box to enable the Starter system. 
'''Database name contains the latest posted date in the last 10 characters''' - this option tells the system that the posted or plant date through which the database has been verified can be found in the last 10 characters of the database name (File-Databases-ODBC Info button of the Administrator). For example, "Jackson County thru 10/15/2004" would be an example where this option is valid. 
'''Starter Number Field''' - the Starter Number is the number under which the Starter criteria information is stored in the halFILE database. Select a field in which to store this information. Typically a file number field is used. The Starter Number is entered by the user setting up the Starter. 
'''Starter Description Field''' - select the field where the description of the search is stored. The description is entered by the user setting up the Starter. This could be a remarks or comments field. 
'''Open Date Field''' - select a date field where the date the starter was created is stored. 
'''Close Date Field''' - once the starter search is no longer active, it can be closed. Select the date field where the date the starter was closed is stored. 
'''Starter Status Field''' - the Starter system posts an "open" status to the starter record when the starter is created and a "closed" status when it is closed. Select the field to be used to hold the status of the Starter. This is normally a document or instrument type field. 
'''Fallout Date Field''' - this identifies the date to be used for the date down searches. Each time a search is performed for a starter, the date of the search is recorded in this field and becomes the beginning date for subsequent searches using this starter. 
'''Security Group Field''' - – use this field if multiple users create starters and a user can only see the starters he/she creates. This feature posts the user’s security group (Configure-User Groups in the halFILE Administrator) to the field designated here. You should then configure the User Group security to prohibit the viewing of Starter documents containing some other group value. 
'''Open Status Value''' - the value to post to the Starter Status field when a starter is created. For example, "STRO" could be the code used for Open Starter. 
'''Closed Status Value''' - the value to post to the Starter Status field when a starter is closed. For example, "STRC" could be the code used for Closed Starter. 
'''New Document Prefix Letter''' - Enter a one character prefix letter to be used when create the starter document record in the halFILE database. Try to configure a unique letter not used by as a Station Id on capture stations. 
'''Starter Basket''' - enter the basket name to be used for newly created starter documents. We recommend a basket named "Starter."

====Criteria Sets====

You can configure a number of "criteria sets" which define a single halFILE search. Typically, in a Title Plant situation, the following criteria sets would be configured:

* Grantor
* Grantee
* Cross Name
* Subdivision
* Township-Range

To set up a criteria set, select the set number from the Criteria Set drop down box, configure all the options, then click '''Save Set'''.

'''Set Description''' - describes the search for this criteria set. Normally, it would be similar to the field selected in the Field to search box. 
'''Field to search''' - select the field to search when the starter search for this criteria set is performed. 
'''Order hit list by''' - enter the order by clause to use when the starter search for this criteria set is performed. The default button selects an order by using the field selected in the Starter Number field box. This must use valid SQL statement form and the field names used must be valid to prevent an error from occurring when a search is performed. 
'''Default search type''' - select the default type of search to perform for this criteria set. The following are our recommendations for the common starter criteria sets. 
* Grantor - BEGIN
* Grantee - BEGIN
* Cross Name - BEGIN
* Subdivision – TITLESUBDIVISION (automatically performs Add All Levels search)
* Township-Range - TITLETOWNSHIP (automatically performs Add All Levels search)

====Performing a Starter Search====

Let's go through an example to help you understand this feature. For a database examination, I need to perform 4 separate searches for the following fields defined as criteria sets:
* Criteria Set 1: Grantor
* Criteria Set 2: Grantee
* Criteria Set 3: Subdivision_Block_Lot
* Criteria Set 4: Township_Range_Section

So, I fill in the search criteria on the standard Search Criteria page as shown on the screen example below.

[[Image:Starter_Search_Search_Criteria.jpg]]

You then click the '''Starter-Create''' menu and the system asks you to enter an Order Number for the search.

Then, the system checks to see if that order exists and displays how the criteria sets are to be saved for the Order. It also asks for an Order Description and provides boxes for the Open Date (filled with today's date) and Closed Date (left blank on new orders).

[[Image:Starter_Search_Overview.jpg]]

The '''Save? '''column on the left indicates which fields you want to save to the Order. Normally, you would leave all items set to yes as is the default but they come in handy when you want to update the criteria for an order. To toggle the yes/no double click the cell. Also, at the bottom of the grid you will find the date range to search. The beginning date on a new order is preset at 1/1/1900. The ending date is either today's date or if configured, the system can pull the ending date from the database name. For example, if you maintain the database verification date in the database name, as the last characters of the name, the system can strip it off the name. Either way, if the "save ending date for date down search" check box is checked, then the ending date is saved to the order so it will be available for "date down" searches at a later time. Finally, there is a "view references" check box at the bottom. If this is checked, the reference documents will be included in the search.

The '''Save Starter Information''' button saves the Starter information under the order number you provided. The information is stored in the halFILE database and is given a document type of "Starter" as defined in the parameters. The criteria set information is also stored in the related database fields in the database.

The '''Save Starter and Run Search''' button saves the starter information, and then performs a "starter search". A search is performed for each criteria set and a composite hit list is displayed as shown below. If you want to perform the search but do not care to save the starter information to the database, click the '''Run Search (nothing saved) '''button.

[[Image:Starter_Search_Hit_List.jpg]]

There is a header line for each criteria set so you can easily see the results of each search.

====Date Down Searches====

Once a starter has been saved, a "date down" search can be performed to search the database for records added since the initial search was performed. To perform a date down search:
# Select the '''Starter-Edit''' menu on the search criteria page and enter the order number to use for the date down search.
# The criteria set page is displayed showing the criteria from the initial search. This time, however, the left-hand Save? column for all criteria sets is blank. Double click the cell in this column to indicate which fields to search by setting the cell to YES.
# Check your date range which will show a beginning date equal to the ending date of the last search you performed for this starter.
# Click the '''Save Starter Information and Run Search''' button or the '''Run Search (nothing saved)''' button to perform the date down search.

====Closing a Starter====

To close a starter record, edit the starter as described above then click the '''Close Starter''' button. The document type for closed starters is posted to the record. Closed Starters do not appear on the Fallout Report.

====Re-opening a Starter====

To re-open a starter record, edit the starter as described above then click the '''Open Starter''' button. The document type for closed starters is posted to the record.

====Copy a Starter to a new Starter====

To copy the search criteria for a Starter to a new Starter, edit the starter as described above, then select the '''File-Copy Starter''' menu and enter a new order number. This changes the Starter Number on the form to the new starter number. Then click '''Save Starter Information''' or '''Save Starter Information and Run Search''' to save the new starter.

====Saving the Grid Format of the Starter Information Form====

You can resize the columns as needed on the Starter Information Form. Once the grid is sized to your liking, select the '''File-Save Grid Layout''' menu to keep the columns widths as the default settings.

====Fallout Report====

The Starter System includes a Fallout Report showing any new database records that have been posted since the last time the Fallout Report was run. So, the Fallout Report performs a "date down" search for every open starter in the system. The report finds all the open starters and then for each starter, a search is performed to determine if any new records meet the search criteria for the starter criteria sets, having a date greater than the last fallout date. Matching records found are then listed on the Fallout Report.

The Fallout Report tab of the Tools-Options menu configures the options used to print the report. The report must be built using Crystal Reports (a sample report, fallout.rpt, is provided). Also, your fallout report program, HFFallout.exe, must match the Crystal Reports version.

'''Fallout Report Description''' - describes the report. 
'''Fallout Report Path''' - the path where the Crystal Report is located. 
'''Fallout Report File''' - the file name of the Crystal Report. Do not enter any path information, just the report file name. 
'''Last Fallout Report Date''' - this shows the date the report was last run. This date will be used as the starting date for the next Fallout Report process.

The Fallout report can be run interactively or in auto mode. To run the report interactively, select the '''Starter-Fallout Report''' menu on the Search Criteria window. The date range is automatically filled in from the last time the report was run. The available fallout reports are listed in a drop down box. Select the report to run and click the '''Run Report''' button. Once report processing is complete, a message is displayed. Then click the '''Print Report''' to print the report results.

To run the report automatically, you can schedule a job using SQL Server Agent that runs the following command line:

<drive and path>\HFFallout.exe AAA;DD;User

where <drive and path> designate the location of hffallout.exe and AAA is the application id, DD is the database id and USER is the user id under which the report is generated. When the report job runs, the report files are saved in the user's folder. Then, the user can return to the Fallout Report menu, select the report and click the Print Report button.

To save the ending date as the new starting date for the Fallout Report, click the '''Save New Fallout Date''' menu.

Since the Fallout Report processes every Open Starter, it is important to close your starters when they are complete.

===Proximity Search===
[http://help.halfile.com/index.php?title=Chapter_7_-_Search_for_Documents_4.0#column-one Contents]

"Proximity Search" is a powerful new feature of the halFILE Search Module utilizing full text indexes. A full text search is performed, in which the words entered into the criteria must all be present but do not need to be in the same order as keyed. New full text indexes can be added to selected halFILE data fields like names, Grantors, Grantees, Addresses, etc. "Proximity" means each word in the search criteria for a field is in the same proximity in the database field. This feature requires SQL Server 2000 or later.

For example:
If you search a name field for ''John Doe'', you will find docs where the name field contains:
{|cellspacing="20"
|''Doe, John''
|''John Alan Doe''
|''Doe, Robert John''
|''The John Doe Trust''
|}

Similarly, if you search a name field for ''Jo* Doe'', you will find docs where the name field contains:
{|cellspacing="20"
|''Doe, John''
|''John Alan Doe''
|''Doe, Robert Joe''
|''The Joe Doe Trust''
|}

Primarily used on name fields, this feature can perform a search and find documents regardless of the order of the words.

'''Enabling Proximity Search'''

To enable Proximity Search for a database, go to the File-Databases menu of the halFILE Administrator. Select the database and click the Proximity Search button. Follow the instructions on the screen.

'''Using Proximity Search'''

In the Search module, if a field has the full-text index built a new Proximity Search button will be enabled in the search types box. Select that to perform a Proximity Search. Note that you can set Proximity Search as the default search type for a field in the Custom Search set up of the halFILE Administrator.

===Full-Text Search===
[http://help.halfile.com/index.php?title=Chapter_7_-_Search_for_Documents_4.0#column-one Contents]

A new Add-On Product called Automated Indexing is available which can be used to build a full-text index on the entire document. The module converts TIFF images to words using OCR then loads the words into the full-text index. Other document types such as Word, Excel, and PDF can also be full-text indexed.

In halFILE, a new field is added to the end of the database called Fulltext. To search the full-text index, you type your search criteria into this box and select Proximity as the Search Type. The search is then performed against all the words in the document. Matches occur if the criteria words are in relatively close proximity in the document.

For example, you searched for ''Cement Trucks'' and the document include the sentence reading ''Acme Cement Company sent seven trucks to the development project.'' Then that would be a match.

===Search Menu Summary===
[http://help.halfile.com/index.php?title=Chapter_7_-_Search_for_Documents_4.0#column-one Contents]

 '''Search Criteria window menus'''

'''File-Begin Search''' - initiates the search. This is also invoked by pressing ALT-B. 
'''File-Save Hit List''' – saves the records in the hit list to a file with a .HIT extension. The records can be reloaded using the File-Restore Hit List menu selection. 
'''File-Restore Hit List''' – lets you select a saved hit list to restore. 
'''File-Print Criteria''' - lets you print out the criteria for this search. 
'''File-Print Setup''' - lets you select the printer to use. 
'''File-Close''' - closes the index routine and returns to the main menu. 

'''Edit-Cut''' - cuts the currently highlighted text and places it into the Workspace Window (if it is currently active) or into the Windows Clipboard (hot key CTRL-X). 
'''Edit-Copy''' - copies the currently highlighted text and places it into the Workspace Window (if it is currently active) or into the Windows Clipboard (hot key CTRL-C). 
'''Edit-Paste''' - paste data from the Windows Clipboard into the current cursor position (hot key CTRL-V). 
'''Undo''' – this undoes the last keystrokes that were pressed by the user (hot key CTRL-Z). 

'''Clear-Criteria''' – clears out all the criteria entries. 
'''Clear-Hit List''' – Removes all entries from the hit list. 
'''Clear-New Search''' – Brings up a new search window. 

'''Starter-Create''' - if the Starter system is configured, this creates a "starter" record in the database which includes the criteria you have entered on the Search Criteria window. You can also run a search from the Starter screen that is displayed. 
'''Starter-Edit''' - if the Starter system is configured, this menu is used to edit an existing Starter record and run a search. 
'''Starter-Fallout Report''' - if the Starter system is configured, this menu is used to print a "Fallout" report consisting of documents which match open starters for a given date range. 

'''Tools-Options''' - this menu is used to configure custom search options. 

'''Window-SQL''' – displays the SQL Statement used to perform the search. 
'''Window-Hit List View''' – displays the Hit List window. This is also invoked by pressing the F8 key. 

'''Help''' - display on-line help information (hot key F1). 

'''Search Hit List window menus'''

'''File-Save Hit List''' – saves the records in the hit list to a file with a .HIT extension. The records can be reloaded using the File-Restore Hit List menu selection. 
'''File-Restore Hit List''' – lets you select a saved hit list to restore. 
'''File-Print Criteria''' - lets you print out the criteria for this search. 
'''File-Print Setup''' - lets you select the printer to use. 
'''File-Delete Document''' – deletes the currently select document and its images from the halFILE database. You must have rights to perform this action. 
'''File-Close''' - closes the index routine and returns to the main menu. 

'''View-Prior Doc''' - allows you to view the prior document in the hit list. May also be invoked by pressing F11. 
'''View-Next Doc''' - allows you to view the next document in the hit list. May also be invoked by pressing F12. 
'''View-Fallout/Pending Orders''' - if the Pending Order system is configured, this is used to view fallout documents and pending orders. 
'''View-Reference Documents''' – if a Search Reference was set up, this menu selection is displayed to retrieve reference documents for all the documents in the hit list. 

'''Clear-Criteria''' – clears out all the criteria entries. 
'''Clear-Hit List''' – Removes all entries from the hit list. 
'''Clear-New Search''' – Brings up a new search window. 

'''Window-Criteria''' - displays the Search Criteria window. 
'''Window-Document Information''' – displays the Document Information window. 

'''Hit List-Mark Document''' – marks the currently selected document. 
'''Hit List-Remove Document''' – removes the currently selected document from the hit list. 
'''Hit List-Mark All''' – marks all the documents in the hit list. 
'''Hit List-View Document''' – views the currently selected document. 
'''Hit List-Copy to Document Clipboard''' – copies the selected document to the halFILE Document Clipboard. Then go to the Index module and select the Edit-Paste from Document Clipboard to use the selected document as the source data for the duplication hot keys. 
'''Hit List-Mark as Doc Data for Combine''' – this menu selection works with the '''Hit List-Marked items-Combine''' feature below. This marks the selected hit list row with "D>>" to identify it as the row to be used to post index information for the new document created by the Combine feature. 
'''Hit List-Marked Items-Keep''' - this option removes all documents from the hit list except the marked items. 
'''Hit List-Marked Items-Remove''' - this option removes all the marked items from the hit list. 
'''Hit List-Marked items-Combine''' – this feature will combine document image for all the marked items, create a new document with the index information from the row marked as the Doc Data for Combine (see above menu selection). It then loads the Image Move Utility so, if desired, the images for the newly created document can be reordered. 
'''Hit List-Marked Items-Print''' - this option prints the images for all marked items. It does not print Associated or Text documents. 
'''Hit List-Marked Items-Email-One attachment''' - this option combines all the images for marked items and attaches it to an e-mail. You e-mail client is then loaded so you can send the attachment. 
'''Hit List-Marked Items-Email-Multiple attachments''' - this option creates an e-mail attachment for each document and loads your e-mail client. 
'''Hit List-Marked Items-Email-Select pages''' - this option displays a screen showing all the pages for the marked items. You can then select the pages to attach to the e-mail. 
'''Hit List-Marked Items-Email as PDF-One PDF attachment''' - this option combines all the images for marked items and attaches it as a PDF document to an e-mail. You e-mail client is then loaded so you can send the attachment. 
'''Hit List-Marked Items-Email as PDF-Multiple PDF attachments''' - this option creates a PDF e-mail attachment for each document and loads your e-mail client. 
'''Hit List-Marked Items-Email as PDF-Select pages as PDF''' - this option displays a screen showing all the pages for the marked items. You can then select the pages to attach to the e-mail as a PDF document. 
'''Hit List-Marked Items-View references''' - this option performs the reference lookup for all marked items. 
'''Hit List-Marked items-Send note''' - this option sends an e-mail note that may contain database information from the marked documents. The information included in the e-mail is pre-configured using the '''Tools-Options''' (Document information e-mail tab).
 
'''Hit List-Marked Items-Send missing image note''' - this option sends an e-mail note that may contain database information from the marked missing image documents. The information included in the e-mail is pre-configured using the '''Tools-Options''' (Scan-on-demand e-mail tab). 
'''Hit List-Marked Items-Export hit list data/images''' – this exports the marked documents (data and images) to a location and in a format as designated by the Export tab of the Tools-Options menu (Export tab). 
'''Marked Items-Send to halTrack''' - this menu appears if you are a halTrack ASP customer. It will upload the marked documents and data to your halTrack web site. 
'''Hit List-Sort-Ascending''' – sorts the hit list in ascending order on the column that is currently selected. 
'''Hit List-Sort-Descending''' – sorts the hit list in descending order on the column that is currently selected. 
'''Hit List-Toggle Missing''' – toggles the mark of documents identified as missing images. 

'''Layout-Save Grid Format''' - saves the current hit list grid column widths. 
'''Layout-Restore Grid Format''' – resets the hit list grid column widths to the default. 
'''Layout-Auto Size''' – toggles the option to automatically set the column widths based on the data in the grid. 

'''Help''' - display on-line help information (hot key F1).

'''Document Information window menus'''

'''File-Save Document''' - saves the information entered for the document. This is also invoked by pressing CTRL-S. 
'''File-Print Image''' - prints the image currently being shown in the image view window. 
'''File-Print Criteria''' - lets you print out the criteria for this search. 
'''File-Print Setup''' - lets you select the printer to use. 
'''File-Delete Document''' – deletes the currently select document and its images from the halFILE database. You must have rights to perform this action. 
'''File-Close''' - closes the index routine and returns to the main menu. 

'''Edit-Attach Note''' – Allows attachment of a note which is indicated by an eraser icon in the top left corner of the index fields box. When the eraser icon is clicked the note screen pops up with the note. 
'''Edit-Copy to Document Clipboard''' – copies the document to the halFILE Document Clipboard. Then go to the Index module and select the Edit-Paste from Document Clipboard to use the selected document as the source data for the duplication hot keys. 
'''Edit-Cut''' - cuts the currently highlighted text and places it into the Workspace Window (if it is currently active) or into the Windows Clipboard (hot key CTRL-X). 
'''Edit-Copy''' - copies the currently highlighted text and places it into the Workspace Window (if it is currently active) or into the Windows Clipboard (hot key CTRL-C). 
'''Edit-Paste''' - paste data from the Windows Clipboard into the current cursor position (hot key CTRL-V). 
'''Edit-Undo''' – undoes the last keystrokes entered by the operator (hot key CTRL-Z). 
'''Edit-Append Pages-From File''' – allows a page to be scanned and added to the document. 
'''Edit-Append Pages-From Scanner''' – allows a page to be scanned and added to the document. 
'''Edit-Re-import-Document''' – brings the document pages back on-line and into the currently selected basket. 
'''Edit-Re-import-Document and Data''' – brings the document pages back on-line and into the currently selected basket and creates a database record duplicating the information from the original document. 

'''View-Prior Doc F11''' – views the document previously listed on the hit list. 
'''View-Next Doc F12''' – views the next document listed on the hit list. 

----

Note: All OCR options require Imaging Professional for Windows components

----

'''OCR-Page-Text''' - performs optical character recognition on the current page to translate the image into text file. 
'''OCR-Page-Word''' - performs optical character recognition on the current page to translate the image into a Microsoft Word document. 
'''OCR-Page-HTML''' - performs optical character recognition on the current page to translate the image into an html web document. 
'''OCR-Page-Word Perfect''' - performs optical character recognition on the current page to translate the image into a WordPerfect document. 
'''OCR-Document-Text''' - performs optical character recognition on the document to translate the images into text file. 
'''OCR-Document-Word''' - performs optical character recognition on the document to translate the images into a Microsoft Word document. 
'''OCR-Document-HTML''' - performs optical character recognition on the document to translate the images into an html web document. 
'''OCR-Document-Word Perfect''' - performs optical character recognition on the document to translate the images into a WordPerfect document. 
'''OCR-Selected-Clipboard''' - performs optical character recognition of the image area selected and places the results into the windows clipboard. 

'''Clear-Criteria''' – clears out all the criteria entries. 
'''Clear-Hit List''' – Removes all entries from the hit list. 
'''Clear-New Search''' – Brings up a new search window. 

'''Window-Hit List View''' – displays the Hit List window. This is also invoked by pressing the F8 key. 
'''Window-Criteria''' - displays the Search Criteria window. 

'''Help''' - display on-line help information (hot key F1).

Chapter 8 - Search for Documents 4.0

2017-05-03T18:51:12Z

Tomh: /* SmartName Search */

[http://help.halfile.com/index.php?title=HalFILE_4.0_Documentation Main Index]

==SEARCH FOR DOCUMENTS==

===Overview of Search===
[[Image:search248.jpg|left]]Once documents have been indexed, they can be searched for using search criteria based upon the popular Structured Query Language (SQL). The user, however, does not need to know SQL statements. Rather, halFILE provides a search criteria form that can be filled out by the user and formats the proper SQL instructions for the search automatically.

'''Searching for documents that have been indexed'''

# Select '''File-Search''' from the main menu or click on the search icon from the Manager tool bar.
# The following windows are established as follows:
## The Search Criteria Window is the area into which search criteria is entered.
## The Search Hit List Window is a grid containing a row for each record found by the search and a column for each field in the record.
## The View Window shows the images for the selected document.
## The Document Information Window shows the indexed information of the document being viewed. This window also allows updating of the database fields for the document being viewed.
# Enter the search criteria into the Criteria Window by clicking on a field and entering the data to search for. Check the appropriate search type button in the upper right corner of the window which provides options for exact match, beginning of field, end of field, free form search, greater than, less than and range. As many fields as necessary can be entered for a search.
# Press the '''Begin Search''' button.
# The search is then processed and a box appears showing the number of hits found. Answer '''Yes''' to load the hits into the Hit List grid; answer '''No''' to stop the search and re-enter criteria.
# The Search Hit List grid is loaded and displayed. Double click on a row to load the View Window with the first and second image pages for the document, respectively. The Document Information Window is also loaded with the data for the selected record. The View Window and the Document Information Window are placed, side by side, on the screen.

===The Search Criteria Window===
[http://help.halfile.com/index.php?title=Chapter_7_-_Search_for_Documents_4.0#column-one Contents]

When the search feature is loaded, a screen similar to the following is displayed:

[[Image:Search_Criteria4.jpg]]

The search criteria screen is activated for entering the criteria for the search. The other search windows appear as minimized icons in the lower left portion of the screen.

====Searching for more than one multi-entry field item====

Multi-entry fields are those fields for which more than one line of data can be entered. If you wish to search for a single entry in a multi-entry field, simply enter the data to search for in the field box. If you want to search for multiple entries for one multi-entry field:

# Click on the multi-entry box to position the cursor.
# Enter the first line to search for and press the enter key.
# Enter the second line to search for.

The search mechanism performs a search looking for records that contain either the first line that was entered or the second line and containing any other criteria entered. For instance, you could search for documents filed on 12/15/2000 for persons named 'Smith' or 'Jones' where the name was defined as a multi-entry field.

====Searching for a range of values====

The '''Range''' search type is provided to search for a range of values and is entered as follows:
# Click the mouse inside the criteria field for which a range search is desired. (i.e. date field)
# Click the range button in the search type box.
# Enter the first criteria field (the low value).
# Press the '''space bar''' on the keyboard. This will automatically put the word <thru> into the criteria field.
# Enter the second criteria field (the high value).

The search is processed and records with a value within the given range, inclusively (the low and high values included), will be included in the hit list.

====Auto Complete====
The Search Criteria screen supports the Auto Complete feature which lets you select names from valid names that are already listed in the database. This feature is invoked by pressing the F4 key when the cursor is in a box where the feature is supported. Auto Complete is typically used on name fields to help the operator post a name in the same format as it was posted to previous documents. Here is how this feature is used:

# Once you are in the box where you will enter the name, press F4.
# A pop up box is displayed and you can begin keying the name. As you enter the letters for the name, matches will be shown in a list. So if you key “Patterson,” you will see “Patterson Andrew,” Patterson Barry” etc. listed.
# At any point you can select a name from the list and click the Add button to add it to the list to be searched. You can then search for a different name, if desired, and add that to the list of names to be searched.
# Once you have selected all the names desired, click the Index button to return to the search criteria screen.

Auto Complete is also available in the Search module when updating information as well as the Index module when posting new information.

====Printing the search criteria====

Typically, when you design a report, the criteria information is placed into the report heading. If you perform a search and find no hits and need a report to prove the search was performed, you can go to the Hit List Window using the '''Window - Hit List View''' menu or the '''F8''' key and then print the report.

====Closing the search module====

Select '''File-Close''' from the menu.

====Performing an Append search====

After a search is performed and the results are in the hit list you can perform an "Append" search. This is a second search that appends the results to the results of the first search. To do this:

# Select '''Clear-Criteria''' from the menu to clear all the criteria from the criteria screen. This leaves the hit list intact and any subsequent searches are appended to the list.
# Select '''Clear-Hit List''' to clear all records from the hit list window. This leaves the criteria from the previous search loaded so you can make minor criteria adjustments and search again.
# Select '''Clear-New Search''' from the menu to clear both the hit list and the criteria for a new search.
# Select '''Window-Search Criteria''' to activate the criteria window so another search can be performed.

====Designing a report====

# Perform a search of the document database for which the report is to be generated.
# From the search hit list, click the '''report''' button found below the hit list grid. This loads the Reports window.
# Press the '''Insert Report''' Button. Then you will be asked "Does this report print out a card format?" If you will be printing to index cards, answer yes. For reports on standard paper answer no.
# "New Report 1" will be inserted into the list of reports. Click that entry to highlight it, then click the edit button.
# The Edit Report window is displayed. Enter the description of the report and the path and filename where you will store the report. For instance if you were creating a report of clients, you could call the report "client.rpt". To save the report to the halFILE directory on drive H:, you would enter "H:\HALFILE\CLIENT.RPT" into the path and filename box. The '''Select''' button is provided to help you find and select existing reports or set the path for a new report.
# Press the '''Design''' button. This will load Crystal Reports. If Crystal Reports fails to load, set its location by selecting '''File-Report''' from the halFILE Administrator menu.
# From the Crystal Reports menu, select '''File-New''' to create a new report. This will take you through the steps of designing your new report. Refer to the Crystal Report manual or its help file for more information.
# When you are asked to choose a database connection, select an ODBC File DSN and find and select "halreports.dsn" found in your Windows Temporary directory. Hint: to quickly get to your temporary folder in the file location dialog box, you can type in %temp% and hit enter.
# Once the halreports.dsn is selected, the following text files will appear in Crystal's list of files for that DSN:
:* '''criteria.txt''' - contains search criteria information. This can be used on a Crystal subreport that is inserted into the report header of your main report to show you what criteria was used to obtain the search results shown on the report.
:* '''halreport.txt''' - this contains report information for standard reports. It includes ALL of the information for the documents on the hit list.
:* '''halcard.txt''' - this contains report information for card-style reports. It includes ALL of the information for the documents on the hit list.
:* '''hitlist.txt''' - this contains report information reflecting only the data shown on the hit list. This file is useful when you want your report to exclude all of the multi-entry information and reflect exactly the search hit list screen.
# Design your report. When you are finished, select '''File-Save As''' and enter the same path and filename as you entered in step 5 above. (Note: Be sure the File-Save Data with Report option in Crystal in not checked).
# Select '''File-Exit''' to return to halFILE.
# Click the '''Done''' button to save the report setup information.

====Printing a report====

# Perform a search.
# From the hit list click the report button.
# Click on the report that you wish to print from the reports listed.
# The print window is displayed where you can print the report directly to the default printer, preview the report, or select the printer.
# When PRINT PREVIEW is selected the report is generated and displayed in a window. Click the printer icon at the bottom of the screen to route the report to the selected printer.
# Press the close button to close the report window.

====Printing Large Reports====

The Report Only check box is used when printing large reports. When this option is checked, the system performs the search but does not load the Hit List window. Rather, the results of the search are passed directly to the reporting mechanism.

====Avoiding slow searches====

Each field in the document database is indexed. However, a field that is indexed is indexed from the left only. Therefore, keep in mind the following:

# Avoid 'free form' and 'end of field' searches unless associated with other criteria that use a different search method. Free-form and End of Field searches are unable to use the index and must read the entire database to find matches.
# If name fields are posted so a 'free form' search is often required, consider using 'Proximity Search' (see section later in this chapter).
# Enter as much search criteria as possible.
# If possible, avoid searches that find hundreds of hits. When the hit list is loaded, the data for a search must be written to a disk file. The more records that must be loaded, the longer it takes for the entire grid to be loaded.
----

Note: Even though an hour glass mouse pointer is displayed when the hit list grid is being loaded, you can actually perform some actions against the grid including viewing a document. The hourglass will change back to a pointer when the entire grid is loaded.

----

===Criteria Field Types===
[http://help.halfile.com/index.php?title=Chapter_7_-_Search_for_Documents_4.0#column-one Contents]

As you fill in the criteria fields, check the search type button box in the upper right hand corner of the criteria window to ensure that the desired search type is being performed. Search types include:

'''Exact Match''' - the field data in the database must exactly match the criteria. 
'''Beginning of Field''' - the field data in the database must begin with the criteria entered. 
'''End of Field''' - the field data in the database must end with the criteria entered. 
'''Free Form Search''' - the field data in the database must contain the criteria entered.

----

A Free Form Search may be slow because the search engine must examine every database record to determine if a match has occurred. Therefore, this type of search should be avoided if possible. If, however, other non-free form criteria is entered, the search will be fast.''

----

'''Greater Than''' - the field data in the database must be greater than the criteria entered. 
'''Less Than''' - the field data in the database must be less than the criteria entered 
'''Range''' - the field data in the database must be within the range of the two criteria values entered. 
'''SmartName Search''' – when you exit from a criteria box designated as a Smart Name search, the system converted the names in the box to aliases using the Smart Name dictionary. See Smart Names for more information. 
'''Soundex''' – a "sounds like" search is performed on the criteria field. 

'''Search criteria results examples'''

The following chart shows some examples of how the search engine works. The Criteria Entered column represents the criteria you might enter into a criteria field. The Database Field columns contain data that could be in your database. The exact, beginning, end, free form, greater and less columns show whether or not the record would be found given the criteria that was entered.

{|
|'''Criteria Entered'''||'''Database Field'''||'''Exact'''||'''Beginning'''||'''End'''||'''Free Form'''||'''Greater'''||'''Less'''||'''Range'''
|-
|Smith, J||Smith, John||no||yes||no||yes||yes||no||n/a
|-
|Smith, John||Smith, John||yes||yes||yes||yes||no||no||n/a
|-
|John||Smith, John||no||no||yes||yes||yes||no||n/a
|-
|400||450||no||no||no||no||yes||no||n/a
|-
|100 <thru> 200||201||n/a||n/a||n/a||n/a||n/a||n/a||no
|-
|100 <thru> 200||100||n/a||n/a||n/a||n/a||n/a||n/a||yes
|-
|}

===The Hit List Window===
[http://help.halfile.com/index.php?title=Chapter_7_-_Search_for_Documents_4.0#column-one Contents]

Once a search is performed, a hit list window similar to the sample below is displayed showing the results of the search. This grid includes a row for each record found in the search and a column for each field in the database. If a field is a multi-entry field, only the first entry in the database is displayed.

[[Image:Search_HitList4.jpg]]

====Sorting the Hit List====
To sort the Search Hit List by any field, simply click the column header. This sorts the column alphabetically. Click the column header again to sort in reverse alphabetical order. Note that the default sort can be set on the '''Order By''' tab of the '''Tools-Option''' menu.

====Selecting the Display Result Option====
The Hit List tab on '''Tools_Options''' menu of the Search Criteria screen provides three Display Result Options as follows.
# One row per document – displays a single row for each matching document, showing the first row of multi-entry data. This is the traditional display option from prior halFILE versions.
# Rows that match search criteria – also displays a single row for each matching document. However, the multi-entry data shown is derived from the row that matched the search criteria.
# All rows (includes multi-entry) – this option will show all rows of data for each document.

====Formatting the hit list grid====

# Position the mouse pointer on the grid divider lines in the header row and drag the mouse left or right to increase or decrease the width of a column.
# To re-order columns on the grid, click in the header of the column to move and hold the mouse button down. Then drag it over to where you want the column to be and release the mouse button.
# The Layout-Auto Size menu can be used to automatically size the columns based on the width of the data in the hit list.
# Once you have the grid column widths set to your liking, select '''Layout-Save Grid Format''' to permanently save column widths.

====Marking entries in the hit list grid====

'''>>''' The marking feature lets you mark entries in the hit list and then re-load the hit list saving only marked entries or unmarked entries. To use this feature:

# Click the row to mark and then click the '''Mark button'''. This places a check mark icon to the left of the row.
# Click the '''Show Marked List''' button found at the bottom of the screen to show items that have been marked.
# You can remove entries from the second list by selecting a row and pressing the '''Remove button. '''
# When you have marked all the desired records, press '''List Options''' button that appears when a record is placed into the second list. This shows a menu to save records marked items, remove marked items, or remove records in the bottom list from the top list. The hit list is then re-loaded.

====Saving and Restoring the Hit List====

The search list can be saved to a file and restored during a later session by:
# From the search hit list window, select '''File-Save Hit List'''.
# Enter the file name to save the list to, using an '.HIT' extension.

Later, a saved search hit list can be restored by:
# Within Search, select '''File-Restore Hit List'''.
# Select the file name that was saved earlier.

Once this is done, you can use the search hit list as if you had just performed the search.

====The Right Click Menu on the Search Hit List====

All of the menu selections under the Hit List menu are replicated on a right click menu that is activated by pressing the right mouse button with the arrow on a column and row of the search hit list. This is handy for performing quickly performing the hit list management features.

See the Search Menu Summary at the end of the chapter to review the menu selections that are on the Right Click and Hit List menus.

===The Document Information Window===
[http://help.halfile.com/index.php?title=Chapter_7_-_Search_for_Documents_4.0#column-one Contents]

Once the Document Information Window is loaded the screen will be similar to the sample below. Fields that cannot be altered such as document number, storage location and folder appear in a lighter shade. These fields are used to locate the image relating to the document. Date fields are formatted using the long date format set up in the Windows Control Panel (Regional and Language Options). Multi-entry fields are placed in larger text boxes with scroll bars on the right if all the entries will not fit in the box. Like Index, a question mark icon will appear if a field is validated in a table.

===Changing database information===

# Perform a search and select a record from the hit list to load the Document Information Window.
# Click in the desired field and make changes. Date fields can be keyed in the standard mm/dd/yy or mm/dd/yyyy format.
# To save the changes, press CTRL-S.

----

Note: If security is enabled, users that do not have Index privileges will not be able to change the database information.''

----

[[Image:Search_DocInfo4.jpg]]

===Imaging View Window===
[http://help.halfile.com/index.php?title=Chapter_7_-_Search_for_Documents_4.0#column-one Contents]

If the document is an image, the Image View Window shown below is used to view the image. This View Window will automatically display when the Document Information Window is displayed.

[[Image:Search_ImageWindow4.jpg]]

====Zooming in on the image====

# Position the mouse arrow over the area of the image you wish to zoom in on.
# Press and hold the left mouse button.
# Drag the mouse to form a box around the area to zoom in on.
# Release the mouse button.
# To return the image to full page, double click on the image.

====Rotating the image====

Click one of the page rotation icons in the tool bar on the Image Viewer.

====Printing an Image====

# Click the printer icon in the tool bar above the image or select File-Print Current Image from the menu. Or select the Printer icon on the Viewer Window.
# The Print Window is displayed showing a page range for all the images for the document. Select the desired page range and press the OK button

====Using image panning====

# Display the image.
# Zoom in on a portion of the image.
# Hold on the left mouse button.
# Drag the mouse pointer around to pan around the image.

====Zoom Hot Keys====

{|
|Alt-Z||zoom toggle
|-
|Alt-1||zoom to upper left quadrant
|-
|Alt-2||zoom to upper right quadrant
|-
|Alt-3||zoom to lower left quadrant
|-
|Alt-4||zoom to lower right quadrant
|-
|Alt-~||Fit width (toggles upper half/lower half of document)
|-
|Ctrl-F||Goes to first page of the document
|-
|Ctrl_L||Goes to last page of the document
|-
|}

===Managing Search Windows===
[http://help.halfile.com/index.php?title=Chapter_7_-_Search_for_Documents_4.0#column-one Contents]

As described above, there are several windows that comprise the Search Module. By managing these windows, you are able to view the data and related images in many different ways. halFILE defaults to certain window sizes and formats and loads and hides the different windows automatically whenever they are needed. You can adjust the size and position of these windows and halFILE will remember the layout. halFILE also provides a Window menu to help you navigate between the various search windows.

====Viewing the SQL Statement for a Search====

The '''Window-SQL''' menu selection shows how the search criteria was interpreted into an SQL (Structured Query Language) statement.

====Returning to the Search Hit List Window====

From any search window (except the image viewer window), you can press the '''F8''' button to display the search hit list.

====Preparing for a New Search====

The '''Clear-New Search''' menu will clear the current search criteria and activate the Search Criteria Window. The hot key combination for this menu is Alt-C-N. There is also a convenient '''New Search''' button at the bottom of the hit list window.

====Append Searches====

When you click the Begin Search button to perform a search and the system detects that there are already documents in your Search Hit List, a pop up menu will give you append search options that you can perform as follows:

'''Search primary and add to hit list''' - this option will search your document database and add any new records found that match the criteria to the existing records in your hit list.

'''Search hit list and retain matches''' - this is a sub-search of the records found in your hit list. Any records that found match the criteria are kept in the hit list while those records that do not match the criteria are discarded.

'''Search hit list and delete matches''' - this also performs a sub-search of the records in the search hit list. Any records found meeting the criteria are removed from the hit list.

'''Clear hit list and begin new search''' - this selection clears any existing records from the search hit list and begins a new search of your document database using the criteria.

====Combining Documents on the Search Hit List====

The Search module includes a feature where images for documents on the Search Hit List are combined into a new document. The data for one of the documents being combined may also be posted to the newly created document. The Image Move utility can also be loaded to reorder the documents, if needed. The following describes the steps used to combine images to a new document.

# The first step is to identify the document from which the data will be posted. Select the '''Hit List-Mark as Doc Data for Combine''' menu to place a "D>>" mark in the first column of the selected row. The data from the marked document will eventually be posted to the newly created document. If you do not wish data to be posted, then you can skip this step.
# The second step is to mark additional rows from which the combined images will come. Note that the combine feature only processes image documents. Text and Associated documents (such as Word, Excel) will be skipped.
# Once all rows have been marked, select the Hit List-Marked Items-Combine menu. The system will verify the marked items and then:
## Combine all the images into a new document in the currently selected basket.
## If a Data Document was selected in step 1, then the data will be posted to the new document record.
## At the end of the process, a panel will show the results including number of documents that were processed, skipped and missing. It will ask if the Image Move Utility should be loaded to reorder the documents.
## If the Image Move Utility is loaded, then a screen will display where the user can reorder the documents, then click Save to make the reorder permanent.

===Setting Up Custom Search Features===
[http://help.halfile.com/index.php?title=Chapter_7_-_Search_for_Documents_4.0#column-one Contents]

Use the '''Tools-Options''' menu in Index to define custom features that affect the Search Module. Unless otherwise explicitly stated, saving options here will affect all halFILE stations and users. The Tools-Options menu brings up a form that includes tabs for the following items:

====Hit List====

The Hit List tab is used to set up special halFILE features pertaining to the Hit List window including:

'''Hit List Descriptions''' – For coded validation fields, this option can be checked to show the table description instead of code on the hit list. Note that when this option is enabled, then the description is displayed for every coded field except TitleSubdivision and TitleTownship.

'''Display Results''' – this defines how the search results are listed on the Hit List Window. The options are:
* One row per document – this is the traditional halFILE hit list format where one row per matching document is shown and the data shown is from the first multi-entry row of the document.
* Rows that match search – this option will display multi-entry data from the row that matched the criteria. For example, if you performed a search for a name = "Smith" and on the document the Names were listed as "Jones, Bob" then "Smith, Mary" then "Smith, John," then the Search hit list will show a wide row with "Smith, Mary" and Smith, John" listed since they matched the search criteria.
* All rows (includes multi-entry) – this options displays all rows for documents match the search criteria. In the above example, "Jones, Bob" then "Smith, Mary" then "Smith, John" are listed.
* Remove duplicates from hit list – check this box so, if you are performing a search that well append results to an existing hit list, it will check and remove and documents already in the hit list.

'''Hit List Button Execute''' – this section configures a user-defined button at the bottom of the hit list. The "Pending Order template" button will display a template for configuring a new Pending Order when that system is configured. The "Word Merge template" button will display a template for setting up the Word Merge feature where the results of the search can be filtered through a Word Merge document.

'''References'''– this section defines the halFILE Reference feature in Search. The Reference feature, set up in the database section of the halFILE Administrator, is used to reference one halFILE document to another by linking data in two or more fields. On this screen, you define whether the View References box on the Search Criteria page should be checked by default when entering the search module. You can also set up the colors to use for any Reference documents added to the Hit List.

