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Chapter 9 - Tools 4.0
2018-07-12T17:02:14Z
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<hr />
<div>[http://help.halfile.com/index.php?title=HalFILE_4.0_Documentation Main Index]<br />
<br />
==Login==<br />
<br />
With security enabled, users must login to access halFILE. At this login menu item, the login can be changed to another user's login.<br />
<br />
==Basket Status==<br />
[http://help.halfile.com/index.php?title=Chapter_8_-_Tools_4.0#column-one Contents]<br />
<br />
[[Image:FileManager248.jpg|left]] To review the status of documents in an In-Basket, select the basket you wish to review and click the Basket Status icon or select the '''Tools-Basket Status''' menu. This selection displays a screen similar to the one below. <br />
<br />
When you click a document number in the list, it will show the related document in the viewer. For Associated Documents, double click to view the document in its native application.<br />
<br />
You can change databases and baskets here as well using the drop down boxes near the top of the form.<br />
<br />
[[Image:Basket_Status_Window_Overview.jpg]]<br />
<br />
<br />
'''Showing the status for a document'''<br />
<br />
# From the image list, click the document number to review.<br />
# The current status for the document is shown on the frame below the image list and the first page of the image is displayed. Status settings for a document are as follows:<br />
## Scan complete - the document is scanned but not yet indexed.<br />
## Index in Progress - the document is currently being indexed.<br />
## Index-Not Verified - if the Index Verification feature is enabled, this indicates the document is indexed but has yet to be verified by a second data entry operator.<br />
## Index Complete - the document has been indexed but is not yet archived. If the Index Verification feature is enabled, this indicates that the document has been indexed and verified.<br />
## Archive Complete - the document has been archived. There is no further work to be done for the document. This status only applies to documents that are indexed without an image.<br />
<br />
<br />
'''Changing the status of a document'''<br />
<br />
At some time, it may become necessary to change the status of a document. For instance, if the system went down while a document was being indexed, you may need to change the status from index in progress to scan complete in order to re-index the document.<br />
<br />
# From the image list, click the document number to review. This will display the status for the document.<br />
# In the status box, click the status that you want. This changes the status immediately.<br />
<br />
<br />
'''Removing all images from the basket'''<br />
<br />
Select '''File-Remove All Documents''' from the menu. This selection permanently deletes all the image files in the basket.<br />
<br />
<br />
'''Removing marked documents'''<br />
<br />
Remove multiple marked documents by using CTRL-Click or a range of documents using SHIFT-Click. Then using '''File-Remove Marked Documents''', all of the marked documents are removed from the basket and the images are permanently deleted.<br />
<br />
<br />
'''Adding pages to a document'''<br />
<br />
Use '''Edit-Insert Pages''' or '''Edit-Append Pages-From Scanner '''to scan additional pages for the selected document. To select an image file from disk, select '''Edit-Append Pages-From File'''.<br />
<br />
<br />
'''Deleting a page from a document'''<br />
<br />
Select '''Edit-Delete Page''' on the viewer's menu to permanently delete the page that is currently displayed.<br />
<br />
<br />
'''Reordering pages within a document'''<br />
<br />
Click the Reorder button to reorder the pages with the selected document (images only). This takes you to the Image Move Utility, described in the following section.<br />
<br />
<br />
'''Printing Marked Documents'''<br />
<br />
You can mark a set of documents and then select the '''File-Print Marked Documents''' menu to print selected documents. To mark a range of documents, click to highlight the first document in the range then shift-click on the last document in the range. To mark selected documents, use ctrl-click.<br />
<br />
<br />
'''Inserting Document Numbers into a basket'''<br />
<br />
At some point, it may be necessary to add the document numbers for existing images into a basket. The '''File-Insert Documents''' menu selection is used to do this. Note that this feature expects the images to exist in the basket folder. This feature does not scan or import documents from other sources. An example of when this feature would be used is if the basket database becomes corrupted and must be rebuilt. Since the images are still in the basket folder, you could insert the document numbers into the rebuilt basket to recover.<br />
<br />
When you insert document numbers, you provide the document prefix, a from and to document number, the basket status to apply for the document, the document type and, if it an associated document, the file extension. When you click the OK button, the document range is entered into the basket list with the appropriate settings.<br />
<br />
<br />
'''Export documents'''<br />
<br />
You can export all documents or selected documents to a selected folder using '''the File-Export Documents''' menu selection. When this menu is selected, you are first asked if you wish to export the selected documents. If you answer YES, you are asked to enter the folder to export to and only the selected documents are exported. If you answer NO, then you asked if you wish to export all documents in the basket. If you answer YES then you are asked for the target folder and all documents are exported to this location.<br />
<br />
<br />
'''Change the status for a range of documents'''<br />
<br />
Use the '''Change-Range''' menu selection to change the status for a range of documents in the basket. When you select this menu, a form is displayed where you enter the document prefix, the first and last document numbers, and the from and to status. For example, if your basket held documents T0000001 through T0000123 and you wanted to change the status for the last five documents from Index Complete to Scan Complete, the following procedure would be used:<br />
<br />
# Select the Change-Range menu.<br />
# Enter T for the document prefix.<br />
# Enter 118 in the from document box (the system will fill in the zeroes.<br />
# Enter 123 in the to document box.<br />
# Select Index Complete from the From Status dropdown box.<br />
# Select Scan Complete from the To Status dropdown box.<br />
# Click OK.<br />
<br />
<br />
'''Transfer documents to another basket'''<br />
<br />
Use the '''File-Transfer''' menu selection to transfer all or selected documents to another basket. When you select this menu, a form is displayed where you select the target basket as well as whether all or selected documents are to be transferred. Click the Transfer button to perform the transfer.<br />
<br />
<br />
'''Selecting documents'''<br />
<br />
The '''Edit-Select''' menu can be used to select (highlight) all documents having a certain status. For example, to select all documents having a status of "index complete", use the menu '''Edit-Select-Index complete documents'''. Every document in the basket having a status of "index complete" will be selected. This feature is useful to select documents and then transfer them to a different basket using the '''File_Transfer''' menu.<br />
<br />
<br />
'''Optical Character Recognition (OCR)'''<br />
<br />
You can convert a document to text using halFILE's OCR feature in Tools-Basket status. There are menu selections to convert the image that is displayed to text (menu OCR-Page-Text), Word (OCR-Page-Word), WordPerfect (OCR-Page-WordPerfect) and HTML (OCR-Page-HTML). There are also menus to convert the entire document (OCR-Document).<br />
<br />
<br />
'''Refreshing a basket'''<br />
<br />
The '''Tools_Refresh''' menu selection is used to reload the basket. This can be used to see if any recent changes have been made to the documents in the basket.<br />
<br />
<br />
'''Basket Statistics'''<br />
<br />
The '''Tools-Statistics-This Basket''' menu selection calculates and displays basket statistics. This shows totals for each status and for each document type.<br />
<br />
The '''Tools-Statistics-All Baskets''' menu selection calculates and displays summary basket statistics for all baskets in all databases.<br />
<br />
==Move Images==<br />
[http://help.halfile.com/index.php?title=Chapter_8_-_Tools_4.0#column-one Contents]<br />
<br />
The '''Tools-Move Images''' menu selection is used to manage images that have been scanned and are still in a basket (i.e. have not been archived to permanent storage). <br />
<br />
<br />
'''Rearranging pages'''<br />
<br />
To rearrange the page order of images within a document:<br />
<br />
# In the halFILE Manager, select the in-basket in which the document exists. <br />
# Select '''Tools-Move Images'''.<br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document for which the images must be re-arranged. To select a document, either double click in the document number or click the document number then press the Open button beneath the list box. <br />
# The pages for the document are listed in their original order in the left image list box. The pages in their revised order are listed in the right hand box. The extension represents the page number. Clicking on a number from the list will display that page in the image window. <br />
# The '''Add''' button is used to move pages that are highlighted in the Original Order box into the Revised Order box. You can multi-select pages in the Original Order box to move multiple pages at one time.<br /><br /><span style="color:blue; font-style:italic">To multi-select individual pages, hold the CTRL key down while left clicking a page. To multi-select a range of pages, left click on the first page of the range to highlight it. Then go to the last page and, while hold the SHIFT key down, press the left mouse button on that page. The range will then be highlighted.</span><br /><br /><br />
# Pages can be removed from the Revised Order box using the '''Remove''' button.<br />
# Once the images are in the correct revised order, click the '''Save''' to perform the rearranging of the images. <br />
<br />
<br />
'''Replacing pages of documents'''<br />
<br />
The Image Move utility can replace a page in a document with an image that exists on your system. To replace a page within a document, use the following steps:<br />
<br />
# In the halFILE Manager, select the in-basket in which the document exists. <br />
# Select '''Tools-Move Images'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document within which an image must be replaced. <br />
# The images are loaded into a list box. <br />
# Click on an image to select it, which highlights the page number/file name header. <br />
# Click the '''Replace''' button at the top of the screen. You will be asked if you wish to replace the page. Click the YES button and then find the image on disk which will be used to replace the image shown.<br />
<br />
<br />
'''Appending pages to documents'''<br />
<br />
To append images to the selected document, use the following procedure:<br />
<br />
# In the halFILE Manager, select the in-basket in which the document exists. <br />
# Select '''Tools-Move'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document onto which an image should be appended. <br />
# The images are loaded into a list box. <br />
# Click on an image to select it, which highlights the page number/file name header. <br />
# Click the '''Append''' button at the top of the screen. The Explorer dialog will open to let you find the image on disk that will be appended to the document. You can multi-select the images to append. <br />
# The appended pages will appear in your Original Order list. You can then add the pages to the Revised Order list in the order you want them and click '''Save''' to save the document. <br />
<br />
<br />
'''Deleting pages from documents'''<br />
<br />
To delete a page from a document:<br />
<br />
# In the halFILE Manager, select the in-basket in which the document exists. <br />
# Select '''Tools-Move Images'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document within which an image should be deleted. <br />
# The images are loaded into a list box. <br />
# Click on an image to select it. <br />
# Click the '''Delete''' button at the top of the screen. You will be asked if you wish to delete the page. <br />
# Click the '''Yes''' button and the page is removed. <br />
<br />
<br />
'''Moving pages from document to document'''<br />
<br />
To move a page from one document to another:<br />
<br />
# In the halFILE Manager, select the in-basket in which the document exists. <br />
# Select '''Tools-Move Images'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document from which you wish to move pages. <br />
# The images are loaded into the Original List box. <br />
# In the Original Order list, select the image or images you wish to move. <br />
# Click the '''Move''' button at the top of the screen. <br />
# A form is loaded showing the pages that were marked. <br />
# Enter the document number to move the selected pages to into 'Move to end of document' box. Or, click the''' Select''' button to choose from the list of documents in the basket. If you wish to review the document to make sure it is the correct one, press the Preview button. <br />
# If you want the images to be removed from the document from which they are being moved, check the 'Delete after Moving' check box. If this box is not checked, the original document will be left unchanged. <br />
# Click the '''OK''' button at the bottom of the form to perform the image move. <br />
# If you wish to re-arrange the pages after the move, select '''File-Open''', select the document number and proceed with shuffle or swap of images as described above. <br />
<br />
==Image Utility==<br />
[http://help.halfile.com/index.php?title=Chapter_8_-_Tools_4.0#column-one Contents]<br />
<br />
The '''Tools-Image Utility''' menu selection is used to manage images that have been scanned and are still in a basket (i.e. have not been archived to permanent storage). This utility works much like the Move Images utility above, except it requires either a Kofax engine or a TWAIN scanner. Which interface is used depends on the scanner type (Kofax or TWAIN) you selected as you default when you first went into the scan module.<br />
<br />
<br />
'''Rearranging pages'''<br />
<br />
To rearrange the page order of images within a document:<br />
<br />
# In the halFILE Manager, select the in-basket in which the document exists. <br />
# Select '''Tools-Image Utility'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document for which the images must be re-arranged. To select a document, either double click in the document number or click the document number then press the Open button beneath the list box. <br />
# The pages for the document are listed in their original order in the left image list box. The pages in their revised order are listed in the right hand box. The extension represents the page number. Clicking on a number from the list will display that page in the image window. <br />
# The '''Add''' button is used to move pages which are highlighted in the Original Order box into the Revised Order box. You can multi-select pages in the Original Order box to move multiple pages at one time.<br /><br /><span style="color:blue; font-style:italic">To multi-select individual pages, hold the CTRL key down while left clicking a page. To multi-select a range of pages, left click on the first page of the range to highlight it. Then go to the last page and, while hold the SHIFT key down, press the left mouse button on that page. The range will then be highlighted.</span><br /><br /><br />
# Pages can be removed from the Revised Order box using the '''Remove''' button.<br />
# Once the images are in the correct revised order, click the '''Save''' to perform the rearranging of the images. <br />
<br />
<br />
'''Swapping pages of documents'''<br />
<br />
To swap the order of two images within a document:<br />
<br />
# In the halFILE Administrator, select the in-basket in which the document exists. <br />
# Select '''Tools-Image Utility'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document for which the images must be re-arranged. <br />
# The images are loaded and placed into boxes on the screen. <br />
# Change to Swap mode by selecting '''Mode-Swap''' from the menu.<br /><br /><span style="color:blue; font-style:italic">Swap mode is where, when an image is dragged from one slot to another within a document, the image that was dragged is placed into the slot of the image that it was dragged to. The image that was dragged to is then placed into the slot of the image being dragged.</span><br /><br /><br />
# Click on the image that you want to move, holding down the mouse button. Then drag it over the image that you want to swap it with. Do not click on the page number/image file name header but on the image itself. Once you have dragged it to the desired position, release the mouse button. You will see the images swapped. The image file names will show you what has taken place. <br />
# Click the '''Save''' button at the top of the screen to perform the image swap or click on the Revert button to load the document in its original (unchanged) state. <br />
<br />