'''Hit List Colors''' – this section defines the Hit List color coding for selected documents. Here, you set up the colors to use for documents that match a certain criteria. For example, you can set this up so documents that have the code 'WD' in a Doc_Type field show up as white on blue. This makes important documents stand out. When setting up these color settings, you first select a Color Set. This are numbered sets beginning with one. halFILE does not allow gaps in the color sets used (i.e. if you set up color set 1 and color set 3, and color set 2 is blank, then color set 3 will be ignored.) After selecting the color set, you should select the Field to match, enter the data to match, and chose the foreground and background colors by clicking the '''select''' buttons.. When the colors are selected, you will see words "Sample Text" changed to reflect the selected color. Once the color set is defined, click the '''Save Color Set''' button to save the parameters.

As an example of two the Hit List Color preferences should be set up, let's set it up so the Hit List row is white on blue if the Doc_Type field is 'WD,' white on red if the Doc_Type field is 'NTG' and black on pale yellow for all other rows. Here is the process:

# Select Color Set 1.
# Select Doc_Type from the Field to Match drop down box.
# Enter WD into the Field Value box.
# Click the '''select''' button to the right of the foreground color and select white from the color spectrum provided.
# Click the '''select''' button to the right of the background color and select blue from the color spectrum provided.
# Click the Save Color Set button to save Color Set 1.
# Select Color Set 2.
# Select Doc_Type from the Field to Match drop down box.
# Enter MTG into the Field Value box.
# Click the '''select''' button to the right of the foreground color and select white from the color spectrum provided.
# Click the '''select''' button to the right of the background color and select red from the color spectrum provided.
# Click the Save Color Set button to save Color Set 2.
# Select Color Set 3.
# Select PRDOC from the Field to Match drop down box.
# Enter the two-character database id (it appears at the top of the halFILE Manager in the database drop down box) into the Field Value box. This is a good method for color coding all documents except those in previous color sets since the PRDOC field in the database is always filled with the database id.
# Click the '''select''' button to the right of the foreground color and select black from the color spectrum provided.
# Click the '''select''' button to the right of the background color and select yellow from the color spectrum provided. You can use the slider bar to the right of the spectrum to make it paler or brighter as needed.
# Click the Save Color Set button to save Color Set 3.

====Cross Name Search====

This tab defines the cross name feature where two database fields a searched for the criteria given. To set this feature up you select the two fields that should be searched and define the prompt to be used when the Cross Name box is checked on the Search Criteria page. An example of how this feature is used would be a database having two name fields called First_Party and Second_Party. You would select the First_Party field from the drop down list for the First Cross Name field. Then select Second_Party from the drown list for the Second Cross Name field. Then enter "First or Second Party" in the field caption box and save the settings.

Then, when you go to the Search Criteria screen and check the Cross Name search box, the First_Party caption changes to "First or Second Party" and the Second_Party text box is disabled. Enter the name to search for and when the Begin Search button is clicked, the First_Party is searched and matching results are listed under "Search 1." Then the Second_Party is search for the same name and matching results are listed under "Search 2."

====Order By====

This tab defines to sort order options for searches in this database. You select a field from the drop down list at the top of the screen, then click the Insert Field button next to the Order By set you are defining. This adds the field to the Order By Clause.

For example, you wish to define 2 sort options. The first (and default) sort will be on a field called Date_Filed and will be in reverse order. The second sort will be on Doc_Type. Here is the process of setting this up:

# Select Date_Filed from the field drop down at the top of the screen.
# Clear out anything in the 1st Order by Clause box and then click the '''Insert Field''' button to add Date_Filed to the box. Immediately after Date_Filed add a space then "desc" to indicate descending or reverse order.
# Select PRSERV from the drop down at the top.
# Click the '''Insert Field''' button which changes the text in the 1st Order by Clause box from "primetable.date_filed" to "primetable.date_filed, primetable.prserv"
# Enter "Date Filed" into the 1st Order by Caption box.
# Select DateDoc_Type from the field drop down at the top of the screen.
# Clear out anything in the 2nd Order by Clause box and then click the '''Insert Field''' button to add Date_Filed to the box.
# Select PRSERV from the drop down at the top.
# Click the '''Insert Field''' button which changes the text in the 2nd Order by Clause box from "primetable.doc_type" to "primetable.doc_type, primetable.prserv"
# Enter "Document Type" Order by Caption box.
# Save the settings.

====Publish====

This tab is used to set up the Hit List publishing feature (menu selection: '''Hit List-Marked Items-Publish'''). This feature can export or publish hit list information to a comma-delimited or html formatted file and includes the associated image files in multi-page tiff or PDF format. You can designate the data file header, detail, footer as well as the path and file name. If you are publishing to html, be sure to check the "publish as html" option. If you check the "publish images as PDF" option, a 3rd party utility, TIFF2PDF.EXE, is required (see below). Template buttons are available to help you set up the header, detail and footer sections (for comma-delimited format, you probably would not have a footer).

The publish feature works as follows:
# Perform a search for documents you wish to publish.
# On the hit list screen, mark those documents to publish. You can right-click and select mark all to mark all of the documents on the hit list.
# Select the Hit List-Marked Items-Publish menu.
# Document fields are exported as designated by the header, detail and footer parameters. The images for a document are saved as a multi-page tiff images or PDF documents in the publish folder, having a name of the halFILE document number and an extension of TIF.

Publish is a convenient way to deliver data and images to third parties. The html feature can also be used to publish halFILE information to the web.

'''PDF Format (TIFF2PDF.EXE)'''

To publish images as PDF documents, the TIFF2PDF.EXE utility must exist in the halFILE program folder. Alternatively, the Irfanview Viewer utility can be installed with the PDF extensions. See the '''Configuring an alternative TIFF to PDF Converter''' link in the Supporting Documents section of HALFILE.COM for more information.

====Image modifications====

This tab lets you configure a trigger program to run if the image is modified.

====Execute Triggers====

This tab defines external programs that are triggered by actions that occur in search.

The Lost Focus Execute trigger defines an external program that is run when information in a field on the Document Information window is changed. This feature lets you restrict the triggered program to run only when the designated field is modified.

The Search Execute trigger is run when a document is saved in search. A common example of when this option is used is the Pending Order System feature where, after a document is saved, the pending order program is run to check to see if any of the data being posted may affect an open order. A template button is available on this form to provide a sample of a pending order check. Another template is provided for running the HFFlow32.exe which synchronizes data in two halFILE databases that are involved with database lookups to each other. When this option is saved, the setting is written to the database section [aaaHFWdd] of halfile.ini and therefore affects saving document information on all station.

====Document Information e-mail====

This tab is used to define information that is sent when the Marked Items-Send note menu is selected. You can designate the default e-mail addresses as well as e-mail subject and body information.

====Scan-on-demand e-mail====

This tab is used to define information that is sent when the Marked-Items-Send missing image note menu is selected. You can designate the default e-mail addresses as well as e-mail subject and body information.

====Notifications====

The Notifications tab configures halFILE's notification feature where e-mail notifications are sent to designated parities if certain information is posted or changed. When this option is saved, the setting is written to the database section \[aaaHFWdd\] of hfglobal.ini and therefore affects all halFILE stations only for this database. Note that there are also options that need to be set in HFNotify32.ini to complete setting up this feature.

====Word Merge====

The Word Merge tab is used to configure halFILE's Word Merge feature used to merge hit list information with a Word document. The following set up information is required:

'''Global settings for all stations'''

This frame configures Word Merge options that affect all stations. These settings are written to the wordmrg.ini file.

'''Unique database field''' - select a field which can be used as a unique key to the Word Merge database. The contents of this field can occur only one time in the hit list. Typically this is a file number of some type. 
'''Date format''' - select the date format to use when writing dates to the Word Merge database file. 
'''Post table description''' - For coded fields, check this box if you wish to write the description from the code table instead of the code. 
'''Combine multi-entry information as one record''' - check this box to write one record per document to the Word Merge database, combining multiple entries.

'''Settings for this station only'''

This frame configures Word Merge options that affect this station only. These settings are written to the wordmrgl.ini file in the Windows folder.

'''Program to run for Word Merge''' - select the Word executable file, normally Winword.exe. 
'''Word merge database path''' - select the path where the Word Merge database is saved.

====Starter====

See the Starter System section location below.

====Fallout Report====

See the Starter System section location below.

===SmartName Search===
[http://help.halfile.com/index.php?title=Chapter_7_-_Search_for_Documents_4.0#column-one Contents]

The SmartName search feature has been discontinued in version 4.0. Instead, the more powerful '''Auto Complete''' feature can be used where you press '''F4''' in a name field on the Search Criteria or Index form, and then type the name. The system then shows matching names that exist in the database. So, if you press F4 then type “Patterson Jo” you will be shown “Patterson Joe”, “Patterson Joey”, “Patterson Joseph” etc. You can select the names from the list to search for.

===Soundex Searches===
[http://help.halfile.com/index.php?title=Chapter_7_-_Search_for_Documents_4.0#column-one Contents]

Soundex is a search method that uses an algorithm to find data that 'sounds like' the search criteria you entered. This is typically used for name searches. While the soundex algorithm will often find names that are quite different from the name you are searching for, it is useful in many situations.

'''How Soundex Works'''

The Soundex algorithm creates a four-character code from the name you are searching for and then finds names in the database that have the same soundex code. The first character of the code is always the first character of the name. The next three characters of the code are a numeric representation of the letters in the name which are valid soundex letters (special characters and vowels are ignored). For example, the soundex code for 'Smith' is 'S530'. When you perform a soundex search for Patterson, you will find 'Petersen' since the soundex code for 'Patterson' is the same as 'Petersen.'

When the soundex search type is selected, halFILE will convert each name entered for the search criteria to a soundex code and then perform the search.

'''Using Soundex in Search'''

You can perform a soundex search as follows:
# On the Search Criteria screen, go to the field in which you want to use the feature.
# Type in the name you wish to search for.
# Click the '''Soundex '''button in the search options box.
# Click Begin Search.

'''Limitations to Soundex'''

Soundex can only be used on database engines that support the SQL Soundex function. This function is NOT supported in Microsoft Access at this time so the Soundex button is disabled in search if your database is Access. The soundex function is valid in other databases such as Microsoft SQL Server and Sybase SQL.

===Cross Name Search===
[http://help.halfile.com/index.php?title=Chapter_7_-_Search_for_Documents_4.0#column-one Contents]

Cross name search is a feature where you can instruct the search engine to search two multi-entry text fields for a value, performing a single search for both fields. This is typically used against name fields. For example, if you have one field called First_Party and a second field called Second_Party, with this feature you can perform a search for 'Smith, John' and the system will search for any documents where the Grantor = Smith, John OR the Grantee = Smith, John.

'''Setting up Cross Name Search''' 
Use the Tools-Options menu to set up Cross Name Search.

'''Using the Cross Name Search Feature'''

Once the above steps have been performed, the following steps are performed to use this feature:
# Go to the Search Criteria screen.
# Check the Cross name Search box found above the Begin Search button. You will see the caption on the first name field changed to the cross name caption and the second name field will be disabled.
# Enter the name to search for in the enabled name field box (plus any other criteria you wish to include on the search) and click Begin Search.
# The system searches for the name in the name field and adds those matches to the hit list. Then the system searches for the name in the second name field and appends those matches to the end of the first hit list, resulting in a composite list of matches.
# If you then wish all the names to be sorted by some column, you can right click on the column and select the appropriate sort option.

===Starter Searches===
[http://help.halfile.com/index.php?title=Chapter_7_-_Search_for_Documents_4.0#column-one Contents]

The Starter System was designed for the Title Industry but may have valuable application in other types of organizations as well. With this system, you define "criteria sets" consisting of fields which are commonly searched. Then, you can fill in all of the criteria for these sets and the system can perform a search using the criteria for each set to derive a composite search.

Starter searches, therefore, are useful when more than one search must be performed to perform the full search. Instead of performing an initial search and then one or more append searches, with the Starter system you can fill in all the criteria and perform back to back searches for each criteria set.

====Setting Up the Starter System for a Database====

The Starter tab of the Tools-Options menu in Search used to configure halFILE's Starter system. These options are saved to hfstarter.ini. Note that for e.halFILE, these options are placed in halweb.ini. The following describes the settings.

'''Enable this feature''' - check this box to enable the Starter system. 
'''Database name contains the latest posted date in the last 10 characters''' - this option tells the system that the posted or plant date through which the database has been verified can be found in the last 10 characters of the database name (File-Databases-ODBC Info button of the Administrator). For example, "Jackson County thru 10/15/2004" would be an example where this option is valid. 
'''Starter Number Field''' - the Starter Number is the number under which the Starter criteria information is stored in the halFILE database. Select a field in which to store this information. Typically a file number field is used. The Starter Number is entered by the user setting up the Starter. 
'''Starter Description Field''' - select the field where the description of the search is stored. The description is entered by the user setting up the Starter. This could be a remarks or comments field. 
'''Open Date Field''' - select a date field where the date the starter was created is stored. 
'''Close Date Field''' - once the starter search is no longer active, it can be closed. Select the date field where the date the starter was closed is stored. 
'''Starter Status Field''' - the Starter system posts an "open" status to the starter record when the starter is created and a "closed" status when it is closed. Select the field to be used to hold the status of the Starter. This is normally a document or instrument type field. 
'''Fallout Date Field''' - this identifies the date to be used for the date down searches. Each time a search is performed for a starter, the date of the search is recorded in this field and becomes the beginning date for subsequent searches using this starter. 
'''Security Group Field''' - – use this field if multiple users create starters and a user can only see the starters he/she creates. This feature posts the user’s security group (Configure-User Groups in the halFILE Administrator) to the field designated here. You should then configure the User Group security to prohibit the viewing of Starter documents containing some other group value. 
'''Open Status Value''' - the value to post to the Starter Status field when a starter is created. For example, "STRO" could be the code used for Open Starter. 
'''Closed Status Value''' - the value to post to the Starter Status field when a starter is closed. For example, "STRC" could be the code used for Closed Starter. 
'''New Document Prefix Letter''' - Enter a one character prefix letter to be used when create the starter document record in the halFILE database. Try to configure a unique letter not used by as a Station Id on capture stations. 
'''Starter Basket''' - enter the basket name to be used for newly created starter documents. We recommend a basket named "Starter."

====Criteria Sets====

You can configure a number of "criteria sets" which define a single halFILE search. Typically, in a Title Plant situation, the following criteria sets would be configured:

* Grantor
* Grantee
* Cross Name
* Subdivision
* Township-Range

To set up a criteria set, select the set number from the Criteria Set drop down box, configure all the options, then click '''Save Set'''.

'''Set Description''' - describes the search for this criteria set. Normally, it would be similar to the field selected in the Field to search box. 
'''Field to search''' - select the field to search when the starter search for this criteria set is performed. 
'''Order hit list by''' - enter the order by clause to use when the starter search for this criteria set is performed. The default button selects an order by using the field selected in the Starter Number field box. This must use valid SQL statement form and the field names used must be valid to prevent an error from occurring when a search is performed. 
'''Default search type''' - select the default type of search to perform for this criteria set. The following are our recommendations for the common starter criteria sets. 
* Grantor - BEGIN
* Grantee - BEGIN
* Cross Name - BEGIN
* Subdivision – TITLESUBDIVISION (automatically performs Add All Levels search)
* Township-Range - TITLETOWNSHIP (automatically performs Add All Levels search)

====Performing a Starter Search====

Let's go through an example to help you understand this feature. For a database examination, I need to perform 4 separate searches for the following fields defined as criteria sets:
* Criteria Set 1: Grantor
* Criteria Set 2: Grantee
* Criteria Set 3: Subdivision_Block_Lot
* Criteria Set 4: Township_Range_Section

So, I fill in the search criteria on the standard Search Criteria page as shown on the screen example below.

[[Image:Starter_Search_Search_Criteria.jpg]]

You then click the '''Starter-Create''' menu and the system asks you to enter an Order Number for the search.

Then, the system checks to see if that order exists and displays how the criteria sets are to be saved for the Order. It also asks for an Order Description and provides boxes for the Open Date (filled with today's date) and Closed Date (left blank on new orders).

[[Image:Starter_Search_Overview.jpg]]

The '''Save? '''column on the left indicates which fields you want to save to the Order. Normally, you would leave all items set to yes as is the default but they come in handy when you want to update the criteria for an order. To toggle the yes/no double click the cell. Also, at the bottom of the grid you will find the date range to search. The beginning date on a new order is preset at 1/1/1900. The ending date is either today's date or if configured, the system can pull the ending date from the database name. For example, if you maintain the database verification date in the database name, as the last characters of the name, the system can strip it off the name. Either way, if the "save ending date for date down search" check box is checked, then the ending date is saved to the order so it will be available for "date down" searches at a later time. Finally, there is a "view references" check box at the bottom. If this is checked, the reference documents will be included in the search.

The '''Save Starter Information''' button saves the Starter information under the order number you provided. The information is stored in the halFILE database and is given a document type of "Starter" as defined in the parameters. The criteria set information is also stored in the related database fields in the database.

The '''Save Starter and Run Search''' button saves the starter information, and then performs a "starter search". A search is performed for each criteria set and a composite hit list is displayed as shown below. If you want to perform the search but do not care to save the starter information to the database, click the '''Run Search (nothing saved) '''button.

[[Image:Starter_Search_Hit_List.jpg]]

There is a header line for each criteria set so you can easily see the results of each search.

====Date Down Searches====

Once a starter has been saved, a "date down" search can be performed to search the database for records added since the initial search was performed. To perform a date down search:
# Select the '''Starter-Edit''' menu on the search criteria page and enter the order number to use for the date down search.
# The criteria set page is displayed showing the criteria from the initial search. This time, however, the left-hand Save? column for all criteria sets is blank. Double click the cell in this column to indicate which fields to search by setting the cell to YES.
# Check your date range which will show a beginning date equal to the ending date of the last search you performed for this starter.
# Click the '''Save Starter Information and Run Search''' button or the '''Run Search (nothing saved)''' button to perform the date down search.

====Closing a Starter====

To close a starter record, edit the starter as described above then click the '''Close Starter''' button. The document type for closed starters is posted to the record. Closed Starters do not appear on the Fallout Report.

====Re-opening a Starter====

To re-open a starter record, edit the starter as described above then click the '''Open Starter''' button. The document type for closed starters is posted to the record.

====Copy a Starter to a new Starter====

To copy the search criteria for a Starter to a new Starter, edit the starter as described above, then select the '''File-Copy Starter''' menu and enter a new order number. This changes the Starter Number on the form to the new starter number. Then click '''Save Starter Information''' or '''Save Starter Information and Run Search''' to save the new starter.

====Saving the Grid Format of the Starter Information Form====

You can resize the columns as needed on the Starter Information Form. Once the grid is sized to your liking, select the '''File-Save Grid Layout''' menu to keep the columns widths as the default settings.

====Fallout Report====

The Starter System includes a Fallout Report showing any new database records that have been posted since the last time the Fallout Report was run. So, the Fallout Report performs a "date down" search for every open starter in the system. The report finds all the open starters and then for each starter, a search is performed to determine if any new records meet the search criteria for the starter criteria sets, having a date greater than the last fallout date. Matching records found are then listed on the Fallout Report.

The Fallout Report tab of the Tools-Options menu configures the options used to print the report. The report must be built using Crystal Reports (a sample report, fallout.rpt, is provided). Also, your fallout report program, HFFallout.exe, must match the Crystal Reports version.

'''Fallout Report Description''' - describes the report. 
'''Fallout Report Path''' - the path where the Crystal Report is located. 
'''Fallout Report File''' - the file name of the Crystal Report. Do not enter any path information, just the report file name. 
'''Last Fallout Report Date''' - this shows the date the report was last run. This date will be used as the starting date for the next Fallout Report process.

The Fallout report can be run interactively or in auto mode. To run the report interactively, select the '''Starter-Fallout Report''' menu on the Search Criteria window. The date range is automatically filled in from the last time the report was run. The available fallout reports are listed in a drop down box. Select the report to run and click the '''Run Report''' button. Once report processing is complete, a message is displayed. Then click the '''Print Report''' to print the report results.

To run the report automatically, you can schedule a job using SQL Server Agent that runs the following command line:

<drive and path>\HFFallout.exe AAA;DD;User

where <drive and path> designate the location of hffallout.exe and AAA is the application id, DD is the database id and USER is the user id under which the report is generated. When the report job runs, the report files are saved in the user's folder. Then, the user can return to the Fallout Report menu, select the report and click the Print Report button.

To save the ending date as the new starting date for the Fallout Report, click the '''Save New Fallout Date''' menu.

Since the Fallout Report processes every Open Starter, it is important to close your starters when they are complete.

===Proximity Search===
[http://help.halfile.com/index.php?title=Chapter_7_-_Search_for_Documents_4.0#column-one Contents]

"Proximity Search" is a powerful new feature of the halFILE Search Module utilizing full text indexes. A full text search is performed, in which the words entered into the criteria must all be present but do not need to be in the same order as keyed. New full text indexes can be added to selected halFILE data fields like names, Grantors, Grantees, Addresses, etc. "Proximity" means each word in the search criteria for a field is in the same proximity in the database field. This feature requires SQL Server 2000 or later.

For example:
If you search a name field for ''John Doe'', you will find docs where the name field contains:
{|cellspacing="20"
|''Doe, John''
|''John Alan Doe''
|''Doe, Robert John''
|''The John Doe Trust''
|}

Similarly, if you search a name field for ''Jo* Doe'', you will find docs where the name field contains:
{|cellspacing="20"
|''Doe, John''
|''John Alan Doe''
|''Doe, Robert Joe''
|''The Joe Doe Trust''
|}

Primarily used on name fields, this feature can perform a search and find documents regardless of the order of the words.

'''Enabling Proximity Search'''

To enable Proximity Search for a database, go to the File-Databases menu of the halFILE Administrator. Select the database and click the Proximity Search button. Follow the instructions on the screen.

'''Using Proximity Search'''

In the Search module, if a field has the full-text index built a new Proximity Search button will be enabled in the search types box. Select that to perform a Proximity Search. Note that you can set Proximity Search as the default search type for a field in the Custom Search set up of the halFILE Administrator.

===Full-Text Search===
[http://help.halfile.com/index.php?title=Chapter_7_-_Search_for_Documents_4.0#column-one Contents]

A new Add-On Product called Automated Indexing is available which can be used to build a full-text index on the entire document. The module converts TIFF images to words using OCR then loads the words into the full-text index. Other document types such as Word, Excel, and PDF can also be full-text indexed.

In halFILE, a new field is added to the end of the database called Fulltext. To search the full-text index, you type your search criteria into this box and select Proximity as the Search Type. The search is then performed against all the words in the document. Matches occur if the criteria words are in relatively close proximity in the document.

For example, you searched for ''Cement Trucks'' and the document include the sentence reading ''Acme Cement Company sent seven trucks to the development project.'' Then that would be a match.

===Search Menu Summary===
[http://help.halfile.com/index.php?title=Chapter_7_-_Search_for_Documents_4.0#column-one Contents]

 '''Search Criteria window menus'''

'''File-Begin Search''' - initiates the search. This is also invoked by pressing ALT-B. 
'''File-Save Hit List''' – saves the records in the hit list to a file with a .HIT extension. The records can be reloaded using the File-Restore Hit List menu selection. 
'''File-Restore Hit List''' – lets you select a saved hit list to restore. 
'''File-Print Criteria''' - lets you print out the criteria for this search. 
'''File-Print Setup''' - lets you select the printer to use. 
'''File-Close''' - closes the index routine and returns to the main menu. 

'''Edit-Cut''' - cuts the currently highlighted text and places it into the Workspace Window (if it is currently active) or into the Windows Clipboard (hot key CTRL-X). 
'''Edit-Copy''' - copies the currently highlighted text and places it into the Workspace Window (if it is currently active) or into the Windows Clipboard (hot key CTRL-C). 
'''Edit-Paste''' - paste data from the Windows Clipboard into the current cursor position (hot key CTRL-V). 
'''Undo''' – this undoes the last keystrokes that were pressed by the user (hot key CTRL-Z). 

'''Clear-Criteria''' – clears out all the criteria entries. 
'''Clear-Hit List''' – Removes all entries from the hit list. 
'''Clear-New Search''' – Brings up a new search window. 

'''Starter-Create''' - if the Starter system is configured, this creates a "starter" record in the database which includes the criteria you have entered on the Search Criteria window. You can also run a search from the Starter screen that is displayed. 
'''Starter-Edit''' - if the Starter system is configured, this menu is used to edit an existing Starter record and run a search. 
'''Starter-Fallout Report''' - if the Starter system is configured, this menu is used to print a "Fallout" report consisting of documents which match open starters for a given date range. 

'''Tools-Options''' - this menu is used to configure custom search options. 

'''Window-SQL''' – displays the SQL Statement used to perform the search. 
'''Window-Hit List View''' – displays the Hit List window. This is also invoked by pressing the F8 key. 

'''Help''' - display on-line help information (hot key F1). 

'''Search Hit List window menus'''

'''File-Save Hit List''' – saves the records in the hit list to a file with a .HIT extension. The records can be reloaded using the File-Restore Hit List menu selection. 
'''File-Restore Hit List''' – lets you select a saved hit list to restore. 
'''File-Print Criteria''' - lets you print out the criteria for this search. 
'''File-Print Setup''' - lets you select the printer to use. 
'''File-Delete Document''' – deletes the currently select document and its images from the halFILE database. You must have rights to perform this action. 
'''File-Close''' - closes the index routine and returns to the main menu. 

'''View-Prior Doc''' - allows you to view the prior document in the hit list. May also be invoked by pressing F11. 
'''View-Next Doc''' - allows you to view the next document in the hit list. May also be invoked by pressing F12. 
'''View-Fallout/Pending Orders''' - if the Pending Order system is configured, this is used to view fallout documents and pending orders. 
'''View-Reference Documents''' – if a Search Reference was set up, this menu selection is displayed to retrieve reference documents for all the documents in the hit list. 

'''Clear-Criteria''' – clears out all the criteria entries. 
'''Clear-Hit List''' – Removes all entries from the hit list. 
'''Clear-New Search''' – Brings up a new search window. 

'''Window-Criteria''' - displays the Search Criteria window. 
'''Window-Document Information''' – displays the Document Information window. 

'''Hit List-Mark Document''' – marks the currently selected document. 
'''Hit List-Remove Document''' – removes the currently selected document from the hit list. 
'''Hit List-Mark All''' – marks all the documents in the hit list. 
'''Hit List-View Document''' – views the currently selected document. 
'''Hit List-Copy to Document Clipboard''' – copies the selected document to the halFILE Document Clipboard. Then go to the Index module and select the Edit-Paste from Document Clipboard to use the selected document as the source data for the duplication hot keys. 
'''Hit List-Mark as Doc Data for Combine''' – this menu selection works with the '''Hit List-Marked items-Combine''' feature below. This marks the selected hit list row with "D>>" to identify it as the row to be used to post index information for the new document created by the Combine feature. 
'''Hit List-Marked Items-Keep''' - this option removes all documents from the hit list except the marked items. 
'''Hit List-Marked Items-Remove''' - this option removes all the marked items from the hit list. 
'''Hit List-Marked items-Combine''' – this feature will combine document image for all the marked items, create a new document with the index information from the row marked as the Doc Data for Combine (see above menu selection). It then loads the Image Move Utility so, if desired, the images for the newly created document can be reordered. 
'''Hit List-Marked Items-Print''' - this option prints the images for all marked items. It does not print Associated or Text documents. 
'''Hit List-Marked Items-Email-One attachment''' - this option combines all the images for marked items and attaches it to an e-mail. You e-mail client is then loaded so you can send the attachment. 
'''Hit List-Marked Items-Email-Multiple attachments''' - this option creates an e-mail attachment for each document and loads your e-mail client. 
'''Hit List-Marked Items-Email-Select pages''' - this option displays a screen showing all the pages for the marked items. You can then select the pages to attach to the e-mail. 
'''Hit List-Marked Items-Email as PDF-One PDF attachment''' - this option combines all the images for marked items and attaches it as a PDF document to an e-mail. You e-mail client is then loaded so you can send the attachment. 
'''Hit List-Marked Items-Email as PDF-Multiple PDF attachments''' - this option creates a PDF e-mail attachment for each document and loads your e-mail client. 
'''Hit List-Marked Items-Email as PDF-Select pages as PDF''' - this option displays a screen showing all the pages for the marked items. You can then select the pages to attach to the e-mail as a PDF document. 
'''Hit List-Marked Items-View references''' - this option performs the reference lookup for all marked items. 
'''Hit List-Marked items-Send note''' - this option sends an e-mail note that may contain database information from the marked documents. The information included in the e-mail is pre-configured using the '''Tools-Options''' (Document information e-mail tab).
 
'''Hit List-Marked Items-Send missing image note''' - this option sends an e-mail note that may contain database information from the marked missing image documents. The information included in the e-mail is pre-configured using the '''Tools-Options''' (Scan-on-demand e-mail tab). 
'''Hit List-Marked Items-Export hit list data/images''' – this exports the marked documents (data and images) to a location and in a format as designated by the Export tab of the Tools-Options menu (Export tab). 
'''Marked Items-Send to halTrack''' - this menu appears if you are a halTrack ASP customer. It will upload the marked documents and data to your halTrack web site. 
'''Hit List-Sort-Ascending''' – sorts the hit list in ascending order on the column that is currently selected. 
'''Hit List-Sort-Descending''' – sorts the hit list in descending order on the column that is currently selected. 
'''Hit List-Toggle Missing''' – toggles the mark of documents identified as missing images. 

'''Layout-Save Grid Format''' - saves the current hit list grid column widths. 
'''Layout-Restore Grid Format''' – resets the hit list grid column widths to the default. 
'''Layout-Auto Size''' – toggles the option to automatically set the column widths based on the data in the grid. 

'''Help''' - display on-line help information (hot key F1).

'''Document Information window menus'''

'''File-Save Document''' - saves the information entered for the document. This is also invoked by pressing CTRL-S. 
'''File-Print Image''' - prints the image currently being shown in the image view window. 
'''File-Print Criteria''' - lets you print out the criteria for this search. 
'''File-Print Setup''' - lets you select the printer to use. 
'''File-Delete Document''' – deletes the currently select document and its images from the halFILE database. You must have rights to perform this action. 
'''File-Close''' - closes the index routine and returns to the main menu. 

'''Edit-Attach Note''' – Allows attachment of a note which is indicated by an eraser icon in the top left corner of the index fields box. When the eraser icon is clicked the note screen pops up with the note. 
'''Edit-Copy to Document Clipboard''' – copies the document to the halFILE Document Clipboard. Then go to the Index module and select the Edit-Paste from Document Clipboard to use the selected document as the source data for the duplication hot keys. 
'''Edit-Cut''' - cuts the currently highlighted text and places it into the Workspace Window (if it is currently active) or into the Windows Clipboard (hot key CTRL-X). 
'''Edit-Copy''' - copies the currently highlighted text and places it into the Workspace Window (if it is currently active) or into the Windows Clipboard (hot key CTRL-C). 
'''Edit-Paste''' - paste data from the Windows Clipboard into the current cursor position (hot key CTRL-V). 
'''Edit-Undo''' – undoes the last keystrokes entered by the operator (hot key CTRL-Z). 
'''Edit-Append Pages-From File''' – allows a page to be scanned and added to the document. 
'''Edit-Append Pages-From Scanner''' – allows a page to be scanned and added to the document. 
'''Edit-Re-import-Document''' – brings the document pages back on-line and into the currently selected basket. 
'''Edit-Re-import-Document and Data''' – brings the document pages back on-line and into the currently selected basket and creates a database record duplicating the information from the original document. 

'''View-Prior Doc F11''' – views the document previously listed on the hit list. 
'''View-Next Doc F12''' – views the next document listed on the hit list. 

----

Note: All OCR options require Imaging Professional for Windows components

----

'''OCR-Page-Text''' - performs optical character recognition on the current page to translate the image into text file. 
'''OCR-Page-Word''' - performs optical character recognition on the current page to translate the image into a Microsoft Word document. 
'''OCR-Page-HTML''' - performs optical character recognition on the current page to translate the image into an html web document. 
'''OCR-Page-Word Perfect''' - performs optical character recognition on the current page to translate the image into a WordPerfect document. 
'''OCR-Document-Text''' - performs optical character recognition on the document to translate the images into text file. 
'''OCR-Document-Word''' - performs optical character recognition on the document to translate the images into a Microsoft Word document. 
'''OCR-Document-HTML''' - performs optical character recognition on the document to translate the images into an html web document. 
'''OCR-Document-Word Perfect''' - performs optical character recognition on the document to translate the images into a WordPerfect document. 
'''OCR-Selected-Clipboard''' - performs optical character recognition of the image area selected and places the results into the windows clipboard. 

'''Clear-Criteria''' – clears out all the criteria entries. 
'''Clear-Hit List''' – Removes all entries from the hit list. 
'''Clear-New Search''' – Brings up a new search window. 

'''Window-Hit List View''' – displays the Hit List window. This is also invoked by pressing the F8 key. 
'''Window-Criteria''' - displays the Search Criteria window. 

'''Help''' - display on-line help information (hot key F1).

Chapter 8 - Search for Documents 4.0

2017-05-03T18:48:35Z

Tomh: /* SmartName Search */

[http://help.halfile.com/index.php?title=HalFILE_4.0_Documentation Main Index]

==SEARCH FOR DOCUMENTS==

===Overview of Search===
[[Image:search248.jpg|left]]Once documents have been indexed, they can be searched for using search criteria based upon the popular Structured Query Language (SQL). The user, however, does not need to know SQL statements. Rather, halFILE provides a search criteria form that can be filled out by the user and formats the proper SQL instructions for the search automatically.

'''Searching for documents that have been indexed'''

# Select '''File-Search''' from the main menu or click on the search icon from the Manager tool bar.
# The following windows are established as follows:
## The Search Criteria Window is the area into which search criteria is entered.
## The Search Hit List Window is a grid containing a row for each record found by the search and a column for each field in the record.
## The View Window shows the images for the selected document.
## The Document Information Window shows the indexed information of the document being viewed. This window also allows updating of the database fields for the document being viewed.
# Enter the search criteria into the Criteria Window by clicking on a field and entering the data to search for. Check the appropriate search type button in the upper right corner of the window which provides options for exact match, beginning of field, end of field, free form search, greater than, less than and range. As many fields as necessary can be entered for a search.
# Press the '''Begin Search''' button.
# The search is then processed and a box appears showing the number of hits found. Answer '''Yes''' to load the hits into the Hit List grid; answer '''No''' to stop the search and re-enter criteria.
# The Search Hit List grid is loaded and displayed. Double click on a row to load the View Window with the first and second image pages for the document, respectively. The Document Information Window is also loaded with the data for the selected record. The View Window and the Document Information Window are placed, side by side, on the screen.

===The Search Criteria Window===
[http://help.halfile.com/index.php?title=Chapter_7_-_Search_for_Documents_4.0#column-one Contents]

When the search feature is loaded, a screen similar to the following is displayed:

[[Image:Search_Criteria4.jpg]]

The search criteria screen is activated for entering the criteria for the search. The other search windows appear as minimized icons in the lower left portion of the screen.

====Searching for more than one multi-entry field item====

Multi-entry fields are those fields for which more than one line of data can be entered. If you wish to search for a single entry in a multi-entry field, simply enter the data to search for in the field box. If you want to search for multiple entries for one multi-entry field:

# Click on the multi-entry box to position the cursor.
# Enter the first line to search for and press the enter key.
# Enter the second line to search for.

The search mechanism performs a search looking for records that contain either the first line that was entered or the second line and containing any other criteria entered. For instance, you could search for documents filed on 12/15/2000 for persons named 'Smith' or 'Jones' where the name was defined as a multi-entry field.

====Searching for a range of values====

The '''Range''' search type is provided to search for a range of values and is entered as follows:
# Click the mouse inside the criteria field for which a range search is desired. (i.e. date field)
# Click the range button in the search type box.
# Enter the first criteria field (the low value).
# Press the '''space bar''' on the keyboard. This will automatically put the word <thru> into the criteria field.
# Enter the second criteria field (the high value).

The search is processed and records with a value within the given range, inclusively (the low and high values included), will be included in the hit list.

====Auto Complete====
The Search Criteria screen supports the Auto Complete feature which lets you select names from valid names that are already listed in the database. This feature is invoked by pressing the F4 key when the cursor is in a box where the feature is supported. Auto Complete is typically used on name fields to help the operator post a name in the same format as it was posted to previous documents. Here is how this feature is used:

# Once you are in the box where you will enter the name, press F4.
# A pop up box is displayed and you can begin keying the name. As you enter the letters for the name, matches will be shown in a list. So if you key “Patterson,” you will see “Patterson Andrew,” Patterson Barry” etc. listed.
# At any point you can select a name from the list and click the Add button to add it to the list to be searched. You can then search for a different name, if desired, and add that to the list of names to be searched.
# Once you have selected all the names desired, click the Index button to return to the search criteria screen.

Auto Complete is also available in the Search module when updating information as well as the Index module when posting new information.

====Printing the search criteria====

Typically, when you design a report, the criteria information is placed into the report heading. If you perform a search and find no hits and need a report to prove the search was performed, you can go to the Hit List Window using the '''Window - Hit List View''' menu or the '''F8''' key and then print the report.

====Closing the search module====

Select '''File-Close''' from the menu.

====Performing an Append search====

After a search is performed and the results are in the hit list you can perform an "Append" search. This is a second search that appends the results to the results of the first search. To do this:

# Select '''Clear-Criteria''' from the menu to clear all the criteria from the criteria screen. This leaves the hit list intact and any subsequent searches are appended to the list.
# Select '''Clear-Hit List''' to clear all records from the hit list window. This leaves the criteria from the previous search loaded so you can make minor criteria adjustments and search again.
# Select '''Clear-New Search''' from the menu to clear both the hit list and the criteria for a new search.
# Select '''Window-Search Criteria''' to activate the criteria window so another search can be performed.

====Designing a report====

# Perform a search of the document database for which the report is to be generated.
# From the search hit list, click the '''report''' button found below the hit list grid. This loads the Reports window.
# Press the '''Insert Report''' Button. Then you will be asked "Does this report print out a card format?" If you will be printing to index cards, answer yes. For reports on standard paper answer no.
# "New Report 1" will be inserted into the list of reports. Click that entry to highlight it, then click the edit button.
# The Edit Report window is displayed. Enter the description of the report and the path and filename where you will store the report. For instance if you were creating a report of clients, you could call the report "client.rpt". To save the report to the halFILE directory on drive H:, you would enter "H:\HALFILE\CLIENT.RPT" into the path and filename box. The '''Select''' button is provided to help you find and select existing reports or set the path for a new report.
# Press the '''Design''' button. This will load Crystal Reports. If Crystal Reports fails to load, set its location by selecting '''File-Report''' from the halFILE Administrator menu.
# From the Crystal Reports menu, select '''File-New''' to create a new report. This will take you through the steps of designing your new report. Refer to the Crystal Report manual or its help file for more information.
# When you are asked to choose a database connection, select an ODBC File DSN and find and select "halreports.dsn" found in your Windows Temporary directory. Hint: to quickly get to your temporary folder in the file location dialog box, you can type in %temp% and hit enter.
# Once the halreports.dsn is selected, the following text files will appear in Crystal's list of files for that DSN:
:* '''criteria.txt''' - contains search criteria information. This can be used on a Crystal subreport that is inserted into the report header of your main report to show you what criteria was used to obtain the search results shown on the report.
:* '''halreport.txt''' - this contains report information for standard reports. It includes ALL of the information for the documents on the hit list.
:* '''halcard.txt''' - this contains report information for card-style reports. It includes ALL of the information for the documents on the hit list.
:* '''hitlist.txt''' - this contains report information reflecting only the data shown on the hit list. This file is useful when you want your report to exclude all of the multi-entry information and reflect exactly the search hit list screen.
# Design your report. When you are finished, select '''File-Save As''' and enter the same path and filename as you entered in step 5 above. (Note: Be sure the File-Save Data with Report option in Crystal in not checked).
# Select '''File-Exit''' to return to halFILE.
# Click the '''Done''' button to save the report setup information.

====Printing a report====

# Perform a search.
# From the hit list click the report button.
# Click on the report that you wish to print from the reports listed.
# The print window is displayed where you can print the report directly to the default printer, preview the report, or select the printer.
# When PRINT PREVIEW is selected the report is generated and displayed in a window. Click the printer icon at the bottom of the screen to route the report to the selected printer.
# Press the close button to close the report window.

====Printing Large Reports====

The Report Only check box is used when printing large reports. When this option is checked, the system performs the search but does not load the Hit List window. Rather, the results of the search are passed directly to the reporting mechanism.

====Avoiding slow searches====

Each field in the document database is indexed. However, a field that is indexed is indexed from the left only. Therefore, keep in mind the following:

# Avoid 'free form' and 'end of field' searches unless associated with other criteria that use a different search method. Free-form and End of Field searches are unable to use the index and must read the entire database to find matches.
# If name fields are posted so a 'free form' search is often required, consider using 'Proximity Search' (see section later in this chapter).
# Enter as much search criteria as possible.
# If possible, avoid searches that find hundreds of hits. When the hit list is loaded, the data for a search must be written to a disk file. The more records that must be loaded, the longer it takes for the entire grid to be loaded.
----

Note: Even though an hour glass mouse pointer is displayed when the hit list grid is being loaded, you can actually perform some actions against the grid including viewing a document. The hourglass will change back to a pointer when the entire grid is loaded.

----

===Criteria Field Types===
[http://help.halfile.com/index.php?title=Chapter_7_-_Search_for_Documents_4.0#column-one Contents]

As you fill in the criteria fields, check the search type button box in the upper right hand corner of the criteria window to ensure that the desired search type is being performed. Search types include:

'''Exact Match''' - the field data in the database must exactly match the criteria. 
'''Beginning of Field''' - the field data in the database must begin with the criteria entered. 
'''End of Field''' - the field data in the database must end with the criteria entered. 
'''Free Form Search''' - the field data in the database must contain the criteria entered.