<br />
'''Replacing pages of documents'''<br />
<br />
To replace a page within a document:<br />
<br />
# In the halFILE Administrator, select the in-basket in which the document exists. <br />
# Select '''Tools-Image Utility'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document within which an image must be replaced. <br />
# The images are loaded into a list box (Large Document Interface) or placed into boxes on the screen (Thumbnail Interface). <br />
# Click on an image to select it which highlights the page number/file name header. <br />
# Click the '''Replace''' button at the top of the screen. You will be asked if you wish to replace the page and to place a page into the scanner. The replacement page is then scanned and displayed in the slot formerly held by the page that was replaced. <br />
----<br />
<p style="color:blue; font-style:italic"><br />
Note: To change the setting on the scanner, select Settings-Scanner before clicking the Replace button.''<br />
</p><br />
----<br />
<br />
<br />
'''Appending pages to documents'''<br />
<br />
To append a page to the end of a document:<br />
<br />
# In the halFILE Administrator, select the in-basket in which the document exists. <br />
# Select '''Tools-Image Utility'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document onto which an image should be appended. <br />
# The images are loaded into a list box (Large Document Interface) or placed into boxes on the screen (Thumbnail Interface). <br />
# Click the '''Append''' button at the top of the screen. You will be asked if you wish to append a page and to place a page into the scanner. The page is then scanned and displayed as the last page of the document. <br />
<br />
<br />
'''Inserting pages in documents'''<br />
<br />
To insert a page within a document:<br />
<br />
# In the halFILE Administrator, select the in-basket in which the document exists. <br />
# Select '''Tools-Image Utility'''.<br />
# Select''' File-Open''' and, from the list of documents in the basket, select the document within which an image should be inserted. <br />
# The images are loaded into a list box (Large Document Interface) or placed into boxes on the screen (Thumbnail Interface). <br />
# Click on an image to select it, which highlights the page number/file name header. <br />
# Click the''' Insert''' button at the top of the screen. You will be asked if you wish to insert a page and to place a page into the scanner. The page is then scanned and displayed in the slot before the selected page. <br />
<br />
<br />
'''Deleting pages from documents'''<br />
<br />
To delete a page from a document:<br />
<br />
# In the halFILE Administrator, select the in-basket in which the document exists. <br />
# Select '''Tools-Image Utility'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document within which an image should be deleted. <br />
# The images are loaded into a list box (Large Document Interface) or placed into boxes on the screen (Thumbnail Interface). <br />
# Click on an image to select it, which highlights the page number/file name header. <br />
# Click the '''Delete''' button at the top of the screen. You will be asked if you wish to delete the page. <br />
# Click the '''Yes''' button or press 'Y' and the page is removed. <br />
<br />
<br />
'''Moving pages from document to document'''<br />
<br />
How to move a page from one document to another:<br />
<br />
# In the halFILE Administrator, select the in-basket in which the document exists. <br />
# Select '''Tools-Image Utility'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document from which you wish to move pages. <br />
# The images are loaded into a list box (Large Document Interface) or placed into boxes on the screen (Thumbnail Interface). <br />
# Click on an image to select it, which highlights the page number/file name header. <br />
# If you are using the Thumbnail Interface, click the '''Mark''' button at the top of the screen. This tags the selected image as 'marked'. To unmark the page, click the Mark button again. If you are using the Large Document Interface, the page is automatically marked when highlighted.<br />
# After marking all the pages that you wish to move, click the Move button at the top of the screen. <br />
# A form is loaded showing the pages that were marked. <br />
# Enter the document number to move the selected pages to into 'Move to end of document' box. Or, click the''' Select''' button to choose from the list of documents in the basket. If you wish to review the document to make sure it is the correct one, press the Preview button. <br />
# If you want the images to be removed from the document from which they are being moved, check the 'Delete after Moving' check box. If this box is not checked, the original document will be left unchanged. <br />
# Click the '''OK''' button at the bottom of the form to perform the image move. <br />
# If you wish to re-arrange the pages after the move, select '''File-Open''', select the document number and proceed with shuffle or swap of images as described above. <br />
<br />
==Test Images==<br />
[http://help.halfile.com/index.php?title=Chapter_8_-_Tools_4.0#column-one Contents]<br />
<br />
The '''Tools-Test Images''' menu selection is used to test a set of images to ensure that they can be viewed. This utility is typically used after mastering a CD of images to ensure that the process of writing the images to the CD worked correctly.<br />
<br />
To test a set of images use the following procedure:<br />
<br />
# Select the '''Tools-Test Images''' menu from the halFILE Manager.<br />
# On the '''Select Files''' tab, select the drive and folder where the images to be test reside.<br />
# If you wish to test all images in folders that exist beneath the selected folder, check the '''Include Sub-folders''' box.<br />
# Switch to the '''Image Processing''' tab by clicking on the tab at the top of the form.<br />
# Click the '''Process Images''' button.<br />
<br />
The images will be loaded into the view one by one. Any images that get an error when loading will be listed in the errors box.<br />
<br />
==Process Images==<br />
[http://help.halfile.com/index.php?title=Chapter_8_-_Tools_4.0#column-one Contents]<br />
<br />
The '''Tools-Process Images''' menu selection is used to apply image processing filters to a set of images. Applying these filters can improve the quality and reduce the size of the images in many cases. This feature requires a Kofax engine and supports the following:<br /><br />
<br />
* Deskew<br />
* Streak Removal<br />
* Despeckle<br />
* Line Removal<br />
* Image Filtering<br />
* Deshade<br />
* Black Border Removal<br />
<br /><br />
----<br />
<p style="color:blue; font-style:italic"><br />
Note: These filters permanently alter the image. There is no undo. So, you should test the filter you wish to apply against some test documents before running it against production documents.<br />
</p><br />
----<br />
<br />
To apply image processing filters, perform the following steps:<br />
<br />
# From the halFILE Manager, select '''Tools-Process Images'''.<br />
# On the '''Select Files''' tab, find and select the drive and folder in which the images to be processed reside. This must be a re-writable device (typically magnetic disk).<br />
# If you want to select only certain images, you can enter a wildcard into the '''File Selection Pattern''' box.<br />
# If you wish to include all folders beneath the selected folder, check '''the Include Sub-folders''' box.<br />
# If you wish to select and reset the Kofax engine to be used, click the '''Select and Reset Engine''' button.<br />
# Go to the '''Image Processing''' tab by clicking on the tab at the top of the screen.<br />
# Check the image processing filters to apply.<br />
# If you wish to change the default settings for a filter, click the appropriate set up button found next to the filter.<br />
# If you wish apply image rotation to the images, select the degree rotation from the '''Rotation options''' frame.<br />
# Go to the '''Execute''' tab by clicking on the tab at the top of the screen.<br />
# Click the '''Process Images''' button to begin the process.<br />
<br />
==Associated Import==<br />
[http://help.halfile.com/index.php?title=Chapter_8_-_Tools_4.0#column-one Contents]<br />
<br />
<br />
'''Overview'''<br />
<br />
The Associated Import Program, ASSOCIMP32.EXE, can be used to:<br />
<br />
# Import files that are not standard halFILE Image Files (PDF files, Word documents, etc.) into the halFILE System to be stored with halFILE and viewed using the original program.<br />
# Import Multi-Page TIFF images, and convert them into standard halFILE Image Files<br />
# Fill out designated index fields by reading values from the name of the file being imported. <br />
# Automatically execute multiple import filters with one click.<br />
<br />
<br />
'''Running the program'''<br />
<br />
To launch Associated Import, select Tools-Associated Import from the halFILE Manager Toolbar. <br />
<br />
<br />
'''Operation'''<br />
<br />
When you run Associated Import, you are first presented with a screen to select the Application, Database, Basket and Import Filter as shown below. The first time the program is run, no Import Filters will be listed.<br />
<br />
[[Image:Associated_Import_Main_Window.jpg]] <br />
<br />
The following buttons are available on the Main Menu Screen:<br />
<br />
'''Add Import Filter''' – this adds a new import filter for the selected Application and Database.<br />
<br />
'''Edit Import Filter''' – this edits the import filter that has been selected in the Import Filter box.<br />
<br />
'''Begin Import of this filter only''' – this executes the selected import filter, importing files into the system and indexing them as defined by the filter.<br />
<br />
'''Begin Auto Import of all marked filters''' – this executes every import filter that is marked for auto import.<br />
<br />
'''Close''' – Close the Associated Import program.<br />
<br />
<br />
'''Adding a New Import Filter'''<br />
<br />
When you click '''Add Import Filter''', the following screen is shown.<br />
<br />
[[Image:Associated_Import_New_Import.jpg]] <br />
<br />
'''Filter Title''' – Free-form text used to describe the filter such as "Tax Statements"<br />
<br />
'''File Selection path''' – this is the path where the files to import will be found. Be sure to include a trailing backslash (\).<br />
<br />
'''File Selection wildcard''' – this is the selection criteria for the files to be imported. You may use the wildcard characters asterisk (*) and question-mark (?) in this field. For instance: <br />
<br />
# If you want all of the DOC files found in the designated path, you would enter '*.DOC'. <br />
# If you wanted only the PDF files that began with '264,' you would enter '264*.PDF'.<br />
# If you wanted only TIF image files that began with a 4-digit year, followed by exactly 4 additional characters, you would enter 2004????.TIF<br />
<br />
Use the LOAD SAMPLE button to fill in the File Selection boxes by browsing the file system.<br />
<br />
'''File name field delimiter''' – this designated the delimiter (or character) that is used to identify fields within the file name. If you leave the field delimiter blank, the system assumes that you are not using a delimiter; rather you will designate the starting position and length for each field in the file name.<br />
<br />
'''Import files as single page TIFF images''' – check this box only if the files being imported are single page TIFF images. This will enable the Append Page options.<br />
<br />
'''Split Multi-Page TIFF''' – use this option if the files you are importing are Multi-Page TIFF files that need to be split into single-page TIFF files before importing into halFILE. Selecting this option will automatically select the Single Page TIFF check box. If you are unsure of this option and its ramifications, please contact Technical Support.<br />
<br />
'''Mark this filter for automatic import''' – indicate to the program that this filter will be included in an automatic import.<br />
<br />
Once you have entered these options, Click the '''SAVE''' button to save these settings to the Filter.<br />
<br />
<br />
'''Editing an existing Import Filter'''<br />
<br />
When you click Edit Import Filter, the following screen is shown:<br />
<br />
[[Image:Associated_Import_Edit_Existing_Import.jpg]]<br />
<br />
'''Import files as single page TIFF images''' - If you check this box, the append file options appear, indicating the Starting Column and length text boxes should be filled in. Filling in these boxes will allow the program to automatically staple pages together based on a certain string in the file name. For example:<br />
<br />
# Images are single-page TIFF images.<br />
# File Names are XXXXXXXX_PPP.tif (XXXXXXXX represents a file number, and the PPP is the page)<br />
# Any docs that match the file number would be stapled together in halFILE with the same document number. <br />
# You would put the number 1 in the starting column box, and the number 8 in the length box.<br />
<br />
'''Field to import''' – when you are editing an Import Filter, you have this drop down box to define the fields that will be automatically indexed. You select the field from the drop down box, and then click the Edit Field button, which displays another screen (see ''Editing the Field Information'' section below).<br />
<br />
Select only those fields that need to be indexed when the Import Filter is processed. The buttons at the bottom of the Edit Import Filter screen include:<br />
<br />
'''Save''' - saves the import filter.<br />
'''Cancel''' - cancels any changes you have made to the filter.<br />
'''Load Sample''' - lets you select a file through the Windows Explorer interface, and then automatically fills in the File Selection path and File Selection wildcard boxes.<br />
'''Edit Field''' - edits the selected field information.<br />
'''Delete''' - deletes the current Import Filter (after confirmation).<br />
<br />
<br />
'''Editing the Field Information'''<br />
<br />
If you are using the Associated Import Utility to index documents based upon information found in the file name, selecting a field from the drop down, and clicking the EDIT FIELD button will take into the Field Posting options.<br />
<br />
If you are using a delimiter to separate the field in the file name, you see the following screen:<br />
<br />
[[Image:Associated_Import_Edit_Field_Char_Delimited.jpg]]<br />
<br />
'''Posting Option''': The 'Post data found in report' option is selected if you want the system to parse a part of the PDF file name and automatically fill in the index field. The 'Post data keyed by operator' option is selected if you want the system to ask you for the data to post when you run the import filter.<br />
<br />
'''Field # in File Name''': This option designates which field in the file name to post, counting the delimiters as separators:<br />
<br />
Given a file name '''DT_01262004_0738_0005.PDF''', the following fields could be read from the file name:<br />
<br />
{|<br />
|Field 1||DT||Instrument Type<br />
|-<br />
|Field 2||01262004||Date field<br />
|-<br />
|Field 3||0738||Book<br />
|-<br />
|Field 4||0005||Page<br />
|-<br />
|}<br />
<br />
'''Remove Leading Zeros''': Check this box, if you want extra zeros (0) removed from numeric fields. Using the previous example, Field 3 would become 738 instead of 0738, and Field 4 would become 5 instead of 0005. Be advised that removing leading zeros can cause record sorting issues in the halFILE Search Module Hit List and Crystal Reports (i.e., 1 would be followed by 10, followed by 100, etc).<br />
<br />
'''Date format''': This defines how the date is formatted in the file name. If the selected field is not a date field, leave the box as non-date, and continue. If the selected field is a date field, select the appropriate option from the drop down list. Using our example, '01262004' the date format would be 'mmddyyyy'. Note that to prevent errors during import, it is important to consistently use the same date format in all file names that will be used for a given filter. Also, you should zero-fill the month and day fields consistently (01031999 not 131999) to ensure that the system will correctly index the date field.<br />
<br />
DO NOT check the Remove Zeros box if you are using a date field. If you did NOT designate a field delimiter, the field information setup screen will be slightly different:<br />
<br />
[[Image:Associated_Import_Edit_Field_Column_Delimited.jpg]]<br />
<br />
'''Posting Option''' – same as above<br />
'''Select column''' – designates the starting column for the data to post.<br />
'''Length''' – designates how many characters from the file name to use.<br />
'''Remove Leading Zeros''' – same as above<br />
'''Date format''' – same as above<br />
<br />
If using the Starting Column/Length options, the example above would be set up as follows, given a file name '''DT_01262004_0738_0005.PDF'''. The following fields could be read from the file name:<br />
<br />
{|<br />
!Starting Column!!Length!!Value!!Destination Field<br />
|-<br />
|1||2||DT||Instrument Type<br />
|-<br />
|4||8||01262004||Date field<br />
|-<br />
|13||4||0738||Book<br />
|-<br />
|18||4||0005||Page<br />
|-<br />
|}<br />
<br />
<br />
'''Executing an Import Filter Manually'''<br />
<br />
Once your import filters have been set up, you can execute an Import Filter. To do this:<br />
<br />
# Open the Associated Import program<br />
# Select the Application, Database for the filter you wish to execute<br />
# Select the Filter you wish to execute<br />
# Select the Basket where the images will be placed<br />
# Click the button labeled '''Begin Import of this filter only'''<br />
# A list of the files located by the filter will appear<br />
# You will be asked three (3) questions:<br />
<br />
'''Confirm execution of the filter'''<br />
<br />
[[Image:Associated_Import_Confirm_Execution_of_the_Filter.jpg]]<br />
<br />
* If you answer YES, the import will proceed.<br />
* If you answer NO, the import will stop, and you will be taken back to the main menu.<br />
* If you CANCEL, you will be given the option to change the filter path and selection criteria.<br />
<br />
'''Status in basket of imported docs'''<br />
<br />
[[Image:Associated_Import_Document_Status.jpg]]<br />
<br />
* If you answer YES, the documents will be imported, indexed, and placed into the basket with the status of SCAN COMPLETE.<br />
* If you answer NO, the documents will be imported, indexed, and placed into the basket with the status of INDEX COMPLETE<br />
<br />
'''Deletion of original files'''<br />
<br />
[[Image:Associated_Import_Confirm_Deletion_of_Original_Files.jpg]]<br />
<br />
* If you answer YES, the original files will be deleted after being copied into the basket folder.<br />
* If you answer NO, the original files will be left intact after being copied. Always select NO if importing directly from a read-only media, such as a CD or DVD.<br />
<br />
# The program will begin the import, displaying a count of the number of files processed, and updating the list showing the file currently being processed.<br />
# Once it finishes, a button will appear labeled '''DONE'''. Click this to return to the Main Menu.<br />
<br />
<br />
'''Executing Import Filters Automatically'''<br />
<br />
Once your import filters have been set up, and you have tested the results, you can run these filters automatically. To do this:<br />
<br />
# Make sure the import filters you wish to run automatically have been set up with the '''Mark this filter for automatic import''' box checked (See '''Adding a new Import Filter''').<br />
# Once confirmed, you can open the Associated Import program, and click the button labeled: '''Begin Auto Import of all marked Filters'''.<br />
# This will query the List of filters for any that match your selected Application and Database, and are marked for auto import, and display them on a list.<br />
# Check the box below if you want to delete the original files.<br />
# Click the button labeled '''Begin Auto Import.'''<br />
# This will execute the filters listed sequentially.<br />
<br />
This process can also be run from a command line by using the command-line switch RUNAUTO. To do so, enter the command:<br />
<br />
<halFILEPath>\ASSOCIMP32.EXE RUNAUTO<br />
<br />
Only execute this switch if you have fully tested all automatic import filters thoroughly.<br />
<br />
<br />
'''Additional Options'''<br />
<br />
'''halFILE Index Verify Support''' – Associated Import checks to see if Index Verification is setup, and if it is, documents placed into a basket as INDEX COMPLETE are instead set to INDEXED/NOT VERIFIED. This feature is enabled/disabled by the following setting in the [VERIFY] section of xxxVERyy.INI, located in the halFILE Program Directory:<br />
<br />
VerifyAssociatedImport=[TRUE/FALSE]<br />
<br />
'''SQL Transaction Log Dumping''' – Associated Import executes a DUMP TRANSACTION query against the database every 100 records to prevent the SQL transaction log from getting filled up, and also to slow down the rate of updates to the SQL Server, to prevent the SQL Server from locking up from excessive updates (what Microsoft refers to as a FIREHOSE operation). In some situations, if the number of docs imported by the filter is less than 1000, turning this option off can speed up the execution of the import. This option is enabled/disabled with the '''DumpTran=[TRUE/FALSE]''' setting in the [DEFAULT] section of ASSOCIMP32.INI, located in the halFILE Program Directory.<br />
<br />
<br />
'''Troubleshooting'''<br />
<br />
'''Log Options''' – the associated import program uses a log file where it writes process information, as well as additional information useful in debugging problems. The default log will be located in the TEMP directory, on the station from which the import filter was executed, and is called ASSOCIMP32.LOG.<br />
<br />
==Auto Fill==<br />
[http://help.halfile.com/index.php?title=Chapter_8_-_Tools_4.0#column-one Contents]<br />
<br />
'''Overview'''<br />
<br />
Autofill is a utility used to fill in information into halFILE database fields in order to speed data entry. With this utility, you select an application, database and basket and define the parameters for auto filling data fields in that database. Then you can process a selected basket.<br />
<br />
'''Setup'''<br />
<br />
When you run Autofill.exe, you are first presented the following screen to select the Application, Database and Basket. Make the selection and click the Select button.<br />
<br />
<br />
[[Image:autofill.jpg]]<br />
<br />
[[Image:autofill1.jpg]]</div>
WikiSysop
http://help.halfile.com/index.php?title=Chapter_9_-_Tools_4.0&diff=16802
Chapter 9 - Tools 4.0
2018-07-12T16:33:47Z
<p>WikiSysop: /* Auto Fill */</p>
<hr />
<div>[http://help.halfile.com/index.php?title=HalFILE_4.0_Documentation Main Index]<br />
<br />
==Login==<br />
<br />
With security enabled, users must login to access halFILE. At this login menu item, the login can be changed to another user's login.<br />
<br />
==Basket Status==<br />
[http://help.halfile.com/index.php?title=Chapter_8_-_Tools_4.0#column-one Contents]<br />
<br />
[[Image:FileManager248.jpg|left]] To review the status of documents in an In-Basket, select the basket you wish to review and click the Basket Status icon or select the '''Tools-Basket Status''' menu. This selection displays a screen similar to the one below. <br />
<br />
When you click a document number in the list, it will show the related document in the viewer. For Associated Documents, double click to view the document in its native application.<br />
<br />
You can change databases and baskets here as well using the drop down boxes near the top of the form.<br />
<br />
[[Image:Basket_Status_Window_Overview.jpg]]<br />
<br />
<br />
'''Showing the status for a document'''<br />
<br />
# From the image list, click the document number to review.<br />
# The current status for the document is shown on the frame below the image list and the first page of the image is displayed. Status settings for a document are as follows:<br />
## Scan complete - the document is scanned but not yet indexed.<br />
## Index in Progress - the document is currently being indexed.<br />
## Index-Not Verified - if the Index Verification feature is enabled, this indicates the document is indexed but has yet to be verified by a second data entry operator.<br />
## Index Complete - the document has been indexed but is not yet archived. If the Index Verification feature is enabled, this indicates that the document has been indexed and verified.<br />
## Archive Complete - the document has been archived. There is no further work to be done for the document. This status only applies to documents that are indexed without an image.<br />
<br />
<br />
'''Changing the status of a document'''<br />
<br />
At some time, it may become necessary to change the status of a document. For instance, if the system went down while a document was being indexed, you may need to change the status from index in progress to scan complete in order to re-index the document.<br />
<br />
# From the image list, click the document number to review. This will display the status for the document.<br />
# In the status box, click the status that you want. This changes the status immediately.<br />
<br />
<br />
'''Removing all images from the basket'''<br />
<br />
Select '''File-Remove All Documents''' from the menu. This selection permanently deletes all the image files in the basket.<br />
<br />
<br />
'''Removing marked documents'''<br />
<br />
Remove multiple marked documents by using CTRL-Click or a range of documents using SHIFT-Click. Then using '''File-Remove Marked Documents''', all of the marked documents are removed from the basket and the images are permanently deleted.<br />
<br />
<br />
'''Adding pages to a document'''<br />
<br />
Use '''Edit-Insert Pages''' or '''Edit-Append Pages-From Scanner '''to scan additional pages for the selected document. To select an image file from disk, select '''Edit-Append Pages-From File'''.<br />
<br />
<br />
'''Deleting a page from a document'''<br />
<br />
Select '''Edit-Delete Page''' on the viewer's menu to permanently delete the page that is currently displayed.<br />
<br />
<br />
'''Reordering pages within a document'''<br />
<br />
Click the Reorder button to reorder the pages with the selected document (images only). This takes you to the Image Move Utility, described in the following section.<br />
<br />
<br />
'''Printing Marked Documents'''<br />
<br />
You can mark a set of documents and then select the '''File-Print Marked Documents''' menu to print selected documents. To mark a range of documents, click to highlight the first document in the range then shift-click on the last document in the range. To mark selected documents, use ctrl-click.<br />
<br />
<br />
'''Inserting Document Numbers into a basket'''<br />
<br />
At some point, it may be necessary to add the document numbers for existing images into a basket. The '''File-Insert Documents''' menu selection is used to do this. Note that this feature expects the images to exist in the basket folder. This feature does not scan or import documents from other sources. An example of when this feature would be used is if the basket database becomes corrupted and must be rebuilt. Since the images are still in the basket folder, you could insert the document numbers into the rebuilt basket to recover.<br />
<br />
When you insert document numbers, you provide the document prefix, a from and to document number, the basket status to apply for the document, the document type and, if it an associated document, the file extension. When you click the OK button, the document range is entered into the basket list with the appropriate settings.<br />
<br />
<br />
'''Export documents'''<br />
<br />
You can export all documents or selected documents to a selected folder using '''the File-Export Documents''' menu selection. When this menu is selected, you are first asked if you wish to export the selected documents. If you answer YES, you are asked to enter the folder to export to and only the selected documents are exported. If you answer NO, then you asked if you wish to export all documents in the basket. If you answer YES then you are asked for the target folder and all documents are exported to this location.<br />
<br />
<br />
'''Change the status for a range of documents'''<br />
<br />
Use the '''Change-Range''' menu selection to change the status for a range of documents in the basket. When you select this menu, a form is displayed where you enter the document prefix, the first and last document numbers, and the from and to status. For example, if your basket held documents T0000001 through T0000123 and you wanted to change the status for the last five documents from Index Complete to Scan Complete, the following procedure would be used:<br />
<br />
# Select the Change-Range menu.<br />
# Enter T for the document prefix.<br />
# Enter 118 in the from document box (the system will fill in the zeroes.<br />
# Enter 123 in the to document box.<br />
# Select Index Complete from the From Status dropdown box.<br />
# Select Scan Complete from the To Status dropdown box.<br />
# Click OK.<br />
<br />
<br />
'''Transfer documents to another basket'''<br />
<br />
Use the '''File-Transfer''' menu selection to transfer all or selected documents to another basket. When you select this menu, a form is displayed where you select the target basket as well as whether all or selected documents are to be transferred. Click the Transfer button to perform the transfer.<br />
<br />
<br />
'''Selecting documents'''<br />
<br />
The '''Edit-Select''' menu can be used to select (highlight) all documents having a certain status. For example, to select all documents having a status of "index complete", use the menu '''Edit-Select-Index complete documents'''. Every document in the basket having a status of "index complete" will be selected. This feature is useful to select documents and then transfer them to a different basket using the '''File_Transfer''' menu.<br />
<br />
<br />
'''Optical Character Recognition (OCR)'''<br />
<br />
You can convert a document to text using halFILE's OCR feature in Tools-Basket status. There are menu selections to convert the image that is displayed to text (menu OCR-Page-Text), Word (OCR-Page-Word), WordPerfect (OCR-Page-WordPerfect) and HTML (OCR-Page-HTML). There are also menus to convert the entire document (OCR-Document).<br />
<br />
<br />
'''Refreshing a basket'''<br />
<br />
The '''Tools_Refresh''' menu selection is used to reload the basket. This can be used to see if any recent changes have been made to the documents in the basket.<br />
<br />
<br />
'''Basket Statistics'''<br />
<br />
The '''Tools-Statistics-This Basket''' menu selection calculates and displays basket statistics. This shows totals for each status and for each document type.<br />
<br />
The '''Tools-Statistics-All Baskets''' menu selection calculates and displays summary basket statistics for all baskets in all databases.<br />
<br />
==Move Images==<br />
[http://help.halfile.com/index.php?title=Chapter_8_-_Tools_4.0#column-one Contents]<br />
<br />
The '''Tools-Move Images''' menu selection is used to manage images that have been scanned and are still in a basket (i.e. have not been archived to permanent storage). <br />
<br />
<br />
'''Rearranging pages'''<br />
<br />
To rearrange the page order of images within a document:<br />
<br />
# In the halFILE Manager, select the in-basket in which the document exists. <br />
# Select '''Tools-Move Images'''.<br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document for which the images must be re-arranged. To select a document, either double click in the document number or click the document number then press the Open button beneath the list box. <br />
# The pages for the document are listed in their original order in the left image list box. The pages in their revised order are listed in the right hand box. The extension represents the page number. Clicking on a number from the list will display that page in the image window. <br />
# The '''Add''' button is used to move pages that are highlighted in the Original Order box into the Revised Order box. You can multi-select pages in the Original Order box to move multiple pages at one time.<br /><br /><span style="color:blue; font-style:italic">To multi-select individual pages, hold the CTRL key down while left clicking a page. To multi-select a range of pages, left click on the first page of the range to highlight it. Then go to the last page and, while hold the SHIFT key down, press the left mouse button on that page. The range will then be highlighted.</span><br /><br /><br />
# Pages can be removed from the Revised Order box using the '''Remove''' button.<br />
# Once the images are in the correct revised order, click the '''Save''' to perform the rearranging of the images. <br />
<br />
<br />
'''Replacing pages of documents'''<br />
<br />
The Image Move utility can replace a page in a document with an image that exists on your system. To replace a page within a document, use the following steps:<br />
<br />
# In the halFILE Manager, select the in-basket in which the document exists. <br />
# Select '''Tools-Move Images'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document within which an image must be replaced. <br />
# The images are loaded into a list box. <br />
# Click on an image to select it, which highlights the page number/file name header. <br />
# Click the '''Replace''' button at the top of the screen. You will be asked if you wish to replace the page. Click the YES button and then find the image on disk which will be used to replace the image shown.<br />
<br />
<br />
'''Appending pages to documents'''<br />
<br />
To append images to the selected document, use the following procedure:<br />
<br />