----

A Free Form Search may be slow because the search engine must examine every database record to determine if a match has occurred. Therefore, this type of search should be avoided if possible. If, however, other non-free form criteria is entered, the search will be fast.''

----

'''Greater Than''' - the field data in the database must be greater than the criteria entered. 
'''Less Than''' - the field data in the database must be less than the criteria entered 
'''Range''' - the field data in the database must be within the range of the two criteria values entered. 
'''SmartName Search''' – when you exit from a criteria box designated as a Smart Name search, the system converted the names in the box to aliases using the Smart Name dictionary. See Smart Names for more information. 
'''Soundex''' – a "sounds like" search is performed on the criteria field. 

'''Search criteria results examples'''

The following chart shows some examples of how the search engine works. The Criteria Entered column represents the criteria you might enter into a criteria field. The Database Field columns contain data that could be in your database. The exact, beginning, end, free form, greater and less columns show whether or not the record would be found given the criteria that was entered.

{|
|'''Criteria Entered'''||'''Database Field'''||'''Exact'''||'''Beginning'''||'''End'''||'''Free Form'''||'''Greater'''||'''Less'''||'''Range'''
|-
|Smith, J||Smith, John||no||yes||no||yes||yes||no||n/a
|-
|Smith, John||Smith, John||yes||yes||yes||yes||no||no||n/a
|-
|John||Smith, John||no||no||yes||yes||yes||no||n/a
|-
|400||450||no||no||no||no||yes||no||n/a
|-
|100 <thru> 200||201||n/a||n/a||n/a||n/a||n/a||n/a||no
|-
|100 <thru> 200||100||n/a||n/a||n/a||n/a||n/a||n/a||yes
|-
|}

===The Hit List Window===
[http://help.halfile.com/index.php?title=Chapter_7_-_Search_for_Documents_4.0#column-one Contents]

Once a search is performed, a hit list window similar to the sample below is displayed showing the results of the search. This grid includes a row for each record found in the search and a column for each field in the database. If a field is a multi-entry field, only the first entry in the database is displayed.

[[Image:Search_HitList4.jpg]]

====Sorting the Hit List====
To sort the Search Hit List by any field, simply click the column header. This sorts the column alphabetically. Click the column header again to sort in reverse alphabetical order. Note that the default sort can be set on the '''Order By''' tab of the '''Tools-Option''' menu.

====Selecting the Display Result Option====
The Hit List tab on '''Tools_Options''' menu of the Search Criteria screen provides three Display Result Options as follows.
# One row per document – displays a single row for each matching document, showing the first row of multi-entry data. This is the traditional display option from prior halFILE versions.
# Rows that match search criteria – also displays a single row for each matching document. However, the multi-entry data shown is derived from the row that matched the search criteria.
# All rows (includes multi-entry) – this option will show all rows of data for each document.

====Formatting the hit list grid====

# Position the mouse pointer on the grid divider lines in the header row and drag the mouse left or right to increase or decrease the width of a column.
# To re-order columns on the grid, click in the header of the column to move and hold the mouse button down. Then drag it over to where you want the column to be and release the mouse button.
# The Layout-Auto Size menu can be used to automatically size the columns based on the width of the data in the hit list.
# Once you have the grid column widths set to your liking, select '''Layout-Save Grid Format''' to permanently save column widths.

====Marking entries in the hit list grid====

'''>>''' The marking feature lets you mark entries in the hit list and then re-load the hit list saving only marked entries or unmarked entries. To use this feature:

# Click the row to mark and then click the '''Mark button'''. This places a check mark icon to the left of the row.
# Click the '''Show Marked List''' button found at the bottom of the screen to show items that have been marked.
# You can remove entries from the second list by selecting a row and pressing the '''Remove button. '''
# When you have marked all the desired records, press '''List Options''' button that appears when a record is placed into the second list. This shows a menu to save records marked items, remove marked items, or remove records in the bottom list from the top list. The hit list is then re-loaded.

====Saving and Restoring the Hit List====

The search list can be saved to a file and restored during a later session by:
# From the search hit list window, select '''File-Save Hit List'''.
# Enter the file name to save the list to, using an '.HIT' extension.

Later, a saved search hit list can be restored by:
# Within Search, select '''File-Restore Hit List'''.
# Select the file name that was saved earlier.

Once this is done, you can use the search hit list as if you had just performed the search.

====The Right Click Menu on the Search Hit List====

All of the menu selections under the Hit List menu are replicated on a right click menu that is activated by pressing the right mouse button with the arrow on a column and row of the search hit list. This is handy for performing quickly performing the hit list management features.

See the Search Menu Summary at the end of the chapter to review the menu selections that are on the Right Click and Hit List menus.

===The Document Information Window===
[http://help.halfile.com/index.php?title=Chapter_7_-_Search_for_Documents_4.0#column-one Contents]

Once the Document Information Window is loaded the screen will be similar to the sample below. Fields that cannot be altered such as document number, storage location and folder appear in a lighter shade. These fields are used to locate the image relating to the document. Date fields are formatted using the long date format set up in the Windows Control Panel (Regional and Language Options). Multi-entry fields are placed in larger text boxes with scroll bars on the right if all the entries will not fit in the box. Like Index, a question mark icon will appear if a field is validated in a table.

===Changing database information===

# Perform a search and select a record from the hit list to load the Document Information Window.
# Click in the desired field and make changes. Date fields can be keyed in the standard mm/dd/yy or mm/dd/yyyy format.
# To save the changes, press CTRL-S.

----

Note: If security is enabled, users that do not have Index privileges will not be able to change the database information.''

----

[[Image:Search_DocInfo4.jpg]]

===Imaging View Window===
[http://help.halfile.com/index.php?title=Chapter_7_-_Search_for_Documents_4.0#column-one Contents]

If the document is an image, the Image View Window shown below is used to view the image. This View Window will automatically display when the Document Information Window is displayed.

[[Image:Search_ImageWindow4.jpg]]

====Zooming in on the image====

# Position the mouse arrow over the area of the image you wish to zoom in on.
# Press and hold the left mouse button.
# Drag the mouse to form a box around the area to zoom in on.
# Release the mouse button.
# To return the image to full page, double click on the image.

====Rotating the image====

Click one of the page rotation icons in the tool bar on the Image Viewer.

====Printing an Image====

# Click the printer icon in the tool bar above the image or select File-Print Current Image from the menu. Or select the Printer icon on the Viewer Window.
# The Print Window is displayed showing a page range for all the images for the document. Select the desired page range and press the OK button

====Using image panning====

# Display the image.
# Zoom in on a portion of the image.
# Hold on the left mouse button.
# Drag the mouse pointer around to pan around the image.

====Zoom Hot Keys====

{|
|Alt-Z||zoom toggle
|-
|Alt-1||zoom to upper left quadrant
|-
|Alt-2||zoom to upper right quadrant
|-
|Alt-3||zoom to lower left quadrant
|-
|Alt-4||zoom to lower right quadrant
|-
|Alt-~||Fit width (toggles upper half/lower half of document)
|-
|Ctrl-F||Goes to first page of the document
|-
|Ctrl_L||Goes to last page of the document
|-
|}

===Managing Search Windows===
[http://help.halfile.com/index.php?title=Chapter_7_-_Search_for_Documents_4.0#column-one Contents]

As described above, there are several windows that comprise the Search Module. By managing these windows, you are able to view the data and related images in many different ways. halFILE defaults to certain window sizes and formats and loads and hides the different windows automatically whenever they are needed. You can adjust the size and position of these windows and halFILE will remember the layout. halFILE also provides a Window menu to help you navigate between the various search windows.

====Viewing the SQL Statement for a Search====

The '''Window-SQL''' menu selection shows how the search criteria was interpreted into an SQL (Structured Query Language) statement.

====Returning to the Search Hit List Window====

From any search window (except the image viewer window), you can press the '''F8''' button to display the search hit list.

====Preparing for a New Search====

The '''Clear-New Search''' menu will clear the current search criteria and activate the Search Criteria Window. The hot key combination for this menu is Alt-C-N. There is also a convenient '''New Search''' button at the bottom of the hit list window.

====Append Searches====

When you click the Begin Search button to perform a search and the system detects that there are already documents in your Search Hit List, a pop up menu will give you append search options that you can perform as follows:

'''Search primary and add to hit list''' - this option will search your document database and add any new records found that match the criteria to the existing records in your hit list.

'''Search hit list and retain matches''' - this is a sub-search of the records found in your hit list. Any records that found match the criteria are kept in the hit list while those records that do not match the criteria are discarded.

'''Search hit list and delete matches''' - this also performs a sub-search of the records in the search hit list. Any records found meeting the criteria are removed from the hit list.

'''Clear hit list and begin new search''' - this selection clears any existing records from the search hit list and begins a new search of your document database using the criteria.

====Combining Documents on the Search Hit List====

The Search module includes a feature where images for documents on the Search Hit List are combined into a new document. The data for one of the documents being combined may also be posted to the newly created document. The Image Move utility can also be loaded to reorder the documents, if needed. The following describes the steps used to combine images to a new document.

# The first step is to identify the document from which the data will be posted. Select the '''Hit List-Mark as Doc Data for Combine''' menu to place a "D>>" mark in the first column of the selected row. The data from the marked document will eventually be posted to the newly created document. If you do not wish data to be posted, then you can skip this step.
# The second step is to mark additional rows from which the combined images will come. Note that the combine feature only processes image documents. Text and Associated documents (such as Word, Excel) will be skipped.
# Once all rows have been marked, select the Hit List-Marked Items-Combine menu. The system will verify the marked items and then:
## Combine all the images into a new document in the currently selected basket.
## If a Data Document was selected in step 1, then the data will be posted to the new document record.
## At the end of the process, a panel will show the results including number of documents that were processed, skipped and missing. It will ask if the Image Move Utility should be loaded to reorder the documents.
## If the Image Move Utility is loaded, then a screen will display where the user can reorder the documents, then click Save to make the reorder permanent.

===Setting Up Custom Search Features===
[http://help.halfile.com/index.php?title=Chapter_7_-_Search_for_Documents_4.0#column-one Contents]

Use the '''Tools-Options''' menu in Index to define custom features that affect the Search Module. Unless otherwise explicitly stated, saving options here will affect all halFILE stations and users. The Tools-Options menu brings up a form that includes tabs for the following items:

====Hit List====

The Hit List tab is used to set up special halFILE features pertaining to the Hit List window including:

'''Hit List Descriptions''' – For coded validation fields, this option can be checked to show the table description instead of code on the hit list. Note that when this option is enabled, then the description is displayed for every coded field except TitleSubdivision and TitleTownship.

'''Display Results''' – this defines how the search results are listed on the Hit List Window. The options are:
* One row per document – this is the traditional halFILE hit list format where one row per matching document is shown and the data shown is from the first multi-entry row of the document.
* Rows that match search – this option will display multi-entry data from the row that matched the criteria. For example, if you performed a search for a name = "Smith" and on the document the Names were listed as "Jones, Bob" then "Smith, Mary" then "Smith, John," then the Search hit list will show a wide row with "Smith, Mary" and Smith, John" listed since they matched the search criteria.
* All rows (includes multi-entry) – this options displays all rows for documents match the search criteria. In the above example, "Jones, Bob" then "Smith, Mary" then "Smith, John" are listed.
* Remove duplicates from hit list – check this box so, if you are performing a search that well append results to an existing hit list, it will check and remove and documents already in the hit list.

'''Hit List Button Execute''' – this section configures a user-defined button at the bottom of the hit list. The "Pending Order template" button will display a template for configuring a new Pending Order when that system is configured. The "Word Merge template" button will display a template for setting up the Word Merge feature where the results of the search can be filtered through a Word Merge document.

'''References'''– this section defines the halFILE Reference feature in Search. The Reference feature, set up in the database section of the halFILE Administrator, is used to reference one halFILE document to another by linking data in two or more fields. On this screen, you define whether the View References box on the Search Criteria page should be checked by default when entering the search module. You can also set up the colors to use for any Reference documents added to the Hit List.

'''Hit List Colors''' – this section defines the Hit List color coding for selected documents. Here, you set up the colors to use for documents that match a certain criteria. For example, you can set this up so documents that have the code 'WD' in a Doc_Type field show up as white on blue. This makes important documents stand out. When setting up these color settings, you first select a Color Set. This are numbered sets beginning with one. halFILE does not allow gaps in the color sets used (i.e. if you set up color set 1 and color set 3, and color set 2 is blank, then color set 3 will be ignored.) After selecting the color set, you should select the Field to match, enter the data to match, and chose the foreground and background colors by clicking the '''select''' buttons.. When the colors are selected, you will see words "Sample Text" changed to reflect the selected color. Once the color set is defined, click the '''Save Color Set''' button to save the parameters.

As an example of two the Hit List Color preferences should be set up, let's set it up so the Hit List row is white on blue if the Doc_Type field is 'WD,' white on red if the Doc_Type field is 'NTG' and black on pale yellow for all other rows. Here is the process:

# Select Color Set 1.
# Select Doc_Type from the Field to Match drop down box.
# Enter WD into the Field Value box.
# Click the '''select''' button to the right of the foreground color and select white from the color spectrum provided.
# Click the '''select''' button to the right of the background color and select blue from the color spectrum provided.
# Click the Save Color Set button to save Color Set 1.
# Select Color Set 2.
# Select Doc_Type from the Field to Match drop down box.
# Enter MTG into the Field Value box.
# Click the '''select''' button to the right of the foreground color and select white from the color spectrum provided.
# Click the '''select''' button to the right of the background color and select red from the color spectrum provided.
# Click the Save Color Set button to save Color Set 2.
# Select Color Set 3.
# Select PRDOC from the Field to Match drop down box.
# Enter the two-character database id (it appears at the top of the halFILE Manager in the database drop down box) into the Field Value box. This is a good method for color coding all documents except those in previous color sets since the PRDOC field in the database is always filled with the database id.
# Click the '''select''' button to the right of the foreground color and select black from the color spectrum provided.
# Click the '''select''' button to the right of the background color and select yellow from the color spectrum provided. You can use the slider bar to the right of the spectrum to make it paler or brighter as needed.
# Click the Save Color Set button to save Color Set 3.

====Cross Name Search====

This tab defines the cross name feature where two database fields a searched for the criteria given. To set this feature up you select the two fields that should be searched and define the prompt to be used when the Cross Name box is checked on the Search Criteria page. An example of how this feature is used would be a database having two name fields called First_Party and Second_Party. You would select the First_Party field from the drop down list for the First Cross Name field. Then select Second_Party from the drown list for the Second Cross Name field. Then enter "First or Second Party" in the field caption box and save the settings.

Then, when you go to the Search Criteria screen and check the Cross Name search box, the First_Party caption changes to "First or Second Party" and the Second_Party text box is disabled. Enter the name to search for and when the Begin Search button is clicked, the First_Party is searched and matching results are listed under "Search 1." Then the Second_Party is search for the same name and matching results are listed under "Search 2."

====Order By====

This tab defines to sort order options for searches in this database. You select a field from the drop down list at the top of the screen, then click the Insert Field button next to the Order By set you are defining. This adds the field to the Order By Clause.

For example, you wish to define 2 sort options. The first (and default) sort will be on a field called Date_Filed and will be in reverse order. The second sort will be on Doc_Type. Here is the process of setting this up:

# Select Date_Filed from the field drop down at the top of the screen.
# Clear out anything in the 1st Order by Clause box and then click the '''Insert Field''' button to add Date_Filed to the box. Immediately after Date_Filed add a space then "desc" to indicate descending or reverse order.
# Select PRSERV from the drop down at the top.
# Click the '''Insert Field''' button which changes the text in the 1st Order by Clause box from "primetable.date_filed" to "primetable.date_filed, primetable.prserv"
# Enter "Date Filed" into the 1st Order by Caption box.
# Select DateDoc_Type from the field drop down at the top of the screen.
# Clear out anything in the 2nd Order by Clause box and then click the '''Insert Field''' button to add Date_Filed to the box.
# Select PRSERV from the drop down at the top.
# Click the '''Insert Field''' button which changes the text in the 2nd Order by Clause box from "primetable.doc_type" to "primetable.doc_type, primetable.prserv"
# Enter "Document Type" Order by Caption box.
# Save the settings.

====Publish====

This tab is used to set up the Hit List publishing feature (menu selection: '''Hit List-Marked Items-Publish'''). This feature can export or publish hit list information to a comma-delimited or html formatted file and includes the associated image files in multi-page tiff or PDF format. You can designate the data file header, detail, footer as well as the path and file name. If you are publishing to html, be sure to check the "publish as html" option. If you check the "publish images as PDF" option, a 3rd party utility, TIFF2PDF.EXE, is required (see below). Template buttons are available to help you set up the header, detail and footer sections (for comma-delimited format, you probably would not have a footer).

The publish feature works as follows:
# Perform a search for documents you wish to publish.
# On the hit list screen, mark those documents to publish. You can right-click and select mark all to mark all of the documents on the hit list.
# Select the Hit List-Marked Items-Publish menu.
# Document fields are exported as designated by the header, detail and footer parameters. The images for a document are saved as a multi-page tiff images or PDF documents in the publish folder, having a name of the halFILE document number and an extension of TIF.

Publish is a convenient way to deliver data and images to third parties. The html feature can also be used to publish halFILE information to the web.

'''PDF Format (TIFF2PDF.EXE)'''

To publish images as PDF documents, the TIFF2PDF.EXE utility must exist in the halFILE program folder. Alternatively, the Irfanview Viewer utility can be installed with the PDF extensions. See the '''Configuring an alternative TIFF to PDF Converter''' link in the Supporting Documents section of HALFILE.COM for more information.

====Image modifications====

This tab lets you configure a trigger program to run if the image is modified.

====Execute Triggers====

This tab defines external programs that are triggered by actions that occur in search.

The Lost Focus Execute trigger defines an external program that is run when information in a field on the Document Information window is changed. This feature lets you restrict the triggered program to run only when the designated field is modified.

The Search Execute trigger is run when a document is saved in search. A common example of when this option is used is the Pending Order System feature where, after a document is saved, the pending order program is run to check to see if any of the data being posted may affect an open order. A template button is available on this form to provide a sample of a pending order check. Another template is provided for running the HFFlow32.exe which synchronizes data in two halFILE databases that are involved with database lookups to each other. When this option is saved, the setting is written to the database section [aaaHFWdd] of halfile.ini and therefore affects saving document information on all station.

====Document Information e-mail====

This tab is used to define information that is sent when the Marked Items-Send note menu is selected. You can designate the default e-mail addresses as well as e-mail subject and body information.

====Scan-on-demand e-mail====

This tab is used to define information that is sent when the Marked-Items-Send missing image note menu is selected. You can designate the default e-mail addresses as well as e-mail subject and body information.

====Notifications====

The Notifications tab configures halFILE's notification feature where e-mail notifications are sent to designated parities if certain information is posted or changed. When this option is saved, the setting is written to the database section \[aaaHFWdd\] of hfglobal.ini and therefore affects all halFILE stations only for this database. Note that there are also options that need to be set in HFNotify32.ini to complete setting up this feature.

====Word Merge====

The Word Merge tab is used to configure halFILE's Word Merge feature used to merge hit list information with a Word document. The following set up information is required:

'''Global settings for all stations'''

This frame configures Word Merge options that affect all stations. These settings are written to the wordmrg.ini file.

'''Unique database field''' - select a field which can be used as a unique key to the Word Merge database. The contents of this field can occur only one time in the hit list. Typically this is a file number of some type. 
'''Date format''' - select the date format to use when writing dates to the Word Merge database file. 
'''Post table description''' - For coded fields, check this box if you wish to write the description from the code table instead of the code. 
'''Combine multi-entry information as one record''' - check this box to write one record per document to the Word Merge database, combining multiple entries.

'''Settings for this station only'''

This frame configures Word Merge options that affect this station only. These settings are written to the wordmrgl.ini file in the Windows folder.

'''Program to run for Word Merge''' - select the Word executable file, normally Winword.exe. 
'''Word merge database path''' - select the path where the Word Merge database is saved.

====Starter====

See the Starter System section location below.

====Fallout Report====

See the Starter System section location below.

===SmartName Search===
[http://help.halfile.com/index.php?title=Chapter_7_-_Search_for_Documents_4.0#column-one Contents]

The SmartName search feature has been discontinues in version 4.0. Instead, the more powerful Auto Complete feature can be used where you press F4 in a name field on the Search Criteria or Index form, and then type the name. The system then shows matching names that exist in the database. So, if you press F4 then type “Patterson Jo” you will be shown “Patterson Joe”, “Patterson Joey”, “Patterson Joseph” etc. You can select the names from the list to search for.

===Soundex Searches===
[http://help.halfile.com/index.php?title=Chapter_7_-_Search_for_Documents_4.0#column-one Contents]

Soundex is a search method that uses an algorithm to find data that 'sounds like' the search criteria you entered. This is typically used for name searches. While the soundex algorithm will often find names that are quite different from the name you are searching for, it is useful in many situations.

'''How Soundex Works'''

The Soundex algorithm creates a four-character code from the name you are searching for and then finds names in the database that have the same soundex code. The first character of the code is always the first character of the name. The next three characters of the code are a numeric representation of the letters in the name which are valid soundex letters (special characters and vowels are ignored). For example, the soundex code for 'Smith' is 'S530'. When you perform a soundex search for Patterson, you will find 'Petersen' since the soundex code for 'Patterson' is the same as 'Petersen.'

When the soundex search type is selected, halFILE will convert each name entered for the search criteria to a soundex code and then perform the search.

'''Using Soundex in Search'''

You can perform a soundex search as follows:
# On the Search Criteria screen, go to the field in which you want to use the feature.
# Type in the name you wish to search for.
# Click the '''Soundex '''button in the search options box.
# Click Begin Search.

'''Limitations to Soundex'''

Soundex can only be used on database engines that support the SQL Soundex function. This function is NOT supported in Microsoft Access at this time so the Soundex button is disabled in search if your database is Access. The soundex function is valid in other databases such as Microsoft SQL Server and Sybase SQL.

===Cross Name Search===
[http://help.halfile.com/index.php?title=Chapter_7_-_Search_for_Documents_4.0#column-one Contents]

Cross name search is a feature where you can instruct the search engine to search two multi-entry text fields for a value, performing a single search for both fields. This is typically used against name fields. For example, if you have one field called First_Party and a second field called Second_Party, with this feature you can perform a search for 'Smith, John' and the system will search for any documents where the Grantor = Smith, John OR the Grantee = Smith, John.

'''Setting up Cross Name Search''' 
Use the Tools-Options menu to set up Cross Name Search.

'''Using the Cross Name Search Feature'''

Once the above steps have been performed, the following steps are performed to use this feature:
# Go to the Search Criteria screen.
# Check the Cross name Search box found above the Begin Search button. You will see the caption on the first name field changed to the cross name caption and the second name field will be disabled.
# Enter the name to search for in the enabled name field box (plus any other criteria you wish to include on the search) and click Begin Search.
# The system searches for the name in the name field and adds those matches to the hit list. Then the system searches for the name in the second name field and appends those matches to the end of the first hit list, resulting in a composite list of matches.
# If you then wish all the names to be sorted by some column, you can right click on the column and select the appropriate sort option.

===Starter Searches===
[http://help.halfile.com/index.php?title=Chapter_7_-_Search_for_Documents_4.0#column-one Contents]

The Starter System was designed for the Title Industry but may have valuable application in other types of organizations as well. With this system, you define "criteria sets" consisting of fields which are commonly searched. Then, you can fill in all of the criteria for these sets and the system can perform a search using the criteria for each set to derive a composite search.

Starter searches, therefore, are useful when more than one search must be performed to perform the full search. Instead of performing an initial search and then one or more append searches, with the Starter system you can fill in all the criteria and perform back to back searches for each criteria set.

====Setting Up the Starter System for a Database====

The Starter tab of the Tools-Options menu in Search used to configure halFILE's Starter system. These options are saved to hfstarter.ini. Note that for e.halFILE, these options are placed in halweb.ini. The following describes the settings.

'''Enable this feature''' - check this box to enable the Starter system. 
'''Database name contains the latest posted date in the last 10 characters''' - this option tells the system that the posted or plant date through which the database has been verified can be found in the last 10 characters of the database name (File-Databases-ODBC Info button of the Administrator). For example, "Jackson County thru 10/15/2004" would be an example where this option is valid. 
'''Starter Number Field''' - the Starter Number is the number under which the Starter criteria information is stored in the halFILE database. Select a field in which to store this information. Typically a file number field is used. The Starter Number is entered by the user setting up the Starter. 
'''Starter Description Field''' - select the field where the description of the search is stored. The description is entered by the user setting up the Starter. This could be a remarks or comments field. 
'''Open Date Field''' - select a date field where the date the starter was created is stored. 
'''Close Date Field''' - once the starter search is no longer active, it can be closed. Select the date field where the date the starter was closed is stored. 
'''Starter Status Field''' - the Starter system posts an "open" status to the starter record when the starter is created and a "closed" status when it is closed. Select the field to be used to hold the status of the Starter. This is normally a document or instrument type field. 
'''Fallout Date Field''' - this identifies the date to be used for the date down searches. Each time a search is performed for a starter, the date of the search is recorded in this field and becomes the beginning date for subsequent searches using this starter. 
'''Security Group Field''' - – use this field if multiple users create starters and a user can only see the starters he/she creates. This feature posts the user’s security group (Configure-User Groups in the halFILE Administrator) to the field designated here. You should then configure the User Group security to prohibit the viewing of Starter documents containing some other group value. 
'''Open Status Value''' - the value to post to the Starter Status field when a starter is created. For example, "STRO" could be the code used for Open Starter. 
'''Closed Status Value''' - the value to post to the Starter Status field when a starter is closed. For example, "STRC" could be the code used for Closed Starter. 
'''New Document Prefix Letter''' - Enter a one character prefix letter to be used when create the starter document record in the halFILE database. Try to configure a unique letter not used by as a Station Id on capture stations. 
'''Starter Basket''' - enter the basket name to be used for newly created starter documents. We recommend a basket named "Starter."

====Criteria Sets====

You can configure a number of "criteria sets" which define a single halFILE search. Typically, in a Title Plant situation, the following criteria sets would be configured:

* Grantor
* Grantee
* Cross Name
* Subdivision
* Township-Range

To set up a criteria set, select the set number from the Criteria Set drop down box, configure all the options, then click '''Save Set'''.

'''Set Description''' - describes the search for this criteria set. Normally, it would be similar to the field selected in the Field to search box. 
'''Field to search''' - select the field to search when the starter search for this criteria set is performed. 
'''Order hit list by''' - enter the order by clause to use when the starter search for this criteria set is performed. The default button selects an order by using the field selected in the Starter Number field box. This must use valid SQL statement form and the field names used must be valid to prevent an error from occurring when a search is performed. 
'''Default search type''' - select the default type of search to perform for this criteria set. The following are our recommendations for the common starter criteria sets. 
* Grantor - BEGIN
* Grantee - BEGIN
* Cross Name - BEGIN
* Subdivision – TITLESUBDIVISION (automatically performs Add All Levels search)
* Township-Range - TITLETOWNSHIP (automatically performs Add All Levels search)

====Performing a Starter Search====

Let's go through an example to help you understand this feature. For a database examination, I need to perform 4 separate searches for the following fields defined as criteria sets:
* Criteria Set 1: Grantor
* Criteria Set 2: Grantee
* Criteria Set 3: Subdivision_Block_Lot
* Criteria Set 4: Township_Range_Section

So, I fill in the search criteria on the standard Search Criteria page as shown on the screen example below.

[[Image:Starter_Search_Search_Criteria.jpg]]

You then click the '''Starter-Create''' menu and the system asks you to enter an Order Number for the search.

Then, the system checks to see if that order exists and displays how the criteria sets are to be saved for the Order. It also asks for an Order Description and provides boxes for the Open Date (filled with today's date) and Closed Date (left blank on new orders).

[[Image:Starter_Search_Overview.jpg]]

The '''Save? '''column on the left indicates which fields you want to save to the Order. Normally, you would leave all items set to yes as is the default but they come in handy when you want to update the criteria for an order. To toggle the yes/no double click the cell. Also, at the bottom of the grid you will find the date range to search. The beginning date on a new order is preset at 1/1/1900. The ending date is either today's date or if configured, the system can pull the ending date from the database name. For example, if you maintain the database verification date in the database name, as the last characters of the name, the system can strip it off the name. Either way, if the "save ending date for date down search" check box is checked, then the ending date is saved to the order so it will be available for "date down" searches at a later time. Finally, there is a "view references" check box at the bottom. If this is checked, the reference documents will be included in the search.

The '''Save Starter Information''' button saves the Starter information under the order number you provided. The information is stored in the halFILE database and is given a document type of "Starter" as defined in the parameters. The criteria set information is also stored in the related database fields in the database.

The '''Save Starter and Run Search''' button saves the starter information, and then performs a "starter search". A search is performed for each criteria set and a composite hit list is displayed as shown below. If you want to perform the search but do not care to save the starter information to the database, click the '''Run Search (nothing saved) '''button.

[[Image:Starter_Search_Hit_List.jpg]]

There is a header line for each criteria set so you can easily see the results of each search.

====Date Down Searches====

Once a starter has been saved, a "date down" search can be performed to search the database for records added since the initial search was performed. To perform a date down search:
# Select the '''Starter-Edit''' menu on the search criteria page and enter the order number to use for the date down search.
# The criteria set page is displayed showing the criteria from the initial search. This time, however, the left-hand Save? column for all criteria sets is blank. Double click the cell in this column to indicate which fields to search by setting the cell to YES.
# Check your date range which will show a beginning date equal to the ending date of the last search you performed for this starter.
# Click the '''Save Starter Information and Run Search''' button or the '''Run Search (nothing saved)''' button to perform the date down search.

====Closing a Starter====

To close a starter record, edit the starter as described above then click the '''Close Starter''' button. The document type for closed starters is posted to the record. Closed Starters do not appear on the Fallout Report.

====Re-opening a Starter====

To re-open a starter record, edit the starter as described above then click the '''Open Starter''' button. The document type for closed starters is posted to the record.

====Copy a Starter to a new Starter====

To copy the search criteria for a Starter to a new Starter, edit the starter as described above, then select the '''File-Copy Starter''' menu and enter a new order number. This changes the Starter Number on the form to the new starter number. Then click '''Save Starter Information''' or '''Save Starter Information and Run Search''' to save the new starter.

====Saving the Grid Format of the Starter Information Form====

You can resize the columns as needed on the Starter Information Form. Once the grid is sized to your liking, select the '''File-Save Grid Layout''' menu to keep the columns widths as the default settings.

====Fallout Report====

The Starter System includes a Fallout Report showing any new database records that have been posted since the last time the Fallout Report was run. So, the Fallout Report performs a "date down" search for every open starter in the system. The report finds all the open starters and then for each starter, a search is performed to determine if any new records meet the search criteria for the starter criteria sets, having a date greater than the last fallout date. Matching records found are then listed on the Fallout Report.

The Fallout Report tab of the Tools-Options menu configures the options used to print the report. The report must be built using Crystal Reports (a sample report, fallout.rpt, is provided). Also, your fallout report program, HFFallout.exe, must match the Crystal Reports version.

'''Fallout Report Description''' - describes the report. 
'''Fallout Report Path''' - the path where the Crystal Report is located. 
'''Fallout Report File''' - the file name of the Crystal Report. Do not enter any path information, just the report file name. 
'''Last Fallout Report Date''' - this shows the date the report was last run. This date will be used as the starting date for the next Fallout Report process.

The Fallout report can be run interactively or in auto mode. To run the report interactively, select the '''Starter-Fallout Report''' menu on the Search Criteria window. The date range is automatically filled in from the last time the report was run. The available fallout reports are listed in a drop down box. Select the report to run and click the '''Run Report''' button. Once report processing is complete, a message is displayed. Then click the '''Print Report''' to print the report results.

To run the report automatically, you can schedule a job using SQL Server Agent that runs the following command line:

<drive and path>\HFFallout.exe AAA;DD;User

where <drive and path> designate the location of hffallout.exe and AAA is the application id, DD is the database id and USER is the user id under which the report is generated. When the report job runs, the report files are saved in the user's folder. Then, the user can return to the Fallout Report menu, select the report and click the Print Report button.

To save the ending date as the new starting date for the Fallout Report, click the '''Save New Fallout Date''' menu.

Since the Fallout Report processes every Open Starter, it is important to close your starters when they are complete.

===Proximity Search===
[http://help.halfile.com/index.php?title=Chapter_7_-_Search_for_Documents_4.0#column-one Contents]

"Proximity Search" is a powerful new feature of the halFILE Search Module utilizing full text indexes. A full text search is performed, in which the words entered into the criteria must all be present but do not need to be in the same order as keyed. New full text indexes can be added to selected halFILE data fields like names, Grantors, Grantees, Addresses, etc. "Proximity" means each word in the search criteria for a field is in the same proximity in the database field. This feature requires SQL Server 2000 or later.

For example:
If you search a name field for ''John Doe'', you will find docs where the name field contains:
{|cellspacing="20"
|''Doe, John''
|''John Alan Doe''
|''Doe, Robert John''
|''The John Doe Trust''
|}

Similarly, if you search a name field for ''Jo* Doe'', you will find docs where the name field contains:
{|cellspacing="20"
|''Doe, John''
|''John Alan Doe''
|''Doe, Robert Joe''
|''The Joe Doe Trust''
|}

Primarily used on name fields, this feature can perform a search and find documents regardless of the order of the words.

'''Enabling Proximity Search'''

To enable Proximity Search for a database, go to the File-Databases menu of the halFILE Administrator. Select the database and click the Proximity Search button. Follow the instructions on the screen.

'''Using Proximity Search'''

In the Search module, if a field has the full-text index built a new Proximity Search button will be enabled in the search types box. Select that to perform a Proximity Search. Note that you can set Proximity Search as the default search type for a field in the Custom Search set up of the halFILE Administrator.

===Full-Text Search===
[http://help.halfile.com/index.php?title=Chapter_7_-_Search_for_Documents_4.0#column-one Contents]

A new Add-On Product called Automated Indexing is available which can be used to build a full-text index on the entire document. The module converts TIFF images to words using OCR then loads the words into the full-text index. Other document types such as Word, Excel, and PDF can also be full-text indexed.

In halFILE, a new field is added to the end of the database called Fulltext. To search the full-text index, you type your search criteria into this box and select Proximity as the Search Type. The search is then performed against all the words in the document. Matches occur if the criteria words are in relatively close proximity in the document.

For example, you searched for ''Cement Trucks'' and the document include the sentence reading ''Acme Cement Company sent seven trucks to the development project.'' Then that would be a match.

===Search Menu Summary===
[http://help.halfile.com/index.php?title=Chapter_7_-_Search_for_Documents_4.0#column-one Contents]

 '''Search Criteria window menus'''

'''File-Begin Search''' - initiates the search. This is also invoked by pressing ALT-B. 
'''File-Save Hit List''' – saves the records in the hit list to a file with a .HIT extension. The records can be reloaded using the File-Restore Hit List menu selection. 
'''File-Restore Hit List''' – lets you select a saved hit list to restore. 
'''File-Print Criteria''' - lets you print out the criteria for this search. 
'''File-Print Setup''' - lets you select the printer to use. 
'''File-Close''' - closes the index routine and returns to the main menu. 

'''Edit-Cut''' - cuts the currently highlighted text and places it into the Workspace Window (if it is currently active) or into the Windows Clipboard (hot key CTRL-X). 
'''Edit-Copy''' - copies the currently highlighted text and places it into the Workspace Window (if it is currently active) or into the Windows Clipboard (hot key CTRL-C). 
'''Edit-Paste''' - paste data from the Windows Clipboard into the current cursor position (hot key CTRL-V). 
'''Undo''' – this undoes the last keystrokes that were pressed by the user (hot key CTRL-Z). 

'''Clear-Criteria''' – clears out all the criteria entries. 
'''Clear-Hit List''' – Removes all entries from the hit list. 
'''Clear-New Search''' – Brings up a new search window. 

'''Starter-Create''' - if the Starter system is configured, this creates a "starter" record in the database which includes the criteria you have entered on the Search Criteria window. You can also run a search from the Starter screen that is displayed. 
'''Starter-Edit''' - if the Starter system is configured, this menu is used to edit an existing Starter record and run a search. 
'''Starter-Fallout Report''' - if the Starter system is configured, this menu is used to print a "Fallout" report consisting of documents which match open starters for a given date range. 

'''Tools-Options''' - this menu is used to configure custom search options. 

'''Window-SQL''' – displays the SQL Statement used to perform the search. 
'''Window-Hit List View''' – displays the Hit List window. This is also invoked by pressing the F8 key. 

'''Help''' - display on-line help information (hot key F1). 

'''Search Hit List window menus'''

'''File-Save Hit List''' – saves the records in the hit list to a file with a .HIT extension. The records can be reloaded using the File-Restore Hit List menu selection. 
'''File-Restore Hit List''' – lets you select a saved hit list to restore. 
'''File-Print Criteria''' - lets you print out the criteria for this search. 
'''File-Print Setup''' - lets you select the printer to use. 
'''File-Delete Document''' – deletes the currently select document and its images from the halFILE database. You must have rights to perform this action. 
'''File-Close''' - closes the index routine and returns to the main menu. 

'''View-Prior Doc''' - allows you to view the prior document in the hit list. May also be invoked by pressing F11. 
'''View-Next Doc''' - allows you to view the next document in the hit list. May also be invoked by pressing F12. 
'''View-Fallout/Pending Orders''' - if the Pending Order system is configured, this is used to view fallout documents and pending orders. 
'''View-Reference Documents''' – if a Search Reference was set up, this menu selection is displayed to retrieve reference documents for all the documents in the hit list. 

'''Clear-Criteria''' – clears out all the criteria entries. 
'''Clear-Hit List''' – Removes all entries from the hit list. 
'''Clear-New Search''' – Brings up a new search window. 

'''Window-Criteria''' - displays the Search Criteria window. 
'''Window-Document Information''' – displays the Document Information window. 

'''Hit List-Mark Document''' – marks the currently selected document. 
'''Hit List-Remove Document''' – removes the currently selected document from the hit list. 
'''Hit List-Mark All''' – marks all the documents in the hit list. 
'''Hit List-View Document''' – views the currently selected document. 
'''Hit List-Copy to Document Clipboard''' – copies the selected document to the halFILE Document Clipboard. Then go to the Index module and select the Edit-Paste from Document Clipboard to use the selected document as the source data for the duplication hot keys. 
'''Hit List-Mark as Doc Data for Combine''' – this menu selection works with the '''Hit List-Marked items-Combine''' feature below. This marks the selected hit list row with "D>>" to identify it as the row to be used to post index information for the new document created by the Combine feature. 
'''Hit List-Marked Items-Keep''' - this option removes all documents from the hit list except the marked items. 
'''Hit List-Marked Items-Remove''' - this option removes all the marked items from the hit list. 
'''Hit List-Marked items-Combine''' – this feature will combine document image for all the marked items, create a new document with the index information from the row marked as the Doc Data for Combine (see above menu selection). It then loads the Image Move Utility so, if desired, the images for the newly created document can be reordered. 
'''Hit List-Marked Items-Print''' - this option prints the images for all marked items. It does not print Associated or Text documents. 
'''Hit List-Marked Items-Email-One attachment''' - this option combines all the images for marked items and attaches it to an e-mail. You e-mail client is then loaded so you can send the attachment. 
'''Hit List-Marked Items-Email-Multiple attachments''' - this option creates an e-mail attachment for each document and loads your e-mail client. 
'''Hit List-Marked Items-Email-Select pages''' - this option displays a screen showing all the pages for the marked items. You can then select the pages to attach to the e-mail. 
'''Hit List-Marked Items-Email as PDF-One PDF attachment''' - this option combines all the images for marked items and attaches it as a PDF document to an e-mail. You e-mail client is then loaded so you can send the attachment. 
'''Hit List-Marked Items-Email as PDF-Multiple PDF attachments''' - this option creates a PDF e-mail attachment for each document and loads your e-mail client. 
'''Hit List-Marked Items-Email as PDF-Select pages as PDF''' - this option displays a screen showing all the pages for the marked items. You can then select the pages to attach to the e-mail as a PDF document. 
'''Hit List-Marked Items-View references''' - this option performs the reference lookup for all marked items. 
'''Hit List-Marked items-Send note''' - this option sends an e-mail note that may contain database information from the marked documents. The information included in the e-mail is pre-configured using the '''Tools-Options''' (Document information e-mail tab).
 
'''Hit List-Marked Items-Send missing image note''' - this option sends an e-mail note that may contain database information from the marked missing image documents. The information included in the e-mail is pre-configured using the '''Tools-Options''' (Scan-on-demand e-mail tab). 
'''Hit List-Marked Items-Export hit list data/images''' – this exports the marked documents (data and images) to a location and in a format as designated by the Export tab of the Tools-Options menu (Export tab). 
'''Marked Items-Send to halTrack''' - this menu appears if you are a halTrack ASP customer. It will upload the marked documents and data to your halTrack web site. 
'''Hit List-Sort-Ascending''' – sorts the hit list in ascending order on the column that is currently selected. 
'''Hit List-Sort-Descending''' – sorts the hit list in descending order on the column that is currently selected. 
'''Hit List-Toggle Missing''' – toggles the mark of documents identified as missing images. 

'''Layout-Save Grid Format''' - saves the current hit list grid column widths. 
'''Layout-Restore Grid Format''' – resets the hit list grid column widths to the default. 
'''Layout-Auto Size''' – toggles the option to automatically set the column widths based on the data in the grid. 

'''Help''' - display on-line help information (hot key F1).

'''Document Information window menus'''

'''File-Save Document''' - saves the information entered for the document. This is also invoked by pressing CTRL-S. 
'''File-Print Image''' - prints the image currently being shown in the image view window. 
'''File-Print Criteria''' - lets you print out the criteria for this search. 
'''File-Print Setup''' - lets you select the printer to use. 
'''File-Delete Document''' – deletes the currently select document and its images from the halFILE database. You must have rights to perform this action. 
'''File-Close''' - closes the index routine and returns to the main menu. 