# In the halFILE Manager, select the in-basket in which the document exists. <br />
# Select '''Tools-Move'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document onto which an image should be appended. <br />
# The images are loaded into a list box. <br />
# Click on an image to select it, which highlights the page number/file name header. <br />
# Click the '''Append''' button at the top of the screen. The Explorer dialog will open to let you find the image on disk that will be appended to the document. You can multi-select the images to append. <br />
# The appended pages will appear in your Original Order list. You can then add the pages to the Revised Order list in the order you want them and click '''Save''' to save the document. <br />
<br />
<br />
'''Deleting pages from documents'''<br />
<br />
To delete a page from a document:<br />
<br />
# In the halFILE Manager, select the in-basket in which the document exists. <br />
# Select '''Tools-Move Images'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document within which an image should be deleted. <br />
# The images are loaded into a list box. <br />
# Click on an image to select it. <br />
# Click the '''Delete''' button at the top of the screen. You will be asked if you wish to delete the page. <br />
# Click the '''Yes''' button and the page is removed. <br />
<br />
<br />
'''Moving pages from document to document'''<br />
<br />
To move a page from one document to another:<br />
<br />
# In the halFILE Manager, select the in-basket in which the document exists. <br />
# Select '''Tools-Move Images'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document from which you wish to move pages. <br />
# The images are loaded into the Original List box. <br />
# In the Original Order list, select the image or images you wish to move. <br />
# Click the '''Move''' button at the top of the screen. <br />
# A form is loaded showing the pages that were marked. <br />
# Enter the document number to move the selected pages to into 'Move to end of document' box. Or, click the''' Select''' button to choose from the list of documents in the basket. If you wish to review the document to make sure it is the correct one, press the Preview button. <br />
# If you want the images to be removed from the document from which they are being moved, check the 'Delete after Moving' check box. If this box is not checked, the original document will be left unchanged. <br />
# Click the '''OK''' button at the bottom of the form to perform the image move. <br />
# If you wish to re-arrange the pages after the move, select '''File-Open''', select the document number and proceed with shuffle or swap of images as described above. <br />
<br />
==Image Utility==<br />
[http://help.halfile.com/index.php?title=Chapter_8_-_Tools_4.0#column-one Contents]<br />
<br />
The '''Tools-Image Utility''' menu selection is used to manage images that have been scanned and are still in a basket (i.e. have not been archived to permanent storage). This utility works much like the Move Images utility above, except it requires either a Kofax engine or a TWAIN scanner. Which interface is used depends on the scanner type (Kofax or TWAIN) you selected as you default when you first went into the scan module.<br />
<br />
<br />
'''Rearranging pages'''<br />
<br />
To rearrange the page order of images within a document:<br />
<br />
# In the halFILE Manager, select the in-basket in which the document exists. <br />
# Select '''Tools-Image Utility'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document for which the images must be re-arranged. To select a document, either double click in the document number or click the document number then press the Open button beneath the list box. <br />
# The pages for the document are listed in their original order in the left image list box. The pages in their revised order are listed in the right hand box. The extension represents the page number. Clicking on a number from the list will display that page in the image window. <br />
# The '''Add''' button is used to move pages which are highlighted in the Original Order box into the Revised Order box. You can multi-select pages in the Original Order box to move multiple pages at one time.<br /><br /><span style="color:blue; font-style:italic">To multi-select individual pages, hold the CTRL key down while left clicking a page. To multi-select a range of pages, left click on the first page of the range to highlight it. Then go to the last page and, while hold the SHIFT key down, press the left mouse button on that page. The range will then be highlighted.</span><br /><br /><br />
# Pages can be removed from the Revised Order box using the '''Remove''' button.<br />
# Once the images are in the correct revised order, click the '''Save''' to perform the rearranging of the images. <br />
<br />
<br />
'''Swapping pages of documents'''<br />
<br />
To swap the order of two images within a document:<br />
<br />
# In the halFILE Administrator, select the in-basket in which the document exists. <br />
# Select '''Tools-Image Utility'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document for which the images must be re-arranged. <br />
# The images are loaded and placed into boxes on the screen. <br />
# Change to Swap mode by selecting '''Mode-Swap''' from the menu.<br /><br /><span style="color:blue; font-style:italic">Swap mode is where, when an image is dragged from one slot to another within a document, the image that was dragged is placed into the slot of the image that it was dragged to. The image that was dragged to is then placed into the slot of the image being dragged.</span><br /><br /><br />
# Click on the image that you want to move, holding down the mouse button. Then drag it over the image that you want to swap it with. Do not click on the page number/image file name header but on the image itself. Once you have dragged it to the desired position, release the mouse button. You will see the images swapped. The image file names will show you what has taken place. <br />
# Click the '''Save''' button at the top of the screen to perform the image swap or click on the Revert button to load the document in its original (unchanged) state. <br />
<br />
<br />
'''Replacing pages of documents'''<br />
<br />
To replace a page within a document:<br />
<br />
# In the halFILE Administrator, select the in-basket in which the document exists. <br />
# Select '''Tools-Image Utility'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document within which an image must be replaced. <br />
# The images are loaded into a list box (Large Document Interface) or placed into boxes on the screen (Thumbnail Interface). <br />
# Click on an image to select it which highlights the page number/file name header. <br />
# Click the '''Replace''' button at the top of the screen. You will be asked if you wish to replace the page and to place a page into the scanner. The replacement page is then scanned and displayed in the slot formerly held by the page that was replaced. <br />
----<br />
<p style="color:blue; font-style:italic"><br />
Note: To change the setting on the scanner, select Settings-Scanner before clicking the Replace button.''<br />
</p><br />
----<br />
<br />
<br />
'''Appending pages to documents'''<br />
<br />
To append a page to the end of a document:<br />
<br />
# In the halFILE Administrator, select the in-basket in which the document exists. <br />
# Select '''Tools-Image Utility'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document onto which an image should be appended. <br />
# The images are loaded into a list box (Large Document Interface) or placed into boxes on the screen (Thumbnail Interface). <br />
# Click the '''Append''' button at the top of the screen. You will be asked if you wish to append a page and to place a page into the scanner. The page is then scanned and displayed as the last page of the document. <br />
<br />
<br />
'''Inserting pages in documents'''<br />
<br />
To insert a page within a document:<br />
<br />
# In the halFILE Administrator, select the in-basket in which the document exists. <br />
# Select '''Tools-Image Utility'''.<br />
# Select''' File-Open''' and, from the list of documents in the basket, select the document within which an image should be inserted. <br />
# The images are loaded into a list box (Large Document Interface) or placed into boxes on the screen (Thumbnail Interface). <br />
# Click on an image to select it, which highlights the page number/file name header. <br />
# Click the''' Insert''' button at the top of the screen. You will be asked if you wish to insert a page and to place a page into the scanner. The page is then scanned and displayed in the slot before the selected page. <br />
<br />
<br />
'''Deleting pages from documents'''<br />
<br />
To delete a page from a document:<br />
<br />
# In the halFILE Administrator, select the in-basket in which the document exists. <br />
# Select '''Tools-Image Utility'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document within which an image should be deleted. <br />
# The images are loaded into a list box (Large Document Interface) or placed into boxes on the screen (Thumbnail Interface). <br />
# Click on an image to select it, which highlights the page number/file name header. <br />
# Click the '''Delete''' button at the top of the screen. You will be asked if you wish to delete the page. <br />
# Click the '''Yes''' button or press 'Y' and the page is removed. <br />
<br />
<br />
'''Moving pages from document to document'''<br />
<br />
How to move a page from one document to another:<br />
<br />
# In the halFILE Administrator, select the in-basket in which the document exists. <br />
# Select '''Tools-Image Utility'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document from which you wish to move pages. <br />
# The images are loaded into a list box (Large Document Interface) or placed into boxes on the screen (Thumbnail Interface). <br />
# Click on an image to select it, which highlights the page number/file name header. <br />
# If you are using the Thumbnail Interface, click the '''Mark''' button at the top of the screen. This tags the selected image as 'marked'. To unmark the page, click the Mark button again. If you are using the Large Document Interface, the page is automatically marked when highlighted.<br />
# After marking all the pages that you wish to move, click the Move button at the top of the screen. <br />
# A form is loaded showing the pages that were marked. <br />
# Enter the document number to move the selected pages to into 'Move to end of document' box. Or, click the''' Select''' button to choose from the list of documents in the basket. If you wish to review the document to make sure it is the correct one, press the Preview button. <br />
# If you want the images to be removed from the document from which they are being moved, check the 'Delete after Moving' check box. If this box is not checked, the original document will be left unchanged. <br />
# Click the '''OK''' button at the bottom of the form to perform the image move. <br />
# If you wish to re-arrange the pages after the move, select '''File-Open''', select the document number and proceed with shuffle or swap of images as described above. <br />
<br />
==Test Images==<br />
[http://help.halfile.com/index.php?title=Chapter_8_-_Tools_4.0#column-one Contents]<br />
<br />
The '''Tools-Test Images''' menu selection is used to test a set of images to ensure that they can be viewed. This utility is typically used after mastering a CD of images to ensure that the process of writing the images to the CD worked correctly.<br />
<br />
To test a set of images use the following procedure:<br />
<br />
# Select the '''Tools-Test Images''' menu from the halFILE Manager.<br />
# On the '''Select Files''' tab, select the drive and folder where the images to be test reside.<br />
# If you wish to test all images in folders that exist beneath the selected folder, check the '''Include Sub-folders''' box.<br />
# Switch to the '''Image Processing''' tab by clicking on the tab at the top of the form.<br />
# Click the '''Process Images''' button.<br />
<br />
The images will be loaded into the view one by one. Any images that get an error when loading will be listed in the errors box.<br />
<br />
==Process Images==<br />
[http://help.halfile.com/index.php?title=Chapter_8_-_Tools_4.0#column-one Contents]<br />
<br />
The '''Tools-Process Images''' menu selection is used to apply image processing filters to a set of images. Applying these filters can improve the quality and reduce the size of the images in many cases. This feature requires a Kofax engine and supports the following:<br /><br />
<br />
* Deskew<br />
* Streak Removal<br />
* Despeckle<br />
* Line Removal<br />
* Image Filtering<br />
* Deshade<br />
* Black Border Removal<br />
<br /><br />
----<br />
<p style="color:blue; font-style:italic"><br />
Note: These filters permanently alter the image. There is no undo. So, you should test the filter you wish to apply against some test documents before running it against production documents.<br />
</p><br />
----<br />
<br />
To apply image processing filters, perform the following steps:<br />
<br />
# From the halFILE Manager, select '''Tools-Process Images'''.<br />
# On the '''Select Files''' tab, find and select the drive and folder in which the images to be processed reside. This must be a re-writable device (typically magnetic disk).<br />
# If you want to select only certain images, you can enter a wildcard into the '''File Selection Pattern''' box.<br />
# If you wish to include all folders beneath the selected folder, check '''the Include Sub-folders''' box.<br />
# If you wish to select and reset the Kofax engine to be used, click the '''Select and Reset Engine''' button.<br />
# Go to the '''Image Processing''' tab by clicking on the tab at the top of the screen.<br />
# Check the image processing filters to apply.<br />
# If you wish to change the default settings for a filter, click the appropriate set up button found next to the filter.<br />
# If you wish apply image rotation to the images, select the degree rotation from the '''Rotation options''' frame.<br />
# Go to the '''Execute''' tab by clicking on the tab at the top of the screen.<br />
# Click the '''Process Images''' button to begin the process.<br />
<br />
==Associated Import==<br />
[http://help.halfile.com/index.php?title=Chapter_8_-_Tools_4.0#column-one Contents]<br />
<br />
<br />
'''Overview'''<br />
<br />
The Associated Import Program, ASSOCIMP32.EXE, can be used to:<br />
<br />
# Import files that are not standard halFILE Image Files (PDF files, Word documents, etc.) into the halFILE System to be stored with halFILE and viewed using the original program.<br />
# Import Multi-Page TIFF images, and convert them into standard halFILE Image Files<br />
# Fill out designated index fields by reading values from the name of the file being imported. <br />
# Automatically execute multiple import filters with one click.<br />
<br />
<br />
'''Running the program'''<br />
<br />
To launch Associated Import, select Tools-Associated Import from the halFILE Manager Toolbar. <br />
<br />
<br />
'''Operation'''<br />
<br />
When you run Associated Import, you are first presented with a screen to select the Application, Database, Basket and Import Filter as shown below. The first time the program is run, no Import Filters will be listed.<br />
<br />
[[Image:Associated_Import_Main_Window.jpg]] <br />
<br />
The following buttons are available on the Main Menu Screen:<br />
<br />
'''Add Import Filter''' – this adds a new import filter for the selected Application and Database.<br />
<br />
'''Edit Import Filter''' – this edits the import filter that has been selected in the Import Filter box.<br />
<br />
'''Begin Import of this filter only''' – this executes the selected import filter, importing files into the system and indexing them as defined by the filter.<br />
<br />
'''Begin Auto Import of all marked filters''' – this executes every import filter that is marked for auto import.<br />
<br />
'''Close''' – Close the Associated Import program.<br />
<br />
<br />
'''Adding a New Import Filter'''<br />
<br />
When you click '''Add Import Filter''', the following screen is shown.<br />
<br />
[[Image:Associated_Import_New_Import.jpg]] <br />
<br />
'''Filter Title''' – Free-form text used to describe the filter such as "Tax Statements"<br />
<br />
'''File Selection path''' – this is the path where the files to import will be found. Be sure to include a trailing backslash (\).<br />
<br />
'''File Selection wildcard''' – this is the selection criteria for the files to be imported. You may use the wildcard characters asterisk (*) and question-mark (?) in this field. For instance: <br />
<br />
# If you want all of the DOC files found in the designated path, you would enter '*.DOC'. <br />
# If you wanted only the PDF files that began with '264,' you would enter '264*.PDF'.<br />
# If you wanted only TIF image files that began with a 4-digit year, followed by exactly 4 additional characters, you would enter 2004????.TIF<br />
<br />
Use the LOAD SAMPLE button to fill in the File Selection boxes by browsing the file system.<br />
<br />
'''File name field delimiter''' – this designated the delimiter (or character) that is used to identify fields within the file name. If you leave the field delimiter blank, the system assumes that you are not using a delimiter; rather you will designate the starting position and length for each field in the file name.<br />
<br />
'''Import files as single page TIFF images''' – check this box only if the files being imported are single page TIFF images. This will enable the Append Page options.<br />
<br />
'''Split Multi-Page TIFF''' – use this option if the files you are importing are Multi-Page TIFF files that need to be split into single-page TIFF files before importing into halFILE. Selecting this option will automatically select the Single Page TIFF check box. If you are unsure of this option and its ramifications, please contact Technical Support.<br />
<br />
'''Mark this filter for automatic import''' – indicate to the program that this filter will be included in an automatic import.<br />
<br />
Once you have entered these options, Click the '''SAVE''' button to save these settings to the Filter.<br />
<br />
<br />
'''Editing an existing Import Filter'''<br />
<br />
When you click Edit Import Filter, the following screen is shown:<br />
<br />
[[Image:Associated_Import_Edit_Existing_Import.jpg]]<br />
<br />
'''Import files as single page TIFF images''' - If you check this box, the append file options appear, indicating the Starting Column and length text boxes should be filled in. Filling in these boxes will allow the program to automatically staple pages together based on a certain string in the file name. For example:<br />
<br />
# Images are single-page TIFF images.<br />
# File Names are XXXXXXXX_PPP.tif (XXXXXXXX represents a file number, and the PPP is the page)<br />
# Any docs that match the file number would be stapled together in halFILE with the same document number. <br />
# You would put the number 1 in the starting column box, and the number 8 in the length box.<br />
<br />
'''Field to import''' – when you are editing an Import Filter, you have this drop down box to define the fields that will be automatically indexed. You select the field from the drop down box, and then click the Edit Field button, which displays another screen (see ''Editing the Field Information'' section below).<br />
<br />
Select only those fields that need to be indexed when the Import Filter is processed. The buttons at the bottom of the Edit Import Filter screen include:<br />
<br />
'''Save''' - saves the import filter.<br />
'''Cancel''' - cancels any changes you have made to the filter.<br />
'''Load Sample''' - lets you select a file through the Windows Explorer interface, and then automatically fills in the File Selection path and File Selection wildcard boxes.<br />
'''Edit Field''' - edits the selected field information.<br />
'''Delete''' - deletes the current Import Filter (after confirmation).<br />
<br />
<br />
'''Editing the Field Information'''<br />
<br />
If you are using the Associated Import Utility to index documents based upon information found in the file name, selecting a field from the drop down, and clicking the EDIT FIELD button will take into the Field Posting options.<br />
<br />
If you are using a delimiter to separate the field in the file name, you see the following screen:<br />
<br />
[[Image:Associated_Import_Edit_Field_Char_Delimited.jpg]]<br />
<br />
'''Posting Option''': The 'Post data found in report' option is selected if you want the system to parse a part of the PDF file name and automatically fill in the index field. The 'Post data keyed by operator' option is selected if you want the system to ask you for the data to post when you run the import filter.<br />
<br />
'''Field # in File Name''': This option designates which field in the file name to post, counting the delimiters as separators:<br />
<br />
Given a file name '''DT_01262004_0738_0005.PDF''', the following fields could be read from the file name:<br />
<br />
{|<br />
|Field 1||DT||Instrument Type<br />
|-<br />
|Field 2||01262004||Date field<br />
|-<br />
|Field 3||0738||Book<br />
|-<br />
|Field 4||0005||Page<br />
|-<br />
|}<br />
<br />
'''Remove Leading Zeros''': Check this box, if you want extra zeros (0) removed from numeric fields. Using the previous example, Field 3 would become 738 instead of 0738, and Field 4 would become 5 instead of 0005. Be advised that removing leading zeros can cause record sorting issues in the halFILE Search Module Hit List and Crystal Reports (i.e., 1 would be followed by 10, followed by 100, etc).<br />
<br />
'''Date format''': This defines how the date is formatted in the file name. If the selected field is not a date field, leave the box as non-date, and continue. If the selected field is a date field, select the appropriate option from the drop down list. Using our example, '01262004' the date format would be 'mmddyyyy'. Note that to prevent errors during import, it is important to consistently use the same date format in all file names that will be used for a given filter. Also, you should zero-fill the month and day fields consistently (01031999 not 131999) to ensure that the system will correctly index the date field.<br />
<br />
DO NOT check the Remove Zeros box if you are using a date field. If you did NOT designate a field delimiter, the field information setup screen will be slightly different:<br />
<br />
[[Image:Associated_Import_Edit_Field_Column_Delimited.jpg]]<br />
<br />
'''Posting Option''' – same as above<br />
'''Select column''' – designates the starting column for the data to post.<br />
'''Length''' – designates how many characters from the file name to use.<br />
'''Remove Leading Zeros''' – same as above<br />
'''Date format''' – same as above<br />
<br />
If using the Starting Column/Length options, the example above would be set up as follows, given a file name '''DT_01262004_0738_0005.PDF'''. The following fields could be read from the file name:<br />
<br />
{|<br />
!Starting Column!!Length!!Value!!Destination Field<br />
|-<br />
|1||2||DT||Instrument Type<br />
|-<br />
|4||8||01262004||Date field<br />
|-<br />
|13||4||0738||Book<br />
|-<br />
|18||4||0005||Page<br />
|-<br />
|}<br />
<br />
<br />
'''Executing an Import Filter Manually'''<br />
<br />
Once your import filters have been set up, you can execute an Import Filter. To do this:<br />
<br />
# Open the Associated Import program<br />
# Select the Application, Database for the filter you wish to execute<br />
# Select the Filter you wish to execute<br />
# Select the Basket where the images will be placed<br />
# Click the button labeled '''Begin Import of this filter only'''<br />
# A list of the files located by the filter will appear<br />
# You will be asked three (3) questions:<br />
<br />
'''Confirm execution of the filter'''<br />
<br />
[[Image:Associated_Import_Confirm_Execution_of_the_Filter.jpg]]<br />
<br />
* If you answer YES, the import will proceed.<br />
* If you answer NO, the import will stop, and you will be taken back to the main menu.<br />
* If you CANCEL, you will be given the option to change the filter path and selection criteria.<br />
<br />
'''Status in basket of imported docs'''<br />
<br />
[[Image:Associated_Import_Document_Status.jpg]]<br />
<br />
* If you answer YES, the documents will be imported, indexed, and placed into the basket with the status of SCAN COMPLETE.<br />
* If you answer NO, the documents will be imported, indexed, and placed into the basket with the status of INDEX COMPLETE<br />
<br />
'''Deletion of original files'''<br />
<br />
[[Image:Associated_Import_Confirm_Deletion_of_Original_Files.jpg]]<br />
<br />
* If you answer YES, the original files will be deleted after being copied into the basket folder.<br />
* If you answer NO, the original files will be left intact after being copied. Always select NO if importing directly from a read-only media, such as a CD or DVD.<br />
<br />
# The program will begin the import, displaying a count of the number of files processed, and updating the list showing the file currently being processed.<br />
# Once it finishes, a button will appear labeled '''DONE'''. Click this to return to the Main Menu.<br />
<br />
<br />
'''Executing Import Filters Automatically'''<br />
<br />
Once your import filters have been set up, and you have tested the results, you can run these filters automatically. To do this:<br />
<br />
# Make sure the import filters you wish to run automatically have been set up with the '''Mark this filter for automatic import''' box checked (See '''Adding a new Import Filter''').<br />
# Once confirmed, you can open the Associated Import program, and click the button labeled: '''Begin Auto Import of all marked Filters'''.<br />
# This will query the List of filters for any that match your selected Application and Database, and are marked for auto import, and display them on a list.<br />
# Check the box below if you want to delete the original files.<br />
# Click the button labeled '''Begin Auto Import.'''<br />
# This will execute the filters listed sequentially.<br />
<br />
This process can also be run from a command line by using the command-line switch RUNAUTO. To do so, enter the command:<br />
<br />
<halFILEPath>\ASSOCIMP32.EXE RUNAUTO<br />
<br />
Only execute this switch if you have fully tested all automatic import filters thoroughly.<br />
<br />
<br />
'''Additional Options'''<br />
<br />
'''halFILE Index Verify Support''' – Associated Import checks to see if Index Verification is setup, and if it is, documents placed into a basket as INDEX COMPLETE are instead set to INDEXED/NOT VERIFIED. This feature is enabled/disabled by the following setting in the [VERIFY] section of xxxVERyy.INI, located in the halFILE Program Directory:<br />
<br />
VerifyAssociatedImport=[TRUE/FALSE]<br />
<br />
'''SQL Transaction Log Dumping''' – Associated Import executes a DUMP TRANSACTION query against the database every 100 records to prevent the SQL transaction log from getting filled up, and also to slow down the rate of updates to the SQL Server, to prevent the SQL Server from locking up from excessive updates (what Microsoft refers to as a FIREHOSE operation). In some situations, if the number of docs imported by the filter is less than 1000, turning this option off can speed up the execution of the import. This option is enabled/disabled with the '''DumpTran=[TRUE/FALSE]''' setting in the [DEFAULT] section of ASSOCIMP32.INI, located in the halFILE Program Directory.<br />
<br />
<br />
'''Troubleshooting'''<br />
<br />
'''Log Options''' – the associated import program uses a log file where it writes process information, as well as additional information useful in debugging problems. The default log will be located in the TEMP directory, on the station from which the import filter was executed, and is called ASSOCIMP32.LOG.<br />
<br />
==Auto Fill==<br />
[http://help.halfile.com/index.php?title=Chapter_8_-_Tools_4.0#column-one Contents]<br />
<br />
'''Overview'''<br />
<br />
Autofill is a utility used to fill in information into halFILE database fields in order to speed data entry. With this utility, you select an application, database and basket and define the parameters for auto filling data fields in that database. Then you can process a selected basket.<br />
<br />
'''Setup'''<br />
<br />
When you run Autofill.exe, you are first presented the following screen to select the Application, Database and Basket. Make the selection and click the Select button.<br />
<br />
<br />
[[Image:autofill.jpg]]</div>
WikiSysop
http://help.halfile.com/index.php?title=Chapter_9_-_Tools_4.0&diff=16801
Chapter 9 - Tools 4.0
2018-07-12T16:33:02Z
<p>WikiSysop: /* Auto Fill */</p>
<hr />
<div>[http://help.halfile.com/index.php?title=HalFILE_4.0_Documentation Main Index]<br />
<br />
==Login==<br />
<br />
With security enabled, users must login to access halFILE. At this login menu item, the login can be changed to another user's login.<br />
<br />
==Basket Status==<br />
[http://help.halfile.com/index.php?title=Chapter_8_-_Tools_4.0#column-one Contents]<br />
<br />
[[Image:FileManager248.jpg|left]] To review the status of documents in an In-Basket, select the basket you wish to review and click the Basket Status icon or select the '''Tools-Basket Status''' menu. This selection displays a screen similar to the one below. <br />
<br />
When you click a document number in the list, it will show the related document in the viewer. For Associated Documents, double click to view the document in its native application.<br />
<br />
You can change databases and baskets here as well using the drop down boxes near the top of the form.<br />
<br />
[[Image:Basket_Status_Window_Overview.jpg]]<br />
<br />
<br />
'''Showing the status for a document'''<br />
<br />
# From the image list, click the document number to review.<br />
# The current status for the document is shown on the frame below the image list and the first page of the image is displayed. Status settings for a document are as follows:<br />
## Scan complete - the document is scanned but not yet indexed.<br />
## Index in Progress - the document is currently being indexed.<br />
## Index-Not Verified - if the Index Verification feature is enabled, this indicates the document is indexed but has yet to be verified by a second data entry operator.<br />
## Index Complete - the document has been indexed but is not yet archived. If the Index Verification feature is enabled, this indicates that the document has been indexed and verified.<br />
## Archive Complete - the document has been archived. There is no further work to be done for the document. This status only applies to documents that are indexed without an image.<br />
<br />
<br />
'''Changing the status of a document'''<br />
<br />
At some time, it may become necessary to change the status of a document. For instance, if the system went down while a document was being indexed, you may need to change the status from index in progress to scan complete in order to re-index the document.<br />
<br />
# From the image list, click the document number to review. This will display the status for the document.<br />
# In the status box, click the status that you want. This changes the status immediately.<br />
<br />
<br />
'''Removing all images from the basket'''<br />
<br />
Select '''File-Remove All Documents''' from the menu. This selection permanently deletes all the image files in the basket.<br />
<br />
<br />
'''Removing marked documents'''<br />
<br />
Remove multiple marked documents by using CTRL-Click or a range of documents using SHIFT-Click. Then using '''File-Remove Marked Documents''', all of the marked documents are removed from the basket and the images are permanently deleted.<br />
<br />
<br />
'''Adding pages to a document'''<br />
<br />
Use '''Edit-Insert Pages''' or '''Edit-Append Pages-From Scanner '''to scan additional pages for the selected document. To select an image file from disk, select '''Edit-Append Pages-From File'''.<br />
<br />
<br />
'''Deleting a page from a document'''<br />
<br />
Select '''Edit-Delete Page''' on the viewer's menu to permanently delete the page that is currently displayed.<br />
<br />
<br />
'''Reordering pages within a document'''<br />
<br />
Click the Reorder button to reorder the pages with the selected document (images only). This takes you to the Image Move Utility, described in the following section.<br />
<br />
<br />
'''Printing Marked Documents'''<br />
<br />
You can mark a set of documents and then select the '''File-Print Marked Documents''' menu to print selected documents. To mark a range of documents, click to highlight the first document in the range then shift-click on the last document in the range. To mark selected documents, use ctrl-click.<br />
<br />
<br />
'''Inserting Document Numbers into a basket'''<br />
<br />
At some point, it may be necessary to add the document numbers for existing images into a basket. The '''File-Insert Documents''' menu selection is used to do this. Note that this feature expects the images to exist in the basket folder. This feature does not scan or import documents from other sources. An example of when this feature would be used is if the basket database becomes corrupted and must be rebuilt. Since the images are still in the basket folder, you could insert the document numbers into the rebuilt basket to recover.<br />
<br />
When you insert document numbers, you provide the document prefix, a from and to document number, the basket status to apply for the document, the document type and, if it an associated document, the file extension. When you click the OK button, the document range is entered into the basket list with the appropriate settings.<br />
<br />
<br />
'''Export documents'''<br />
<br />
You can export all documents or selected documents to a selected folder using '''the File-Export Documents''' menu selection. When this menu is selected, you are first asked if you wish to export the selected documents. If you answer YES, you are asked to enter the folder to export to and only the selected documents are exported. If you answer NO, then you asked if you wish to export all documents in the basket. If you answer YES then you are asked for the target folder and all documents are exported to this location.<br />
<br />
<br />
'''Change the status for a range of documents'''<br />