'''Edit-Attach Note''' – Allows attachment of a note which is indicated by an eraser icon in the top left corner of the index fields box. When the eraser icon is clicked the note screen pops up with the note. 
'''Edit-Copy to Document Clipboard''' – copies the document to the halFILE Document Clipboard. Then go to the Index module and select the Edit-Paste from Document Clipboard to use the selected document as the source data for the duplication hot keys. 
'''Edit-Cut''' - cuts the currently highlighted text and places it into the Workspace Window (if it is currently active) or into the Windows Clipboard (hot key CTRL-X). 
'''Edit-Copy''' - copies the currently highlighted text and places it into the Workspace Window (if it is currently active) or into the Windows Clipboard (hot key CTRL-C). 
'''Edit-Paste''' - paste data from the Windows Clipboard into the current cursor position (hot key CTRL-V). 
'''Edit-Undo''' – undoes the last keystrokes entered by the operator (hot key CTRL-Z). 
'''Edit-Append Pages-From File''' – allows a page to be scanned and added to the document. 
'''Edit-Append Pages-From Scanner''' – allows a page to be scanned and added to the document. 
'''Edit-Re-import-Document''' – brings the document pages back on-line and into the currently selected basket. 
'''Edit-Re-import-Document and Data''' – brings the document pages back on-line and into the currently selected basket and creates a database record duplicating the information from the original document. 

'''View-Prior Doc F11''' – views the document previously listed on the hit list. 
'''View-Next Doc F12''' – views the next document listed on the hit list. 

----

Note: All OCR options require Imaging Professional for Windows components

----

'''OCR-Page-Text''' - performs optical character recognition on the current page to translate the image into text file. 
'''OCR-Page-Word''' - performs optical character recognition on the current page to translate the image into a Microsoft Word document. 
'''OCR-Page-HTML''' - performs optical character recognition on the current page to translate the image into an html web document. 
'''OCR-Page-Word Perfect''' - performs optical character recognition on the current page to translate the image into a WordPerfect document. 
'''OCR-Document-Text''' - performs optical character recognition on the document to translate the images into text file. 
'''OCR-Document-Word''' - performs optical character recognition on the document to translate the images into a Microsoft Word document. 
'''OCR-Document-HTML''' - performs optical character recognition on the document to translate the images into an html web document. 
'''OCR-Document-Word Perfect''' - performs optical character recognition on the document to translate the images into a WordPerfect document. 
'''OCR-Selected-Clipboard''' - performs optical character recognition of the image area selected and places the results into the windows clipboard. 

'''Clear-Criteria''' – clears out all the criteria entries. 
'''Clear-Hit List''' – Removes all entries from the hit list. 
'''Clear-New Search''' – Brings up a new search window. 

'''Window-Hit List View''' – displays the Hit List window. This is also invoked by pressing the F8 key. 
'''Window-Criteria''' - displays the Search Criteria window. 

'''Help''' - display on-line help information (hot key F1).

Chapter 11 - Security 4.0

2014-09-23T16:54:49Z

Tomh: /* Document Level Security */

[http://help.halfile.com/index.php?title=HalFILE_4.0_Documentation Main Index]

=SECURITY=

halFILE provides multi-level security that includes:

* Restricting users from accessing selected image databases
* Restricting users to certain actions such as scan, index, archive, search
* Password control
* System Administrator identification

==Security Set Up==
[http://help.halfile.com/index.php?title=Chapter_10_-_Security_4.0#column-one Contents]

To set up security, select '''Configure-Security''' and click the '''Enable Security''' sub-menu in the Administrator. This places a check mark on the sub-menu and tells the system that system security is enabled. If you click this sub-menu when it is checked, the security system is disabled and the check mark is removed.

----
''Immediately after enabling security, you must define at least one user with System Administrator privileges. This will prevent you from being locked out of the system.''
----

Security is based around users. When security is enabled, a user must provide a user id and a password to gain access to the system. Once he gets into the system, the databases that can be accessed and the features that can be performed depend on his user profile.

At least one user must be set up as a 'System Administrator'. The System Administrator is the only person who can turn security on/off and define user profiles. When passwords are entered, the data is replaced with asterisks on the screen to prevent others from viewing a user's personal password. This is also true when the System Administrator defines user passwords. Therefore, if a user forgets his/her password and the System Administrator does not have a record of the password, the System Administrator would have to remove the user from the system, then re-add the user to set up a new password.

----
''If you are locked out of the system because you do not know a password, call Technical Support.''
----

To set up users and designate restrictions and privileges, select '''Configure-Security-User Profiles'''. This displays a screen similar to the following.

[[File:User_Profiles_Overview.jpg]]

===Adding a new user===
[http://help.halfile.com/index.php?title=Chapter_10_-_Security_4.0#column-one Contents]

# Click the '''add''' button to display the user profile screen.
# The left box shows all the databases that have been defined, consisting of an application id plus the document type. The frame at the bottom of the screen shows the global privileges the user is allowed to perform (scan, index, search, set up, archive, system administrator, all databases).
# Click on the '''privilege''' buttons that you wish the user to perform. If you click the '''all databases''' button, then you do not need to select databases for the user. The user is automatically given rights to perform the selected global privileges for all databases.
# If the '''all databases''' button is not selected, you must add the databases the user can access into the right-hand box. To do this, double-click a database in the left-hand box or click a database in the left-hand box and press the '''Add''' button. This adds the database to the user's list and gives the user the default, global privileges for that database.
# To set particular privileges for a database, double click the database in the right-hand (user's) box. shows a form for specify user privileges for that database. In this way, you can give a user rights to index and search in one database, while allowing only search privileges in another.

===Editing an existing user set up===
[http://help.halfile.com/index.php?title=Chapter_10_-_Security_4.0#column-one Contents]

# Double click the user id, or highlight the user and press the '''edit''' button.
# Set up the user's profile as describes under 'Adding a new user', above.

To remove a user, highlight the user and select '''File-Delete'''.

To close the user screen, select '''File-Close'''.

The following screen shows a user profile. This user has no database restrictions since the '''All Databases''' button in the User Privileges frame is turned on.

[[File:User_Profiles_New_User.jpg]]

When you click a database in the grid, the extended settings for that user and database are updated in the box at the lower right corner of the screen. These settings enable/disable addition features for the user.

===Document Level Security===
[http://help.halfile.com/index.php?title=Chapter_10_-_Security_4.0#column-one Contents]

Document Level Security defines what documents a group of users can view based on selection criteria against a database field. To set up Document Level Security, select the '''Configure-Security-Document Level''' menu in the Administrator. This displays the screen below.
Examples of document level security include:

* Restricting access to sensitive information such as personnel records or documents that contain a social security number.
* Restricting access to documents based on a certification date. If the document is after a specified certification date, users cannot view it.
* Restricting access to certain instrument types in the database. If the document is a military discharge, for example, users cannot view it.

To set up Document Level Security, select the '''Configure-Security-Document Level''' menu in the Administrator. Select the Application and Database you want to define the security settings for then click New Profile and enter a phrase that describes the security setting. Then highlight that phrase and click NEXT to define the settings for this new security group. This displays the screen below.

[[File:Doclevel_members.png]]

The '''members''' tab is used to select the members that will be a part of this security group. Click the Add>> button to include a user in the group.

[[File:Doclevel_restrictions.png]]

The '''restrictions''' tab defines how documents are selected for this group. The selection criteria are placed into the SQL Clause box. The Field Name, Operator and Values boxes are used to help you build a validate SQL Clause. For example, we selected the Field Name “primetable.Date_Of_Filing”, the less than operator and entered the Value “08/31/2014”. Then we clicked Check SQL which posted the following SQL Clause:

(primetable.Date_Of_Filing < ‘08/31/2014’)

This tells the system that, for this security group, when a search is performed only show documents where the Date_Of_Filing field is less than August 31, 2014.

Other example SQL Clauses:

(Primetable.Instrument_Type <> ‘DD214’) – hides documents with an Instrumen_Type = DD214.

(Primetable.Official_Record = ‘N’) – if the Official_Record field is Y because there is a Social Security number on the document, then do not let users in this group see it.

NOTE: Be sure to set up a Group with “no restrictions” so all documents can be accessed.

==Windows Active Directory Integration==
[http://help.halfile.com/index.php?title=Chapter_10_-_Security_4.0#column-one Contents]

Windows Active Directory is a powerful tool for maintaining network users across multiple servers and domains. halFILE and e.halFILE can be configured to integrate with Windows Active Directory. This lets you set up Windows Active Directory Groups containing users that have similar security properties in halFILE. Then in halFILE, you do not need to set up each individual user, only the groups that match the Windows Active Directory Groups. When you add a user to a Windows Active Directory group, that user automatically inherits the privileges of that group when going into halFILE. Furthermore, no login to halFILE is required. The user is automatically logged in under the network user id.

===Why use Active Directory Integration?===
[http://help.halfile.com/index.php?title=Chapter_10_-_Security_4.0#column-one Contents]

* Administer users from one place, Windows Active Directory.
* No halFILE security setup is required when a new employee is hired that needs to use halFILE. Set up the person's network user id, put him in the appropriate Active Directory Groups and he should be able to get into halFILE with the correct security.
* Easy to remove users when employee turnover occurs. If an employee leaves, you delete him from Windows Active Directory and he/she no longer has access to halFILE.
* Quickly change halFILE roles for users. If a user is promoted to a new job requiring different halFILE privileges, then move the user from one Active Directory Group to another and those privileges automatically flow over to halFILE security.

===Before you start===
[http://help.halfile.com/index.php?title=Chapter_10_-_Security_4.0#column-one Contents]

Before you enable the Active Directory Integration feature in halFILE, you should spend some time planning your groups. These groups will be used to assign User Privileges (Configure-Security-User Profiles), Custom Search Settings (File-Database Custom Search button) and User Features (get to User Parameters by double clicking a user in Configure-Security-User Profiles).

If you are enabling this feature on an existing site, you should define your Windows Active Directory groups and assign users to these groups.

===halFILE Active Directory Integration Set Up Procedure===
[http://help.halfile.com/index.php?title=Chapter_10_-_Security_4.0#column-one Contents]

Set up a Windows Active Directory Group for each type of User that you would have in halFILE. For example, if I have Search only users, Search and Index users and Admin users, I would set up 3 Active Directory Groups as follows:
# HFAD_User_Search – for users with Search only privileges.
# HFAD_User_Index – for users with Search and Index privileges.
# HFAD_User_Admin – for users with Admin privileges.
# Add the Network users into the appropriate HFAD_User group(s).
# Set up a Windows Active Directory Group for each type of Custom Search you require. For example, if you have a Custom Search for Public users and a second Custom Search profile for Employees, then you would set up the Active Directory Groups as follows:
## HFAD_Search_Public
## HFAD_Search_Employee
# Add the Network users into the appropriate HFAD_Search group(s).
# Change halFILE to use Active Directory Integration. In the Administrator, this is under Tools-Options / Security/Versions tab. Check the "Use Active Directory Integration" box. Note: You must check the "Use halFILE Integrated Security" box to enable this check box.
# Set up a single User and Custom Search in halFILE for each Windows Active Directory Group, using the same name as the Windows Active Directory Group. So using the above examples, set up users named HFAD_User_Search, HFAD_User_Index and HFAD_User_Admin. Set up all the features as needed including User Parameter Settings and Group/Document Level Security. Then, set up Custom Search Profiles named HFAD_Search_Public and HFAD_Search_Employee.
# Now, when a user goes into halFILE, they are automatically assigned their Network user id. halFILE looks up the user id in the Windows Active Directory Groups to determine which groups the user belongs to. Then, the user's profile for halFILE security is created for the user.

===halFILE Active Directory Integration===
[http://help.halfile.com/index.php?title=Chapter_10_-_Security_4.0#column-one Contents]

Once the setup is complete, you should run HFWAD32.EXE to login to halFILE using Windows Active Directory Integration. This program determines what groups the user belongs to and set up the halFILE security privileges accordingly. Then it continues on to the halFILE Manager (halfile.exe).

===e.halFILE Active Directory Integration===
[http://help.halfile.com/index.php?title=Chapter_10_-_Security_4.0#column-one Contents]

e.halFILE uses the same security setup as halFILE. However, there are some special set up requirements in Microsoft Internet Information Services (IIS) that need to be configured as follows:

# Create a folder under the ehalfile folder named Login and copy hflogin.asp, hflogin.dll and halweb.ini into this folder. You will need to register hflogin.dll.
# Create a virtual directory called "login" in your website and set Directory Security to disable Anonymous Access and enable Integrated Windows Authentication behind the Directory Security tab.
# Change the login button or link on your website to go to …/login/hflogin.asp. This will ask the user to login to Windows and perform the halFILE Active Directory authentication before proceeding with the next web page.

===Active Directory Integration - Behind the Scenes===
[http://help.halfile.com/index.php?title=Chapter_10_-_Security_4.0#column-one Contents]

New tables in the HFWParams database are used to store the above information including:

ADUsers
ADUserFeatures
ADCustomSearch

When a user logs in, halFILE queries Windows Active Directory to determine which Active Directory Groups he/she belongs and dynamically builds the security system for that user in halFILE according to the settings for matching group names set up in halFILE.

Chapter 11 - Security 4.0

2014-09-23T16:53:25Z

Tomh: /* Document Level Security */

[http://help.halfile.com/index.php?title=HalFILE_4.0_Documentation Main Index]

=SECURITY=

halFILE provides multi-level security that includes:

* Restricting users from accessing selected image databases
* Restricting users to certain actions such as scan, index, archive, search
* Password control
* System Administrator identification

==Security Set Up==
[http://help.halfile.com/index.php?title=Chapter_10_-_Security_4.0#column-one Contents]

To set up security, select '''Configure-Security''' and click the '''Enable Security''' sub-menu in the Administrator. This places a check mark on the sub-menu and tells the system that system security is enabled. If you click this sub-menu when it is checked, the security system is disabled and the check mark is removed.

----
''Immediately after enabling security, you must define at least one user with System Administrator privileges. This will prevent you from being locked out of the system.''
----

Security is based around users. When security is enabled, a user must provide a user id and a password to gain access to the system. Once he gets into the system, the databases that can be accessed and the features that can be performed depend on his user profile.

At least one user must be set up as a 'System Administrator'. The System Administrator is the only person who can turn security on/off and define user profiles. When passwords are entered, the data is replaced with asterisks on the screen to prevent others from viewing a user's personal password. This is also true when the System Administrator defines user passwords. Therefore, if a user forgets his/her password and the System Administrator does not have a record of the password, the System Administrator would have to remove the user from the system, then re-add the user to set up a new password.

----
''If you are locked out of the system because you do not know a password, call Technical Support.''
----

To set up users and designate restrictions and privileges, select '''Configure-Security-User Profiles'''. This displays a screen similar to the following.

[[File:User_Profiles_Overview.jpg]]

===Adding a new user===
[http://help.halfile.com/index.php?title=Chapter_10_-_Security_4.0#column-one Contents]

# Click the '''add''' button to display the user profile screen.
# The left box shows all the databases that have been defined, consisting of an application id plus the document type. The frame at the bottom of the screen shows the global privileges the user is allowed to perform (scan, index, search, set up, archive, system administrator, all databases).
# Click on the '''privilege''' buttons that you wish the user to perform. If you click the '''all databases''' button, then you do not need to select databases for the user. The user is automatically given rights to perform the selected global privileges for all databases.
# If the '''all databases''' button is not selected, you must add the databases the user can access into the right-hand box. To do this, double-click a database in the left-hand box or click a database in the left-hand box and press the '''Add''' button. This adds the database to the user's list and gives the user the default, global privileges for that database.
# To set particular privileges for a database, double click the database in the right-hand (user's) box. shows a form for specify user privileges for that database. In this way, you can give a user rights to index and search in one database, while allowing only search privileges in another.

===Editing an existing user set up===
[http://help.halfile.com/index.php?title=Chapter_10_-_Security_4.0#column-one Contents]

# Double click the user id, or highlight the user and press the '''edit''' button.
# Set up the user's profile as describes under 'Adding a new user', above.

To remove a user, highlight the user and select '''File-Delete'''.

To close the user screen, select '''File-Close'''.

The following screen shows a user profile. This user has no database restrictions since the '''All Databases''' button in the User Privileges frame is turned on.

[[File:User_Profiles_New_User.jpg]]

When you click a database in the grid, the extended settings for that user and database are updated in the box at the lower right corner of the screen. These settings enable/disable addition features for the user.

===Document Level Security===
[http://help.halfile.com/index.php?title=Chapter_10_-_Security_4.0#column-one Contents]

Document Level Security defines what documents a group of users can view based on selection criteria against a database field. To set up Document Level Security, select the Configure-Security-Document Level menu in the Administrator. This displays the screen below.
Examples of document level security include:

* Restricting access to sensitive information such as personnel records or documents that contain a social security number.
* Restricting access to documents based on a certification date. If the document is after a specified certification date, users cannot view it.
* Restricting access to certain instrument types in the database. If the document is a military discharge, for example, users cannot view it.

To set up Document Level Security, select the Configure-Security-Document Level menu in the Administrator. Select the Application and Database you want to define the security settings for then click New Profile and enter a phrase that describes the security setting. Then highlight that phrase and click NEXT to define the settings for this new security group. This displays the screen below.

[[File:Doclevel_members.png]]

The members tab is used to select the members that will be a part of this security group. Click the Add>> button to include a user in the group.

[[File:Doclevel_restrictions.png]]

The restrictions tab defines how documents are selected for this group. The selection criteria are placed into the SQL Clause box. The Field Name, Operator and Values boxes are used to help you build a validate SQL Clause. For example, we selected the Field Name “primetable.Date_Of_Filing”, the less than operator and entered the Value “08/31/2014”. Then we clicked Check SQL which posted the following SQL Clause: (primetable.Date_Of_Filing < ‘08/31/2014’)

This tells the system that, for this security group, when a search is performed only show documents where the Date_Of_Filing field is less than August 31, 2014.

Other example SQL Clauses:

(Primetable.Instrument_Type <> ‘DD214’) – hides documents with an Instrumen_Type = DD214.

(Primetable.Official_Record = ‘N’) – if the Official_Record field is Y because there is a Social Security number on the document, then do not let users in this group see it.

NOTE: Be sure to set up a Group with “no restrictions” so all documents can be accessed.

==Windows Active Directory Integration==
[http://help.halfile.com/index.php?title=Chapter_10_-_Security_4.0#column-one Contents]

Windows Active Directory is a powerful tool for maintaining network users across multiple servers and domains. halFILE and e.halFILE can be configured to integrate with Windows Active Directory. This lets you set up Windows Active Directory Groups containing users that have similar security properties in halFILE. Then in halFILE, you do not need to set up each individual user, only the groups that match the Windows Active Directory Groups. When you add a user to a Windows Active Directory group, that user automatically inherits the privileges of that group when going into halFILE. Furthermore, no login to halFILE is required. The user is automatically logged in under the network user id.

===Why use Active Directory Integration?===
[http://help.halfile.com/index.php?title=Chapter_10_-_Security_4.0#column-one Contents]

* Administer users from one place, Windows Active Directory.
* No halFILE security setup is required when a new employee is hired that needs to use halFILE. Set up the person's network user id, put him in the appropriate Active Directory Groups and he should be able to get into halFILE with the correct security.
* Easy to remove users when employee turnover occurs. If an employee leaves, you delete him from Windows Active Directory and he/she no longer has access to halFILE.
* Quickly change halFILE roles for users. If a user is promoted to a new job requiring different halFILE privileges, then move the user from one Active Directory Group to another and those privileges automatically flow over to halFILE security.

===Before you start===
[http://help.halfile.com/index.php?title=Chapter_10_-_Security_4.0#column-one Contents]

Before you enable the Active Directory Integration feature in halFILE, you should spend some time planning your groups. These groups will be used to assign User Privileges (Configure-Security-User Profiles), Custom Search Settings (File-Database Custom Search button) and User Features (get to User Parameters by double clicking a user in Configure-Security-User Profiles).

If you are enabling this feature on an existing site, you should define your Windows Active Directory groups and assign users to these groups.

===halFILE Active Directory Integration Set Up Procedure===
[http://help.halfile.com/index.php?title=Chapter_10_-_Security_4.0#column-one Contents]

Set up a Windows Active Directory Group for each type of User that you would have in halFILE. For example, if I have Search only users, Search and Index users and Admin users, I would set up 3 Active Directory Groups as follows:
# HFAD_User_Search – for users with Search only privileges.
# HFAD_User_Index – for users with Search and Index privileges.
# HFAD_User_Admin – for users with Admin privileges.
# Add the Network users into the appropriate HFAD_User group(s).
# Set up a Windows Active Directory Group for each type of Custom Search you require. For example, if you have a Custom Search for Public users and a second Custom Search profile for Employees, then you would set up the Active Directory Groups as follows:
## HFAD_Search_Public
## HFAD_Search_Employee
# Add the Network users into the appropriate HFAD_Search group(s).
# Change halFILE to use Active Directory Integration. In the Administrator, this is under Tools-Options / Security/Versions tab. Check the "Use Active Directory Integration" box. Note: You must check the "Use halFILE Integrated Security" box to enable this check box.
# Set up a single User and Custom Search in halFILE for each Windows Active Directory Group, using the same name as the Windows Active Directory Group. So using the above examples, set up users named HFAD_User_Search, HFAD_User_Index and HFAD_User_Admin. Set up all the features as needed including User Parameter Settings and Group/Document Level Security. Then, set up Custom Search Profiles named HFAD_Search_Public and HFAD_Search_Employee.
# Now, when a user goes into halFILE, they are automatically assigned their Network user id. halFILE looks up the user id in the Windows Active Directory Groups to determine which groups the user belongs to. Then, the user's profile for halFILE security is created for the user.

===halFILE Active Directory Integration===
[http://help.halfile.com/index.php?title=Chapter_10_-_Security_4.0#column-one Contents]

Once the setup is complete, you should run HFWAD32.EXE to login to halFILE using Windows Active Directory Integration. This program determines what groups the user belongs to and set up the halFILE security privileges accordingly. Then it continues on to the halFILE Manager (halfile.exe).

===e.halFILE Active Directory Integration===
[http://help.halfile.com/index.php?title=Chapter_10_-_Security_4.0#column-one Contents]

e.halFILE uses the same security setup as halFILE. However, there are some special set up requirements in Microsoft Internet Information Services (IIS) that need to be configured as follows:

# Create a folder under the ehalfile folder named Login and copy hflogin.asp, hflogin.dll and halweb.ini into this folder. You will need to register hflogin.dll.
# Create a virtual directory called "login" in your website and set Directory Security to disable Anonymous Access and enable Integrated Windows Authentication behind the Directory Security tab.
# Change the login button or link on your website to go to …/login/hflogin.asp. This will ask the user to login to Windows and perform the halFILE Active Directory authentication before proceeding with the next web page.

===Active Directory Integration - Behind the Scenes===
[http://help.halfile.com/index.php?title=Chapter_10_-_Security_4.0#column-one Contents]

New tables in the HFWParams database are used to store the above information including:

ADUsers
ADUserFeatures
ADCustomSearch

When a user logs in, halFILE queries Windows Active Directory to determine which Active Directory Groups he/she belongs and dynamically builds the security system for that user in halFILE according to the settings for matching group names set up in halFILE.

File:Doclevel restrictions.png

2014-09-23T16:53:05Z

Tomh:

Chapter 11 - Security 4.0

2014-09-23T16:52:33Z

Tomh: /* Document Level Security */

[http://help.halfile.com/index.php?title=HalFILE_4.0_Documentation Main Index]

=SECURITY=

halFILE provides multi-level security that includes:

* Restricting users from accessing selected image databases
* Restricting users to certain actions such as scan, index, archive, search
* Password control
* System Administrator identification

==Security Set Up==
[http://help.halfile.com/index.php?title=Chapter_10_-_Security_4.0#column-one Contents]

To set up security, select '''Configure-Security''' and click the '''Enable Security''' sub-menu in the Administrator. This places a check mark on the sub-menu and tells the system that system security is enabled. If you click this sub-menu when it is checked, the security system is disabled and the check mark is removed.

----
''Immediately after enabling security, you must define at least one user with System Administrator privileges. This will prevent you from being locked out of the system.''
----

Security is based around users. When security is enabled, a user must provide a user id and a password to gain access to the system. Once he gets into the system, the databases that can be accessed and the features that can be performed depend on his user profile.

At least one user must be set up as a 'System Administrator'. The System Administrator is the only person who can turn security on/off and define user profiles. When passwords are entered, the data is replaced with asterisks on the screen to prevent others from viewing a user's personal password. This is also true when the System Administrator defines user passwords. Therefore, if a user forgets his/her password and the System Administrator does not have a record of the password, the System Administrator would have to remove the user from the system, then re-add the user to set up a new password.

----
''If you are locked out of the system because you do not know a password, call Technical Support.''
----

To set up users and designate restrictions and privileges, select '''Configure-Security-User Profiles'''. This displays a screen similar to the following.

[[File:User_Profiles_Overview.jpg]]

===Adding a new user===
[http://help.halfile.com/index.php?title=Chapter_10_-_Security_4.0#column-one Contents]

# Click the '''add''' button to display the user profile screen.
# The left box shows all the databases that have been defined, consisting of an application id plus the document type. The frame at the bottom of the screen shows the global privileges the user is allowed to perform (scan, index, search, set up, archive, system administrator, all databases).
# Click on the '''privilege''' buttons that you wish the user to perform. If you click the '''all databases''' button, then you do not need to select databases for the user. The user is automatically given rights to perform the selected global privileges for all databases.
# If the '''all databases''' button is not selected, you must add the databases the user can access into the right-hand box. To do this, double-click a database in the left-hand box or click a database in the left-hand box and press the '''Add''' button. This adds the database to the user's list and gives the user the default, global privileges for that database.
# To set particular privileges for a database, double click the database in the right-hand (user's) box. shows a form for specify user privileges for that database. In this way, you can give a user rights to index and search in one database, while allowing only search privileges in another.

===Editing an existing user set up===
[http://help.halfile.com/index.php?title=Chapter_10_-_Security_4.0#column-one Contents]

# Double click the user id, or highlight the user and press the '''edit''' button.
# Set up the user's profile as describes under 'Adding a new user', above.

To remove a user, highlight the user and select '''File-Delete'''.

To close the user screen, select '''File-Close'''.

The following screen shows a user profile. This user has no database restrictions since the '''All Databases''' button in the User Privileges frame is turned on.

[[File:User_Profiles_New_User.jpg]]

When you click a database in the grid, the extended settings for that user and database are updated in the box at the lower right corner of the screen. These settings enable/disable addition features for the user.

===Document Level Security===
[http://help.halfile.com/index.php?title=Chapter_10_-_Security_4.0#column-one Contents]

Document Level Security defines what documents a group of users can view based on selection criteria against a database field. To set up Document Level Security, select the Configure-Security-Document Level menu in the Administrator. This displays the screen below.
Examples of document level security include:

* Restricting access to sensitive information such as personnel records or documents that contain a social security number.
* Restricting access to documents based on a certification date. If the document is after a specified certification date, users cannot view it.
* Restricting access to certain instrument types in the database. If the document is a military discharge, for example, users cannot view it.

To set up Document Level Security, select the Configure-Security-Document Level menu in the Administrator. Select the Application and Database you want to define the security settings for then click New Profile and enter a phrase that describes the security setting. Then highlight that phrase and click NEXT to define the settings for this new security group. This displays the screen below.

[[File:Doclevel_members.png]]

The members tab is used to select the members that will be a part of this security group. Click the Add>> button to include a user in the group.

[[File:Example.jpg]]

The restrictions tab defines how documents are selected for this group. The selection criteria are placed into the SQL Clause box. The Field Name, Operator and Values boxes are used to help you build a validate SQL Clause. For example, we selected the Field Name “primetable.Date_Of_Filing”, the less than operator and entered the Value “08/31/2014”. Then we clicked Check SQL which posted the following SQL Clause: (primetable.Date_Of_Filing < ‘08/31/2014’)

This tells the system that, for this security group, when a search is performed only show documents where the Date_Of_Filing field is less than August 31, 2014.

Other example SQL Clauses:

(Primetable.Instrument_Type <> ‘DD214’) – hides documents with an Instrumen_Type = DD214.

(Primetable.Official_Record = ‘N’) – if the Official_Record field is Y because there is a Social Security number on the document, then do not let users in this group see it.

NOTE: Be sure to set up a Group with “no restrictions” so all documents can be accessed.

==Windows Active Directory Integration==
[http://help.halfile.com/index.php?title=Chapter_10_-_Security_4.0#column-one Contents]

Windows Active Directory is a powerful tool for maintaining network users across multiple servers and domains. halFILE and e.halFILE can be configured to integrate with Windows Active Directory. This lets you set up Windows Active Directory Groups containing users that have similar security properties in halFILE. Then in halFILE, you do not need to set up each individual user, only the groups that match the Windows Active Directory Groups. When you add a user to a Windows Active Directory group, that user automatically inherits the privileges of that group when going into halFILE. Furthermore, no login to halFILE is required. The user is automatically logged in under the network user id.

===Why use Active Directory Integration?===
[http://help.halfile.com/index.php?title=Chapter_10_-_Security_4.0#column-one Contents]

* Administer users from one place, Windows Active Directory.
* No halFILE security setup is required when a new employee is hired that needs to use halFILE. Set up the person's network user id, put him in the appropriate Active Directory Groups and he should be able to get into halFILE with the correct security.
* Easy to remove users when employee turnover occurs. If an employee leaves, you delete him from Windows Active Directory and he/she no longer has access to halFILE.
* Quickly change halFILE roles for users. If a user is promoted to a new job requiring different halFILE privileges, then move the user from one Active Directory Group to another and those privileges automatically flow over to halFILE security.

===Before you start===
[http://help.halfile.com/index.php?title=Chapter_10_-_Security_4.0#column-one Contents]

Before you enable the Active Directory Integration feature in halFILE, you should spend some time planning your groups. These groups will be used to assign User Privileges (Configure-Security-User Profiles), Custom Search Settings (File-Database Custom Search button) and User Features (get to User Parameters by double clicking a user in Configure-Security-User Profiles).

If you are enabling this feature on an existing site, you should define your Windows Active Directory groups and assign users to these groups.

===halFILE Active Directory Integration Set Up Procedure===
[http://help.halfile.com/index.php?title=Chapter_10_-_Security_4.0#column-one Contents]

Set up a Windows Active Directory Group for each type of User that you would have in halFILE. For example, if I have Search only users, Search and Index users and Admin users, I would set up 3 Active Directory Groups as follows:
# HFAD_User_Search – for users with Search only privileges.
# HFAD_User_Index – for users with Search and Index privileges.
# HFAD_User_Admin – for users with Admin privileges.
# Add the Network users into the appropriate HFAD_User group(s).
# Set up a Windows Active Directory Group for each type of Custom Search you require. For example, if you have a Custom Search for Public users and a second Custom Search profile for Employees, then you would set up the Active Directory Groups as follows:
## HFAD_Search_Public
## HFAD_Search_Employee
# Add the Network users into the appropriate HFAD_Search group(s).
# Change halFILE to use Active Directory Integration. In the Administrator, this is under Tools-Options / Security/Versions tab. Check the "Use Active Directory Integration" box. Note: You must check the "Use halFILE Integrated Security" box to enable this check box.
# Set up a single User and Custom Search in halFILE for each Windows Active Directory Group, using the same name as the Windows Active Directory Group. So using the above examples, set up users named HFAD_User_Search, HFAD_User_Index and HFAD_User_Admin. Set up all the features as needed including User Parameter Settings and Group/Document Level Security. Then, set up Custom Search Profiles named HFAD_Search_Public and HFAD_Search_Employee.
# Now, when a user goes into halFILE, they are automatically assigned their Network user id. halFILE looks up the user id in the Windows Active Directory Groups to determine which groups the user belongs to. Then, the user's profile for halFILE security is created for the user.

===halFILE Active Directory Integration===
[http://help.halfile.com/index.php?title=Chapter_10_-_Security_4.0#column-one Contents]

Once the setup is complete, you should run HFWAD32.EXE to login to halFILE using Windows Active Directory Integration. This program determines what groups the user belongs to and set up the halFILE security privileges accordingly. Then it continues on to the halFILE Manager (halfile.exe).

===e.halFILE Active Directory Integration===
[http://help.halfile.com/index.php?title=Chapter_10_-_Security_4.0#column-one Contents]

e.halFILE uses the same security setup as halFILE. However, there are some special set up requirements in Microsoft Internet Information Services (IIS) that need to be configured as follows:

# Create a folder under the ehalfile folder named Login and copy hflogin.asp, hflogin.dll and halweb.ini into this folder. You will need to register hflogin.dll.
# Create a virtual directory called "login" in your website and set Directory Security to disable Anonymous Access and enable Integrated Windows Authentication behind the Directory Security tab.
# Change the login button or link on your website to go to …/login/hflogin.asp. This will ask the user to login to Windows and perform the halFILE Active Directory authentication before proceeding with the next web page.

===Active Directory Integration - Behind the Scenes===
[http://help.halfile.com/index.php?title=Chapter_10_-_Security_4.0#column-one Contents]

New tables in the HFWParams database are used to store the above information including:

ADUsers
ADUserFeatures
ADCustomSearch

When a user logs in, halFILE queries Windows Active Directory to determine which Active Directory Groups he/she belongs and dynamically builds the security system for that user in halFILE according to the settings for matching group names set up in halFILE.

Chapter 11 - Security 4.0

2014-09-23T16:51:26Z

Tomh: /* Document Level Security */

[http://help.halfile.com/index.php?title=HalFILE_4.0_Documentation Main Index]

=SECURITY=

halFILE provides multi-level security that includes:

* Restricting users from accessing selected image databases
* Restricting users to certain actions such as scan, index, archive, search
* Password control
* System Administrator identification

==Security Set Up==
[http://help.halfile.com/index.php?title=Chapter_10_-_Security_4.0#column-one Contents]

To set up security, select '''Configure-Security''' and click the '''Enable Security''' sub-menu in the Administrator. This places a check mark on the sub-menu and tells the system that system security is enabled. If you click this sub-menu when it is checked, the security system is disabled and the check mark is removed.

----
''Immediately after enabling security, you must define at least one user with System Administrator privileges. This will prevent you from being locked out of the system.''
----

Security is based around users. When security is enabled, a user must provide a user id and a password to gain access to the system. Once he gets into the system, the databases that can be accessed and the features that can be performed depend on his user profile.

At least one user must be set up as a 'System Administrator'. The System Administrator is the only person who can turn security on/off and define user profiles. When passwords are entered, the data is replaced with asterisks on the screen to prevent others from viewing a user's personal password. This is also true when the System Administrator defines user passwords. Therefore, if a user forgets his/her password and the System Administrator does not have a record of the password, the System Administrator would have to remove the user from the system, then re-add the user to set up a new password.

----
''If you are locked out of the system because you do not know a password, call Technical Support.''
----

To set up users and designate restrictions and privileges, select '''Configure-Security-User Profiles'''. This displays a screen similar to the following.

[[File:User_Profiles_Overview.jpg]]

===Adding a new user===
[http://help.halfile.com/index.php?title=Chapter_10_-_Security_4.0#column-one Contents]

# Click the '''add''' button to display the user profile screen.
# The left box shows all the databases that have been defined, consisting of an application id plus the document type. The frame at the bottom of the screen shows the global privileges the user is allowed to perform (scan, index, search, set up, archive, system administrator, all databases).
# Click on the '''privilege''' buttons that you wish the user to perform. If you click the '''all databases''' button, then you do not need to select databases for the user. The user is automatically given rights to perform the selected global privileges for all databases.
# If the '''all databases''' button is not selected, you must add the databases the user can access into the right-hand box. To do this, double-click a database in the left-hand box or click a database in the left-hand box and press the '''Add''' button. This adds the database to the user's list and gives the user the default, global privileges for that database.
# To set particular privileges for a database, double click the database in the right-hand (user's) box. shows a form for specify user privileges for that database. In this way, you can give a user rights to index and search in one database, while allowing only search privileges in another.

===Editing an existing user set up===
[http://help.halfile.com/index.php?title=Chapter_10_-_Security_4.0#column-one Contents]

# Double click the user id, or highlight the user and press the '''edit''' button.
# Set up the user's profile as describes under 'Adding a new user', above.

To remove a user, highlight the user and select '''File-Delete'''.

To close the user screen, select '''File-Close'''.

The following screen shows a user profile. This user has no database restrictions since the '''All Databases''' button in the User Privileges frame is turned on.

[[File:User_Profiles_New_User.jpg]]

When you click a database in the grid, the extended settings for that user and database are updated in the box at the lower right corner of the screen. These settings enable/disable addition features for the user.

===Document Level Security===
[http://help.halfile.com/index.php?title=Chapter_10_-_Security_4.0#column-one Contents]

Document Level Security defines what documents a group of users can view based on selection criteria against a database field. To set up Document Level Security, select the Configure-Security-Document Level menu in the Administrator. This displays the screen below.
Examples of document level security include:

* Restricting access to sensitive information such as personnel records or documents that contain a social security number.
* Restricting access to documents based on a certification date. If the document is after a specified certification date, users cannot view it.
* Restricting access to certain instrument types in the database. If the document is a military discharge, for example, users cannot view it.

To set up Document Level Security, select the Configure-Security-Document Level menu in the Administrator. Select the Application and Database you want to define the security settings for then click New Profile and enter a phrase that describes the security setting. Then highlight that phrase and click NEXT to define the settings for this new security group. This displays the screen below.

[[File:Doclevel_members.png]]

==Windows Active Directory Integration==
[http://help.halfile.com/index.php?title=Chapter_10_-_Security_4.0#column-one Contents]

Windows Active Directory is a powerful tool for maintaining network users across multiple servers and domains. halFILE and e.halFILE can be configured to integrate with Windows Active Directory. This lets you set up Windows Active Directory Groups containing users that have similar security properties in halFILE. Then in halFILE, you do not need to set up each individual user, only the groups that match the Windows Active Directory Groups. When you add a user to a Windows Active Directory group, that user automatically inherits the privileges of that group when going into halFILE. Furthermore, no login to halFILE is required. The user is automatically logged in under the network user id.

===Why use Active Directory Integration?===
[http://help.halfile.com/index.php?title=Chapter_10_-_Security_4.0#column-one Contents]

* Administer users from one place, Windows Active Directory.
* No halFILE security setup is required when a new employee is hired that needs to use halFILE. Set up the person's network user id, put him in the appropriate Active Directory Groups and he should be able to get into halFILE with the correct security.
* Easy to remove users when employee turnover occurs. If an employee leaves, you delete him from Windows Active Directory and he/she no longer has access to halFILE.
* Quickly change halFILE roles for users. If a user is promoted to a new job requiring different halFILE privileges, then move the user from one Active Directory Group to another and those privileges automatically flow over to halFILE security.

===Before you start===
[http://help.halfile.com/index.php?title=Chapter_10_-_Security_4.0#column-one Contents]

Before you enable the Active Directory Integration feature in halFILE, you should spend some time planning your groups. These groups will be used to assign User Privileges (Configure-Security-User Profiles), Custom Search Settings (File-Database Custom Search button) and User Features (get to User Parameters by double clicking a user in Configure-Security-User Profiles).

If you are enabling this feature on an existing site, you should define your Windows Active Directory groups and assign users to these groups.

===halFILE Active Directory Integration Set Up Procedure===
[http://help.halfile.com/index.php?title=Chapter_10_-_Security_4.0#column-one Contents]

Set up a Windows Active Directory Group for each type of User that you would have in halFILE. For example, if I have Search only users, Search and Index users and Admin users, I would set up 3 Active Directory Groups as follows:
# HFAD_User_Search – for users with Search only privileges.
# HFAD_User_Index – for users with Search and Index privileges.
# HFAD_User_Admin – for users with Admin privileges.
# Add the Network users into the appropriate HFAD_User group(s).
# Set up a Windows Active Directory Group for each type of Custom Search you require. For example, if you have a Custom Search for Public users and a second Custom Search profile for Employees, then you would set up the Active Directory Groups as follows:
## HFAD_Search_Public
## HFAD_Search_Employee
# Add the Network users into the appropriate HFAD_Search group(s).
# Change halFILE to use Active Directory Integration. In the Administrator, this is under Tools-Options / Security/Versions tab. Check the "Use Active Directory Integration" box. Note: You must check the "Use halFILE Integrated Security" box to enable this check box.
# Set up a single User and Custom Search in halFILE for each Windows Active Directory Group, using the same name as the Windows Active Directory Group. So using the above examples, set up users named HFAD_User_Search, HFAD_User_Index and HFAD_User_Admin. Set up all the features as needed including User Parameter Settings and Group/Document Level Security. Then, set up Custom Search Profiles named HFAD_Search_Public and HFAD_Search_Employee.
# Now, when a user goes into halFILE, they are automatically assigned their Network user id. halFILE looks up the user id in the Windows Active Directory Groups to determine which groups the user belongs to. Then, the user's profile for halFILE security is created for the user.

===halFILE Active Directory Integration===
[http://help.halfile.com/index.php?title=Chapter_10_-_Security_4.0#column-one Contents]

Once the setup is complete, you should run HFWAD32.EXE to login to halFILE using Windows Active Directory Integration. This program determines what groups the user belongs to and set up the halFILE security privileges accordingly. Then it continues on to the halFILE Manager (halfile.exe).

===e.halFILE Active Directory Integration===
[http://help.halfile.com/index.php?title=Chapter_10_-_Security_4.0#column-one Contents]

e.halFILE uses the same security setup as halFILE. However, there are some special set up requirements in Microsoft Internet Information Services (IIS) that need to be configured as follows:

# Create a folder under the ehalfile folder named Login and copy hflogin.asp, hflogin.dll and halweb.ini into this folder. You will need to register hflogin.dll.
# Create a virtual directory called "login" in your website and set Directory Security to disable Anonymous Access and enable Integrated Windows Authentication behind the Directory Security tab.
# Change the login button or link on your website to go to …/login/hflogin.asp. This will ask the user to login to Windows and perform the halFILE Active Directory authentication before proceeding with the next web page.

===Active Directory Integration - Behind the Scenes===
[http://help.halfile.com/index.php?title=Chapter_10_-_Security_4.0#column-one Contents]

New tables in the HFWParams database are used to store the above information including:

ADUsers
ADUserFeatures
ADCustomSearch

When a user logs in, halFILE queries Windows Active Directory to determine which Active Directory Groups he/she belongs and dynamically builds the security system for that user in halFILE according to the settings for matching group names set up in halFILE.

2014-07-29T19:17:54Z

Tomh: uploaded a new version of "File:User Profiles New User.jpg"

File:User Profiles Overview.jpg

2014-07-29T18:26:13Z

Tomh: uploaded a new version of "File:User Profiles Overview.jpg"

2013-05-02T18:45:48Z

Tomh: /* Upgrading to version 4.0 */

[http://help.halfile.com/index.php?title=HalFILE_4.0_Documentation Main Index]

==Upgrading to version 4.0==

''If you have any questions on performing this upgrade, or you are not sure if the upgrade is required, please call Technical Support for help.''

'''From Version 3.0'''
To upgrade halFILE to version 4.0, contact halFILE Technical Support. They will set up your license registration in the halFILE Update Service (http://update.halfile.com) and will instruct you on how to use the halFILE Update Service to upgrade your system to version 4.0.

'''From Versions prior to 3.0'''
This requires Technical Assistance. Please call Technical Support.

Once the prerequisites are installed, proceed to the Server Side Installation section in chapter 3.

==halFILE Update Service==
[http://help.halfile.com/index.php?title=Chapter_2_-_Overview_4.0#column-one Contents]

You can now use the halFILE Update Service to obtain program releases, enhancements and bug fixes. This is done through the Tools-Update Service menu of the halFILE Administrator.

Tutorials on the halFILE Update Service are available behind the "learn more" link at http://update.halfile.com.

==Document Management with halFILE==
[http://help.halfile.com/index.php?title=Chapter_2_-_Overview_4.0#column-one Contents]

halFILE is a document management application that provides electronic document storage and retrieval capabilities. Using the popular Microsoft Windows interface, paper documents can be scanned into a digital image format, key words can be entered into a user-defined database, and images can be archived to permanent storage such as network storage devices and compact disks. Documents can also be captured by importing them from disk or capturing printed output. With halFILE's Office 'Send To' feature, Microsoft Office documents can be sent directly to halFILE. Searching the database using keywords then retrieves documents and displays related images on the screen.

The following diagram depicts a typical halFILE system flow:

[[File:HalFILE_System_Flow4.jpg]]

==What’s New in 4.0==
[http://help.halfile.com/index.php?title=Chapter_2_-_Overview_4.0#column-one Contents]

The following lists new features of version 4.0.

===='''General''' enhancements:====

* Based on the .NET platform for better performance and stability.
* Integrated halFILE PDF Viewer. This means when viewing PDF documents, the image window will no longer fall behind other windows.
* Integrated halFILE Office Viewer. This means when viewing Office documents (Excel, Word, etc), the image window will no longer fall behind other windows.
* Image Viewer lets you email documents as PDF.
* Crystal 2011 support.
* Active Directory integration now supports LDAP.

===='''halFILE Search''' Module enhancements:====

* Spell Checker
* Auto-Complete feature to list names in the database.
* Edit-Append from file that handles folders with periods.
* Quick Section-Township-Range feature.
* Supports 100,000 record hit lists.
* Completes large searches much more quickly.
* Re-order search hit list columns by dragging columns to desired position.
* Sort Hit List with single click in the header box - toggles ascending/descending.
* Save Grid Format menu has been moved to the new Layout menu.
* “Not equal” searches.
* NULL searches.
* Tools-options settings changes are immediate.
* Hide the Find Text button unless halCOLD is configured.
* Build search criteria by clicking on names in hit list.
* Ability to do include/exclude of Instrument Types.
* Show Record Counter statistic on hit list and document info screens so user knows how far down they are in the Search Results.
* Allow % in block and lot so you can do a section search for all blocks/lots.
* Ctrl-D hot key which, when used in multi-entry field, will replicate the prior line’s last name.

===='''halFILE Index''' Module enhancements:====

* Spell Checker.
* Auto-Complete feature to list names in the database.
* Edit-Append from file that handles folders with periods.
* Quick Section-Township-Range feature.
* Added ALT+I or some keystroke to HFIndex32 to do the same copy field functionality as ALT+D but "insert" the data at the cursor position instead of replacing the data.
* Quick document look up to load the Document Clipboard for Copy/Paste.
* Option to press Ctrl+S and no other key required to go to next doc in index and/or search
* Ctrl-D hot key which, when used in multi-entry field, will replicate the prior line’s last name.
* Support data thresholds on date or value fields including date range, value range, file date must be after instrument date.
* Add Auto Fill of # of pages.
* Support Auto Fill of date/time field and current date/time.

===='''halFILE Administrator''' enhancements:====

* All security settings into a flatter, grid interface.

# Includes Extended settings.
# Includes Custom Search setting.
# Show Main settings on the main user screen so, as they add databases for the user, they can see the inherited privileges.
# Put e.halFILE settings on User screen.

* Add maintenance utilities for Multi_Entry Fields and Table Definitions for better administrative control.
* Control FromEmail= and SMTP Authentication settings in halweb.ini from Auto Archive set up.
* Create Basket - prevent SQL reserved words for basket names.
* Add interface to set up searchmenus.ini.

===='''halFILE Manager''' enhancements:====

* Color Coded baskets.
* New icons – smaller footprint.

===='''halFILE Basket Status''' module enhancements:====

* Handle baskets with over 32767 entries more gracefully.

===='''halFILE Import Module''' module enhancements:====

* More standardized document selection interface.
* Supports importing documents of different types (for example: TIFF and PDF).
* Supports importing from multiple source folders.
* The halFILE Document Transporter replaces the Send To Wizard and supports the importing of not only Office Documents, but also any other document type supported by halFILE. Drag/drop and Right Click-Send To features are supported.

===='''halFILE Scan Module''' module enhancements:====

* Scan to PDF.

===='''halFILE Base Edit Module''' module enhancements:====

* Edit Block/Lot instead of having to clear and re-add… i.e. in the base edit, be able to fix a single error right there on the grid.

===='''halFILE Archive Module''' module enhancements:====

* Log the computer name to show where archive is scheduled.

File:Install5.png

2013-05-02T18:44:19Z

Tomh:

Chapter 3 - System Setup 4.0

2013-05-02T18:44:02Z

Tomh: /* Installation */

[http://help.halfile.com/index.php?title=HalFILE_4.0_Documentation Main Index]

==SYSTEM SETUP==

This section specifies the system configuration and operating requirements for halFILE. It also discusses the procedure for installing the software and preparing the system to be used. A quick overview of how to set up halFILE is as follows:

* Prepare hardware and software components for the installation
* Install halFILE
* Define an application
* Design a database
* Define electronic in-baskets
* Define drives available for permanent image storage
* Define cartridges where documents are stored

===System Configuration===
[http://help.halfile.com/index.php?title=Chapter_3_-_System_Setup_4.0#column-one Contents]

====Minimum Workstation System Requirements====

'''Windows 7 Professional or Ultimate or Windows 8 Pro or Enterprise'''

* 2.4 GHz or faster 32-bit (x86) or 64-bit (x64) processor
* 1 GB (32-bit) or 2 GB RAM (64-bit)
* DirectX 9 graphics device with WDDM 1.0 or higher driver
* 200 GB hard drive with at least 5 GB of available space
* Download and install the following pre-requisites from http://update.halfile.com/
** Microsoft .NET Framework 4 – Extended Profile
** Crystal Reports .NET RuntimeSuper VGA (1152 × 864) or higher-resolution video adapter

'''Windows XP Pro SP3'''

* Pentium 4 - 2.4 GHz or faster CPU
* 512 MB RAM
* DirectX 9or higher graphics device
* 200 GB hard drive with at least 5 GB of available space
* Download and install the following pre-requisites from http://update.halfile.com/
** Microsoft .NET Framework 4 – Extended Profile
** Crystal Reports .NET

Note: Microsoft will end support for Windows XP on August 4, 2014. We strongly recommend upgrading to Windows 7 or higher.


====Recommended Workstation System Requirements====

* Windows 7 Professional or Ultimate
* 3 GHz 64-bit (x64) processor
* 4 GB RAM
* 500 GB hard drive with at least 50 GB of available space
* Download and install the following pre-requisites from http://update.halfile.com/
** Microsoft .NET Framework 4 – Extended Profile
** Crystal Reports .NET Runtime

Note: Crystal Reports 9.x or higher is required to design reports.

====Recommendations Terminal Servers====
* 3.0 GHz or faster CPU
* Multiple processors recommended (10 users per processor)
* 4 GB RAM or more (32MB per user or greater)
* 320 GB or greater hard disk (for OS – does not include on-line document storage requirements)
* RAID 1, 5, 10 or mirrored drives highly recommended
* 100/1000 Base-T Network Interface Card
* Download and install the following pre-requisites from http://update.halfile.com/
** Microsoft .NET Framework 4 – Extended Profile
** Crystal Reports .NET RuntimeSuper VGA (1152 × 864) or higher-resolution video adapter

====Recommendations Database Servers====
* Dual processor or dual core
* 8 GB RAM
* 2 TB hard drive
* SQL Server 2008R2 (SQL 7 and SQL 2000 are no longer supported)
* 64-bit OS

====Recommendations Image Servers====
* Dual processor or dual core
* 8 GB RAM
* RAID5 according to image needs including future expansion
* Windows Storage Server 2008
* 64-bit OS

====Other Components====
* For scan workstations, a compatible scanner is required (Appendix I lists compatible scanners, scan cards, and software engines. This includes Kofax hardware and software engines, SCSI scanners and ISIS and TWAIN scanners.
* If user-designed database reports are desired, Crystal Reports 9.0 or above is required.
* For XP Stations or if OCR is desired, Imaging Professional for Windows 2.6, 2.8 or 4.0 (or later) is required. This can be obtained from hal Systems Corporation. Contact your sales representative for more information.
* If Barcode recognition is desired, Kofax hardware or software engine is required.

All of the previous components are available through hal Systems Corporation.

===Networks Supported===
[http://help.halfile.com/index.php?title=Chapter_3_-_System_Setup_4.0#column-one Contents]

The multi-user version of halFILE supports any Network system that can run Microsoft Windows 2000 or higher on a workstation. The product has been successfully certified on the following:

* Novell Netware 3.2 or above
* Microsoft NT Server 4.0 or above
* Microsoft Windows 2000/2003/2008 Server

===Databases Supported===
[http://help.halfile.com/index.php?title=Chapter_3_-_System_Setup_4.0#column-one Contents]

* Microsoft SQL Server 2012
* Microsoft SQL Server 2008
* Microsoft SQL Server 2005
* Microsoft SQL Server 2012 Express
* Microsoft SQL Server 2008 Express
* Microsoft SQL Server 2005 Express

===Installation Requirements===
[http://help.halfile.com/index.php?title=Chapter_3_-_System_Setup_4.0#column-one Contents]

halFILE requires approximately 100 GB of disk space.

===Preparing the Hardware and Software Components===
[http://help.halfile.com/index.php?title=Chapter_3_-_System_Setup_4.0#column-one Contents]

The following must be installed and tested successfully before halFILE can be installed:

* Microsoft Windows 7 or later
* Hardware cards (such as the KOFAX scanner card) as specified in your particular halFILE Imaging System configuration, into the computer.
* SQL Server.
* Microsoft .NET Framework 4.0 (available at the [http://update.halfile.com halFILE Update Service])

===Server Side Installation===
[http://help.halfile.com/index.php?title=Chapter_3_-_System_Setup_4.0#column-one Contents]

The halFILE Server side installation should be performed once from a workstation to the target application server. You may also elect to run on the server directly if you wish to run halFILE from the application server directly via RDP.

====Prerequisites====
* Microsoft .NET 4 Extended Framework (available from http://update.halfile.com/)
* Crystal .NET for Visual Studio 2010 (available from http://update.halfile.com/)
* Running SQL Server Instance
** SQL Server 2005 or higher with all service packs
*** SQL Server Express for smaller sites
** Security set to mixed mode windows and sql server authentication
** SQL Server admin account (sa or equivalent)
** SQL Server admin account password
* Imaging Imaging Display Components
** Imaging 4 (available for purchase from hal Systems or may have been included in your halFILE licensing agreement)
** Kofax VRS (free download)
* Share setup for the application \\server\halFILE\ or equivalent on the application server

====Installation====
* Download the latest version of halFILE from http://download.halfile.com/ by entering halFILE40.zip
* Extract the contents of halFILE40.zip to \\server\halfile\
* Launch \\server\halfile\halfile.exe

[[File:Install1.png]]

* Click continue if this is a first time installation

[[File:Install2.png]]

* Click yes if this is a first time installation

[[File:Install3.png]]

* Enter the SQL Server instance name in the server box
* Enter the SQL admin account user name
* Enter the SQL password
* Click Advanced
* Select HFWParams from the dropdown
* Select SQL Server in the driver drop down
* Enter a path relative to the SQL Server for creating the SQL database and log files in the DB Path and Log Path boxes
* Click save
* Click close (Note: It is not necessary to click create on a first time installation)

[[File:Install4.png]]

* Enter your client ID
* Click submit on-line and wait for you name and address information to appear
* Click Complete Registration
* Assuming you have a valid customer ID you should be presented with the manager screen below

[[File:Install5.png]]

===Additional Drivers===
[http://help.halfile.com/index.php?title=Chapter_3_-_System_Setup_4.0#column-one Contents]

'''Video Scanner Drivers'''

Video scanners are supported with drivers that are shipped with all Kofax Adrenaline hardware cards. Video drivers can also be downloaded to support older Kofax KF-Series hardware cards. The basic halFILE scan program, HFSCAN32.EXE, supports these drivers.

'''ISIS Scanner Drivers'''

ISIS Scanner drivers are shipped with most SCSI scanners. halFILE can scan using these drivers and scanners with the installation of a Kofax hardware or software engine. The basic scanner program, HFSCAN32.EXE, supports these drivers.

'''TWAIN Scanner Drivers'''

TWAIN Scanner drivers are shipped with most SCSI scanners. halFILE can scan using these drivers and scanners. The scanner program to use is HFTWAIN32.EXE and is installed as part of halFILE. If Imaging Professional is installed, then HFTWAIN32PRO.EXE should be used.

===halFILE Menu Structure ===
[http://help.halfile.com/index.php?title=Chapter_3_-_System_Setup_4.0#column-one Contents]

Below is the '''halFile Manager''' screen. halFILE uses a tool bar for frequently used operations. The screen below shows the first menu screen once the halFILE icon is double-clicked.

[[Image:halFile_Manager4.jpg]]

The selections across the top (File, Tools, Help) provide pull-down menu options. The nine icons below the menu provide fast selection for the commonly used functions including:

* The halFILE Administrator
* Scan
* Import
* Index
* Index Verify (this is grayed out unless the feature is enabled)
* Archive
* Search
* Review a Basket
* Exit

The pull-down list boxes let you choose applications, databases and baskets. Before clicking an icon, be sure the proper application, database and basket are selected.

===Viewing the help file===
[http://help.halfile.com/index.php?title=Chapter_3_-_System_Setup_4.0#column-one Contents]

Clicking on the help menu selection (ALT-H) displays several menu selections. The '''Help-Contents''' selection displays the help file\’s Table of Contents. '''Help-Index''' displays the index to the help file. '''Help-Search for Help On''' menu selection provides a way to search for keywords in the help file. The '''Help-Go to the Web (halfile.com)''' menu assumes you are connected to the Internet and loads www.halfile.com in the default browser. '''Help-About''' displays version information. At any point in halFILE, context sensitive help information can be viewed by pressing the F1 key.

===Exiting halFILE===
[http://help.halfile.com/index.php?title=Chapter_3_-_System_Setup_4.0#column-one Contents]

Selecting '''File-Exit''' or clicking the '''Exit''' icon closes halFILE.

===Registration===
[http://help.halfile.com/index.php?title=Chapter_3_-_System_Setup_4.0#column-one Contents]

The first time you run halFILE, you are asked to register the product. Please fill out the registration form and fax or mail it to the address shown on the form. You can then click the continue button to use halFILE. You will be sent a registration number to enter into the registration form that permanently registers your copy of halFILE. You have 30 days to register.

===Running halFILE for the first time===
[http://help.halfile.com/index.php?title=Chapter_3_-_System_Setup_4.0#column-one Contents]

After halFILE is properly installed, the first time you go into the program you will be asked to define how halFILE will connect to your database engine in order to create the necessary databases. The screen below is used to define the Server, user id and password that should be used for this connection.

[[File:CreateDB4.jpg]]

----

Note that the program that manages this information is CREATEDB.EXE. If your database server changes, you must use this utility to re-define the connection parameters.

----

If you wish to also define the server folder where databases will be created, you can click the '''Advanced>>''' button which activated the Advanced Options frame shown at the bottom of the screen above. Then select the driver from the drop-down list and designate the DB Path and Log Path, entering the service-side folder where new databases and log files are to be created. Then click the Exit button and save the information.

After the database connection information has been defined, the system displays a prompt asking you if you wish to create the parameters database. Answer yes to build this database.

File:Install4.png

2013-05-02T18:42:40Z

Tomh:

File:Install3.png

2013-05-02T18:42:11Z

Tomh:

File:Install2.png

2013-05-02T18:41:50Z

Tomh:

Chapter 3 - System Setup 4.0

2013-05-02T18:39:56Z

Tomh: /* Installation */

[http://help.halfile.com/index.php?title=HalFILE_4.0_Documentation Main Index]

==SYSTEM SETUP==

This section specifies the system configuration and operating requirements for halFILE. It also discusses the procedure for installing the software and preparing the system to be used. A quick overview of how to set up halFILE is as follows:

* Prepare hardware and software components for the installation
* Install halFILE
* Define an application
* Design a database
* Define electronic in-baskets
* Define drives available for permanent image storage
* Define cartridges where documents are stored

===System Configuration===
[http://help.halfile.com/index.php?title=Chapter_3_-_System_Setup_4.0#column-one Contents]

====Minimum Workstation System Requirements====

'''Windows 7 Professional or Ultimate or Windows 8 Pro or Enterprise'''

* 2.4 GHz or faster 32-bit (x86) or 64-bit (x64) processor
* 1 GB (32-bit) or 2 GB RAM (64-bit)
* DirectX 9 graphics device with WDDM 1.0 or higher driver
* 200 GB hard drive with at least 5 GB of available space
* Download and install the following pre-requisites from http://update.halfile.com/
** Microsoft .NET Framework 4 – Extended Profile
** Crystal Reports .NET RuntimeSuper VGA (1152 × 864) or higher-resolution video adapter

'''Windows XP Pro SP3'''

* Pentium 4 - 2.4 GHz or faster CPU
* 512 MB RAM
* DirectX 9or higher graphics device
* 200 GB hard drive with at least 5 GB of available space
* Download and install the following pre-requisites from http://update.halfile.com/
** Microsoft .NET Framework 4 – Extended Profile
** Crystal Reports .NET

Note: Microsoft will end support for Windows XP on August 4, 2014. We strongly recommend upgrading to Windows 7 or higher.


====Recommended Workstation System Requirements====

* Windows 7 Professional or Ultimate
* 3 GHz 64-bit (x64) processor
* 4 GB RAM
* 500 GB hard drive with at least 50 GB of available space
* Download and install the following pre-requisites from http://update.halfile.com/
** Microsoft .NET Framework 4 – Extended Profile
** Crystal Reports .NET Runtime

Note: Crystal Reports 9.x or higher is required to design reports.

====Recommendations Terminal Servers====
* 3.0 GHz or faster CPU
* Multiple processors recommended (10 users per processor)
* 4 GB RAM or more (32MB per user or greater)
* 320 GB or greater hard disk (for OS – does not include on-line document storage requirements)
* RAID 1, 5, 10 or mirrored drives highly recommended
* 100/1000 Base-T Network Interface Card
* Download and install the following pre-requisites from http://update.halfile.com/
** Microsoft .NET Framework 4 – Extended Profile
** Crystal Reports .NET RuntimeSuper VGA (1152 × 864) or higher-resolution video adapter

====Recommendations Database Servers====
* Dual processor or dual core
* 8 GB RAM
* 2 TB hard drive
* SQL Server 2008R2 (SQL 7 and SQL 2000 are no longer supported)
* 64-bit OS

====Recommendations Image Servers====
* Dual processor or dual core
* 8 GB RAM
* RAID5 according to image needs including future expansion
* Windows Storage Server 2008
* 64-bit OS

====Other Components====
* For scan workstations, a compatible scanner is required (Appendix I lists compatible scanners, scan cards, and software engines. This includes Kofax hardware and software engines, SCSI scanners and ISIS and TWAIN scanners.
* If user-designed database reports are desired, Crystal Reports 9.0 or above is required.
* For XP Stations or if OCR is desired, Imaging Professional for Windows 2.6, 2.8 or 4.0 (or later) is required. This can be obtained from hal Systems Corporation. Contact your sales representative for more information.
* If Barcode recognition is desired, Kofax hardware or software engine is required.

All of the previous components are available through hal Systems Corporation.

===Networks Supported===
[http://help.halfile.com/index.php?title=Chapter_3_-_System_Setup_4.0#column-one Contents]

The multi-user version of halFILE supports any Network system that can run Microsoft Windows 2000 or higher on a workstation. The product has been successfully certified on the following:

* Novell Netware 3.2 or above
* Microsoft NT Server 4.0 or above
* Microsoft Windows 2000/2003/2008 Server

===Databases Supported===
[http://help.halfile.com/index.php?title=Chapter_3_-_System_Setup_4.0#column-one Contents]

* Microsoft SQL Server 2012
* Microsoft SQL Server 2008
* Microsoft SQL Server 2005
* Microsoft SQL Server 2012 Express
* Microsoft SQL Server 2008 Express
* Microsoft SQL Server 2005 Express

===Installation Requirements===
[http://help.halfile.com/index.php?title=Chapter_3_-_System_Setup_4.0#column-one Contents]

halFILE requires approximately 100 GB of disk space.

===Preparing the Hardware and Software Components===
[http://help.halfile.com/index.php?title=Chapter_3_-_System_Setup_4.0#column-one Contents]

The following must be installed and tested successfully before halFILE can be installed:

* Microsoft Windows 7 or later
* Hardware cards (such as the KOFAX scanner card) as specified in your particular halFILE Imaging System configuration, into the computer.
* SQL Server.
* Microsoft .NET Framework 4.0 (available at the [http://update.halfile.com halFILE Update Service])

===Server Side Installation===
[http://help.halfile.com/index.php?title=Chapter_3_-_System_Setup_4.0#column-one Contents]

The halFILE Server side installation should be performed once from a workstation to the target application server. You may also elect to run on the server directly if you wish to run halFILE from the application server directly via RDP.

====Prerequisites====
* Microsoft .NET 4 Extended Framework (available from http://update.halfile.com/)
* Crystal .NET for Visual Studio 2010 (available from http://update.halfile.com/)
* Running SQL Server Instance
** SQL Server 2005 or higher with all service packs
*** SQL Server Express for smaller sites
** Security set to mixed mode windows and sql server authentication
** SQL Server admin account (sa or equivalent)
** SQL Server admin account password
* Imaging Imaging Display Components
** Imaging 4 (available for purchase from hal Systems or may have been included in your halFILE licensing agreement)
** Kofax VRS (free download)
* Share setup for the application \\server\halFILE\ or equivalent on the application server

====Installation====
* Download the latest version of halFILE from http://download.halfile.com/ by entering halFILE40.zip
* Extract the contents of halFILE40.zip to \\server\halfile\
* Launch \\server\halfile\halfile.exe

[[File:Install1.png]]

* Click continue if this is a first time installation

[[File:Install2.png]]

* Click yes if this is a first time installation

[[File:Install3.png]]

* Enter the SQL Server instance name in the server box
* Enter the SQL admin account user name
* Enter the SQL password
* Click Advanced
* Select HFWParams from the dropdown
* Select SQL Server in the driver drop down
* Enter a path relative to the SQL Server for creating the SQL database and log files in the DB Path and Log Path boxes
* Click save
* Click close (Note: It is not necessary to click create on a first time installation)

[[File:Install3.png]]

* Enter your client ID
* Click submit on-line and wait for you name and address information to appear
* Click Complete Registration
* Assuming you have a valid customer ID you should be presented with the manager screen below

[[File:Install4.png]]

===Additional Drivers===
[http://help.halfile.com/index.php?title=Chapter_3_-_System_Setup_4.0#column-one Contents]

'''Video Scanner Drivers'''

Video scanners are supported with drivers that are shipped with all Kofax Adrenaline hardware cards. Video drivers can also be downloaded to support older Kofax KF-Series hardware cards. The basic halFILE scan program, HFSCAN32.EXE, supports these drivers.

'''ISIS Scanner Drivers'''

ISIS Scanner drivers are shipped with most SCSI scanners. halFILE can scan using these drivers and scanners with the installation of a Kofax hardware or software engine. The basic scanner program, HFSCAN32.EXE, supports these drivers.

'''TWAIN Scanner Drivers'''

TWAIN Scanner drivers are shipped with most SCSI scanners. halFILE can scan using these drivers and scanners. The scanner program to use is HFTWAIN32.EXE and is installed as part of halFILE. If Imaging Professional is installed, then HFTWAIN32PRO.EXE should be used.

===halFILE Menu Structure ===
[http://help.halfile.com/index.php?title=Chapter_3_-_System_Setup_4.0#column-one Contents]

Below is the '''halFile Manager''' screen. halFILE uses a tool bar for frequently used operations. The screen below shows the first menu screen once the halFILE icon is double-clicked.

[[Image:halFile_Manager4.jpg]]

The selections across the top (File, Tools, Help) provide pull-down menu options. The nine icons below the menu provide fast selection for the commonly used functions including:

* The halFILE Administrator
* Scan
* Import
* Index
* Index Verify (this is grayed out unless the feature is enabled)
* Archive
* Search
* Review a Basket
* Exit

The pull-down list boxes let you choose applications, databases and baskets. Before clicking an icon, be sure the proper application, database and basket are selected.

===Viewing the help file===
[http://help.halfile.com/index.php?title=Chapter_3_-_System_Setup_4.0#column-one Contents]

Clicking on the help menu selection (ALT-H) displays several menu selections. The '''Help-Contents''' selection displays the help file\’s Table of Contents. '''Help-Index''' displays the index to the help file. '''Help-Search for Help On''' menu selection provides a way to search for keywords in the help file. The '''Help-Go to the Web (halfile.com)''' menu assumes you are connected to the Internet and loads www.halfile.com in the default browser. '''Help-About''' displays version information. At any point in halFILE, context sensitive help information can be viewed by pressing the F1 key.

===Exiting halFILE===
[http://help.halfile.com/index.php?title=Chapter_3_-_System_Setup_4.0#column-one Contents]

Selecting '''File-Exit''' or clicking the '''Exit''' icon closes halFILE.

===Registration===
[http://help.halfile.com/index.php?title=Chapter_3_-_System_Setup_4.0#column-one Contents]

The first time you run halFILE, you are asked to register the product. Please fill out the registration form and fax or mail it to the address shown on the form. You can then click the continue button to use halFILE. You will be sent a registration number to enter into the registration form that permanently registers your copy of halFILE. You have 30 days to register.

===Running halFILE for the first time===
[http://help.halfile.com/index.php?title=Chapter_3_-_System_Setup_4.0#column-one Contents]

After halFILE is properly installed, the first time you go into the program you will be asked to define how halFILE will connect to your database engine in order to create the necessary databases. The screen below is used to define the Server, user id and password that should be used for this connection.

[[File:CreateDB4.jpg]]

----

Note that the program that manages this information is CREATEDB.EXE. If your database server changes, you must use this utility to re-define the connection parameters.

----

If you wish to also define the server folder where databases will be created, you can click the '''Advanced>>''' button which activated the Advanced Options frame shown at the bottom of the screen above. Then select the driver from the drop-down list and designate the DB Path and Log Path, entering the service-side folder where new databases and log files are to be created. Then click the Exit button and save the information.

After the database connection information has been defined, the system displays a prompt asking you if you wish to create the parameters database. Answer yes to build this database.

Chapter 3 - System Setup 4.0

2013-05-02T18:36:57Z

Tomh: /* Installation */

[http://help.halfile.com/index.php?title=HalFILE_4.0_Documentation Main Index]

==SYSTEM SETUP==

This section specifies the system configuration and operating requirements for halFILE. It also discusses the procedure for installing the software and preparing the system to be used. A quick overview of how to set up halFILE is as follows:

* Prepare hardware and software components for the installation
* Install halFILE
* Define an application
* Design a database
* Define electronic in-baskets
* Define drives available for permanent image storage
* Define cartridges where documents are stored

===System Configuration===
[http://help.halfile.com/index.php?title=Chapter_3_-_System_Setup_4.0#column-one Contents]

====Minimum Workstation System Requirements====

'''Windows 7 Professional or Ultimate or Windows 8 Pro or Enterprise'''

* 2.4 GHz or faster 32-bit (x86) or 64-bit (x64) processor
* 1 GB (32-bit) or 2 GB RAM (64-bit)
* DirectX 9 graphics device with WDDM 1.0 or higher driver
* 200 GB hard drive with at least 5 GB of available space
* Download and install the following pre-requisites from http://update.halfile.com/
** Microsoft .NET Framework 4 – Extended Profile
** Crystal Reports .NET RuntimeSuper VGA (1152 × 864) or higher-resolution video adapter

'''Windows XP Pro SP3'''

* Pentium 4 - 2.4 GHz or faster CPU
* 512 MB RAM
* DirectX 9or higher graphics device
* 200 GB hard drive with at least 5 GB of available space
* Download and install the following pre-requisites from http://update.halfile.com/
** Microsoft .NET Framework 4 – Extended Profile
** Crystal Reports .NET

Note: Microsoft will end support for Windows XP on August 4, 2014. We strongly recommend upgrading to Windows 7 or higher.


====Recommended Workstation System Requirements====

* Windows 7 Professional or Ultimate
* 3 GHz 64-bit (x64) processor
* 4 GB RAM
* 500 GB hard drive with at least 50 GB of available space
* Download and install the following pre-requisites from http://update.halfile.com/
** Microsoft .NET Framework 4 – Extended Profile
** Crystal Reports .NET Runtime

Note: Crystal Reports 9.x or higher is required to design reports.

====Recommendations Terminal Servers====
* 3.0 GHz or faster CPU
* Multiple processors recommended (10 users per processor)
* 4 GB RAM or more (32MB per user or greater)
* 320 GB or greater hard disk (for OS – does not include on-line document storage requirements)
* RAID 1, 5, 10 or mirrored drives highly recommended
* 100/1000 Base-T Network Interface Card
* Download and install the following pre-requisites from http://update.halfile.com/
** Microsoft .NET Framework 4 – Extended Profile
** Crystal Reports .NET RuntimeSuper VGA (1152 × 864) or higher-resolution video adapter

====Recommendations Database Servers====
* Dual processor or dual core
* 8 GB RAM
* 2 TB hard drive
* SQL Server 2008R2 (SQL 7 and SQL 2000 are no longer supported)
* 64-bit OS

====Recommendations Image Servers====
* Dual processor or dual core
* 8 GB RAM
* RAID5 according to image needs including future expansion
* Windows Storage Server 2008
* 64-bit OS

====Other Components====
* For scan workstations, a compatible scanner is required (Appendix I lists compatible scanners, scan cards, and software engines. This includes Kofax hardware and software engines, SCSI scanners and ISIS and TWAIN scanners.
* If user-designed database reports are desired, Crystal Reports 9.0 or above is required.
* For XP Stations or if OCR is desired, Imaging Professional for Windows 2.6, 2.8 or 4.0 (or later) is required. This can be obtained from hal Systems Corporation. Contact your sales representative for more information.
* If Barcode recognition is desired, Kofax hardware or software engine is required.

All of the previous components are available through hal Systems Corporation.

===Networks Supported===
[http://help.halfile.com/index.php?title=Chapter_3_-_System_Setup_4.0#column-one Contents]

The multi-user version of halFILE supports any Network system that can run Microsoft Windows 2000 or higher on a workstation. The product has been successfully certified on the following:

* Novell Netware 3.2 or above
* Microsoft NT Server 4.0 or above
* Microsoft Windows 2000/2003/2008 Server

===Databases Supported===
[http://help.halfile.com/index.php?title=Chapter_3_-_System_Setup_4.0#column-one Contents]

* Microsoft SQL Server 2012
* Microsoft SQL Server 2008
* Microsoft SQL Server 2005
* Microsoft SQL Server 2012 Express
* Microsoft SQL Server 2008 Express
* Microsoft SQL Server 2005 Express

===Installation Requirements===
[http://help.halfile.com/index.php?title=Chapter_3_-_System_Setup_4.0#column-one Contents]

halFILE requires approximately 100 GB of disk space.

===Preparing the Hardware and Software Components===
[http://help.halfile.com/index.php?title=Chapter_3_-_System_Setup_4.0#column-one Contents]

The following must be installed and tested successfully before halFILE can be installed:

* Microsoft Windows 7 or later
* Hardware cards (such as the KOFAX scanner card) as specified in your particular halFILE Imaging System configuration, into the computer.
* SQL Server.
* Microsoft .NET Framework 4.0 (available at the [http://update.halfile.com halFILE Update Service])

===Server Side Installation===
[http://help.halfile.com/index.php?title=Chapter_3_-_System_Setup_4.0#column-one Contents]

The halFILE Server side installation should be performed once from a workstation to the target application server. You may also elect to run on the server directly if you wish to run halFILE from the application server directly via RDP.

====Prerequisites====
* Microsoft .NET 4 Extended Framework (available from http://update.halfile.com/)
* Crystal .NET for Visual Studio 2010 (available from http://update.halfile.com/)
* Running SQL Server Instance
** SQL Server 2005 or higher with all service packs
*** SQL Server Express for smaller sites
** Security set to mixed mode windows and sql server authentication
** SQL Server admin account (sa or equivalent)
** SQL Server admin account password
* Imaging Imaging Display Components
** Imaging 4 (available for purchase from hal Systems or may have been included in your halFILE licensing agreement)
** Kofax VRS (free download)
* Share setup for the application \\server\halFILE\ or equivalent on the application server

====Installation====
* Download the latest version of halFILE from http://download.halfile.com/ by entering halFILE40.zip
* Extract the contents of halFILE40.zip to \\server\halfile\
* Launch \\server\halfile\halfile.exe
[[File:Install1.png]]

# To install the Prerequisites required for halFILE 4, go to http://update.halfile.com [http://update.halfile.com] and click the '''Prerequisites for halFILE 4.0''' link. Follow the instructions for installing the .NET Framework 4.0 and Crystal Reports 2010 Runtime.
# Insert halFILE Installation CD into the appropriate drive or download setup.exe from the halFILE Update Service.
# Display the Run... option from the File menu in the Program Manager, and enter the following at the command line:<blockquote>'''d:\setup'''</blockquote>where d: is the drive containing the CD.
# Follow the instructions displayed on your screen.
----

Note: The multi-user version of halFILE must be installed on every workstation where halFILE will be run to ensure the necessary driver files are copied to each station's local Windows folder. The halFILE folder for network systems should be a common network folder accessible by all stations and should be selected as the target folder for the installation of halFILE on ALL stations. DO NOT TAKE THE DEFAULT TARGET FOLDER FOR NETWORK INSTALLATIONS.

----
Once the installation process is complete, a halFILE group is created that includes the halFILE icon shown to the right. Double clicking on this icon loads halFILE. [[Image:HF4_icon.jpg]]

The following shows the installation screens.


[[Image:halFile_Install_-_Step_1.jpg]]

Step 1: Welcome screen – click Next. 

[[Image:halFile_Install_-_Step_2.jpg]]

Step 2: The default target folder is shown. If this is not correct, click Change and select the folder where halFILE should be installed. NOTE: For network systems, the target folder should be a shared folder on a network drive accessible to all halFILE users. 

[[Image:halFile_Install_-_Step_3.jpg]]

In almost all cases choose the typical install. 

[[Image:halFile_Install_-_Step_4_(Typical).jpg]]

Screen shot of the typical install setup screen. 

[[Image:halFile_Install_-_Step_4_(Custom).jpg]]

Screen shot of the custom install setup screen. 

[[Image:halFile_Install_-_Installing.jpg]]

A screen shot of the halFILE installer during the install process. 

[[Image:halFile_Install_-_Finished.jpg]]

Click the Finished button. 


When the complete screen is displayed, halFILE is ready to use. For database platforms other than SQL Server, database ODBC drivers may need to be installed separately.

===Additional Drivers===
[http://help.halfile.com/index.php?title=Chapter_3_-_System_Setup_4.0#column-one Contents]

'''Video Scanner Drivers'''

Video scanners are supported with drivers that are shipped with all Kofax Adrenaline hardware cards. Video drivers can also be downloaded to support older Kofax KF-Series hardware cards. The basic halFILE scan program, HFSCAN32.EXE, supports these drivers.

'''ISIS Scanner Drivers'''

ISIS Scanner drivers are shipped with most SCSI scanners. halFILE can scan using these drivers and scanners with the installation of a Kofax hardware or software engine. The basic scanner program, HFSCAN32.EXE, supports these drivers.

'''TWAIN Scanner Drivers'''

TWAIN Scanner drivers are shipped with most SCSI scanners. halFILE can scan using these drivers and scanners. The scanner program to use is HFTWAIN32.EXE and is installed as part of halFILE. If Imaging Professional is installed, then HFTWAIN32PRO.EXE should be used.

===halFILE Menu Structure ===
[http://help.halfile.com/index.php?title=Chapter_3_-_System_Setup_4.0#column-one Contents]

Below is the '''halFile Manager''' screen. halFILE uses a tool bar for frequently used operations. The screen below shows the first menu screen once the halFILE icon is double-clicked.

[[Image:halFile_Manager4.jpg]]

The selections across the top (File, Tools, Help) provide pull-down menu options. The nine icons below the menu provide fast selection for the commonly used functions including:

* The halFILE Administrator
* Scan
* Import
* Index
* Index Verify (this is grayed out unless the feature is enabled)
* Archive
* Search
* Review a Basket
* Exit

The pull-down list boxes let you choose applications, databases and baskets. Before clicking an icon, be sure the proper application, database and basket are selected.

===Viewing the help file===
[http://help.halfile.com/index.php?title=Chapter_3_-_System_Setup_4.0#column-one Contents]

Clicking on the help menu selection (ALT-H) displays several menu selections. The '''Help-Contents''' selection displays the help file\’s Table of Contents. '''Help-Index''' displays the index to the help file. '''Help-Search for Help On''' menu selection provides a way to search for keywords in the help file. The '''Help-Go to the Web (halfile.com)''' menu assumes you are connected to the Internet and loads www.halfile.com in the default browser. '''Help-About''' displays version information. At any point in halFILE, context sensitive help information can be viewed by pressing the F1 key.

===Exiting halFILE===
[http://help.halfile.com/index.php?title=Chapter_3_-_System_Setup_4.0#column-one Contents]

Selecting '''File-Exit''' or clicking the '''Exit''' icon closes halFILE.

===Registration===
[http://help.halfile.com/index.php?title=Chapter_3_-_System_Setup_4.0#column-one Contents]

The first time you run halFILE, you are asked to register the product. Please fill out the registration form and fax or mail it to the address shown on the form. You can then click the continue button to use halFILE. You will be sent a registration number to enter into the registration form that permanently registers your copy of halFILE. You have 30 days to register.

===Running halFILE for the first time===
[http://help.halfile.com/index.php?title=Chapter_3_-_System_Setup_4.0#column-one Contents]

After halFILE is properly installed, the first time you go into the program you will be asked to define how halFILE will connect to your database engine in order to create the necessary databases. The screen below is used to define the Server, user id and password that should be used for this connection.

[[File:CreateDB4.jpg]]

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Note that the program that manages this information is CREATEDB.EXE. If your database server changes, you must use this utility to re-define the connection parameters.

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If you wish to also define the server folder where databases will be created, you can click the '''Advanced>>''' button which activated the Advanced Options frame shown at the bottom of the screen above. Then select the driver from the drop-down list and designate the DB Path and Log Path, entering the service-side folder where new databases and log files are to be created. Then click the Exit button and save the information.

After the database connection information has been defined, the system displays a prompt asking you if you wish to create the parameters database. Answer yes to build this database.

File:Install1.png

2013-05-02T18:36:23Z

Tomh:

File:Hf4 kofax scan.jpg

2013-02-18T21:07:08Z

Tomh: uploaded a new version of "File:Hf4 kofax scan.jpg"

Chapter 5 - Capturing Documents 4.0

2013-02-18T20:51:46Z

Tomh: /* Capturing Printed Output */

[http://help.halfile.com/index.php?title=HalFILE_4.0_Documentation Main Index]

=CAPTURING DOCUMENTS=

Capturing documents is the method by which images are placed into the system. halFILE provides several methods for capturing documents including (1) scanning pages using a digital scanner, (2) importing compatible image files from disk, (3) capturing printed output from another application, and (4) sending Office Documents to halFILE.