<br />
Use the '''Change-Range''' menu selection to change the status for a range of documents in the basket. When you select this menu, a form is displayed where you enter the document prefix, the first and last document numbers, and the from and to status. For example, if your basket held documents T0000001 through T0000123 and you wanted to change the status for the last five documents from Index Complete to Scan Complete, the following procedure would be used:<br />
<br />
# Select the Change-Range menu.<br />
# Enter T for the document prefix.<br />
# Enter 118 in the from document box (the system will fill in the zeroes.<br />
# Enter 123 in the to document box.<br />
# Select Index Complete from the From Status dropdown box.<br />
# Select Scan Complete from the To Status dropdown box.<br />
# Click OK.<br />
<br />
<br />
'''Transfer documents to another basket'''<br />
<br />
Use the '''File-Transfer''' menu selection to transfer all or selected documents to another basket. When you select this menu, a form is displayed where you select the target basket as well as whether all or selected documents are to be transferred. Click the Transfer button to perform the transfer.<br />
<br />
<br />
'''Selecting documents'''<br />
<br />
The '''Edit-Select''' menu can be used to select (highlight) all documents having a certain status. For example, to select all documents having a status of "index complete", use the menu '''Edit-Select-Index complete documents'''. Every document in the basket having a status of "index complete" will be selected. This feature is useful to select documents and then transfer them to a different basket using the '''File_Transfer''' menu.<br />
<br />
<br />
'''Optical Character Recognition (OCR)'''<br />
<br />
You can convert a document to text using halFILE's OCR feature in Tools-Basket status. There are menu selections to convert the image that is displayed to text (menu OCR-Page-Text), Word (OCR-Page-Word), WordPerfect (OCR-Page-WordPerfect) and HTML (OCR-Page-HTML). There are also menus to convert the entire document (OCR-Document).<br />
<br />
<br />
'''Refreshing a basket'''<br />
<br />
The '''Tools_Refresh''' menu selection is used to reload the basket. This can be used to see if any recent changes have been made to the documents in the basket.<br />
<br />
<br />
'''Basket Statistics'''<br />
<br />
The '''Tools-Statistics-This Basket''' menu selection calculates and displays basket statistics. This shows totals for each status and for each document type.<br />
<br />
The '''Tools-Statistics-All Baskets''' menu selection calculates and displays summary basket statistics for all baskets in all databases.<br />
<br />
==Move Images==<br />
[http://help.halfile.com/index.php?title=Chapter_8_-_Tools_4.0#column-one Contents]<br />
<br />
The '''Tools-Move Images''' menu selection is used to manage images that have been scanned and are still in a basket (i.e. have not been archived to permanent storage). <br />
<br />
<br />
'''Rearranging pages'''<br />
<br />
To rearrange the page order of images within a document:<br />
<br />
# In the halFILE Manager, select the in-basket in which the document exists. <br />
# Select '''Tools-Move Images'''.<br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document for which the images must be re-arranged. To select a document, either double click in the document number or click the document number then press the Open button beneath the list box. <br />
# The pages for the document are listed in their original order in the left image list box. The pages in their revised order are listed in the right hand box. The extension represents the page number. Clicking on a number from the list will display that page in the image window. <br />
# The '''Add''' button is used to move pages that are highlighted in the Original Order box into the Revised Order box. You can multi-select pages in the Original Order box to move multiple pages at one time.<br /><br /><span style="color:blue; font-style:italic">To multi-select individual pages, hold the CTRL key down while left clicking a page. To multi-select a range of pages, left click on the first page of the range to highlight it. Then go to the last page and, while hold the SHIFT key down, press the left mouse button on that page. The range will then be highlighted.</span><br /><br /><br />
# Pages can be removed from the Revised Order box using the '''Remove''' button.<br />
# Once the images are in the correct revised order, click the '''Save''' to perform the rearranging of the images. <br />
<br />
<br />
'''Replacing pages of documents'''<br />
<br />
The Image Move utility can replace a page in a document with an image that exists on your system. To replace a page within a document, use the following steps:<br />
<br />
# In the halFILE Manager, select the in-basket in which the document exists. <br />
# Select '''Tools-Move Images'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document within which an image must be replaced. <br />
# The images are loaded into a list box. <br />
# Click on an image to select it, which highlights the page number/file name header. <br />
# Click the '''Replace''' button at the top of the screen. You will be asked if you wish to replace the page. Click the YES button and then find the image on disk which will be used to replace the image shown.<br />
<br />
<br />
'''Appending pages to documents'''<br />
<br />
To append images to the selected document, use the following procedure:<br />
<br />
# In the halFILE Manager, select the in-basket in which the document exists. <br />
# Select '''Tools-Move'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document onto which an image should be appended. <br />
# The images are loaded into a list box. <br />
# Click on an image to select it, which highlights the page number/file name header. <br />
# Click the '''Append''' button at the top of the screen. The Explorer dialog will open to let you find the image on disk that will be appended to the document. You can multi-select the images to append. <br />
# The appended pages will appear in your Original Order list. You can then add the pages to the Revised Order list in the order you want them and click '''Save''' to save the document. <br />
<br />
<br />
'''Deleting pages from documents'''<br />
<br />
To delete a page from a document:<br />
<br />
# In the halFILE Manager, select the in-basket in which the document exists. <br />
# Select '''Tools-Move Images'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document within which an image should be deleted. <br />
# The images are loaded into a list box. <br />
# Click on an image to select it. <br />
# Click the '''Delete''' button at the top of the screen. You will be asked if you wish to delete the page. <br />
# Click the '''Yes''' button and the page is removed. <br />
<br />
<br />
'''Moving pages from document to document'''<br />
<br />
To move a page from one document to another:<br />
<br />
# In the halFILE Manager, select the in-basket in which the document exists. <br />
# Select '''Tools-Move Images'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document from which you wish to move pages. <br />
# The images are loaded into the Original List box. <br />
# In the Original Order list, select the image or images you wish to move. <br />
# Click the '''Move''' button at the top of the screen. <br />
# A form is loaded showing the pages that were marked. <br />
# Enter the document number to move the selected pages to into 'Move to end of document' box. Or, click the''' Select''' button to choose from the list of documents in the basket. If you wish to review the document to make sure it is the correct one, press the Preview button. <br />
# If you want the images to be removed from the document from which they are being moved, check the 'Delete after Moving' check box. If this box is not checked, the original document will be left unchanged. <br />
# Click the '''OK''' button at the bottom of the form to perform the image move. <br />
# If you wish to re-arrange the pages after the move, select '''File-Open''', select the document number and proceed with shuffle or swap of images as described above. <br />
<br />
==Image Utility==<br />
[http://help.halfile.com/index.php?title=Chapter_8_-_Tools_4.0#column-one Contents]<br />
<br />
The '''Tools-Image Utility''' menu selection is used to manage images that have been scanned and are still in a basket (i.e. have not been archived to permanent storage). This utility works much like the Move Images utility above, except it requires either a Kofax engine or a TWAIN scanner. Which interface is used depends on the scanner type (Kofax or TWAIN) you selected as you default when you first went into the scan module.<br />
<br />
<br />
'''Rearranging pages'''<br />
<br />
To rearrange the page order of images within a document:<br />
<br />
# In the halFILE Manager, select the in-basket in which the document exists. <br />
# Select '''Tools-Image Utility'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document for which the images must be re-arranged. To select a document, either double click in the document number or click the document number then press the Open button beneath the list box. <br />
# The pages for the document are listed in their original order in the left image list box. The pages in their revised order are listed in the right hand box. The extension represents the page number. Clicking on a number from the list will display that page in the image window. <br />
# The '''Add''' button is used to move pages which are highlighted in the Original Order box into the Revised Order box. You can multi-select pages in the Original Order box to move multiple pages at one time.<br /><br /><span style="color:blue; font-style:italic">To multi-select individual pages, hold the CTRL key down while left clicking a page. To multi-select a range of pages, left click on the first page of the range to highlight it. Then go to the last page and, while hold the SHIFT key down, press the left mouse button on that page. The range will then be highlighted.</span><br /><br /><br />
# Pages can be removed from the Revised Order box using the '''Remove''' button.<br />
# Once the images are in the correct revised order, click the '''Save''' to perform the rearranging of the images. <br />
<br />
<br />
'''Swapping pages of documents'''<br />
<br />
To swap the order of two images within a document:<br />
<br />
# In the halFILE Administrator, select the in-basket in which the document exists. <br />
# Select '''Tools-Image Utility'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document for which the images must be re-arranged. <br />
# The images are loaded and placed into boxes on the screen. <br />
# Change to Swap mode by selecting '''Mode-Swap''' from the menu.<br /><br /><span style="color:blue; font-style:italic">Swap mode is where, when an image is dragged from one slot to another within a document, the image that was dragged is placed into the slot of the image that it was dragged to. The image that was dragged to is then placed into the slot of the image being dragged.</span><br /><br /><br />
# Click on the image that you want to move, holding down the mouse button. Then drag it over the image that you want to swap it with. Do not click on the page number/image file name header but on the image itself. Once you have dragged it to the desired position, release the mouse button. You will see the images swapped. The image file names will show you what has taken place. <br />
# Click the '''Save''' button at the top of the screen to perform the image swap or click on the Revert button to load the document in its original (unchanged) state. <br />
<br />
<br />
'''Replacing pages of documents'''<br />
<br />
To replace a page within a document:<br />
<br />
# In the halFILE Administrator, select the in-basket in which the document exists. <br />
# Select '''Tools-Image Utility'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document within which an image must be replaced. <br />
# The images are loaded into a list box (Large Document Interface) or placed into boxes on the screen (Thumbnail Interface). <br />
# Click on an image to select it which highlights the page number/file name header. <br />
# Click the '''Replace''' button at the top of the screen. You will be asked if you wish to replace the page and to place a page into the scanner. The replacement page is then scanned and displayed in the slot formerly held by the page that was replaced. <br />
----<br />
<p style="color:blue; font-style:italic"><br />
Note: To change the setting on the scanner, select Settings-Scanner before clicking the Replace button.''<br />
</p><br />
----<br />
<br />
<br />
'''Appending pages to documents'''<br />
<br />
To append a page to the end of a document:<br />
<br />
# In the halFILE Administrator, select the in-basket in which the document exists. <br />
# Select '''Tools-Image Utility'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document onto which an image should be appended. <br />
# The images are loaded into a list box (Large Document Interface) or placed into boxes on the screen (Thumbnail Interface). <br />
# Click the '''Append''' button at the top of the screen. You will be asked if you wish to append a page and to place a page into the scanner. The page is then scanned and displayed as the last page of the document. <br />
<br />
<br />
'''Inserting pages in documents'''<br />
<br />
To insert a page within a document:<br />
<br />
# In the halFILE Administrator, select the in-basket in which the document exists. <br />
# Select '''Tools-Image Utility'''.<br />
# Select''' File-Open''' and, from the list of documents in the basket, select the document within which an image should be inserted. <br />
# The images are loaded into a list box (Large Document Interface) or placed into boxes on the screen (Thumbnail Interface). <br />
# Click on an image to select it, which highlights the page number/file name header. <br />
# Click the''' Insert''' button at the top of the screen. You will be asked if you wish to insert a page and to place a page into the scanner. The page is then scanned and displayed in the slot before the selected page. <br />
<br />
<br />
'''Deleting pages from documents'''<br />
<br />
To delete a page from a document:<br />
<br />
# In the halFILE Administrator, select the in-basket in which the document exists. <br />
# Select '''Tools-Image Utility'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document within which an image should be deleted. <br />
# The images are loaded into a list box (Large Document Interface) or placed into boxes on the screen (Thumbnail Interface). <br />
# Click on an image to select it, which highlights the page number/file name header. <br />
# Click the '''Delete''' button at the top of the screen. You will be asked if you wish to delete the page. <br />
# Click the '''Yes''' button or press 'Y' and the page is removed. <br />
<br />
<br />
'''Moving pages from document to document'''<br />
<br />
How to move a page from one document to another:<br />
<br />
# In the halFILE Administrator, select the in-basket in which the document exists. <br />
# Select '''Tools-Image Utility'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document from which you wish to move pages. <br />
# The images are loaded into a list box (Large Document Interface) or placed into boxes on the screen (Thumbnail Interface). <br />
# Click on an image to select it, which highlights the page number/file name header. <br />
# If you are using the Thumbnail Interface, click the '''Mark''' button at the top of the screen. This tags the selected image as 'marked'. To unmark the page, click the Mark button again. If you are using the Large Document Interface, the page is automatically marked when highlighted.<br />
# After marking all the pages that you wish to move, click the Move button at the top of the screen. <br />
# A form is loaded showing the pages that were marked. <br />
# Enter the document number to move the selected pages to into 'Move to end of document' box. Or, click the''' Select''' button to choose from the list of documents in the basket. If you wish to review the document to make sure it is the correct one, press the Preview button. <br />
# If you want the images to be removed from the document from which they are being moved, check the 'Delete after Moving' check box. If this box is not checked, the original document will be left unchanged. <br />
# Click the '''OK''' button at the bottom of the form to perform the image move. <br />
# If you wish to re-arrange the pages after the move, select '''File-Open''', select the document number and proceed with shuffle or swap of images as described above. <br />
<br />
==Test Images==<br />
[http://help.halfile.com/index.php?title=Chapter_8_-_Tools_4.0#column-one Contents]<br />
<br />
The '''Tools-Test Images''' menu selection is used to test a set of images to ensure that they can be viewed. This utility is typically used after mastering a CD of images to ensure that the process of writing the images to the CD worked correctly.<br />
<br />
To test a set of images use the following procedure:<br />
<br />
# Select the '''Tools-Test Images''' menu from the halFILE Manager.<br />
# On the '''Select Files''' tab, select the drive and folder where the images to be test reside.<br />
# If you wish to test all images in folders that exist beneath the selected folder, check the '''Include Sub-folders''' box.<br />
# Switch to the '''Image Processing''' tab by clicking on the tab at the top of the form.<br />
# Click the '''Process Images''' button.<br />
<br />
The images will be loaded into the view one by one. Any images that get an error when loading will be listed in the errors box.<br />
<br />
==Process Images==<br />
[http://help.halfile.com/index.php?title=Chapter_8_-_Tools_4.0#column-one Contents]<br />
<br />
The '''Tools-Process Images''' menu selection is used to apply image processing filters to a set of images. Applying these filters can improve the quality and reduce the size of the images in many cases. This feature requires a Kofax engine and supports the following:<br /><br />
<br />
* Deskew<br />
* Streak Removal<br />
* Despeckle<br />
* Line Removal<br />
* Image Filtering<br />
* Deshade<br />
* Black Border Removal<br />
<br /><br />
----<br />
<p style="color:blue; font-style:italic"><br />
Note: These filters permanently alter the image. There is no undo. So, you should test the filter you wish to apply against some test documents before running it against production documents.<br />
</p><br />
----<br />
<br />
To apply image processing filters, perform the following steps:<br />
<br />
# From the halFILE Manager, select '''Tools-Process Images'''.<br />
# On the '''Select Files''' tab, find and select the drive and folder in which the images to be processed reside. This must be a re-writable device (typically magnetic disk).<br />
# If you want to select only certain images, you can enter a wildcard into the '''File Selection Pattern''' box.<br />
# If you wish to include all folders beneath the selected folder, check '''the Include Sub-folders''' box.<br />
# If you wish to select and reset the Kofax engine to be used, click the '''Select and Reset Engine''' button.<br />
# Go to the '''Image Processing''' tab by clicking on the tab at the top of the screen.<br />
# Check the image processing filters to apply.<br />
# If you wish to change the default settings for a filter, click the appropriate set up button found next to the filter.<br />
# If you wish apply image rotation to the images, select the degree rotation from the '''Rotation options''' frame.<br />
# Go to the '''Execute''' tab by clicking on the tab at the top of the screen.<br />
# Click the '''Process Images''' button to begin the process.<br />
<br />
==Associated Import==<br />
[http://help.halfile.com/index.php?title=Chapter_8_-_Tools_4.0#column-one Contents]<br />
<br />
<br />
'''Overview'''<br />
<br />
The Associated Import Program, ASSOCIMP32.EXE, can be used to:<br />
<br />
# Import files that are not standard halFILE Image Files (PDF files, Word documents, etc.) into the halFILE System to be stored with halFILE and viewed using the original program.<br />
# Import Multi-Page TIFF images, and convert them into standard halFILE Image Files<br />
# Fill out designated index fields by reading values from the name of the file being imported. <br />
# Automatically execute multiple import filters with one click.<br />
<br />
<br />
'''Running the program'''<br />
<br />
To launch Associated Import, select Tools-Associated Import from the halFILE Manager Toolbar. <br />
<br />
<br />
'''Operation'''<br />
<br />
When you run Associated Import, you are first presented with a screen to select the Application, Database, Basket and Import Filter as shown below. The first time the program is run, no Import Filters will be listed.<br />
<br />
[[Image:Associated_Import_Main_Window.jpg]] <br />
<br />
The following buttons are available on the Main Menu Screen:<br />
<br />
'''Add Import Filter''' – this adds a new import filter for the selected Application and Database.<br />
<br />
'''Edit Import Filter''' – this edits the import filter that has been selected in the Import Filter box.<br />
<br />
'''Begin Import of this filter only''' – this executes the selected import filter, importing files into the system and indexing them as defined by the filter.<br />
<br />
'''Begin Auto Import of all marked filters''' – this executes every import filter that is marked for auto import.<br />
<br />
'''Close''' – Close the Associated Import program.<br />
<br />
<br />
'''Adding a New Import Filter'''<br />
<br />
When you click '''Add Import Filter''', the following screen is shown.<br />
<br />
[[Image:Associated_Import_New_Import.jpg]] <br />
<br />
'''Filter Title''' – Free-form text used to describe the filter such as "Tax Statements"<br />
<br />
'''File Selection path''' – this is the path where the files to import will be found. Be sure to include a trailing backslash (\).<br />
<br />
'''File Selection wildcard''' – this is the selection criteria for the files to be imported. You may use the wildcard characters asterisk (*) and question-mark (?) in this field. For instance: <br />
<br />
# If you want all of the DOC files found in the designated path, you would enter '*.DOC'. <br />
# If you wanted only the PDF files that began with '264,' you would enter '264*.PDF'.<br />
# If you wanted only TIF image files that began with a 4-digit year, followed by exactly 4 additional characters, you would enter 2004????.TIF<br />
<br />
Use the LOAD SAMPLE button to fill in the File Selection boxes by browsing the file system.<br />
<br />
'''File name field delimiter''' – this designated the delimiter (or character) that is used to identify fields within the file name. If you leave the field delimiter blank, the system assumes that you are not using a delimiter; rather you will designate the starting position and length for each field in the file name.<br />
<br />
'''Import files as single page TIFF images''' – check this box only if the files being imported are single page TIFF images. This will enable the Append Page options.<br />
<br />
'''Split Multi-Page TIFF''' – use this option if the files you are importing are Multi-Page TIFF files that need to be split into single-page TIFF files before importing into halFILE. Selecting this option will automatically select the Single Page TIFF check box. If you are unsure of this option and its ramifications, please contact Technical Support.<br />
<br />
'''Mark this filter for automatic import''' – indicate to the program that this filter will be included in an automatic import.<br />
<br />
Once you have entered these options, Click the '''SAVE''' button to save these settings to the Filter.<br />
<br />
<br />
'''Editing an existing Import Filter'''<br />
<br />
When you click Edit Import Filter, the following screen is shown:<br />
<br />
[[Image:Associated_Import_Edit_Existing_Import.jpg]]<br />
<br />
'''Import files as single page TIFF images''' - If you check this box, the append file options appear, indicating the Starting Column and length text boxes should be filled in. Filling in these boxes will allow the program to automatically staple pages together based on a certain string in the file name. For example:<br />
<br />
# Images are single-page TIFF images.<br />
# File Names are XXXXXXXX_PPP.tif (XXXXXXXX represents a file number, and the PPP is the page)<br />
# Any docs that match the file number would be stapled together in halFILE with the same document number. <br />
# You would put the number 1 in the starting column box, and the number 8 in the length box.<br />
<br />
'''Field to import''' – when you are editing an Import Filter, you have this drop down box to define the fields that will be automatically indexed. You select the field from the drop down box, and then click the Edit Field button, which displays another screen (see ''Editing the Field Information'' section below).<br />
<br />
Select only those fields that need to be indexed when the Import Filter is processed. The buttons at the bottom of the Edit Import Filter screen include:<br />
<br />
'''Save''' - saves the import filter.<br />
'''Cancel''' - cancels any changes you have made to the filter.<br />
'''Load Sample''' - lets you select a file through the Windows Explorer interface, and then automatically fills in the File Selection path and File Selection wildcard boxes.<br />
'''Edit Field''' - edits the selected field information.<br />
'''Delete''' - deletes the current Import Filter (after confirmation).<br />
<br />
<br />
'''Editing the Field Information'''<br />
<br />
If you are using the Associated Import Utility to index documents based upon information found in the file name, selecting a field from the drop down, and clicking the EDIT FIELD button will take into the Field Posting options.<br />
<br />
If you are using a delimiter to separate the field in the file name, you see the following screen:<br />
<br />
[[Image:Associated_Import_Edit_Field_Char_Delimited.jpg]]<br />
<br />
'''Posting Option''': The 'Post data found in report' option is selected if you want the system to parse a part of the PDF file name and automatically fill in the index field. The 'Post data keyed by operator' option is selected if you want the system to ask you for the data to post when you run the import filter.<br />
<br />
'''Field # in File Name''': This option designates which field in the file name to post, counting the delimiters as separators:<br />
<br />
Given a file name '''DT_01262004_0738_0005.PDF''', the following fields could be read from the file name:<br />
<br />
{|<br />
|Field 1||DT||Instrument Type<br />
|-<br />
|Field 2||01262004||Date field<br />
|-<br />
|Field 3||0738||Book<br />
|-<br />
|Field 4||0005||Page<br />
|-<br />
|}<br />
<br />
'''Remove Leading Zeros''': Check this box, if you want extra zeros (0) removed from numeric fields. Using the previous example, Field 3 would become 738 instead of 0738, and Field 4 would become 5 instead of 0005. Be advised that removing leading zeros can cause record sorting issues in the halFILE Search Module Hit List and Crystal Reports (i.e., 1 would be followed by 10, followed by 100, etc).<br />
<br />
'''Date format''': This defines how the date is formatted in the file name. If the selected field is not a date field, leave the box as non-date, and continue. If the selected field is a date field, select the appropriate option from the drop down list. Using our example, '01262004' the date format would be 'mmddyyyy'. Note that to prevent errors during import, it is important to consistently use the same date format in all file names that will be used for a given filter. Also, you should zero-fill the month and day fields consistently (01031999 not 131999) to ensure that the system will correctly index the date field.<br />
<br />
DO NOT check the Remove Zeros box if you are using a date field. If you did NOT designate a field delimiter, the field information setup screen will be slightly different:<br />
<br />
[[Image:Associated_Import_Edit_Field_Column_Delimited.jpg]]<br />
<br />
'''Posting Option''' – same as above<br />
'''Select column''' – designates the starting column for the data to post.<br />
'''Length''' – designates how many characters from the file name to use.<br />
'''Remove Leading Zeros''' – same as above<br />
'''Date format''' – same as above<br />
<br />
If using the Starting Column/Length options, the example above would be set up as follows, given a file name '''DT_01262004_0738_0005.PDF'''. The following fields could be read from the file name:<br />
<br />
{|<br />
!Starting Column!!Length!!Value!!Destination Field<br />
|-<br />
|1||2||DT||Instrument Type<br />
|-<br />
|4||8||01262004||Date field<br />
|-<br />
|13||4||0738||Book<br />
|-<br />
|18||4||0005||Page<br />
|-<br />
|}<br />
<br />
<br />
'''Executing an Import Filter Manually'''<br />
<br />
Once your import filters have been set up, you can execute an Import Filter. To do this:<br />
<br />
# Open the Associated Import program<br />
# Select the Application, Database for the filter you wish to execute<br />
# Select the Filter you wish to execute<br />
# Select the Basket where the images will be placed<br />
# Click the button labeled '''Begin Import of this filter only'''<br />
# A list of the files located by the filter will appear<br />
# You will be asked three (3) questions:<br />
<br />
'''Confirm execution of the filter'''<br />
<br />
[[Image:Associated_Import_Confirm_Execution_of_the_Filter.jpg]]<br />
<br />
* If you answer YES, the import will proceed.<br />
* If you answer NO, the import will stop, and you will be taken back to the main menu.<br />
* If you CANCEL, you will be given the option to change the filter path and selection criteria.<br />
<br />
'''Status in basket of imported docs'''<br />
<br />
[[Image:Associated_Import_Document_Status.jpg]]<br />
<br />
* If you answer YES, the documents will be imported, indexed, and placed into the basket with the status of SCAN COMPLETE.<br />
* If you answer NO, the documents will be imported, indexed, and placed into the basket with the status of INDEX COMPLETE<br />
<br />
'''Deletion of original files'''<br />
<br />
[[Image:Associated_Import_Confirm_Deletion_of_Original_Files.jpg]]<br />
<br />
* If you answer YES, the original files will be deleted after being copied into the basket folder.<br />
* If you answer NO, the original files will be left intact after being copied. Always select NO if importing directly from a read-only media, such as a CD or DVD.<br />
<br />
# The program will begin the import, displaying a count of the number of files processed, and updating the list showing the file currently being processed.<br />
# Once it finishes, a button will appear labeled '''DONE'''. Click this to return to the Main Menu.<br />
<br />
<br />
'''Executing Import Filters Automatically'''<br />
<br />
Once your import filters have been set up, and you have tested the results, you can run these filters automatically. To do this:<br />
<br />
# Make sure the import filters you wish to run automatically have been set up with the '''Mark this filter for automatic import''' box checked (See '''Adding a new Import Filter''').<br />
# Once confirmed, you can open the Associated Import program, and click the button labeled: '''Begin Auto Import of all marked Filters'''.<br />
# This will query the List of filters for any that match your selected Application and Database, and are marked for auto import, and display them on a list.<br />
# Check the box below if you want to delete the original files.<br />
# Click the button labeled '''Begin Auto Import.'''<br />
# This will execute the filters listed sequentially.<br />
<br />
This process can also be run from a command line by using the command-line switch RUNAUTO. To do so, enter the command:<br />
<br />
<halFILEPath>\ASSOCIMP32.EXE RUNAUTO<br />
<br />
Only execute this switch if you have fully tested all automatic import filters thoroughly.<br />
<br />
<br />
'''Additional Options'''<br />
<br />
'''halFILE Index Verify Support''' – Associated Import checks to see if Index Verification is setup, and if it is, documents placed into a basket as INDEX COMPLETE are instead set to INDEXED/NOT VERIFIED. This feature is enabled/disabled by the following setting in the [VERIFY] section of xxxVERyy.INI, located in the halFILE Program Directory:<br />
<br />
VerifyAssociatedImport=[TRUE/FALSE]<br />
<br />
'''SQL Transaction Log Dumping''' – Associated Import executes a DUMP TRANSACTION query against the database every 100 records to prevent the SQL transaction log from getting filled up, and also to slow down the rate of updates to the SQL Server, to prevent the SQL Server from locking up from excessive updates (what Microsoft refers to as a FIREHOSE operation). In some situations, if the number of docs imported by the filter is less than 1000, turning this option off can speed up the execution of the import. This option is enabled/disabled with the '''DumpTran=[TRUE/FALSE]''' setting in the [DEFAULT] section of ASSOCIMP32.INI, located in the halFILE Program Directory.<br />
<br />
<br />
'''Troubleshooting'''<br />
<br />
'''Log Options''' – the associated import program uses a log file where it writes process information, as well as additional information useful in debugging problems. The default log will be located in the TEMP directory, on the station from which the import filter was executed, and is called ASSOCIMP32.LOG.<br />
<br />
==Auto Fill==<br />
[http://help.halfile.com/index.php?title=Chapter_8_-_Tools_4.0#column-one Contents]<br />
<br />
'''Overview'''<br />
<br />
Autofill is a utility used to fill in information into halFILE database fields in order to speed data entry. With this utility, you select an application, database and basket and define the parameters for auto filling data fields in that database. Then you can process a selected basket.<br />
<br />
<br />
[[Image:autofill.jpg]]</div>
WikiSysop
http://help.halfile.com/index.php?title=Chapter_9_-_Tools_4.0&diff=16800
Chapter 9 - Tools 4.0
2018-07-12T16:32:48Z
<p>WikiSysop: /* Auto Fill */</p>
<hr />
<div>[http://help.halfile.com/index.php?title=HalFILE_4.0_Documentation Main Index]<br />
<br />
==Login==<br />
<br />