==Scanning Pages==
[http://help.halfile.com/index.php?title=Chapter_4_-_Capturing_Documents_4.0#column-one Contents]

[[Image:scanner448.jpg|left]] Scanning is performed using the menu selection '''FILE-SCAN''' or selecting the scan icon shown here. Scanned pages are placed into the basket selected at the top right side of the halFILE Manager. After a batch of pages is scanned, they can be grouped into individual documents. The first time you select this menu you will be asked:
<BlockQuote>'''select scanner interface for this station 1=Kofax, 2=Twain, 3=Twain/Pro'''</BlockQuote>

You should select the interface that is set up and working for the station. '''Kofax''' should be selected when you are using a Kofax Image Controls scanner interface card (Adrenaline or KF-Series) or the Kofax Adrenaline Image Processing Software Engine. TWAIN interface is a common software interface that is delivered with most SCSI scanners. Select '''Twain''' if you are using a TWAIN scanner without Imaging Professional or Imaging 2.7 or later. Select '''Twain/Pro''' when using Imaging Professional or Imaging 2.7 or later.

===Preparing to scan===

Before clicking on the scan icon, select the application, database and basket using the drop down boxes at the top of the halFILE Manager.

===Page preparation===

Before loading the scanner with paper, be sure all staples and paper clips have been removed. Pages that are torn or folded severely should not be placed through the Automatic Document Feeder (ADF). Instead, place these on the flatbed or make a copy of them and scan the copy.

When using the ADF, be aware of the scanner's capabilities. Placing too many sheets of paper into the scanner may cause paper jams.

==Kofax Scanning==
[http://help.halfile.com/index.php?title=Chapter_4_-_Capturing_Documents_4.0#column-one Contents]

The screen below shows the control panel for Kofax-based scanning.

[[Image:hf4_kofax_scan.jpg]]

===Changing the Scanner Parameters===

# Select '''Configure-Scanner''' from the menu or press the '''Scanner Settings''' button in the Settings frame. This includes selection of paper size (letter, legal, etc.), paper source (Flatbed, Automatic Document Feeder), resolution (200 dots per inch, etc.).
# Change the settings as needed and press the OK button.
# To save these settings as the default, press the '''Save Settings''' button in the Settings frame.

The following explains some of the parameters available. The options available depend on the scanner model in use.

'''Paper size''' - the size of the paper being fed into the scanner. You should set the paper size correctly to ensure that the entire page is scanned.

'''Source''' - set to flatbed, if your scanner has one, if you want to lay the page flat on the scanner glass. Set to ADF if you want to feed a stack of pages through the automatic document feeder.

'''Destination''' - if the scanner is capable of routing the paper to different output bins, this option will select the bin.

'''Resolution (DPI)''' - typical settings include 150, 200, 240, 300 or 400 dots per inch. Normally, the higher the resolution setting, the better the image quality. However, the image file size is larger. The suggested setting for normal hand-written or typed documents is 200 dpi. Higher resolution may be required for pages that will be read using an OCR engine or that contain bar codes. Setting the resolution too high on large sized documents may prevent the page from being scanned because of insufficient memory. This is dependent on the scanner card or scanner software driver being used.

'''Rotation''' - this will rotate the image before saving. This could be useful in improving scan performance by scanning pages in sideways to reduce the length of the scan path, then saving them after rotation.

'''Mode''' - if the scanner is capable of dual page scanning, set this to Duplex for two-sided documents.

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''Dual Page scanning involves scanning both sides of the page when the paper passes through the scanner.''

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'''Orientation''' - defines the orientation of the page being scanned (portrait or landscape).

'''Picking Rectangle''' enabled this if you wish to scan only a portion of the page. Once this option is checked, the rectangle to scan is using the associated top, bottom, left and right boxes. These can be entered in either pixels (dots per inch) or inches.

===General Scanning Procedure===

# Use the '''Scanner Settings''' button on the Settings frame to set the proper parameters for scanning.
# Place the pages in the scanner.
# Select the Batch style to use when scanning on the Batch frame. Click '''Single page documents '''if all of the documents being scanned are one page in length. Click '''Multi page documents''' if the documents are of different lengths or if a single multi-page document is being scanned.
# Select the appropriate Page handling style on the Page handling frame. Click '''one pass, front only''' if the pages have print only on the front side or if a duplex scanner is being used and the pages have print on both sides. Click '''two pass, front/back''' if the pages have print on the front and the back and you are using a single-sided scanner.
# Click '''Begin Scan''' to start scanning pages.
# When all the pages that were placed in the scanner are scanned, the following message is displayed:

''''The scanner is empty. To scan more pages, place them in the scanner then click YES. Scan more pages? YES, NO, CHANGE PARAMETERS''''

Select '''No''' if there are no more pages to be scanned in this batch. If there are more pages to scan, place the pages in the scanner and click '''Yes'''. If there are more pages to scan but the scanner parameters must first be changed, place the pages in the scan and select '''Change Parameters'''. Change the scanner parameters as necessary and when OK is clicked, the pages will be scanned.
:7. Once you have selected '''No''' to the above question, you will be asked the following:

''Keep these images?''

Answer '''Yes''' to save the images. If you answer '''No''', all of the image files that were scanned are removed.
:8. The temporary image numbers for the pages that were scanned are loaded into a list box. You can review the images by clicking on the number. Insert, replace and delete buttons are available to add, replace or remove the selected image.
:9. If the Batch style was 'single page documents', then you can click the '''Done''' button to save the images as their permanent document number. Document numbers are assigned sequentially by the system.
:10. If the Batch style was 'multi page documents' then you can group documents by finding the last page of a document and clicking the '''end of document''' button. See 'Stapling pages into documents' below for more information.

===Scanning two-sided documents with a duplex scanner===

Some scanners are capable of scanning both sides of the page at the same time. These are called duplex scanners. To use duplex scanners to scan two-sided documents:
# Click the '''Scanner Settings''' button on the Setting frame to activate the scanner setup dialog box.
# Normally, in the upper right corner of this box is a Mode frame with options for Single-sided or Duplex. If Duplex is inactive then either your scanner is not capable of duplex scanning or the scanner was improperly configured when ImageControls was installed.
# Click the '''Duplex''' option and then click OK to close the setup box.
# Make sure the Page handling option is set to 'one pass, front only'.
# Click '''Begin Scan'''.

===Scanning one-sided documents with a duplex scanner===

# Click the '''Scanner Settings''' button on the Setting frame to activate the scanner setup dialog box.
# Click the '''Single-sided''' option and then click OK to close the setup box.
# Make sure the Page handling option is set to 'one pass, front only'.
# Click '''Begin Scan'''.

===Scanning two-sided documents with a simplex scanner===

If you do not have a duplex scanner but need to scan two-sided documents, use the following procedure:
# Turn on the '''double sided button''' located in the '''Pages frame'''.
# Press begin scan to scan the front sides of the documents.
# When all the front sides have been scanned, flip the pages over and scan the back sides. The pages are automatically collated for you in the correct order.

===Scanning a batch of single page documents===

If the pages to be scanned are multiple documents, each being a single page, use the following procedure.
# Turn on the '''single page documents button''' located in the '''Batch frame'''.
# Load the scanner and press the Begin Scan button.
# When the batch is saved, each page becomes a document.

===Stapling pages into documents===

If the pages scanned represent many multi-page documents, the pages must be grouped into documents. This process is called stapling. To staple documents, use the following procedure.
# Turn on the '''multi page documents button''' in the '''Batch frame'''.
# Once a batch of images is scanned, the temporary image number that has been assigned to each page is listed in the image list box in the upper right corner.
# Page through the images using the '''Down''' arrow key or by clicking the image number in the list box. This displays the image in the image window on the left.
# When the last page of a document is found, click on the '''End of Document''' button or press the '''F5''' key. The pages for that document are then stapled and placed into the basket.
# Continue this process until all pages in the batch have been assigned to a document.

This process staples the images into separate, multi-page documents. Each page within a document is assigned a file name consisting of this 8-digit image number with an extension of the page number.

===Staple Preview Option===

The Staple Preview option can be turned on behind the '''Tools-Options''' tab of the scan module. With this option, the above stabling procedure is the same, except instead of immediately removing stapled documents from the list, the staple point (when F5 or End of Document is pressed) is marked with <end of doc>. If a mistake is made during stapling, you can return to the staple point and press F5 again to remove the <end of doc> marker. When all the staple points have been defined, click Done to actually perform the stapling process.

Note that once the Staple Preview option is enabled, then it is used for all databases in the scan and import modules.

===Removing a page from a batch===

# Highlight the image number in the image list box.
# Press the '''delete button''' to remove the page from the batch. This deletes the image from the in-basket and removes the file from disk.

===Inserting pages into a batch===

# Highlight the image number in the image list box before which the page to be inserted will be placed.
# Press the '''insert button''' to scan a new page and insert it into the list.

===Replacing a page in a batch===

# Highlight the image number in the image list box that should be replaced.
# Press the '''replace button''' to scan a new page and replace the selected image.

===Deskewing pages during scan===

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''Deskew is the process of recognizing that a page was misaligned when fed through the scanner, then correcting the angle to improve image quality. Correction for deskew of up to 16 degrees is possible.''

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To use the deskew feature:
# Before scanning, select '''Configure-Deskew''' to load the dialog box for deskew options.
# Check both the '''Detection enable''' check box and the '''Correction enable''' check box.
# The default minimum angle of 0 degrees and maximum angle of 16 degrees normally work well. These can be adjusted for particular needs.
# Click OK to exit the Deskew dialog box.
# Scan the pages.
# If a memory error occurs, your KOFAX card may not have enough memory to cache images and deskew at the same time. In this case, change the scanner parameters using the '''Change Settings''' button on the scanner parameter form and set '''Pre-Scan Cache''' to zero.

[[Image:Scanning_Deskew_Button.jpg|left]] Even after scanning without the deskew option, a crooked page can be deskewed by pressing the deskew button located in the tool bar.

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''Image deskew is available at scan in halFILE only when a KOFAX hardware or software engine is present in the computer.''

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===Removing the black border from pages during scan===
''Black Border Removal is the process of identifying and removing the black border generated by some scanners.'' 

To use the Black Border Removal feature:

# Before scanning, select '''Configure-Black Border Removal''' to load the dialog containing the Black Border Removal options.
# Check the '''Enable''' check box.
# If you wish to crop the black border, check the Crop check box.
# You can adjust the White Noise Gap as needed but should test the option before going into full production.
# Click OK to exit the Black Border Removal dialog box.
# Scan the pages.
# If a memory error occurs, your KOFAX card may not have enough memory to cache images and black border removal at the same time. In this case, change the scanner parameters using the '''Change Settings''' button on the scanner parameter form and set '''Pre-Scan Cache''' to zero.

===Removing shaded areas from pages during scan===
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''Deshade is the process of identifying and removing the shaded portions of the image.''
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To use the Deshade feature:

# Before scanning, select '''Configure-Deshade''' to load the dialog containing Deshade options.
# Check both the '''Enable Detection''' and '''Enable Removal''' check boxes.
# You can adjust the width and speckle parameters as needed but should test the options before going into full production.
# Click OK to exit the Deshade dialog box.
# Scan the pages.
# If a memory error occurs, your KOFAX card may not have enough memory to cache images and deshade at the same time. In this case, change the scanner parameters using the '''Change Settings''' button on the scanner parameter form and set '''Pre-Scan Cache''' to zero.

===Despeckling pages during scan===

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''Despeckle is the process of removing tiny dots that may appear on the image.''

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To use the Despeckle feature:

# Before scanning, select '''Configure-Despeckle''' to load the dialog containing Despeckle options.
# Check the '''Enable''' check box.
# You can adjust the height and width parameters as needed but should test the option before going into full production.
# Click OK to exit the Despeckle dialog box.
# Scan the pages.
# If a memory error occurs, your KOFAX card may not have enough memory to cache images and despeckle at the same time. In this case, change the scanner parameters using the '''Change Settings''' button on the scanner parameter form and set '''Pre-Scan Cache''' to zero.

===Enhancing the edges of characters during scan===

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''Edge Enhancement is the process of enhancing the edges of lines and characters to improve image quality.''

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To use the Edge Enhancement feature:

# Before scanning, select '''Configure-Edge Enhancement''' to load the dialog containing the Edge Enhancement options.
# Check the '''Enable''' check box.
# Highlight the image filters that you wish to include.
# Click OK to exit the Edge Enhancement dialog box.
# Scan the pages.
# If a memory error occurs, your KOFAX card may not have enough memory to cache images and edge enhancement at the same time. In this case, change the scanner parameters using the '''Change Settings''' button on the scanner parameter form and set '''Pre-Scan Cache''' to zero.

===Removing the lines from pages during scan===

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''Line Removal is the process of identifying and removing the horizontal and/or vertical lines on the page. This is typically used to remove form lines.''

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To use the Line Removal feature:

# Before scanning, select '''Configure-Line Removal''' to load the dialog containing the Line Removal options.
# Check either or both the '''Enable Horizontal''' and '''Enable Vertical''' check boxes.
# You can adjust the options as needed but should test the option before going into full production.
# Click OK to exit the Line Removal dialog box.
# Scan the pages.
# If a memory error occurs, your KOFAX card may not have enough memory to cache images and line removal at the same time. In this case, change the scanner parameters using the '''Change Settings''' button on the scanner parameter form and set '''Pre-Scan Cache''' to zero.

===Removing streaks from pages during scan===

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''Streak Removal is the process of identifying and removing the streaks from the image.''

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To use the Streak Removal feature:

# Before scanning, select '''Configure-Streak Removal''' to load the dialog containing the Streak Removal options.
# Check the '''Enable''' check box.
# You can adjust the Streak Width parameter as needed but should test the option before going into full production.
# Click OK to exit the Streak Removal dialog box.
# Scan the pages.
# If a memory error occurs, your KOFAX card may not have enough memory to cache images and streak removal at the same time. In this case, change the scanner parameters using the '''Change Settings''' button on the scanner parameter form and set '''Pre-Scan Cache''' to zero.

===Inverting (reversing) the image during scan===

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''Inverting is the process of reversing the black and white color on the image.''

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To invert the images during scan (flip the black and white):
# Before scanning, select Configure-Invert to check the invert option.
# Scan the pages.

===Stapling Pages into Documents using Bar Codes===

Pages can be automatically grouped into documents when a Bar Code, interpreted as a Patch Code, appears on the first or last page of each document. To use this feature:

# Define a field in your database as a Bar Code.
# Using Configure-Bar Codes, specify that the field is to be interpreted as a patch code and designate whether the Bar Code appears on the first or last page of the document. Within Configure-Bar Codes, scan a sample document to be sure the system can recognize the Bar Code.
# Scan a batch of documents that contain the bar code in the same way a normal batch of documents is scanned.
# After the entire batch is scanned, a button called '''Auto Split on Patch Code''' is displayed. Click this button and system will automatically group the pages into documents.
# After all the pages have been processed, a count of the documents found will be displayed. Verify this count against the number of documents scanned to be sure the documents were properly split.

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''Barcode Recognition is available in halFILE only when a KOFAX hardware or software engine is present in the computer.''

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===Printing during Stapling===

Documents can be configured to print immediately after stapling. This option is configured on the General tab of the Tools_Options menu.

===Summary of scan menu selections===

The following summarizes the menu selection within the scan routine.

'''File-Configure Engine''' - selects the hardware or software engines used to scan. 
'''File-Select Scanner''' - selects the scanner model being used. 
'''File-Close''' - exits the scan routine and returns to the main window. 
'''Configure-Scanner''' - loads a dialog box containing the scan options. 
'''Configure-Advanced''' - used to configure advanced features of the scanner such as dithering and photograph handling. 
'''Configure-Auto Split''' - when barcode recognition is turned on, clicking this menu selection will call up a dialog box where you can set the software to automatically group pages into documents based on the location of the barcode. 
'''Configure-Deskew''' - loads a dialog box to configure deskew options. 
'''Configure-Black Border Removal''' - configures options for black border removal. 
'''Configure-Deshade''' - loads a dialog box to configure deshade options. 
'''Configure-Despeckle''' - loads a dialog box to configure despeckle options. 
'''Configure-Edge Enhancement''' - configures options for edge enhancement. 
'''Configure-Line Removal''' - loads a dialog box to configure line removal options. 
'''Configure-Streak Removal''' - configures streak removal options. 
'''Configure-Invert''' – toggles the image invert (reverse) option. 
'''Configure-Reset''' - re-initializes the scanner and scanner driver. 
'''Help''' - display on-line help information. 

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''Note: Configure menu options, such as deshade, black border removal, line removal, etc., adjust the image. You should experiment with these options to see how they can improve your image quality before going into production.''

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==TWAIN Scanning==
[http://help.halfile.com/index.php?title=Chapter_4_-_Capturing_Documents_4.0#column-one Contents]

When you select the TWAIN scanner interface the screen below is shown. If you are not using Imaging Professional for Windows, most of the options on the Settings form will be disabled and the TWAIN Interface is used to configure these settings. (It will pop up when you click Begin Scan with the '''Show twain dialog''' option checked).

[[Image:hf4_twain_scan.jpg]]

===Changing the Scanner Parameters===

# The most commonly used settings for the scanner are in the drop down boxes on the scanner control panel screen shown above. You can also select '''File-Scan Setting''' from the menu or press the '''Scanner Settings''' button to load the TWAIN scanner settings interface for your particular scanner. This includes selection of paper size (letter, legal, etc.), paper source (Flatbed, Automatic Document Feeder), resolution (200 dots per inch, etc.), Image Type, Compression Type, and Compression Info. There are also brightness and contrast slide bars.
# To save these settings as the default, press the '''Save Settings''' button in the Settings frame.

The following explains some of the parameters available. The options available depend on the scanner model in use.

'''Source''' – the paper source - flatbed, automatic document feeder (ADF), ADF Duplex scan.

'''Paper size''' - the size of the paper being fed into the scanner. This may be behind the scan area tab for some scanners.

'''Resolution (DPI)''' - typical settings include 150, 200, 240, 300 or 400 dots per inch. Normally, the higher the resolution setting, the better the image quality. However, the size of the image file is larger. The suggested setting for normal hand-written or typed documents is 200 dpi. Higher resolution may be required for pages that will be converted using OCR, that have bar codes that will be recognized, or that are color.

'''Image Type''' - this defines the type of documents being scanned and range from color to black and white text.

'''Compression Type''' – this describes how the image will be compressed. Typically for black and white documents you should select Group 4 2D to get the best compression possible. You should try to avoid setting this to No Compression.

'''Compression Info''' – this provided options for scanning based on the compression type selected.

'''Show twain dialog''' – check this box to load the twain settings options dialog box before the pages are scanned. This is useful for reviewing or change custom settings for your scanner that may not appear on the control panel.

'''Image Preview''' - check this box to show the images in the view window as they are scanned. Note that on certain TWAIN scanners, enabling image preview will cause scanner errors. 
'''Deskew''' – check this box to deskew crooked images during scan. 
'''Despeckle''' – check this box to remove speckles from images during scan. 
'''Crop''' – check this box to remove white space border around the image. 
'''Invert''' – check this box to reverse black and white color on the image. 

'''Delete blank page threshold''' – this provided a box to enter a byte value. If the scanned image is smaller then the designated number of bytes, then the system assumes it is a blank page and deletes the image. Deleted images are marked as deleted in the page list so the user can see what pages were deleted. A Delete Blanks Page button is provided to remove these from the list. This button should be clicked after reviewing the deleted pages and before the stapling process begins. 
'''Brightness''' – controls the brightness/darkness levels for the scanner. 
'''Contrast''' – controls the contrast levels for the scanner. 

===General Scanning Procedure===

# Use the '''Scanner Settings''' button on the Settings frame to set the proper parameters for scanning.
# Place the pages in the scanner.
# Select the Batch style to use when scanning on the Batch frame. Click '''Single page documents '''if all of the documents being scanned are one page in length. Click '''Multi page documents''' if the documents are of different lengths or if a single multi-page document is being scanned.
# Select the appropriate Page handling style on the Page handling frame. Click '''one pass, front only''' if the pages have print only on the front side or if a duplex scanner is being used and the pages have print on both sides. Click '''two pass, front/back''' if the pages have print on the front and the back and you are using a single-sided scanner.
# Click '''Begin Scan''' to start scanning pages.
# When all the pages that were placed in the scanner are scanned, the following message is displayed: ''The scanner is empty. To scan more pages, place them in the scanner then click YES. Scan more pages? YES, NO, CHANGE PARAMETERS'' 
Select '''No''' if there are no more pages to be scanned in this batch. If there are more pages to scan, place the pages in the scanner and click '''Yes'''. If there are more pages to scan but the scanner parameters must first be changed, place the pages in the scan and select '''Change Parameters'''. Change the scanner parameters as necessary and when OK is clicked, the pages will be scanned.
# Once you have selected '''No''' to the above question, you will be asked the following: ''Keep these images?'' 
Answer '''Yes''' to save the images. If you answer '''No''', all of the image files that were scanned are removed.
# The temporary image numbers for the pages that were scanned are loaded into a list box. You can review the images by clicking on the number. Insert, replace and delete buttons are available to add, replace or remove the select image.
# If the Batch style was 'single page documents', then you can click the '''Done''' button to save the images as their permanent document number. Document numbers are assigned sequentially by the system.
# If the Batch style was 'multi page documents' then you can group documents by finding the last page of a document and clicking the '''end of document''' button. See 'Stapling pages into documents' below for more information.

===Scanning two-sided documents with a duplex scanner===

Some scanners are capable of scanning both sides of the page at the same time. These are called duplex scanners. To use duplex scanners to scan two-sided documents:
# Click the '''Scanner Settings''' button on the Setting frame to activate the scanner setup dialog box or check the '''Show twain dialog before scanning''' check box.
# Select the ADF-Duplex option.
# Make sure the Page handling option is set to 'one pass, front only'.
# Click '''Begin Scan'''.

===Scanning one-sided documents with a duplex scanner===
# Click the '''Scanner Settings''' button on the Setting frame to activate the scanner setup dialog box or check the '''Show twain dialog before scanning''' check box.
# Click the '''ADF '''option and then click CLOSE to close the setup box.
# Make sure the Page handling option is set to 'one pass, front only'.
# Click '''Begin Scan'''.

===Scanning two-sided documents with a single sided scanner===

If you do not have a dual-page scanner but need to scan two-sided documents, use the following procedure:
# Turn on the '''double sided button''' located in the '''Pages frame'''.
# Press begin scan to scan the front sides of the documents.
# When all the front sides have been scanned, flip the pages over and scan the back sides. The pages are automatically collated for you in the correct order.

===Scanning a batch of single page documents===

If the pages to be scanned are multiple documents, each being a single page, use the following procedure.
# Turn on the '''single page documents button''' located in the '''Batch frame'''.
# Load the scanner and press the Begin Scan button.
# When the batch is saved, each page becomes a document.

===Stapling pages into documents===

If the pages scanned represent many multi-page documents, the pages must be grouped into documents. This process is called stapling. To staple documents. use the following procedure.
# Turn on the '''multi page documents button''' in the '''Batch frame'''.
# Once a batch of images is scanned, the temporary image number that has been assigned to each page is listed in the image list box in the upper right corner.
# Page through the images using the '''Down''' arrow key or by clicking the image number in the list box. This displays the image in the image window on the left.
# When the last page of a document is found, click on the '''End of Document''' button or press the '''F5''' key. The pages for that document are then stapled and placed into the basket.
# Continue this process until all pages in the batch have been assigned to a document.

This process staples the images into separate, multi-page documents. Each page within a document is assigned a file name consisting of this 8-digit image number with an extension of the page number.

===Staple Preview Option===

The Staple Preview option can be turned on behind the '''Tools-Options''' tab of the scan module. With this option, the above stabling procedure is the same, except instead of immediately removing stapled documents from the list, the staple point (when F5 or End of Document is pressed) is marked with <end of doc>. If a mistake is made during stapling, you can return to the staple point and press F5 again to remove the <end of doc> marker. When all the staple points have been defined, click Done to actually perform the stapling process.

Note that once the Staple Preview option is enabled, then it is used for all databases in the scan and import modules.

===Removing a page from a batch===
# Highlight the image number in the image list box.
# Press the '''delete button''' to remove the page from the batch. This deletes the image from the in-basket and removes the file from disk.

===Inserting pages into a batch===
# Highlight the image number in the image list box before which the page to be inserted will be placed.
# Press the '''insert button''' to scan a new page and insert it into the list.

===Replacing a page in a batch===
# Highlight the image number in the image list box that should be replaced.
# Press the '''replace button''' to scan a new page and replace the selected image.

===Deskewing pages during scan===

----

''Deskew is the process of recognizing that a page was misaligned when fed through the scanner, then correcting the angle to improve image quality..''

----

With the TWAIN interface, deskewing is performed as follows
# Before scanning, check the '''Deskew''' box.
# Scan the pages.
# If an error occurs, this may indicate that Imaging Professional for Windows is not installed on the computer. This is required for the deskew feature.

[[Image:Scanning_Deskew_Button.jpg|left]] Even after scanning without the deskew option, a crooked page can be deskewed by pressing the deskew button located in the tool bar if the Image Viewer.

===Despeckling pages during scan===

----

''Despeckle is the process of removing tiny dots that may appear on the image.''

----

With the TWAIN interface, despeckling is performed as follows
# Before scanning, check the '''Despeckle''' box.
# Scan the pages.
# If an error occurs, this may indicate that Imaging Professional for Windows is not installed on the computer. This is required for the despeckle feature.

[[Image:Scanning_Twain_Despeckle.jpg]]

Even after scanning without the despeckle option, a crooked page can be despeckled by pressing the despeckle button located in the tool bar if the Image Viewer.

===Cropping pages during scan===

----

''Cropping is the process of removing extraneous white space around the edge of the image. ''

----

With the TWAIN interface, cropping is performed as follows
# Before scanning, check the '''Crop''' box.
# Scan the pages.
# If an error occurs, this may indicate that Imaging Professional for Windows is not installed on the computer. This is required for Cropping.

===Inverting (reversing) images during scan===

----

''Inverting is the process of reversing the black and white color on the image.''

----

With the TWAIN interface, image inverting is performed as follows
# Before scanning, check the '''Invert''' box.
# Scan the pages.
# If an error occurs, this may indicate that Imaging Professional for Windows is not installed on the computer. This is required for Cropping.

----

''Image deskew, despeckle, crop and invert features are available in the halFILE TWAIN scan module only when Imaging Professional for Windows is present on the computer.''

----

===Printing during Stapling===

Documents can be configured to print immediately after stapling by placing the Documents can be configured to print immediately after stapling. This option is configured on the General tab of the Tools_Options menu.

===Summary of TWAIN scan menu selections===

The following summarizes the menu selection within the scan routine.

'''File-Select Scanner''' - selects the scanner to use. 
'''File-Scan Preferences''' - used to customize compression settings. 
'''File-Scan Settings''' – used to activate the TWAIN scanner settings dialog window. 
'''Help''' - display on-line help information. 

==Streamlined Scanning==
[http://help.halfile.com/index.php?title=Chapter_4_-_Capturing_Documents_4.0#column-one Contents]

The TWAIN scan module also provides streamlined scanning features that can be used to quickly perform your work. These features are described in the following sections.

'''Scan and E-mail'''

You can configure the TWAIN Scan Module to scan and e-mail a document. It will even prompt you for information that can be placed in the body of the e-mail. This feature is configured using hftwain32.ini. A section can be set up with the values for e-mailing the scanned document. The command line: hftwain32 <section> can then be run to perform the scan and e-mail. The following describes the settings required in hftwain32.ini to make this work. The comments to the right in red are not included in the ini file.

{|
!Value
!Description
|-
|[Email]
|The section header used on the command line.
|-
|Action=EMAIL
|"EMAIL" tells the scan module to scan and email.
|-
|TempFolder=c:\windows\temp\
|The temporary folder where images are scanned to.
|-
|From=tomh@halfile.com
|The default from e-mail address.
|-
|Subject=Scanned Image
|The default subject of the e-mail.
|-
|Body0=File_No=#prompt#
|The first line of the body of the e-mail. The \#prompt\# tells the system to prompt the user for the value.
|-
|Body1=Company_Id=#prompt#
|-
|Body2=Date_Scanned=#now#
|The #now# tag places the current date/time into the body line.
|}

You can configure as many Body''n'' keys as needed to build the body of your e-mail.

When the command line "hftwain32 Email" is run, the scan module scans the document, loads prompts for File_No and Company_Id, and loads the e-mail program. The e-mail will look similar to the following screen.

[[Image:Scanning_Twain_email.jpg]]

'''Scan and FTP'''
You can configure you're the TWAIN Scan Module to scan and FTP a document. FTP stands for File Transfer Protocol and is a method of sending documents over the Internet to another site. This feature will even prompt you for information that can be placed into a tag file that is sent along with the images. This is configured using hftwain32.ini. A section can be set up with the values that tell how to FTP the scanned document. The command line: hftwain32 <section> can then be run to perform the scan and FTP. The following describes the settings required in hftwain32.ini to make this work. The comments to the right in red are not included in the ini file.
{|
|[FTP]
|The section header used on the command line.
|-
|Action=FTP
|"FTP" tells the scan module to scan and FTP
|-
|TempFolder=c:\windows\temp\
|The temporary folder where images are scanned to
|-
|halFTPSection=ImageSend
|Set this to the section of halftp.ini that contains the FTP instructions. This is described below.
|-
|halFTPPath=e:\hfw14sql\halftp.exe
|The path and filename for the halftp.exe program.
|-
|Index0=File_No=#prompt#
|The first line of the tag file that is sent with the images. The \#prompt\# tells the system to prompt the user for the value.
|-
|Index1=Company_Id=#prompt#
|The second line of the tag file.
|-
|Index2=Date_Scanned=#now#
|The #now# tag places the current date/time into the tag file.
|}

You can configure as many Index''n'' keys as needed to build the body of your e-mail.

When the command line "hftwain32 FTP" is run, the scan module scans the document, prompts for File_No and Company_Id, and FTPs the images and tag file to the designated folder on the FTP server. The image file will be a multi-page TIFF image named hfw''nnnnn''.TIF. The associated tag file is named HFW''nnnnn''.TXT. ''nnnnn'' is an incremented counter. In this example, the tag will contain the following.

File_No: 12345 Company: ABC Scan_Date: 11/24/2001 3:19:11 PM

'''HALFTP.INI'''
HALFTP.INI contains the instructions for the FTP program, HALFTP.EXE, to send the files. These entries are described as follows.

{|
|[ImgServer]
|The section name
|-
|FTPServer=ftp.sitename.com
|The name of the FTP server
|-
|FTPUser=testuser
|A valid user to connect to the FTP server
|-
|FTPPassword=testpass
|A valid password for the FTP user
|-
|FTPPassive=TRUE
|Set to TRUE to enable passive FTP protocol
|-
|FTPBinary=TRUE
|Set to TRUE to enable binary protocol
|-
|FTPDestDir=/image/
|The folder in which to place the files being sent
|-
|FTPProxy=
|Set to name of the proxy server if applicable
|}

==Paper Sizes==
[http://help.halfile.com/index.php?title=Chapter_4_-_Capturing_Documents_4.0#column-one Contents]

The following table lists the different paper size codes that are available. The codes that are available to you when scanning depend upon the make and model of your scanner.

{|
|'''Paper Size'''
|'''Paper Dimensions (Width x Length in inches)'''
|-
|A0
|33.1 x 46.8
|-
|A1
|23.4 x 33.1
|-
|A2
|16.5 x 23.4
|-
|A3
|11.7 x 16.5
|-
|A4
|8.2 x 11.7
|-
|A5
|5.8 x 8.2
|-
|B
|11 x 17
|-
|B0
|39.4 x 55.7
|-
|B1
|27.8 x 39.4
|-
|B2
|19.7 x 27.8
|-
|B3
|13.9 x 19.7
|-
|B4
|10.1 x 14.3
|-
|B5
|7.2 x 10.1
|-
|B6
|5 x 7.2
|-
|Business Check
|8.5 x 4
|-
|Coupon
|1 x 4
|-
|Legal
|8.5 x 14
|-
|Letter
|8.5 x 11
|-
|Personal Check
|5 x 3
|}

==Remote Scanning==
[http://help.halfile.com/index.php?title=Chapter_4_-_Capturing_Documents_4.0#column-one Contents]

Remote scanning is scanning documents at a remote site and uploading them to the central server location so they can be indexed in halFILE. halFILE supports a variety of remote scanning strategies including:

'''Scanning and Importing'''
This strategy involves the installation of the halFILE scan module at the remote site. You scan to a basket at the remote site, copy the images to some removable media (Removable Drive or Tape), ship the media to the central site, and use halFILE's Import utility to import the images. This method requires a remote scanning license from hal Systems.

'''FTP Scanning using Third Party Products'''
This strategy requires an FTP Scanner that can be configured to scan a document in multi-page TIFF format and ship the document via ftp (File Transfer Protocol) to the central site. Once at the central site, you can go into halFILE Import utility and import the documents or you can use one of two add-on products to automate the process. These products, described below, are available to automatically place the documents into a halFILE basket:

'''Capture Server'''
This product is configured to run on a server or a seldom-used workstation. It monitors folders on the network and, when multi-page TIFF images appear, it places them into a halFILE Basket. The documents are then ready to be indexed. This product can also be configured to run whenever a user goes into the Index utility. Contact your sales representative for more information.

'''Barcode Recognition Server'''
This product is configured to run on a server or a seldom-used workstation. Like Capture Server, it monitors a set of folders and when multi-page TIFF images appear, it reads the barcode as defined in halFILE and automatically indexes the document. Contact your sales representative for more information.

==Importing Documents==
[http://help.halfile.com/index.php?title=Chapter_4_-_Capturing_Documents_4.0#column-one Contents]

[[Image:Import_Icon.jpg|left]]Images can be captured from disk and loaded into the selected in-basket. To import images from disk, select '''File-Import''' or select the Import icon in the toolbar. This will display a screen similar to the following.

[[Image:Import_Dialog.jpg|center]]

===Using the import feature to import images===
# Select '''File-Import'''.
# Use either the '''Add Folder''' button or the Add Files button to add images you wish to import.
# Use the '''Remove''' button to remove selected files from the import list.
# Use the '''Clear''' button to clear the entire list and start over.
# Once the Import List contains the files that should be imported, click '''Begin Import'''. The following question is displayed: ''After importing images, do you wish to delete the original image files?'' Select '''Yes''' if the original file that was selected should be removed from the hard disk after it has been copied to the selected in-basket. Answer '''No''' to leave the original file on the hard disk. Please note that if the original files are left on the hard disk, you must remove them yourself using the Windows File Manager, Explorer, or some other method.
# The Staple screen shown below is then loaded. This step lets you group images into documents.

[[Image:Import2.jpg|center]]

Options include: '''AutoSplit '''When the end-of-document has been marked off-site and the images are being transferred to the main system via removable cartridge, or if importing images that already have the extension as the page number (.001, .002, etc.) then autosplit goes through and imports based on where it finds .001. End of document does not have to be marked again. '''End of Document F5''' This works much like the Scanning feature of grouping documents. The Up and Down arrows are pressed to find the last page of a document, then the '''End of Document '''button or '''F5''' is pressed to indicate the last page of the document. All files in the list up to the highlighted file become one document and are removed from the list (to be found in the basket). Continue this process until all images have been grouped into documents. '''Two Docs on One Page F6 '''When one image file contains the image of two documents which need to each be indexed separately. Pressing this button will duplicate the image file, creating two separate documents in the basket to be indexed.
 '''Two Docs on One Page F6''' When one image file contains the image of two documents which need to each be indexed separately. Pressing this button will duplicate the image file, creating two separate documents in the basket to be indexed. '''Done '''If there are image files in the list, a message asks if you want to treat each image as a separate document. If yes, the stapling is done automatically. '''Remove Document '''Removes the image file from the list.

===Staple Preview Option===
The Staple Preview option can be turned on behind the '''Tools-Options''' tab of the scan module and affects the stapling operation in Import. With this option, the stabling procedure is the same, except instead of immediately removing stapled documents from the list, the staple point (when F5 or End of Document is pressed) is marked with <end of doc>. If a mistake is made during stapling, you can return to the staple point and press F5 again to remove the <end of doc> marker. When all the staple points have been defined, click Done to actually perform the stapling process.

==Capturing Printed Output==
[http://help.halfile.com/index.php?title=Chapter_4_-_Capturing_Documents_4.0#column-one Contents]

The halFILE Printer is a printer driver where printed output from other Windows applications can be captured and imported into halFILE. This ‘Print To halFILE’ feature converts the printed output to a TIFF image and begins the import process. To print to halFILE, perform the following steps:
# In your Windows application, select the print option (typically File – Print), change printers to the halFILE Printer and begin the printing process.
# A box will be displayed showing the printed output is being captured and converted to a TIFF image. Once that is complete, the halFILE Document Capture Utility is loaded.
# Select the halFILE Application, Database and Basket to import into. Also select whether you want to immediately index the document.
# Click the '''Import into halFILE''' button. The document is then imported into halFILE. If the Index option was selected, the index utility will be loaded so you can enter keywords for the document. If you do not select the index option, then you should index it at a later time.

The screen below shows the capture utility used by the Print To feature.

[[Image:Document_Capture_Utility_Dialog.jpg|center]]

==Sending Documents to halFILE==
[http://help.halfile.com/index.php?title=Chapter_4_-_Capturing_Documents_4.0#column-one Contents]

===The halFILE Document Transporter===
The '''halFILE Document Transporter''' replaces the Send To Wizard used in prior versions of halFILE. With this utility, you can not only import the active Office Document into halFILE, but also easily Drag/Drop other types of documents into halFILE. To activate the halFILE Document Transporter, select the Tools-Document Transporter menu on the halFILE Manager toolbar.

===Display the Document Transporter in the Notifications Area===
To tell Windows to always show the Document Transporter in the notifications area of the Windows Taskbar:

* Click the Show hidden icons arrow next to the notification area
* Click Customize
* Find hfTransporter in the list and select Show Icon and Notifications from the dropdown

===Adding the Document Transporter to Startup===
To permanently add the Document Transporter icon to the notifications area:

* Right click the document transporter icon
* Select Launch at Startup

===Adding the Transporter to Explorer right click menu===
This will enable you to right click on a file on your desktop or in explorer and select Send To halFILE Transporter.

* Right click the Document Transporter icon
* Select Add to Explorer context menu

===Importing Currently Open (Active) Office Documents===
The Document Transporter can quickly import a Microsoft Office document into a halFILE basket and automatically start the index process. Documents supported include:

* Microsoft Word
* Microsoft Excel
* Microsoft PowerPoint
* Microsoft Access
* Microsoft Outlook

With your Office Document open:

* Right click the Document Transporter icon
* Select the appropriate menu for your currently open (active) Office document.

===Drag/Drop===
Double click the Document Transport Icon and a new window will appear allowing you to drag/drop files These files will automatically be imported into halFILE and you will be prompted for which application, database, and basket.

====Drag/Drop Image Files====
You may drag a halFILE document with standard page numbers (.001, .002, .003) into the system by just dragging the first page. The remainder of the document will be imported automatically.

====Drag/Drop Multi-Page TIFF Files====
Multi-page TIFF files will be automatically imported and split into single page TIFF documents in the basket.

====Drag/Drop Emails====
You may drag emails directly from your email client to the Transporter. This will import the email as an Associated document and halFILE will redisplay the email in your mail client including any attachments when you view the document at a later time.

''Note: If you have a mix of Outlook and Outlook Express/Windows Live Mail then you would need the correct application installed on the retrieval workstation when trying to view the email at a later time.''

====Right click Send To halFILE Transporter====
You may right click any file in Explorer or on the desktop and send to halFILE Document Transporter. These files will be automatically imported as outlined above.

Chapter 5 - Capturing Documents 4.0

2013-02-18T20:50:14Z

Tomh: /* Using the import feature to import images */

[http://help.halfile.com/index.php?title=HalFILE_4.0_Documentation Main Index]

=CAPTURING DOCUMENTS=

Capturing documents is the method by which images are placed into the system. halFILE provides several methods for capturing documents including (1) scanning pages using a digital scanner, (2) importing compatible image files from disk, (3) capturing printed output from another application, and (4) sending Office Documents to halFILE.

==Scanning Pages==
[http://help.halfile.com/index.php?title=Chapter_4_-_Capturing_Documents_4.0#column-one Contents]

[[Image:scanner448.jpg|left]] Scanning is performed using the menu selection '''FILE-SCAN''' or selecting the scan icon shown here. Scanned pages are placed into the basket selected at the top right side of the halFILE Manager. After a batch of pages is scanned, they can be grouped into individual documents. The first time you select this menu you will be asked:
<BlockQuote>'''select scanner interface for this station 1=Kofax, 2=Twain, 3=Twain/Pro'''</BlockQuote>

You should select the interface that is set up and working for the station. '''Kofax''' should be selected when you are using a Kofax Image Controls scanner interface card (Adrenaline or KF-Series) or the Kofax Adrenaline Image Processing Software Engine. TWAIN interface is a common software interface that is delivered with most SCSI scanners. Select '''Twain''' if you are using a TWAIN scanner without Imaging Professional or Imaging 2.7 or later. Select '''Twain/Pro''' when using Imaging Professional or Imaging 2.7 or later.

===Preparing to scan===

Before clicking on the scan icon, select the application, database and basket using the drop down boxes at the top of the halFILE Manager.

===Page preparation===

Before loading the scanner with paper, be sure all staples and paper clips have been removed. Pages that are torn or folded severely should not be placed through the Automatic Document Feeder (ADF). Instead, place these on the flatbed or make a copy of them and scan the copy.

When using the ADF, be aware of the scanner's capabilities. Placing too many sheets of paper into the scanner may cause paper jams.

==Kofax Scanning==
[http://help.halfile.com/index.php?title=Chapter_4_-_Capturing_Documents_4.0#column-one Contents]

The screen below shows the control panel for Kofax-based scanning.

[[Image:hf4_kofax_scan.jpg]]

===Changing the Scanner Parameters===

# Select '''Configure-Scanner''' from the menu or press the '''Scanner Settings''' button in the Settings frame. This includes selection of paper size (letter, legal, etc.), paper source (Flatbed, Automatic Document Feeder), resolution (200 dots per inch, etc.).
# Change the settings as needed and press the OK button.
# To save these settings as the default, press the '''Save Settings''' button in the Settings frame.

The following explains some of the parameters available. The options available depend on the scanner model in use.

'''Paper size''' - the size of the paper being fed into the scanner. You should set the paper size correctly to ensure that the entire page is scanned.

'''Source''' - set to flatbed, if your scanner has one, if you want to lay the page flat on the scanner glass. Set to ADF if you want to feed a stack of pages through the automatic document feeder.

'''Destination''' - if the scanner is capable of routing the paper to different output bins, this option will select the bin.

'''Resolution (DPI)''' - typical settings include 150, 200, 240, 300 or 400 dots per inch. Normally, the higher the resolution setting, the better the image quality. However, the image file size is larger. The suggested setting for normal hand-written or typed documents is 200 dpi. Higher resolution may be required for pages that will be read using an OCR engine or that contain bar codes. Setting the resolution too high on large sized documents may prevent the page from being scanned because of insufficient memory. This is dependent on the scanner card or scanner software driver being used.

'''Rotation''' - this will rotate the image before saving. This could be useful in improving scan performance by scanning pages in sideways to reduce the length of the scan path, then saving them after rotation.

'''Mode''' - if the scanner is capable of dual page scanning, set this to Duplex for two-sided documents.

----

''Dual Page scanning involves scanning both sides of the page when the paper passes through the scanner.''

----

'''Orientation''' - defines the orientation of the page being scanned (portrait or landscape).

'''Picking Rectangle''' enabled this if you wish to scan only a portion of the page. Once this option is checked, the rectangle to scan is using the associated top, bottom, left and right boxes. These can be entered in either pixels (dots per inch) or inches.

===General Scanning Procedure===

# Use the '''Scanner Settings''' button on the Settings frame to set the proper parameters for scanning.
# Place the pages in the scanner.
# Select the Batch style to use when scanning on the Batch frame. Click '''Single page documents '''if all of the documents being scanned are one page in length. Click '''Multi page documents''' if the documents are of different lengths or if a single multi-page document is being scanned.
# Select the appropriate Page handling style on the Page handling frame. Click '''one pass, front only''' if the pages have print only on the front side or if a duplex scanner is being used and the pages have print on both sides. Click '''two pass, front/back''' if the pages have print on the front and the back and you are using a single-sided scanner.
# Click '''Begin Scan''' to start scanning pages.
# When all the pages that were placed in the scanner are scanned, the following message is displayed:

''''The scanner is empty. To scan more pages, place them in the scanner then click YES. Scan more pages? YES, NO, CHANGE PARAMETERS''''

Select '''No''' if there are no more pages to be scanned in this batch. If there are more pages to scan, place the pages in the scanner and click '''Yes'''. If there are more pages to scan but the scanner parameters must first be changed, place the pages in the scan and select '''Change Parameters'''. Change the scanner parameters as necessary and when OK is clicked, the pages will be scanned.
:7. Once you have selected '''No''' to the above question, you will be asked the following:

''Keep these images?''

Answer '''Yes''' to save the images. If you answer '''No''', all of the image files that were scanned are removed.
:8. The temporary image numbers for the pages that were scanned are loaded into a list box. You can review the images by clicking on the number. Insert, replace and delete buttons are available to add, replace or remove the selected image.
:9. If the Batch style was 'single page documents', then you can click the '''Done''' button to save the images as their permanent document number. Document numbers are assigned sequentially by the system.
:10. If the Batch style was 'multi page documents' then you can group documents by finding the last page of a document and clicking the '''end of document''' button. See 'Stapling pages into documents' below for more information.

===Scanning two-sided documents with a duplex scanner===

Some scanners are capable of scanning both sides of the page at the same time. These are called duplex scanners. To use duplex scanners to scan two-sided documents:
# Click the '''Scanner Settings''' button on the Setting frame to activate the scanner setup dialog box.
# Normally, in the upper right corner of this box is a Mode frame with options for Single-sided or Duplex. If Duplex is inactive then either your scanner is not capable of duplex scanning or the scanner was improperly configured when ImageControls was installed.
# Click the '''Duplex''' option and then click OK to close the setup box.
# Make sure the Page handling option is set to 'one pass, front only'.
# Click '''Begin Scan'''.

===Scanning one-sided documents with a duplex scanner===

# Click the '''Scanner Settings''' button on the Setting frame to activate the scanner setup dialog box.
# Click the '''Single-sided''' option and then click OK to close the setup box.
# Make sure the Page handling option is set to 'one pass, front only'.
# Click '''Begin Scan'''.

===Scanning two-sided documents with a simplex scanner===

If you do not have a duplex scanner but need to scan two-sided documents, use the following procedure:
# Turn on the '''double sided button''' located in the '''Pages frame'''.
# Press begin scan to scan the front sides of the documents.
# When all the front sides have been scanned, flip the pages over and scan the back sides. The pages are automatically collated for you in the correct order.

===Scanning a batch of single page documents===

If the pages to be scanned are multiple documents, each being a single page, use the following procedure.
# Turn on the '''single page documents button''' located in the '''Batch frame'''.
# Load the scanner and press the Begin Scan button.
# When the batch is saved, each page becomes a document.

===Stapling pages into documents===

If the pages scanned represent many multi-page documents, the pages must be grouped into documents. This process is called stapling. To staple documents, use the following procedure.
# Turn on the '''multi page documents button''' in the '''Batch frame'''.
# Once a batch of images is scanned, the temporary image number that has been assigned to each page is listed in the image list box in the upper right corner.
# Page through the images using the '''Down''' arrow key or by clicking the image number in the list box. This displays the image in the image window on the left.
# When the last page of a document is found, click on the '''End of Document''' button or press the '''F5''' key. The pages for that document are then stapled and placed into the basket.
# Continue this process until all pages in the batch have been assigned to a document.

This process staples the images into separate, multi-page documents. Each page within a document is assigned a file name consisting of this 8-digit image number with an extension of the page number.

===Staple Preview Option===

The Staple Preview option can be turned on behind the '''Tools-Options''' tab of the scan module. With this option, the above stabling procedure is the same, except instead of immediately removing stapled documents from the list, the staple point (when F5 or End of Document is pressed) is marked with <end of doc>. If a mistake is made during stapling, you can return to the staple point and press F5 again to remove the <end of doc> marker. When all the staple points have been defined, click Done to actually perform the stapling process.

Note that once the Staple Preview option is enabled, then it is used for all databases in the scan and import modules.

===Removing a page from a batch===

# Highlight the image number in the image list box.
# Press the '''delete button''' to remove the page from the batch. This deletes the image from the in-basket and removes the file from disk.

===Inserting pages into a batch===

# Highlight the image number in the image list box before which the page to be inserted will be placed.
# Press the '''insert button''' to scan a new page and insert it into the list.

===Replacing a page in a batch===

# Highlight the image number in the image list box that should be replaced.
# Press the '''replace button''' to scan a new page and replace the selected image.

===Deskewing pages during scan===

----

''Deskew is the process of recognizing that a page was misaligned when fed through the scanner, then correcting the angle to improve image quality. Correction for deskew of up to 16 degrees is possible.''

----

To use the deskew feature:
# Before scanning, select '''Configure-Deskew''' to load the dialog box for deskew options.
# Check both the '''Detection enable''' check box and the '''Correction enable''' check box.
# The default minimum angle of 0 degrees and maximum angle of 16 degrees normally work well. These can be adjusted for particular needs.
# Click OK to exit the Deskew dialog box.
# Scan the pages.
# If a memory error occurs, your KOFAX card may not have enough memory to cache images and deskew at the same time. In this case, change the scanner parameters using the '''Change Settings''' button on the scanner parameter form and set '''Pre-Scan Cache''' to zero.

[[Image:Scanning_Deskew_Button.jpg|left]] Even after scanning without the deskew option, a crooked page can be deskewed by pressing the deskew button located in the tool bar.

----
''Image deskew is available at scan in halFILE only when a KOFAX hardware or software engine is present in the computer.''

----

===Removing the black border from pages during scan===
''Black Border Removal is the process of identifying and removing the black border generated by some scanners.'' 

To use the Black Border Removal feature:

# Before scanning, select '''Configure-Black Border Removal''' to load the dialog containing the Black Border Removal options.
# Check the '''Enable''' check box.
# If you wish to crop the black border, check the Crop check box.
# You can adjust the White Noise Gap as needed but should test the option before going into full production.
# Click OK to exit the Black Border Removal dialog box.
# Scan the pages.
# If a memory error occurs, your KOFAX card may not have enough memory to cache images and black border removal at the same time. In this case, change the scanner parameters using the '''Change Settings''' button on the scanner parameter form and set '''Pre-Scan Cache''' to zero.

===Removing shaded areas from pages during scan===
----
''Deshade is the process of identifying and removing the shaded portions of the image.''
----
To use the Deshade feature:

# Before scanning, select '''Configure-Deshade''' to load the dialog containing Deshade options.
# Check both the '''Enable Detection''' and '''Enable Removal''' check boxes.
# You can adjust the width and speckle parameters as needed but should test the options before going into full production.
# Click OK to exit the Deshade dialog box.
# Scan the pages.
# If a memory error occurs, your KOFAX card may not have enough memory to cache images and deshade at the same time. In this case, change the scanner parameters using the '''Change Settings''' button on the scanner parameter form and set '''Pre-Scan Cache''' to zero.

===Despeckling pages during scan===

----

''Despeckle is the process of removing tiny dots that may appear on the image.''

----

To use the Despeckle feature:

# Before scanning, select '''Configure-Despeckle''' to load the dialog containing Despeckle options.
# Check the '''Enable''' check box.
# You can adjust the height and width parameters as needed but should test the option before going into full production.
# Click OK to exit the Despeckle dialog box.
# Scan the pages.
# If a memory error occurs, your KOFAX card may not have enough memory to cache images and despeckle at the same time. In this case, change the scanner parameters using the '''Change Settings''' button on the scanner parameter form and set '''Pre-Scan Cache''' to zero.

===Enhancing the edges of characters during scan===

----

''Edge Enhancement is the process of enhancing the edges of lines and characters to improve image quality.''

----

To use the Edge Enhancement feature:

# Before scanning, select '''Configure-Edge Enhancement''' to load the dialog containing the Edge Enhancement options.
# Check the '''Enable''' check box.
# Highlight the image filters that you wish to include.
# Click OK to exit the Edge Enhancement dialog box.
# Scan the pages.
# If a memory error occurs, your KOFAX card may not have enough memory to cache images and edge enhancement at the same time. In this case, change the scanner parameters using the '''Change Settings''' button on the scanner parameter form and set '''Pre-Scan Cache''' to zero.

===Removing the lines from pages during scan===

----

''Line Removal is the process of identifying and removing the horizontal and/or vertical lines on the page. This is typically used to remove form lines.''

----

To use the Line Removal feature:

# Before scanning, select '''Configure-Line Removal''' to load the dialog containing the Line Removal options.
# Check either or both the '''Enable Horizontal''' and '''Enable Vertical''' check boxes.
# You can adjust the options as needed but should test the option before going into full production.
# Click OK to exit the Line Removal dialog box.
# Scan the pages.
# If a memory error occurs, your KOFAX card may not have enough memory to cache images and line removal at the same time. In this case, change the scanner parameters using the '''Change Settings''' button on the scanner parameter form and set '''Pre-Scan Cache''' to zero.

===Removing streaks from pages during scan===

----

''Streak Removal is the process of identifying and removing the streaks from the image.''

----

To use the Streak Removal feature:

# Before scanning, select '''Configure-Streak Removal''' to load the dialog containing the Streak Removal options.
# Check the '''Enable''' check box.
# You can adjust the Streak Width parameter as needed but should test the option before going into full production.
# Click OK to exit the Streak Removal dialog box.
# Scan the pages.
# If a memory error occurs, your KOFAX card may not have enough memory to cache images and streak removal at the same time. In this case, change the scanner parameters using the '''Change Settings''' button on the scanner parameter form and set '''Pre-Scan Cache''' to zero.

===Inverting (reversing) the image during scan===

----

''Inverting is the process of reversing the black and white color on the image.''

----

To invert the images during scan (flip the black and white):
# Before scanning, select Configure-Invert to check the invert option.
# Scan the pages.

===Stapling Pages into Documents using Bar Codes===

Pages can be automatically grouped into documents when a Bar Code, interpreted as a Patch Code, appears on the first or last page of each document. To use this feature:

# Define a field in your database as a Bar Code.
# Using Configure-Bar Codes, specify that the field is to be interpreted as a patch code and designate whether the Bar Code appears on the first or last page of the document. Within Configure-Bar Codes, scan a sample document to be sure the system can recognize the Bar Code.
# Scan a batch of documents that contain the bar code in the same way a normal batch of documents is scanned.
# After the entire batch is scanned, a button called '''Auto Split on Patch Code''' is displayed. Click this button and system will automatically group the pages into documents.
# After all the pages have been processed, a count of the documents found will be displayed. Verify this count against the number of documents scanned to be sure the documents were properly split.

----

''Barcode Recognition is available in halFILE only when a KOFAX hardware or software engine is present in the computer.''

----

===Printing during Stapling===

Documents can be configured to print immediately after stapling. This option is configured on the General tab of the Tools_Options menu.

===Summary of scan menu selections===

The following summarizes the menu selection within the scan routine.

'''File-Configure Engine''' - selects the hardware or software engines used to scan. 
'''File-Select Scanner''' - selects the scanner model being used. 
'''File-Close''' - exits the scan routine and returns to the main window. 
'''Configure-Scanner''' - loads a dialog box containing the scan options. 
'''Configure-Advanced''' - used to configure advanced features of the scanner such as dithering and photograph handling. 
'''Configure-Auto Split''' - when barcode recognition is turned on, clicking this menu selection will call up a dialog box where you can set the software to automatically group pages into documents based on the location of the barcode. 
'''Configure-Deskew''' - loads a dialog box to configure deskew options. 
'''Configure-Black Border Removal''' - configures options for black border removal. 
'''Configure-Deshade''' - loads a dialog box to configure deshade options. 
'''Configure-Despeckle''' - loads a dialog box to configure despeckle options. 
'''Configure-Edge Enhancement''' - configures options for edge enhancement. 
'''Configure-Line Removal''' - loads a dialog box to configure line removal options. 
'''Configure-Streak Removal''' - configures streak removal options. 
'''Configure-Invert''' – toggles the image invert (reverse) option. 
'''Configure-Reset''' - re-initializes the scanner and scanner driver. 
'''Help''' - display on-line help information. 

----

''Note: Configure menu options, such as deshade, black border removal, line removal, etc., adjust the image. You should experiment with these options to see how they can improve your image quality before going into production.''

----

==TWAIN Scanning==
[http://help.halfile.com/index.php?title=Chapter_4_-_Capturing_Documents_4.0#column-one Contents]

When you select the TWAIN scanner interface the screen below is shown. If you are not using Imaging Professional for Windows, most of the options on the Settings form will be disabled and the TWAIN Interface is used to configure these settings. (It will pop up when you click Begin Scan with the '''Show twain dialog''' option checked).

[[Image:hf4_twain_scan.jpg]]

===Changing the Scanner Parameters===

# The most commonly used settings for the scanner are in the drop down boxes on the scanner control panel screen shown above. You can also select '''File-Scan Setting''' from the menu or press the '''Scanner Settings''' button to load the TWAIN scanner settings interface for your particular scanner. This includes selection of paper size (letter, legal, etc.), paper source (Flatbed, Automatic Document Feeder), resolution (200 dots per inch, etc.), Image Type, Compression Type, and Compression Info. There are also brightness and contrast slide bars.
# To save these settings as the default, press the '''Save Settings''' button in the Settings frame.

The following explains some of the parameters available. The options available depend on the scanner model in use.

'''Source''' – the paper source - flatbed, automatic document feeder (ADF), ADF Duplex scan.

'''Paper size''' - the size of the paper being fed into the scanner. This may be behind the scan area tab for some scanners.

'''Resolution (DPI)''' - typical settings include 150, 200, 240, 300 or 400 dots per inch. Normally, the higher the resolution setting, the better the image quality. However, the size of the image file is larger. The suggested setting for normal hand-written or typed documents is 200 dpi. Higher resolution may be required for pages that will be converted using OCR, that have bar codes that will be recognized, or that are color.

'''Image Type''' - this defines the type of documents being scanned and range from color to black and white text.

'''Compression Type''' – this describes how the image will be compressed. Typically for black and white documents you should select Group 4 2D to get the best compression possible. You should try to avoid setting this to No Compression.

'''Compression Info''' – this provided options for scanning based on the compression type selected.

'''Show twain dialog''' – check this box to load the twain settings options dialog box before the pages are scanned. This is useful for reviewing or change custom settings for your scanner that may not appear on the control panel.

'''Image Preview''' - check this box to show the images in the view window as they are scanned. Note that on certain TWAIN scanners, enabling image preview will cause scanner errors. 
'''Deskew''' – check this box to deskew crooked images during scan. 
'''Despeckle''' – check this box to remove speckles from images during scan. 
'''Crop''' – check this box to remove white space border around the image. 
'''Invert''' – check this box to reverse black and white color on the image. 

'''Delete blank page threshold''' – this provided a box to enter a byte value. If the scanned image is smaller then the designated number of bytes, then the system assumes it is a blank page and deletes the image. Deleted images are marked as deleted in the page list so the user can see what pages were deleted. A Delete Blanks Page button is provided to remove these from the list. This button should be clicked after reviewing the deleted pages and before the stapling process begins. 
'''Brightness''' – controls the brightness/darkness levels for the scanner. 
'''Contrast''' – controls the contrast levels for the scanner. 

===General Scanning Procedure===

# Use the '''Scanner Settings''' button on the Settings frame to set the proper parameters for scanning.
# Place the pages in the scanner.
# Select the Batch style to use when scanning on the Batch frame. Click '''Single page documents '''if all of the documents being scanned are one page in length. Click '''Multi page documents''' if the documents are of different lengths or if a single multi-page document is being scanned.
# Select the appropriate Page handling style on the Page handling frame. Click '''one pass, front only''' if the pages have print only on the front side or if a duplex scanner is being used and the pages have print on both sides. Click '''two pass, front/back''' if the pages have print on the front and the back and you are using a single-sided scanner.
# Click '''Begin Scan''' to start scanning pages.
# When all the pages that were placed in the scanner are scanned, the following message is displayed: ''The scanner is empty. To scan more pages, place them in the scanner then click YES. Scan more pages? YES, NO, CHANGE PARAMETERS'' 
Select '''No''' if there are no more pages to be scanned in this batch. If there are more pages to scan, place the pages in the scanner and click '''Yes'''. If there are more pages to scan but the scanner parameters must first be changed, place the pages in the scan and select '''Change Parameters'''. Change the scanner parameters as necessary and when OK is clicked, the pages will be scanned.
# Once you have selected '''No''' to the above question, you will be asked the following: ''Keep these images?'' 
Answer '''Yes''' to save the images. If you answer '''No''', all of the image files that were scanned are removed.
# The temporary image numbers for the pages that were scanned are loaded into a list box. You can review the images by clicking on the number. Insert, replace and delete buttons are available to add, replace or remove the select image.
# If the Batch style was 'single page documents', then you can click the '''Done''' button to save the images as their permanent document number. Document numbers are assigned sequentially by the system.
# If the Batch style was 'multi page documents' then you can group documents by finding the last page of a document and clicking the '''end of document''' button. See 'Stapling pages into documents' below for more information.

===Scanning two-sided documents with a duplex scanner===

Some scanners are capable of scanning both sides of the page at the same time. These are called duplex scanners. To use duplex scanners to scan two-sided documents:
# Click the '''Scanner Settings''' button on the Setting frame to activate the scanner setup dialog box or check the '''Show twain dialog before scanning''' check box.
# Select the ADF-Duplex option.
# Make sure the Page handling option is set to 'one pass, front only'.
# Click '''Begin Scan'''.

===Scanning one-sided documents with a duplex scanner===
# Click the '''Scanner Settings''' button on the Setting frame to activate the scanner setup dialog box or check the '''Show twain dialog before scanning''' check box.
# Click the '''ADF '''option and then click CLOSE to close the setup box.
# Make sure the Page handling option is set to 'one pass, front only'.
# Click '''Begin Scan'''.

===Scanning two-sided documents with a single sided scanner===

If you do not have a dual-page scanner but need to scan two-sided documents, use the following procedure:
# Turn on the '''double sided button''' located in the '''Pages frame'''.
# Press begin scan to scan the front sides of the documents.
# When all the front sides have been scanned, flip the pages over and scan the back sides. The pages are automatically collated for you in the correct order.

===Scanning a batch of single page documents===

If the pages to be scanned are multiple documents, each being a single page, use the following procedure.
# Turn on the '''single page documents button''' located in the '''Batch frame'''.
# Load the scanner and press the Begin Scan button.
# When the batch is saved, each page becomes a document.

===Stapling pages into documents===

If the pages scanned represent many multi-page documents, the pages must be grouped into documents. This process is called stapling. To staple documents. use the following procedure.
# Turn on the '''multi page documents button''' in the '''Batch frame'''.
# Once a batch of images is scanned, the temporary image number that has been assigned to each page is listed in the image list box in the upper right corner.
# Page through the images using the '''Down''' arrow key or by clicking the image number in the list box. This displays the image in the image window on the left.
# When the last page of a document is found, click on the '''End of Document''' button or press the '''F5''' key. The pages for that document are then stapled and placed into the basket.
# Continue this process until all pages in the batch have been assigned to a document.

This process staples the images into separate, multi-page documents. Each page within a document is assigned a file name consisting of this 8-digit image number with an extension of the page number.

===Staple Preview Option===

The Staple Preview option can be turned on behind the '''Tools-Options''' tab of the scan module. With this option, the above stabling procedure is the same, except instead of immediately removing stapled documents from the list, the staple point (when F5 or End of Document is pressed) is marked with <end of doc>. If a mistake is made during stapling, you can return to the staple point and press F5 again to remove the <end of doc> marker. When all the staple points have been defined, click Done to actually perform the stapling process.

Note that once the Staple Preview option is enabled, then it is used for all databases in the scan and import modules.

===Removing a page from a batch===
# Highlight the image number in the image list box.
# Press the '''delete button''' to remove the page from the batch. This deletes the image from the in-basket and removes the file from disk.

===Inserting pages into a batch===
# Highlight the image number in the image list box before which the page to be inserted will be placed.
# Press the '''insert button''' to scan a new page and insert it into the list.

===Replacing a page in a batch===
# Highlight the image number in the image list box that should be replaced.
# Press the '''replace button''' to scan a new page and replace the selected image.

===Deskewing pages during scan===

----

''Deskew is the process of recognizing that a page was misaligned when fed through the scanner, then correcting the angle to improve image quality..''

----

With the TWAIN interface, deskewing is performed as follows
# Before scanning, check the '''Deskew''' box.
# Scan the pages.
# If an error occurs, this may indicate that Imaging Professional for Windows is not installed on the computer. This is required for the deskew feature.

[[Image:Scanning_Deskew_Button.jpg|left]] Even after scanning without the deskew option, a crooked page can be deskewed by pressing the deskew button located in the tool bar if the Image Viewer.

===Despeckling pages during scan===

----

''Despeckle is the process of removing tiny dots that may appear on the image.''

----

With the TWAIN interface, despeckling is performed as follows
# Before scanning, check the '''Despeckle''' box.
# Scan the pages.
# If an error occurs, this may indicate that Imaging Professional for Windows is not installed on the computer. This is required for the despeckle feature.

[[Image:Scanning_Twain_Despeckle.jpg]]

Even after scanning without the despeckle option, a crooked page can be despeckled by pressing the despeckle button located in the tool bar if the Image Viewer.

===Cropping pages during scan===

----

''Cropping is the process of removing extraneous white space around the edge of the image. ''

----

With the TWAIN interface, cropping is performed as follows
# Before scanning, check the '''Crop''' box.
# Scan the pages.
# If an error occurs, this may indicate that Imaging Professional for Windows is not installed on the computer. This is required for Cropping.

===Inverting (reversing) images during scan===

----

''Inverting is the process of reversing the black and white color on the image.''

----

With the TWAIN interface, image inverting is performed as follows
# Before scanning, check the '''Invert''' box.
# Scan the pages.
# If an error occurs, this may indicate that Imaging Professional for Windows is not installed on the computer. This is required for Cropping.

----

''Image deskew, despeckle, crop and invert features are available in the halFILE TWAIN scan module only when Imaging Professional for Windows is present on the computer.''

----

===Printing during Stapling===

Documents can be configured to print immediately after stapling by placing the Documents can be configured to print immediately after stapling. This option is configured on the General tab of the Tools_Options menu.

===Summary of TWAIN scan menu selections===

The following summarizes the menu selection within the scan routine.

'''File-Select Scanner''' - selects the scanner to use. 
'''File-Scan Preferences''' - used to customize compression settings. 
'''File-Scan Settings''' – used to activate the TWAIN scanner settings dialog window. 
'''Help''' - display on-line help information. 

==Streamlined Scanning==
[http://help.halfile.com/index.php?title=Chapter_4_-_Capturing_Documents_4.0#column-one Contents]

The TWAIN scan module also provides streamlined scanning features that can be used to quickly perform your work. These features are described in the following sections.

'''Scan and E-mail'''

You can configure the TWAIN Scan Module to scan and e-mail a document. It will even prompt you for information that can be placed in the body of the e-mail. This feature is configured using hftwain32.ini. A section can be set up with the values for e-mailing the scanned document. The command line: hftwain32 <section> can then be run to perform the scan and e-mail. The following describes the settings required in hftwain32.ini to make this work. The comments to the right in red are not included in the ini file.

{|
!Value
!Description
|-
|[Email]
|The section header used on the command line.
|-
|Action=EMAIL
|"EMAIL" tells the scan module to scan and email.
|-
|TempFolder=c:\windows\temp\
|The temporary folder where images are scanned to.
|-
|From=tomh@halfile.com
|The default from e-mail address.
|-
|Subject=Scanned Image
|The default subject of the e-mail.
|-
|Body0=File_No=#prompt#
|The first line of the body of the e-mail. The \#prompt\# tells the system to prompt the user for the value.
|-
|Body1=Company_Id=#prompt#
|-
|Body2=Date_Scanned=#now#
|The #now# tag places the current date/time into the body line.
|}

You can configure as many Body''n'' keys as needed to build the body of your e-mail.

When the command line "hftwain32 Email" is run, the scan module scans the document, loads prompts for File_No and Company_Id, and loads the e-mail program. The e-mail will look similar to the following screen.

[[Image:Scanning_Twain_email.jpg]]

'''Scan and FTP'''
You can configure you're the TWAIN Scan Module to scan and FTP a document. FTP stands for File Transfer Protocol and is a method of sending documents over the Internet to another site. This feature will even prompt you for information that can be placed into a tag file that is sent along with the images. This is configured using hftwain32.ini. A section can be set up with the values that tell how to FTP the scanned document. The command line: hftwain32 <section> can then be run to perform the scan and FTP. The following describes the settings required in hftwain32.ini to make this work. The comments to the right in red are not included in the ini file.
{|
|[FTP]
|The section header used on the command line.
|-
|Action=FTP
|"FTP" tells the scan module to scan and FTP
|-
|TempFolder=c:\windows\temp\
|The temporary folder where images are scanned to
|-
|halFTPSection=ImageSend
|Set this to the section of halftp.ini that contains the FTP instructions. This is described below.
|-
|halFTPPath=e:\hfw14sql\halftp.exe
|The path and filename for the halftp.exe program.
|-
|Index0=File_No=#prompt#
|The first line of the tag file that is sent with the images. The \#prompt\# tells the system to prompt the user for the value.
|-
|Index1=Company_Id=#prompt#
|The second line of the tag file.
|-
|Index2=Date_Scanned=#now#
|The #now# tag places the current date/time into the tag file.
|}

You can configure as many Index''n'' keys as needed to build the body of your e-mail.

When the command line "hftwain32 FTP" is run, the scan module scans the document, prompts for File_No and Company_Id, and FTPs the images and tag file to the designated folder on the FTP server. The image file will be a multi-page TIFF image named hfw''nnnnn''.TIF. The associated tag file is named HFW''nnnnn''.TXT. ''nnnnn'' is an incremented counter. In this example, the tag will contain the following.

File_No: 12345 Company: ABC Scan_Date: 11/24/2001 3:19:11 PM

'''HALFTP.INI'''
HALFTP.INI contains the instructions for the FTP program, HALFTP.EXE, to send the files. These entries are described as follows.

{|
|[ImgServer]
|The section name
|-
|FTPServer=ftp.sitename.com
|The name of the FTP server
|-
|FTPUser=testuser
|A valid user to connect to the FTP server
|-
|FTPPassword=testpass
|A valid password for the FTP user
|-
|FTPPassive=TRUE
|Set to TRUE to enable passive FTP protocol
|-
|FTPBinary=TRUE
|Set to TRUE to enable binary protocol
|-
|FTPDestDir=/image/
|The folder in which to place the files being sent
|-
|FTPProxy=
|Set to name of the proxy server if applicable
|}

==Paper Sizes==
[http://help.halfile.com/index.php?title=Chapter_4_-_Capturing_Documents_4.0#column-one Contents]

The following table lists the different paper size codes that are available. The codes that are available to you when scanning depend upon the make and model of your scanner.

{|
|'''Paper Size'''
|'''Paper Dimensions (Width x Length in inches)'''
|-
|A0
|33.1 x 46.8
|-
|A1
|23.4 x 33.1
|-
|A2
|16.5 x 23.4
|-
|A3
|11.7 x 16.5
|-
|A4
|8.2 x 11.7
|-
|A5
|5.8 x 8.2
|-
|B
|11 x 17
|-
|B0
|39.4 x 55.7
|-
|B1
|27.8 x 39.4
|-
|B2
|19.7 x 27.8
|-
|B3
|13.9 x 19.7
|-
|B4
|10.1 x 14.3
|-
|B5
|7.2 x 10.1
|-
|B6
|5 x 7.2
|-
|Business Check
|8.5 x 4
|-
|Coupon
|1 x 4
|-
|Legal
|8.5 x 14
|-
|Letter
|8.5 x 11
|-
|Personal Check
|5 x 3
|}

==Remote Scanning==
[http://help.halfile.com/index.php?title=Chapter_4_-_Capturing_Documents_4.0#column-one Contents]

Remote scanning is scanning documents at a remote site and uploading them to the central server location so they can be indexed in halFILE. halFILE supports a variety of remote scanning strategies including:

'''Scanning and Importing'''
This strategy involves the installation of the halFILE scan module at the remote site. You scan to a basket at the remote site, copy the images to some removable media (Removable Drive or Tape), ship the media to the central site, and use halFILE's Import utility to import the images. This method requires a remote scanning license from hal Systems.

'''FTP Scanning using Third Party Products'''
This strategy requires an FTP Scanner that can be configured to scan a document in multi-page TIFF format and ship the document via ftp (File Transfer Protocol) to the central site. Once at the central site, you can go into halFILE Import utility and import the documents or you can use one of two add-on products to automate the process. These products, described below, are available to automatically place the documents into a halFILE basket:

'''Capture Server'''
This product is configured to run on a server or a seldom-used workstation. It monitors folders on the network and, when multi-page TIFF images appear, it places them into a halFILE Basket. The documents are then ready to be indexed. This product can also be configured to run whenever a user goes into the Index utility. Contact your sales representative for more information.

'''Barcode Recognition Server'''
This product is configured to run on a server or a seldom-used workstation. Like Capture Server, it monitors a set of folders and when multi-page TIFF images appear, it reads the barcode as defined in halFILE and automatically indexes the document. Contact your sales representative for more information.

==Importing Documents==
[http://help.halfile.com/index.php?title=Chapter_4_-_Capturing_Documents_4.0#column-one Contents]

[[Image:Import_Icon.jpg|left]]Images can be captured from disk and loaded into the selected in-basket. To import images from disk, select '''File-Import''' or select the Import icon in the toolbar. This will display a screen similar to the following.

[[Image:Import_Dialog.jpg|center]]

===Using the import feature to import images===
# Select '''File-Import'''.
# Use either the '''Add Folder''' button or the Add Files button to add images you wish to import.
# Use the '''Remove''' button to remove selected files from the import list.
# Use the '''Clear''' button to clear the entire list and start over.
# Once the Import List contains the files that should be imported, click '''Begin Import'''. The following question is displayed: ''After importing images, do you wish to delete the original image files?'' Select '''Yes''' if the original file that was selected should be removed from the hard disk after it has been copied to the selected in-basket. Answer '''No''' to leave the original file on the hard disk. Please note that if the original files are left on the hard disk, you must remove them yourself using the Windows File Manager, Explorer, or some other method.
# The Staple screen shown below is then loaded. This step lets you group images into documents.

[[Image:Import2.jpg|center]]

Options include: '''AutoSplit '''When the end-of-document has been marked off-site and the images are being transferred to the main system via removable cartridge, or if importing images that already have the extension as the page number (.001, .002, etc.) then autosplit goes through and imports based on where it finds .001. End of document does not have to be marked again. '''End of Document F5''' This works much like the Scanning feature of grouping documents. The Up and Down arrows are pressed to find the last page of a document, then the '''End of Document '''button or '''F5''' is pressed to indicate the last page of the document. All files in the list up to the highlighted file become one document and are removed from the list (to be found in the basket). Continue this process until all images have been grouped into documents. '''Two Docs on One Page F6 '''When one image file contains the image of two documents which need to each be indexed separately. Pressing this button will duplicate the image file, creating two separate documents in the basket to be indexed.
 '''Two Docs on One Page F6''' When one image file contains the image of two documents which need to each be indexed separately. Pressing this button will duplicate the image file, creating two separate documents in the basket to be indexed. '''Done '''If there are image files in the list, a message asks if you want to treat each image as a separate document. If yes, the stapling is done automatically. '''Remove Document '''Removes the image file from the list.

===Staple Preview Option===
The Staple Preview option can be turned on behind the '''Tools-Options''' tab of the scan module and affects the stapling operation in Import. With this option, the stabling procedure is the same, except instead of immediately removing stapled documents from the list, the staple point (when F5 or End of Document is pressed) is marked with <end of doc>. If a mistake is made during stapling, you can return to the staple point and press F5 again to remove the <end of doc> marker. When all the staple points have been defined, click Done to actually perform the stapling process.

==Capturing Printed Output==
[http://help.halfile.com/index.php?title=Chapter_4_-_Capturing_Documents_4.0#column-one Contents]

When halFILE is installed, the halFILE Printer is automatically installed which provides for halFILE's 'Print To' feature. With this feature, documents printed from any application can be imported into halFILE. The 'Print To' feature captures the printed out, converts it to a TIFF image and kicks off the import process. To print to halFILE, perform the following steps:
# Load the document you wish to print to halFILE. This could be a word processing document, a spreadsheet, an Acrobat file, a Crystal Report or anything that includes a print menu.
# Select the print option (typically File – Print), change printers to the halFILE Printer and begin the printing process.
# A box will be displayed showing the printed output is being captured and converted to a TIFF image. Once that is complete, the halFILE Document Capture Utility is loaded.
# Select the halFILE Application, Database and Basket to import into. Also select whether you want to immediately index the document.
# Click the '''Import into halFILE''' button. The document is then imported into halFILE. If the Index option was selected, the index utility will be loaded so you can enter keywords for the document. If you do not select the index option, then you should index it at a later time.

The screen below shows the capture utility used by the Print To feature.

[[Image:Document_Capture_Utility_Dialog.jpg|center]]

==Sending Documents to halFILE==
[http://help.halfile.com/index.php?title=Chapter_4_-_Capturing_Documents_4.0#column-one Contents]

===The halFILE Document Transporter===
The '''halFILE Document Transporter''' replaces the Send To Wizard used in prior versions of halFILE. With this utility, you can not only import the active Office Document into halFILE, but also easily Drag/Drop other types of documents into halFILE. To activate the halFILE Document Transporter, select the Tools-Document Transporter menu on the halFILE Manager toolbar.

===Display the Document Transporter in the Notifications Area===
To tell Windows to always show the Document Transporter in the notifications area of the Windows Taskbar:

* Click the Show hidden icons arrow next to the notification area
* Click Customize
* Find hfTransporter in the list and select Show Icon and Notifications from the dropdown

===Adding the Document Transporter to Startup===
To permanently add the Document Transporter icon to the notifications area:

* Right click the document transporter icon
* Select Launch at Startup

===Adding the Transporter to Explorer right click menu===
This will enable you to right click on a file on your desktop or in explorer and select Send To halFILE Transporter.

* Right click the Document Transporter icon
* Select Add to Explorer context menu

===Importing Currently Open (Active) Office Documents===
The Document Transporter can quickly import a Microsoft Office document into a halFILE basket and automatically start the index process. Documents supported include:

* Microsoft Word
* Microsoft Excel
* Microsoft PowerPoint
* Microsoft Access
* Microsoft Outlook

With your Office Document open:

* Right click the Document Transporter icon
* Select the appropriate menu for your currently open (active) Office document.

===Drag/Drop===
Double click the Document Transport Icon and a new window will appear allowing you to drag/drop files These files will automatically be imported into halFILE and you will be prompted for which application, database, and basket.

====Drag/Drop Image Files====
You may drag a halFILE document with standard page numbers (.001, .002, .003) into the system by just dragging the first page. The remainder of the document will be imported automatically.

====Drag/Drop Multi-Page TIFF Files====
Multi-page TIFF files will be automatically imported and split into single page TIFF documents in the basket.

====Drag/Drop Emails====
You may drag emails directly from your email client to the Transporter. This will import the email as an Associated document and halFILE will redisplay the email in your mail client including any attachments when you view the document at a later time.

''Note: If you have a mix of Outlook and Outlook Express/Windows Live Mail then you would need the correct application installed on the retrieval workstation when trying to view the email at a later time.''

====Right click Send To halFILE Transporter====
You may right click any file in Explorer or on the desktop and send to halFILE Document Transporter. These files will be automatically imported as outlined above.

File:Import2.jpg

2013-02-18T20:48:17Z

Tomh:

Chapter 5 - Capturing Documents 4.0

2013-02-18T20:47:55Z

Tomh: /* Importing Documents */

[http://help.halfile.com/index.php?title=HalFILE_4.0_Documentation Main Index]

=CAPTURING DOCUMENTS=

Capturing documents is the method by which images are placed into the system. halFILE provides several methods for capturing documents including (1) scanning pages using a digital scanner, (2) importing compatible image files from disk, (3) capturing printed output from another application, and (4) sending Office Documents to halFILE.

==Scanning Pages==
[http://help.halfile.com/index.php?title=Chapter_4_-_Capturing_Documents_4.0#column-one Contents]

[[Image:scanner448.jpg|left]] Scanning is performed using the menu selection '''FILE-SCAN''' or selecting the scan icon shown here. Scanned pages are placed into the basket selected at the top right side of the halFILE Manager. After a batch of pages is scanned, they can be grouped into individual documents. The first time you select this menu you will be asked:
<BlockQuote>'''select scanner interface for this station 1=Kofax, 2=Twain, 3=Twain/Pro'''</BlockQuote>

You should select the interface that is set up and working for the station. '''Kofax''' should be selected when you are using a Kofax Image Controls scanner interface card (Adrenaline or KF-Series) or the Kofax Adrenaline Image Processing Software Engine. TWAIN interface is a common software interface that is delivered with most SCSI scanners. Select '''Twain''' if you are using a TWAIN scanner without Imaging Professional or Imaging 2.7 or later. Select '''Twain/Pro''' when using Imaging Professional or Imaging 2.7 or later.

===Preparing to scan===

Before clicking on the scan icon, select the application, database and basket using the drop down boxes at the top of the halFILE Manager.

===Page preparation===

Before loading the scanner with paper, be sure all staples and paper clips have been removed. Pages that are torn or folded severely should not be placed through the Automatic Document Feeder (ADF). Instead, place these on the flatbed or make a copy of them and scan the copy.

When using the ADF, be aware of the scanner's capabilities. Placing too many sheets of paper into the scanner may cause paper jams.

==Kofax Scanning==
[http://help.halfile.com/index.php?title=Chapter_4_-_Capturing_Documents_4.0#column-one Contents]

The screen below shows the control panel for Kofax-based scanning.

[[Image:hf4_kofax_scan.jpg]]

===Changing the Scanner Parameters===

# Select '''Configure-Scanner''' from the menu or press the '''Scanner Settings''' button in the Settings frame. This includes selection of paper size (letter, legal, etc.), paper source (Flatbed, Automatic Document Feeder), resolution (200 dots per inch, etc.).
# Change the settings as needed and press the OK button.
# To save these settings as the default, press the '''Save Settings''' button in the Settings frame.

The following explains some of the parameters available. The options available depend on the scanner model in use.

'''Paper size''' - the size of the paper being fed into the scanner. You should set the paper size correctly to ensure that the entire page is scanned.

'''Source''' - set to flatbed, if your scanner has one, if you want to lay the page flat on the scanner glass. Set to ADF if you want to feed a stack of pages through the automatic document feeder.

'''Destination''' - if the scanner is capable of routing the paper to different output bins, this option will select the bin.

'''Resolution (DPI)''' - typical settings include 150, 200, 240, 300 or 400 dots per inch. Normally, the higher the resolution setting, the better the image quality. However, the image file size is larger. The suggested setting for normal hand-written or typed documents is 200 dpi. Higher resolution may be required for pages that will be read using an OCR engine or that contain bar codes. Setting the resolution too high on large sized documents may prevent the page from being scanned because of insufficient memory. This is dependent on the scanner card or scanner software driver being used.

'''Rotation''' - this will rotate the image before saving. This could be useful in improving scan performance by scanning pages in sideways to reduce the length of the scan path, then saving them after rotation.

'''Mode''' - if the scanner is capable of dual page scanning, set this to Duplex for two-sided documents.

----

''Dual Page scanning involves scanning both sides of the page when the paper passes through the scanner.''

----

'''Orientation''' - defines the orientation of the page being scanned (portrait or landscape).

'''Picking Rectangle''' enabled this if you wish to scan only a portion of the page. Once this option is checked, the rectangle to scan is using the associated top, bottom, left and right boxes. These can be entered in either pixels (dots per inch) or inches.

===General Scanning Procedure===

# Use the '''Scanner Settings''' button on the Settings frame to set the proper parameters for scanning.
# Place the pages in the scanner.
# Select the Batch style to use when scanning on the Batch frame. Click '''Single page documents '''if all of the documents being scanned are one page in length. Click '''Multi page documents''' if the documents are of different lengths or if a single multi-page document is being scanned.
# Select the appropriate Page handling style on the Page handling frame. Click '''one pass, front only''' if the pages have print only on the front side or if a duplex scanner is being used and the pages have print on both sides. Click '''two pass, front/back''' if the pages have print on the front and the back and you are using a single-sided scanner.
# Click '''Begin Scan''' to start scanning pages.
# When all the pages that were placed in the scanner are scanned, the following message is displayed:

''''The scanner is empty. To scan more pages, place them in the scanner then click YES. Scan more pages? YES, NO, CHANGE PARAMETERS''''

Select '''No''' if there are no more pages to be scanned in this batch. If there are more pages to scan, place the pages in the scanner and click '''Yes'''. If there are more pages to scan but the scanner parameters must first be changed, place the pages in the scan and select '''Change Parameters'''. Change the scanner parameters as necessary and when OK is clicked, the pages will be scanned.
:7. Once you have selected '''No''' to the above question, you will be asked the following:

''Keep these images?''

Answer '''Yes''' to save the images. If you answer '''No''', all of the image files that were scanned are removed.
:8. The temporary image numbers for the pages that were scanned are loaded into a list box. You can review the images by clicking on the number. Insert, replace and delete buttons are available to add, replace or remove the selected image.
:9. If the Batch style was 'single page documents', then you can click the '''Done''' button to save the images as their permanent document number. Document numbers are assigned sequentially by the system.
:10. If the Batch style was 'multi page documents' then you can group documents by finding the last page of a document and clicking the '''end of document''' button. See 'Stapling pages into documents' below for more information.

===Scanning two-sided documents with a duplex scanner===

Some scanners are capable of scanning both sides of the page at the same time. These are called duplex scanners. To use duplex scanners to scan two-sided documents:
# Click the '''Scanner Settings''' button on the Setting frame to activate the scanner setup dialog box.
# Normally, in the upper right corner of this box is a Mode frame with options for Single-sided or Duplex. If Duplex is inactive then either your scanner is not capable of duplex scanning or the scanner was improperly configured when ImageControls was installed.
# Click the '''Duplex''' option and then click OK to close the setup box.
# Make sure the Page handling option is set to 'one pass, front only'.
# Click '''Begin Scan'''.

===Scanning one-sided documents with a duplex scanner===

# Click the '''Scanner Settings''' button on the Setting frame to activate the scanner setup dialog box.
# Click the '''Single-sided''' option and then click OK to close the setup box.
# Make sure the Page handling option is set to 'one pass, front only'.
# Click '''Begin Scan'''.

===Scanning two-sided documents with a simplex scanner===

If you do not have a duplex scanner but need to scan two-sided documents, use the following procedure:
# Turn on the '''double sided button''' located in the '''Pages frame'''.
# Press begin scan to scan the front sides of the documents.
# When all the front sides have been scanned, flip the pages over and scan the back sides. The pages are automatically collated for you in the correct order.

===Scanning a batch of single page documents===

If the pages to be scanned are multiple documents, each being a single page, use the following procedure.
# Turn on the '''single page documents button''' located in the '''Batch frame'''.
# Load the scanner and press the Begin Scan button.
# When the batch is saved, each page becomes a document.

===Stapling pages into documents===

If the pages scanned represent many multi-page documents, the pages must be grouped into documents. This process is called stapling. To staple documents, use the following procedure.
# Turn on the '''multi page documents button''' in the '''Batch frame'''.
# Once a batch of images is scanned, the temporary image number that has been assigned to each page is listed in the image list box in the upper right corner.
# Page through the images using the '''Down''' arrow key or by clicking the image number in the list box. This displays the image in the image window on the left.
# When the last page of a document is found, click on the '''End of Document''' button or press the '''F5''' key. The pages for that document are then stapled and placed into the basket.
# Continue this process until all pages in the batch have been assigned to a document.

This process staples the images into separate, multi-page documents. Each page within a document is assigned a file name consisting of this 8-digit image number with an extension of the page number.

===Staple Preview Option===

The Staple Preview option can be turned on behind the '''Tools-Options''' tab of the scan module. With this option, the above stabling procedure is the same, except instead of immediately removing stapled documents from the list, the staple point (when F5 or End of Document is pressed) is marked with <end of doc>. If a mistake is made during stapling, you can return to the staple point and press F5 again to remove the <end of doc> marker. When all the staple points have been defined, click Done to actually perform the stapling process.

Note that once the Staple Preview option is enabled, then it is used for all databases in the scan and import modules.

===Removing a page from a batch===

# Highlight the image number in the image list box.
# Press the '''delete button''' to remove the page from the batch. This deletes the image from the in-basket and removes the file from disk.

===Inserting pages into a batch===

# Highlight the image number in the image list box before which the page to be inserted will be placed.
# Press the '''insert button''' to scan a new page and insert it into the list.

===Replacing a page in a batch===

# Highlight the image number in the image list box that should be replaced.
# Press the '''replace button''' to scan a new page and replace the selected image.

===Deskewing pages during scan===

----

''Deskew is the process of recognizing that a page was misaligned when fed through the scanner, then correcting the angle to improve image quality. Correction for deskew of up to 16 degrees is possible.''

----

To use the deskew feature:
# Before scanning, select '''Configure-Deskew''' to load the dialog box for deskew options.
# Check both the '''Detection enable''' check box and the '''Correction enable''' check box.
# The default minimum angle of 0 degrees and maximum angle of 16 degrees normally work well. These can be adjusted for particular needs.
# Click OK to exit the Deskew dialog box.
# Scan the pages.
# If a memory error occurs, your KOFAX card may not have enough memory to cache images and deskew at the same time. In this case, change the scanner parameters using the '''Change Settings''' button on the scanner parameter form and set '''Pre-Scan Cache''' to zero.

[[Image:Scanning_Deskew_Button.jpg|left]] Even after scanning without the deskew option, a crooked page can be deskewed by pressing the deskew button located in the tool bar.

----
''Image deskew is available at scan in halFILE only when a KOFAX hardware or software engine is present in the computer.''

----

===Removing the black border from pages during scan===
''Black Border Removal is the process of identifying and removing the black border generated by some scanners.'' 

To use the Black Border Removal feature:

# Before scanning, select '''Configure-Black Border Removal''' to load the dialog containing the Black Border Removal options.
# Check the '''Enable''' check box.
# If you wish to crop the black border, check the Crop check box.
# You can adjust the White Noise Gap as needed but should test the option before going into full production.
# Click OK to exit the Black Border Removal dialog box.
# Scan the pages.
# If a memory error occurs, your KOFAX card may not have enough memory to cache images and black border removal at the same time. In this case, change the scanner parameters using the '''Change Settings''' button on the scanner parameter form and set '''Pre-Scan Cache''' to zero.

===Removing shaded areas from pages during scan===
----
''Deshade is the process of identifying and removing the shaded portions of the image.''
----
To use the Deshade feature:

# Before scanning, select '''Configure-Deshade''' to load the dialog containing Deshade options.
# Check both the '''Enable Detection''' and '''Enable Removal''' check boxes.
# You can adjust the width and speckle parameters as needed but should test the options before going into full production.
# Click OK to exit the Deshade dialog box.
# Scan the pages.
# If a memory error occurs, your KOFAX card may not have enough memory to cache images and deshade at the same time. In this case, change the scanner parameters using the '''Change Settings''' button on the scanner parameter form and set '''Pre-Scan Cache''' to zero.

===Despeckling pages during scan===

----

''Despeckle is the process of removing tiny dots that may appear on the image.''

----

To use the Despeckle feature:

# Before scanning, select '''Configure-Despeckle''' to load the dialog containing Despeckle options.
# Check the '''Enable''' check box.
# You can adjust the height and width parameters as needed but should test the option before going into full production.
# Click OK to exit the Despeckle dialog box.
# Scan the pages.
# If a memory error occurs, your KOFAX card may not have enough memory to cache images and despeckle at the same time. In this case, change the scanner parameters using the '''Change Settings''' button on the scanner parameter form and set '''Pre-Scan Cache''' to zero.

===Enhancing the edges of characters during scan===

----

''Edge Enhancement is the process of enhancing the edges of lines and characters to improve image quality.''

----

To use the Edge Enhancement feature:

# Before scanning, select '''Configure-Edge Enhancement''' to load the dialog containing the Edge Enhancement options.
# Check the '''Enable''' check box.
# Highlight the image filters that you wish to include.
# Click OK to exit the Edge Enhancement dialog box.
# Scan the pages.
# If a memory error occurs, your KOFAX card may not have enough memory to cache images and edge enhancement at the same time. In this case, change the scanner parameters using the '''Change Settings''' button on the scanner parameter form and set '''Pre-Scan Cache''' to zero.

===Removing the lines from pages during scan===

----

''Line Removal is the process of identifying and removing the horizontal and/or vertical lines on the page. This is typically used to remove form lines.''

----

To use the Line Removal feature:

# Before scanning, select '''Configure-Line Removal''' to load the dialog containing the Line Removal options.
# Check either or both the '''Enable Horizontal''' and '''Enable Vertical''' check boxes.
# You can adjust the options as needed but should test the option before going into full production.
# Click OK to exit the Line Removal dialog box.
# Scan the pages.
# If a memory error occurs, your KOFAX card may not have enough memory to cache images and line removal at the same time. In this case, change the scanner parameters using the '''Change Settings''' button on the scanner parameter form and set '''Pre-Scan Cache''' to zero.

===Removing streaks from pages during scan===

----

''Streak Removal is the process of identifying and removing the streaks from the image.''

----

To use the Streak Removal feature:

# Before scanning, select '''Configure-Streak Removal''' to load the dialog containing the Streak Removal options.
# Check the '''Enable''' check box.
# You can adjust the Streak Width parameter as needed but should test the option before going into full production.
# Click OK to exit the Streak Removal dialog box.
# Scan the pages.
# If a memory error occurs, your KOFAX card may not have enough memory to cache images and streak removal at the same time. In this case, change the scanner parameters using the '''Change Settings''' button on the scanner parameter form and set '''Pre-Scan Cache''' to zero.

===Inverting (reversing) the image during scan===

----

''Inverting is the process of reversing the black and white color on the image.''

----

To invert the images during scan (flip the black and white):
# Before scanning, select Configure-Invert to check the invert option.
# Scan the pages.

===Stapling Pages into Documents using Bar Codes===

Pages can be automatically grouped into documents when a Bar Code, interpreted as a Patch Code, appears on the first or last page of each document. To use this feature:

# Define a field in your database as a Bar Code.
# Using Configure-Bar Codes, specify that the field is to be interpreted as a patch code and designate whether the Bar Code appears on the first or last page of the document. Within Configure-Bar Codes, scan a sample document to be sure the system can recognize the Bar Code.
# Scan a batch of documents that contain the bar code in the same way a normal batch of documents is scanned.
# After the entire batch is scanned, a button called '''Auto Split on Patch Code''' is displayed. Click this button and system will automatically group the pages into documents.
# After all the pages have been processed, a count of the documents found will be displayed. Verify this count against the number of documents scanned to be sure the documents were properly split.

----

''Barcode Recognition is available in halFILE only when a KOFAX hardware or software engine is present in the computer.''

----

===Printing during Stapling===

Documents can be configured to print immediately after stapling. This option is configured on the General tab of the Tools_Options menu.

===Summary of scan menu selections===

The following summarizes the menu selection within the scan routine.

'''File-Configure Engine''' - selects the hardware or software engines used to scan. 
'''File-Select Scanner''' - selects the scanner model being used. 
'''File-Close''' - exits the scan routine and returns to the main window. 
'''Configure-Scanner''' - loads a dialog box containing the scan options. 
'''Configure-Advanced''' - used to configure advanced features of the scanner such as dithering and photograph handling. 
'''Configure-Auto Split''' - when barcode recognition is turned on, clicking this menu selection will call up a dialog box where you can set the software to automatically group pages into documents based on the location of the barcode. 
'''Configure-Deskew''' - loads a dialog box to configure deskew options. 
'''Configure-Black Border Removal''' - configures options for black border removal. 
'''Configure-Deshade''' - loads a dialog box to configure deshade options. 
'''Configure-Despeckle''' - loads a dialog box to configure despeckle options. 
'''Configure-Edge Enhancement''' - configures options for edge enhancement. 
'''Configure-Line Removal''' - loads a dialog box to configure line removal options. 
'''Configure-Streak Removal''' - configures streak removal options. 
'''Configure-Invert''' – toggles the image invert (reverse) option. 
'''Configure-Reset''' - re-initializes the scanner and scanner driver. 
'''Help''' - display on-line help information. 

----

''Note: Configure menu options, such as deshade, black border removal, line removal, etc., adjust the image. You should experiment with these options to see how they can improve your image quality before going into production.''

----

==TWAIN Scanning==
[http://help.halfile.com/index.php?title=Chapter_4_-_Capturing_Documents_4.0#column-one Contents]

When you select the TWAIN scanner interface the screen below is shown. If you are not using Imaging Professional for Windows, most of the options on the Settings form will be disabled and the TWAIN Interface is used to configure these settings. (It will pop up when you click Begin Scan with the '''Show twain dialog''' option checked).

[[Image:hf4_twain_scan.jpg]]

===Changing the Scanner Parameters===

# The most commonly used settings for the scanner are in the drop down boxes on the scanner control panel screen shown above. You can also select '''File-Scan Setting''' from the menu or press the '''Scanner Settings''' button to load the TWAIN scanner settings interface for your particular scanner. This includes selection of paper size (letter, legal, etc.), paper source (Flatbed, Automatic Document Feeder), resolution (200 dots per inch, etc.), Image Type, Compression Type, and Compression Info. There are also brightness and contrast slide bars.
# To save these settings as the default, press the '''Save Settings''' button in the Settings frame.

The following explains some of the parameters available. The options available depend on the scanner model in use.

'''Source''' – the paper source - flatbed, automatic document feeder (ADF), ADF Duplex scan.

'''Paper size''' - the size of the paper being fed into the scanner. This may be behind the scan area tab for some scanners.

'''Resolution (DPI)''' - typical settings include 150, 200, 240, 300 or 400 dots per inch. Normally, the higher the resolution setting, the better the image quality. However, the size of the image file is larger. The suggested setting for normal hand-written or typed documents is 200 dpi. Higher resolution may be required for pages that will be converted using OCR, that have bar codes that will be recognized, or that are color.

'''Image Type''' - this defines the type of documents being scanned and range from color to black and white text.

'''Compression Type''' – this describes how the image will be compressed. Typically for black and white documents you should select Group 4 2D to get the best compression possible. You should try to avoid setting this to No Compression.

'''Compression Info''' – this provided options for scanning based on the compression type selected.

'''Show twain dialog''' – check this box to load the twain settings options dialog box before the pages are scanned. This is useful for reviewing or change custom settings for your scanner that may not appear on the control panel.

'''Image Preview''' - check this box to show the images in the view window as they are scanned. Note that on certain TWAIN scanners, enabling image preview will cause scanner errors. 
'''Deskew''' – check this box to deskew crooked images during scan. 
'''Despeckle''' – check this box to remove speckles from images during scan. 
'''Crop''' – check this box to remove white space border around the image. 
'''Invert''' – check this box to reverse black and white color on the image. 

'''Delete blank page threshold''' – this provided a box to enter a byte value. If the scanned image is smaller then the designated number of bytes, then the system assumes it is a blank page and deletes the image. Deleted images are marked as deleted in the page list so the user can see what pages were deleted. A Delete Blanks Page button is provided to remove these from the list. This button should be clicked after reviewing the deleted pages and before the stapling process begins. 
'''Brightness''' – controls the brightness/darkness levels for the scanner. 
'''Contrast''' – controls the contrast levels for the scanner. 

===General Scanning Procedure===

# Use the '''Scanner Settings''' button on the Settings frame to set the proper parameters for scanning.
# Place the pages in the scanner.
# Select the Batch style to use when scanning on the Batch frame. Click '''Single page documents '''if all of the documents being scanned are one page in length. Click '''Multi page documents''' if the documents are of different lengths or if a single multi-page document is being scanned.
# Select the appropriate Page handling style on the Page handling frame. Click '''one pass, front only''' if the pages have print only on the front side or if a duplex scanner is being used and the pages have print on both sides. Click '''two pass, front/back''' if the pages have print on the front and the back and you are using a single-sided scanner.
# Click '''Begin Scan''' to start scanning pages.
# When all the pages that were placed in the scanner are scanned, the following message is displayed: ''The scanner is empty. To scan more pages, place them in the scanner then click YES. Scan more pages? YES, NO, CHANGE PARAMETERS'' 
Select '''No''' if there are no more pages to be scanned in this batch. If there are more pages to scan, place the pages in the scanner and click '''Yes'''. If there are more pages to scan but the scanner parameters must first be changed, place the pages in the scan and select '''Change Parameters'''. Change the scanner parameters as necessary and when OK is clicked, the pages will be scanned.
# Once you have selected '''No''' to the above question, you will be asked the following: ''Keep these images?'' 
Answer '''Yes''' to save the images. If you answer '''No''', all of the image files that were scanned are removed.
# The temporary image numbers for the pages that were scanned are loaded into a list box. You can review the images by clicking on the number. Insert, replace and delete buttons are available to add, replace or remove the select image.
# If the Batch style was 'single page documents', then you can click the '''Done''' button to save the images as their permanent document number. Document numbers are assigned sequentially by the system.
# If the Batch style was 'multi page documents' then you can group documents by finding the last page of a document and clicking the '''end of document''' button. See 'Stapling pages into documents' below for more information.

===Scanning two-sided documents with a duplex scanner===

Some scanners are capable of scanning both sides of the page at the same time. These are called duplex scanners. To use duplex scanners to scan two-sided documents:
# Click the '''Scanner Settings''' button on the Setting frame to activate the scanner setup dialog box or check the '''Show twain dialog before scanning''' check box.
# Select the ADF-Duplex option.
# Make sure the Page handling option is set to 'one pass, front only'.
# Click '''Begin Scan'''.

===Scanning one-sided documents with a duplex scanner===
# Click the '''Scanner Settings''' button on the Setting frame to activate the scanner setup dialog box or check the '''Show twain dialog before scanning''' check box.
# Click the '''ADF '''option and then click CLOSE to close the setup box.
# Make sure the Page handling option is set to 'one pass, front only'.
# Click '''Begin Scan'''.

===Scanning two-sided documents with a single sided scanner===

If you do not have a dual-page scanner but need to scan two-sided documents, use the following procedure:
# Turn on the '''double sided button''' located in the '''Pages frame'''.
# Press begin scan to scan the front sides of the documents.
# When all the front sides have been scanned, flip the pages over and scan the back sides. The pages are automatically collated for you in the correct order.

===Scanning a batch of single page documents===

If the pages to be scanned are multiple documents, each being a single page, use the following procedure.
# Turn on the '''single page documents button''' located in the '''Batch frame'''.
# Load the scanner and press the Begin Scan button.
# When the batch is saved, each page becomes a document.

===Stapling pages into documents===

If the pages scanned represent many multi-page documents, the pages must be grouped into documents. This process is called stapling. To staple documents. use the following procedure.
# Turn on the '''multi page documents button''' in the '''Batch frame'''.
# Once a batch of images is scanned, the temporary image number that has been assigned to each page is listed in the image list box in the upper right corner.
# Page through the images using the '''Down''' arrow key or by clicking the image number in the list box. This displays the image in the image window on the left.
# When the last page of a document is found, click on the '''End of Document''' button or press the '''F5''' key. The pages for that document are then stapled and placed into the basket.
# Continue this process until all pages in the batch have been assigned to a document.

This process staples the images into separate, multi-page documents. Each page within a document is assigned a file name consisting of this 8-digit image number with an extension of the page number.

===Staple Preview Option===

The Staple Preview option can be turned on behind the '''Tools-Options''' tab of the scan module. With this option, the above stabling procedure is the same, except instead of immediately removing stapled documents from the list, the staple point (when F5 or End of Document is pressed) is marked with <end of doc>. If a mistake is made during stapling, you can return to the staple point and press F5 again to remove the <end of doc> marker. When all the staple points have been defined, click Done to actually perform the stapling process.

Note that once the Staple Preview option is enabled, then it is used for all databases in the scan and import modules.

===Removing a page from a batch===
# Highlight the image number in the image list box.
# Press the '''delete button''' to remove the page from the batch. This deletes the image from the in-basket and removes the file from disk.

===Inserting pages into a batch===
# Highlight the image number in the image list box before which the page to be inserted will be placed.
# Press the '''insert button''' to scan a new page and insert it into the list.

===Replacing a page in a batch===
# Highlight the image number in the image list box that should be replaced.
# Press the '''replace button''' to scan a new page and replace the selected image.

===Deskewing pages during scan===

----

''Deskew is the process of recognizing that a page was misaligned when fed through the scanner, then correcting the angle to improve image quality..''

----

With the TWAIN interface, deskewing is performed as follows
# Before scanning, check the '''Deskew''' box.
# Scan the pages.
# If an error occurs, this may indicate that Imaging Professional for Windows is not installed on the computer. This is required for the deskew feature.

[[Image:Scanning_Deskew_Button.jpg|left]] Even after scanning without the deskew option, a crooked page can be deskewed by pressing the deskew button located in the tool bar if the Image Viewer.

===Despeckling pages during scan===

----

''Despeckle is the process of removing tiny dots that may appear on the image.''

----

With the TWAIN interface, despeckling is performed as follows
# Before scanning, check the '''Despeckle''' box.
# Scan the pages.
# If an error occurs, this may indicate that Imaging Professional for Windows is not installed on the computer. This is required for the despeckle feature.

[[Image:Scanning_Twain_Despeckle.jpg]]

Even after scanning without the despeckle option, a crooked page can be despeckled by pressing the despeckle button located in the tool bar if the Image Viewer.

===Cropping pages during scan===

----

''Cropping is the process of removing extraneous white space around the edge of the image. ''

----

With the TWAIN interface, cropping is performed as follows
# Before scanning, check the '''Crop''' box.
# Scan the pages.
# If an error occurs, this may indicate that Imaging Professional for Windows is not installed on the computer. This is required for Cropping.

===Inverting (reversing) images during scan===

----

''Inverting is the process of reversing the black and white color on the image.''

----

With the TWAIN interface, image inverting is performed as follows
# Before scanning, check the '''Invert''' box.
# Scan the pages.
# If an error occurs, this may indicate that Imaging Professional for Windows is not installed on the computer. This is required for Cropping.

----

''Image deskew, despeckle, crop and invert features are available in the halFILE TWAIN scan module only when Imaging Professional for Windows is present on the computer.''

----

===Printing during Stapling===

Documents can be configured to print immediately after stapling by placing the Documents can be configured to print immediately after stapling. This option is configured on the General tab of the Tools_Options menu.

===Summary of TWAIN scan menu selections===

The following summarizes the menu selection within the scan routine.

'''File-Select Scanner''' - selects the scanner to use. 
'''File-Scan Preferences''' - used to customize compression settings. 
'''File-Scan Settings''' – used to activate the TWAIN scanner settings dialog window. 
'''Help''' - display on-line help information. 

==Streamlined Scanning==
[http://help.halfile.com/index.php?title=Chapter_4_-_Capturing_Documents_4.0#column-one Contents]

The TWAIN scan module also provides streamlined scanning features that can be used to quickly perform your work. These features are described in the following sections.

'''Scan and E-mail'''

You can configure the TWAIN Scan Module to scan and e-mail a document. It will even prompt you for information that can be placed in the body of the e-mail. This feature is configured using hftwain32.ini. A section can be set up with the values for e-mailing the scanned document. The command line: hftwain32 <section> can then be run to perform the scan and e-mail. The following describes the settings required in hftwain32.ini to make this work. The comments to the right in red are not included in the ini file.

{|
!Value
!Description
|-
|[Email]
|The section header used on the command line.
|-
|Action=EMAIL
|"EMAIL" tells the scan module to scan and email.
|-
|TempFolder=c:\windows\temp\
|The temporary folder where images are scanned to.
|-
|From=tomh@halfile.com
|The default from e-mail address.
|-
|Subject=Scanned Image
|The default subject of the e-mail.
|-
|Body0=File_No=#prompt#
|The first line of the body of the e-mail. The \#prompt\# tells the system to prompt the user for the value.
|-
|Body1=Company_Id=#prompt#
|-
|Body2=Date_Scanned=#now#
|The #now# tag places the current date/time into the body line.
|}

You can configure as many Body''n'' keys as needed to build the body of your e-mail.

When the command line "hftwain32 Email" is run, the scan module scans the document, loads prompts for File_No and Company_Id, and loads the e-mail program. The e-mail will look similar to the following screen.

[[Image:Scanning_Twain_email.jpg]]

'''Scan and FTP'''
You can configure you're the TWAIN Scan Module to scan and FTP a document. FTP stands for File Transfer Protocol and is a method of sending documents over the Internet to another site. This feature will even prompt you for information that can be placed into a tag file that is sent along with the images. This is configured using hftwain32.ini. A section can be set up with the values that tell how to FTP the scanned document. The command line: hftwain32 <section> can then be run to perform the scan and FTP. The following describes the settings required in hftwain32.ini to make this work. The comments to the right in red are not included in the ini file.
{|
|[FTP]
|The section header used on the command line.
|-
|Action=FTP
|"FTP" tells the scan module to scan and FTP
|-
|TempFolder=c:\windows\temp\
|The temporary folder where images are scanned to
|-
|halFTPSection=ImageSend
|Set this to the section of halftp.ini that contains the FTP instructions. This is described below.
|-
|halFTPPath=e:\hfw14sql\halftp.exe
|The path and filename for the halftp.exe program.
|-
|Index0=File_No=#prompt#
|The first line of the tag file that is sent with the images. The \#prompt\# tells the system to prompt the user for the value.
|-
|Index1=Company_Id=#prompt#
|The second line of the tag file.
|-
|Index2=Date_Scanned=#now#
|The #now# tag places the current date/time into the tag file.
|}

You can configure as many Index''n'' keys as needed to build the body of your e-mail.

When the command line "hftwain32 FTP" is run, the scan module scans the document, prompts for File_No and Company_Id, and FTPs the images and tag file to the designated folder on the FTP server. The image file will be a multi-page TIFF image named hfw''nnnnn''.TIF. The associated tag file is named HFW''nnnnn''.TXT. ''nnnnn'' is an incremented counter. In this example, the tag will contain the following.

File_No: 12345 Company: ABC Scan_Date: 11/24/2001 3:19:11 PM

'''HALFTP.INI'''
HALFTP.INI contains the instructions for the FTP program, HALFTP.EXE, to send the files. These entries are described as follows.

{|
|[ImgServer]
|The section name
|-
|FTPServer=ftp.sitename.com
|The name of the FTP server
|-
|FTPUser=testuser
|A valid user to connect to the FTP server
|-
|FTPPassword=testpass
|A valid password for the FTP user
|-
|FTPPassive=TRUE
|Set to TRUE to enable passive FTP protocol
|-
|FTPBinary=TRUE
|Set to TRUE to enable binary protocol
|-
|FTPDestDir=/image/
|The folder in which to place the files being sent
|-
|FTPProxy=
|Set to name of the proxy server if applicable
|}

==Paper Sizes==
[http://help.halfile.com/index.php?title=Chapter_4_-_Capturing_Documents_4.0#column-one Contents]

The following table lists the different paper size codes that are available. The codes that are available to you when scanning depend upon the make and model of your scanner.

{|
|'''Paper Size'''
|'''Paper Dimensions (Width x Length in inches)'''
|-
|A0
|33.1 x 46.8
|-
|A1
|23.4 x 33.1
|-
|A2
|16.5 x 23.4
|-
|A3
|11.7 x 16.5
|-
|A4
|8.2 x 11.7
|-
|A5
|5.8 x 8.2
|-
|B
|11 x 17
|-
|B0
|39.4 x 55.7
|-
|B1
|27.8 x 39.4
|-
|B2
|19.7 x 27.8
|-
|B3
|13.9 x 19.7
|-
|B4
|10.1 x 14.3
|-
|B5
|7.2 x 10.1
|-
|B6
|5 x 7.2
|-
|Business Check
|8.5 x 4
|-
|Coupon
|1 x 4
|-
|Legal
|8.5 x 14
|-
|Letter
|8.5 x 11
|-
|Personal Check
|5 x 3
|}

==Remote Scanning==
[http://help.halfile.com/index.php?title=Chapter_4_-_Capturing_Documents_4.0#column-one Contents]

Remote scanning is scanning documents at a remote site and uploading them to the central server location so they can be indexed in halFILE. halFILE supports a variety of remote scanning strategies including:

'''Scanning and Importing'''
This strategy involves the installation of the halFILE scan module at the remote site. You scan to a basket at the remote site, copy the images to some removable media (Removable Drive or Tape), ship the media to the central site, and use halFILE's Import utility to import the images. This method requires a remote scanning license from hal Systems.

'''FTP Scanning using Third Party Products'''
This strategy requires an FTP Scanner that can be configured to scan a document in multi-page TIFF format and ship the document via ftp (File Transfer Protocol) to the central site. Once at the central site, you can go into halFILE Import utility and import the documents or you can use one of two add-on products to automate the process. These products, described below, are available to automatically place the documents into a halFILE basket:

'''Capture Server'''
This product is configured to run on a server or a seldom-used workstation. It monitors folders on the network and, when multi-page TIFF images appear, it places them into a halFILE Basket. The documents are then ready to be indexed. This product can also be configured to run whenever a user goes into the Index utility. Contact your sales representative for more information.

'''Barcode Recognition Server'''
This product is configured to run on a server or a seldom-used workstation. Like Capture Server, it monitors a set of folders and when multi-page TIFF images appear, it reads the barcode as defined in halFILE and automatically indexes the document. Contact your sales representative for more information.

==Importing Documents==
[http://help.halfile.com/index.php?title=Chapter_4_-_Capturing_Documents_4.0#column-one Contents]

[[Image:Import_Icon.jpg|left]]Images can be captured from disk and loaded into the selected in-basket. To import images from disk, select '''File-Import''' or select the Import icon in the toolbar. This will display a screen similar to the following.

[[Image:Import_Dialog.jpg|center]]

===Using the import feature to import images===
# Select '''File-Import'''.
# Use either the '''Add Folder''' button or the Add Files button to add images you wish to import.
# Use the '''Remove''' button to remove selected files from the import list.
# Use the '''Clear''' button to clear the entire list and start over.
# Once the Import List contains the files that should be imported, click '''Begin Import'''. The following question is displayed: ''After importing images, do you wish to delete the original image files?'' Select '''Yes''' if the original file that was selected should be removed from the hard disk after it has been copied to the selected in-basket. Answer '''No''' to leave the original file on the hard disk. Please note that if the original files are left on the hard disk, you must remove them yourself using the Windows File Manager, Explorer, or some other method.
# The Staple screen shown below is then loaded. This step lets you group images into documents.

[[Image:Import2.jpg|center]]

Options include: '''AutoSplit '''When the end-of-document has been marked off-site and the images are being transferred to the main system via removable cartridge, or if importing images that already have the extension as the page number (.001, .002, etc.) then autosplit goes through and imports based on where it finds .001. End of document does not have to be marked again. '''End of Document''' This works much like the Scanning feature of grouping documents. The Up and Down arrows are pressed to find the last page of a document, then the '''End of Document '''button or '''F5''' is pressed to indicate the last page of the document. All files in the list up to the highlighted file become one document and are removed from the list (to be found in the basket). Continue this process until all images have been grouped into documents. '''Two Docs on One Page '''When one image file contains the image of two documents which need to each be indexed separately. Pressing this button will duplicate the image file, creating two separate documents in the basket to be indexed. '''Done '''If there are image files in the list, a message asks if you want to treat each image as a separate document. If yes, the stapling is done automatically. '''Remove Document '''Removes the image file from the list.
# Select '''File-Close''' to exit the import function.

===Staple Preview Option===
The Staple Preview option can be turned on behind the '''Tools-Options''' tab of the scan module and affects the stapling operation in Import. With this option, the stabling procedure is the same, except instead of immediately removing stapled documents from the list, the staple point (when F5 or End of Document is pressed) is marked with <end of doc>. If a mistake is made during stapling, you can return to the staple point and press F5 again to remove the <end of doc> marker. When all the staple points have been defined, click Done to actually perform the stapling process.

==Capturing Printed Output==
[http://help.halfile.com/index.php?title=Chapter_4_-_Capturing_Documents_4.0#column-one Contents]

When halFILE is installed, the halFILE Printer is automatically installed which provides for halFILE's 'Print To' feature. With this feature, documents printed from any application can be imported into halFILE. The 'Print To' feature captures the printed out, converts it to a TIFF image and kicks off the import process. To print to halFILE, perform the following steps:
# Load the document you wish to print to halFILE. This could be a word processing document, a spreadsheet, an Acrobat file, a Crystal Report or anything that includes a print menu.
# Select the print option (typically File – Print), change printers to the halFILE Printer and begin the printing process.
# A box will be displayed showing the printed output is being captured and converted to a TIFF image. Once that is complete, the halFILE Document Capture Utility is loaded.
# Select the halFILE Application, Database and Basket to import into. Also select whether you want to immediately index the document.
# Click the '''Import into halFILE''' button. The document is then imported into halFILE. If the Index option was selected, the index utility will be loaded so you can enter keywords for the document. If you do not select the index option, then you should index it at a later time.

The screen below shows the capture utility used by the Print To feature.

[[Image:Document_Capture_Utility_Dialog.jpg|center]]

==Sending Documents to halFILE==
[http://help.halfile.com/index.php?title=Chapter_4_-_Capturing_Documents_4.0#column-one Contents]

===The halFILE Document Transporter===
The '''halFILE Document Transporter''' replaces the Send To Wizard used in prior versions of halFILE. With this utility, you can not only import the active Office Document into halFILE, but also easily Drag/Drop other types of documents into halFILE. To activate the halFILE Document Transporter, select the Tools-Document Transporter menu on the halFILE Manager toolbar.

===Display the Document Transporter in the Notifications Area===
To tell Windows to always show the Document Transporter in the notifications area of the Windows Taskbar:

* Click the Show hidden icons arrow next to the notification area
* Click Customize
* Find hfTransporter in the list and select Show Icon and Notifications from the dropdown

===Adding the Document Transporter to Startup===
To permanently add the Document Transporter icon to the notifications area:

* Right click the document transporter icon
* Select Launch at Startup

===Adding the Transporter to Explorer right click menu===
This will enable you to right click on a file on your desktop or in explorer and select Send To halFILE Transporter.

* Right click the Document Transporter icon
* Select Add to Explorer context menu

===Importing Currently Open (Active) Office Documents===
The Document Transporter can quickly import a Microsoft Office document into a halFILE basket and automatically start the index process. Documents supported include:

* Microsoft Word
* Microsoft Excel
* Microsoft PowerPoint
* Microsoft Access
* Microsoft Outlook

With your Office Document open:

* Right click the Document Transporter icon
* Select the appropriate menu for your currently open (active) Office document.

===Drag/Drop===
Double click the Document Transport Icon and a new window will appear allowing you to drag/drop files These files will automatically be imported into halFILE and you will be prompted for which application, database, and basket.

====Drag/Drop Image Files====
You may drag a halFILE document with standard page numbers (.001, .002, .003) into the system by just dragging the first page. The remainder of the document will be imported automatically.

====Drag/Drop Multi-Page TIFF Files====
Multi-page TIFF files will be automatically imported and split into single page TIFF documents in the basket.

====Drag/Drop Emails====
You may drag emails directly from your email client to the Transporter. This will import the email as an Associated document and halFILE will redisplay the email in your mail client including any attachments when you view the document at a later time.

''Note: If you have a mix of Outlook and Outlook Express/Windows Live Mail then you would need the correct application installed on the retrieval workstation when trying to view the email at a later time.''

====Right click Send To halFILE Transporter====
You may right click any file in Explorer or on the desktop and send to halFILE Document Transporter. These files will be automatically imported as outlined above.

File:Import Dialog.jpg

2013-02-18T20:42:23Z

Tomh: uploaded a new version of "File:Import Dialog.jpg"

Chapter 2 - Overview 4.0

2013-02-08T21:10:01Z

Tomh: /* General enhancements: */

[http://help.halfile.com/index.php?title=HalFILE_4.0_Documentation Main Index]

==Upgrading to version 4.0==

''If you have any questions on performing this upgrade, or you are not sure if the upgrade is required, please call Technical Support for help.''

'''From Version 3.0'''
To upgrade halFILE to version 4.0, contact halFILE Technical Support. They will set up your license registration in the halFILE Update Service (http://update.halfile.com) and will instruct you on how to use the halFILE Update Service to upgrade your system to version 4.0.

'''From Versions prior to 3.0'''
This requires Technical Assistance. Please call Technical Support.

==halFILE Update Service==
[http://help.halfile.com/index.php?title=Chapter_2_-_Overview_4.0#column-one Contents]

You can now use the halFILE Update Service to obtain program releases, enhancements and bug fixes. This is done through the Tools-Update Service menu of the halFILE Administrator.

Tutorials on the halFILE Update Service are available behind the "learn more" link at http://update.halfile.com.

==Document Management with halFILE==
[http://help.halfile.com/index.php?title=Chapter_2_-_Overview_4.0#column-one Contents]

halFILE is a document management application that provides electronic document storage and retrieval capabilities. Using the popular Microsoft Windows interface, paper documents can be scanned into a digital image format, key words can be entered into a user-defined database, and images can be archived to permanent storage such as network storage devices and compact disks. Documents can also be captured by importing them from disk or capturing printed output. With halFILE's Office 'Send To' feature, Microsoft Office documents can be sent directly to halFILE. Searching the database using keywords then retrieves documents and displays related images on the screen.

The following diagram depicts a typical halFILE system flow:

[[File:HalFILE_System_Flow4.jpg]]

==What’s New in 4.0==
[http://help.halfile.com/index.php?title=Chapter_2_-_Overview_4.0#column-one Contents]

The following lists new features of version 4.0.

===='''General''' enhancements:====

* Based on the .NET platform for better performance and stability.
* Integrated halFILE PDF Viewer. This means when viewing PDF documents, the image window will no longer fall behind other windows.
* Integrated halFILE Office Viewer. This means when viewing Office documents (Excel, Word, etc), the image window will no longer fall behind other windows.
* Image Viewer lets you email documents as PDF.
* Crystal 2011 support.
* Active Directory integration now supports LDAP.

===='''halFILE Search''' Module enhancements:====

* Spell Checker
* Auto-Complete feature to list names in the database.
* Edit-Append from file that handles folders with periods.
* Quick Section-Township-Range feature.
* Supports 100,000 record hit lists.
* Completes large searches much more quickly.
* Re-order search hit list columns by dragging columns to desired position.
* Sort Hit List with single click in the header box - toggles ascending/descending.
* Save Grid Format menu has been moved to the new Layout menu.
* “Not equal” searches.
* NULL searches.
* Tools-options settings changes are immediate.
* Hide the Find Text button unless halCOLD is configured.
* Build search criteria by clicking on names in hit list.
* Ability to do include/exclude of Instrument Types.
* Show Record Counter statistic on hit list and document info screens so user knows how far down they are in the Search Results.
* Allow % in block and lot so you can do a section search for all blocks/lots.
* Ctrl-D hot key which, when used in multi-entry field, will replicate the prior line’s last name.

===='''halFILE Index''' Module enhancements:====

* Spell Checker.
* Auto-Complete feature to list names in the database.
* Edit-Append from file that handles folders with periods.
* Quick Section-Township-Range feature.
* Added ALT+I or some keystroke to HFIndex32 to do the same copy field functionality as ALT+D but "insert" the data at the cursor position instead of replacing the data.
* Quick document look up to load the Document Clipboard for Copy/Paste.
* Option to press Ctrl+S and no other key required to go to next doc in index and/or search
* Ctrl-D hot key which, when used in multi-entry field, will replicate the prior line’s last name.
* Support data thresholds on date or value fields including date range, value range, file date must be after instrument date.
* Add Auto Fill of # of pages.
* Support Auto Fill of date/time field and current date/time.

===='''halFILE Administrator''' enhancements:====

* All security settings into a flatter, grid interface.

# Includes Extended settings.
# Includes Custom Search setting.
# Show Main settings on the main user screen so, as they add databases for the user, they can see the inherited privileges.
# Put e.halFILE settings on User screen.

* Add maintenance utilities for Multi_Entry Fields and Table Definitions for better administrative control.
* Control FromEmail= and SMTP Authentication settings in halweb.ini from Auto Archive set up.
* Create Basket - prevent SQL reserved words for basket names.
* Add interface to set up searchmenus.ini.

===='''halFILE Manager''' enhancements:====

* Color Coded baskets.
* New icons – smaller footprint.

===='''halFILE Basket Status''' module enhancements:====

* Handle baskets with over 32767 entries more gracefully.

===='''halFILE Import Module''' module enhancements:====

* More standardized document selection interface.
* Supports importing documents of different types (for example: TIFF and PDF).
* Supports importing from multiple source folders.
* The halFILE Document Transporter replaces the Send To Wizard and supports the importing of not only Office Documents, but also any other document type supported by halFILE. Drag/drop and Right Click-Send To features are supported.

===='''halFILE Scan Module''' module enhancements:====

* Scan to PDF.

===='''halFILE Base Edit Module''' module enhancements:====

* Edit Block/Lot instead of having to clear and re-add… i.e. in the base edit, be able to fix a single error right there on the grid.

===='''halFILE Archive Module''' module enhancements:====

* Log the computer name to show where archive is scheduled.