With security enabled, users must login to access halFILE. At this login menu item, the login can be changed to another user's login.<br />
<br />
==Basket Status==<br />
[http://help.halfile.com/index.php?title=Chapter_8_-_Tools_4.0#column-one Contents]<br />
<br />
[[Image:FileManager248.jpg|left]] To review the status of documents in an In-Basket, select the basket you wish to review and click the Basket Status icon or select the '''Tools-Basket Status''' menu. This selection displays a screen similar to the one below. <br />
<br />
When you click a document number in the list, it will show the related document in the viewer. For Associated Documents, double click to view the document in its native application.<br />
<br />
You can change databases and baskets here as well using the drop down boxes near the top of the form.<br />
<br />
[[Image:Basket_Status_Window_Overview.jpg]]<br />
<br />
<br />
'''Showing the status for a document'''<br />
<br />
# From the image list, click the document number to review.<br />
# The current status for the document is shown on the frame below the image list and the first page of the image is displayed. Status settings for a document are as follows:<br />
## Scan complete - the document is scanned but not yet indexed.<br />
## Index in Progress - the document is currently being indexed.<br />
## Index-Not Verified - if the Index Verification feature is enabled, this indicates the document is indexed but has yet to be verified by a second data entry operator.<br />
## Index Complete - the document has been indexed but is not yet archived. If the Index Verification feature is enabled, this indicates that the document has been indexed and verified.<br />
## Archive Complete - the document has been archived. There is no further work to be done for the document. This status only applies to documents that are indexed without an image.<br />
<br />
<br />
'''Changing the status of a document'''<br />
<br />
At some time, it may become necessary to change the status of a document. For instance, if the system went down while a document was being indexed, you may need to change the status from index in progress to scan complete in order to re-index the document.<br />
<br />
# From the image list, click the document number to review. This will display the status for the document.<br />
# In the status box, click the status that you want. This changes the status immediately.<br />
<br />
<br />
'''Removing all images from the basket'''<br />
<br />
Select '''File-Remove All Documents''' from the menu. This selection permanently deletes all the image files in the basket.<br />
<br />
<br />
'''Removing marked documents'''<br />
<br />
Remove multiple marked documents by using CTRL-Click or a range of documents using SHIFT-Click. Then using '''File-Remove Marked Documents''', all of the marked documents are removed from the basket and the images are permanently deleted.<br />
<br />
<br />
'''Adding pages to a document'''<br />
<br />
Use '''Edit-Insert Pages''' or '''Edit-Append Pages-From Scanner '''to scan additional pages for the selected document. To select an image file from disk, select '''Edit-Append Pages-From File'''.<br />
<br />
<br />
'''Deleting a page from a document'''<br />
<br />
Select '''Edit-Delete Page''' on the viewer's menu to permanently delete the page that is currently displayed.<br />
<br />
<br />
'''Reordering pages within a document'''<br />
<br />
Click the Reorder button to reorder the pages with the selected document (images only). This takes you to the Image Move Utility, described in the following section.<br />
<br />
<br />
'''Printing Marked Documents'''<br />
<br />
You can mark a set of documents and then select the '''File-Print Marked Documents''' menu to print selected documents. To mark a range of documents, click to highlight the first document in the range then shift-click on the last document in the range. To mark selected documents, use ctrl-click.<br />
<br />
<br />
'''Inserting Document Numbers into a basket'''<br />
<br />
At some point, it may be necessary to add the document numbers for existing images into a basket. The '''File-Insert Documents''' menu selection is used to do this. Note that this feature expects the images to exist in the basket folder. This feature does not scan or import documents from other sources. An example of when this feature would be used is if the basket database becomes corrupted and must be rebuilt. Since the images are still in the basket folder, you could insert the document numbers into the rebuilt basket to recover.<br />
<br />
When you insert document numbers, you provide the document prefix, a from and to document number, the basket status to apply for the document, the document type and, if it an associated document, the file extension. When you click the OK button, the document range is entered into the basket list with the appropriate settings.<br />
<br />
<br />
'''Export documents'''<br />
<br />
You can export all documents or selected documents to a selected folder using '''the File-Export Documents''' menu selection. When this menu is selected, you are first asked if you wish to export the selected documents. If you answer YES, you are asked to enter the folder to export to and only the selected documents are exported. If you answer NO, then you asked if you wish to export all documents in the basket. If you answer YES then you are asked for the target folder and all documents are exported to this location.<br />
<br />
<br />
'''Change the status for a range of documents'''<br />
<br />
Use the '''Change-Range''' menu selection to change the status for a range of documents in the basket. When you select this menu, a form is displayed where you enter the document prefix, the first and last document numbers, and the from and to status. For example, if your basket held documents T0000001 through T0000123 and you wanted to change the status for the last five documents from Index Complete to Scan Complete, the following procedure would be used:<br />
<br />
# Select the Change-Range menu.<br />
# Enter T for the document prefix.<br />
# Enter 118 in the from document box (the system will fill in the zeroes.<br />
# Enter 123 in the to document box.<br />
# Select Index Complete from the From Status dropdown box.<br />
# Select Scan Complete from the To Status dropdown box.<br />
# Click OK.<br />
<br />
<br />
'''Transfer documents to another basket'''<br />
<br />
Use the '''File-Transfer''' menu selection to transfer all or selected documents to another basket. When you select this menu, a form is displayed where you select the target basket as well as whether all or selected documents are to be transferred. Click the Transfer button to perform the transfer.<br />
<br />
<br />
'''Selecting documents'''<br />
<br />
The '''Edit-Select''' menu can be used to select (highlight) all documents having a certain status. For example, to select all documents having a status of "index complete", use the menu '''Edit-Select-Index complete documents'''. Every document in the basket having a status of "index complete" will be selected. This feature is useful to select documents and then transfer them to a different basket using the '''File_Transfer''' menu.<br />
<br />
<br />
'''Optical Character Recognition (OCR)'''<br />
<br />
You can convert a document to text using halFILE's OCR feature in Tools-Basket status. There are menu selections to convert the image that is displayed to text (menu OCR-Page-Text), Word (OCR-Page-Word), WordPerfect (OCR-Page-WordPerfect) and HTML (OCR-Page-HTML). There are also menus to convert the entire document (OCR-Document).<br />
<br />
<br />
'''Refreshing a basket'''<br />
<br />
The '''Tools_Refresh''' menu selection is used to reload the basket. This can be used to see if any recent changes have been made to the documents in the basket.<br />
<br />
<br />
'''Basket Statistics'''<br />
<br />
The '''Tools-Statistics-This Basket''' menu selection calculates and displays basket statistics. This shows totals for each status and for each document type.<br />
<br />
The '''Tools-Statistics-All Baskets''' menu selection calculates and displays summary basket statistics for all baskets in all databases.<br />
<br />
==Move Images==<br />
[http://help.halfile.com/index.php?title=Chapter_8_-_Tools_4.0#column-one Contents]<br />
<br />
The '''Tools-Move Images''' menu selection is used to manage images that have been scanned and are still in a basket (i.e. have not been archived to permanent storage). <br />
<br />
<br />
'''Rearranging pages'''<br />
<br />
To rearrange the page order of images within a document:<br />
<br />
# In the halFILE Manager, select the in-basket in which the document exists. <br />
# Select '''Tools-Move Images'''.<br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document for which the images must be re-arranged. To select a document, either double click in the document number or click the document number then press the Open button beneath the list box. <br />
# The pages for the document are listed in their original order in the left image list box. The pages in their revised order are listed in the right hand box. The extension represents the page number. Clicking on a number from the list will display that page in the image window. <br />
# The '''Add''' button is used to move pages that are highlighted in the Original Order box into the Revised Order box. You can multi-select pages in the Original Order box to move multiple pages at one time.<br /><br /><span style="color:blue; font-style:italic">To multi-select individual pages, hold the CTRL key down while left clicking a page. To multi-select a range of pages, left click on the first page of the range to highlight it. Then go to the last page and, while hold the SHIFT key down, press the left mouse button on that page. The range will then be highlighted.</span><br /><br /><br />
# Pages can be removed from the Revised Order box using the '''Remove''' button.<br />
# Once the images are in the correct revised order, click the '''Save''' to perform the rearranging of the images. <br />
<br />
<br />
'''Replacing pages of documents'''<br />
<br />
The Image Move utility can replace a page in a document with an image that exists on your system. To replace a page within a document, use the following steps:<br />
<br />
# In the halFILE Manager, select the in-basket in which the document exists. <br />
# Select '''Tools-Move Images'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document within which an image must be replaced. <br />
# The images are loaded into a list box. <br />
# Click on an image to select it, which highlights the page number/file name header. <br />
# Click the '''Replace''' button at the top of the screen. You will be asked if you wish to replace the page. Click the YES button and then find the image on disk which will be used to replace the image shown.<br />
<br />
<br />
'''Appending pages to documents'''<br />
<br />
To append images to the selected document, use the following procedure:<br />
<br />
# In the halFILE Manager, select the in-basket in which the document exists. <br />
# Select '''Tools-Move'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document onto which an image should be appended. <br />
# The images are loaded into a list box. <br />
# Click on an image to select it, which highlights the page number/file name header. <br />
# Click the '''Append''' button at the top of the screen. The Explorer dialog will open to let you find the image on disk that will be appended to the document. You can multi-select the images to append. <br />
# The appended pages will appear in your Original Order list. You can then add the pages to the Revised Order list in the order you want them and click '''Save''' to save the document. <br />
<br />
<br />
'''Deleting pages from documents'''<br />
<br />
To delete a page from a document:<br />
<br />
# In the halFILE Manager, select the in-basket in which the document exists. <br />
# Select '''Tools-Move Images'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document within which an image should be deleted. <br />
# The images are loaded into a list box. <br />
# Click on an image to select it. <br />
# Click the '''Delete''' button at the top of the screen. You will be asked if you wish to delete the page. <br />
# Click the '''Yes''' button and the page is removed. <br />
<br />
<br />
'''Moving pages from document to document'''<br />
<br />
To move a page from one document to another:<br />
<br />
# In the halFILE Manager, select the in-basket in which the document exists. <br />
# Select '''Tools-Move Images'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document from which you wish to move pages. <br />
# The images are loaded into the Original List box. <br />
# In the Original Order list, select the image or images you wish to move. <br />
# Click the '''Move''' button at the top of the screen. <br />
# A form is loaded showing the pages that were marked. <br />
# Enter the document number to move the selected pages to into 'Move to end of document' box. Or, click the''' Select''' button to choose from the list of documents in the basket. If you wish to review the document to make sure it is the correct one, press the Preview button. <br />
# If you want the images to be removed from the document from which they are being moved, check the 'Delete after Moving' check box. If this box is not checked, the original document will be left unchanged. <br />
# Click the '''OK''' button at the bottom of the form to perform the image move. <br />
# If you wish to re-arrange the pages after the move, select '''File-Open''', select the document number and proceed with shuffle or swap of images as described above. <br />
<br />
==Image Utility==<br />
[http://help.halfile.com/index.php?title=Chapter_8_-_Tools_4.0#column-one Contents]<br />
<br />
The '''Tools-Image Utility''' menu selection is used to manage images that have been scanned and are still in a basket (i.e. have not been archived to permanent storage). This utility works much like the Move Images utility above, except it requires either a Kofax engine or a TWAIN scanner. Which interface is used depends on the scanner type (Kofax or TWAIN) you selected as you default when you first went into the scan module.<br />
<br />
<br />
'''Rearranging pages'''<br />
<br />
To rearrange the page order of images within a document:<br />
<br />
# In the halFILE Manager, select the in-basket in which the document exists. <br />
# Select '''Tools-Image Utility'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document for which the images must be re-arranged. To select a document, either double click in the document number or click the document number then press the Open button beneath the list box. <br />
# The pages for the document are listed in their original order in the left image list box. The pages in their revised order are listed in the right hand box. The extension represents the page number. Clicking on a number from the list will display that page in the image window. <br />
# The '''Add''' button is used to move pages which are highlighted in the Original Order box into the Revised Order box. You can multi-select pages in the Original Order box to move multiple pages at one time.<br /><br /><span style="color:blue; font-style:italic">To multi-select individual pages, hold the CTRL key down while left clicking a page. To multi-select a range of pages, left click on the first page of the range to highlight it. Then go to the last page and, while hold the SHIFT key down, press the left mouse button on that page. The range will then be highlighted.</span><br /><br /><br />
# Pages can be removed from the Revised Order box using the '''Remove''' button.<br />
# Once the images are in the correct revised order, click the '''Save''' to perform the rearranging of the images. <br />
<br />
<br />
'''Swapping pages of documents'''<br />
<br />
To swap the order of two images within a document:<br />
<br />
# In the halFILE Administrator, select the in-basket in which the document exists. <br />
# Select '''Tools-Image Utility'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document for which the images must be re-arranged. <br />
# The images are loaded and placed into boxes on the screen. <br />
# Change to Swap mode by selecting '''Mode-Swap''' from the menu.<br /><br /><span style="color:blue; font-style:italic">Swap mode is where, when an image is dragged from one slot to another within a document, the image that was dragged is placed into the slot of the image that it was dragged to. The image that was dragged to is then placed into the slot of the image being dragged.</span><br /><br /><br />
# Click on the image that you want to move, holding down the mouse button. Then drag it over the image that you want to swap it with. Do not click on the page number/image file name header but on the image itself. Once you have dragged it to the desired position, release the mouse button. You will see the images swapped. The image file names will show you what has taken place. <br />
# Click the '''Save''' button at the top of the screen to perform the image swap or click on the Revert button to load the document in its original (unchanged) state. <br />
<br />
<br />
'''Replacing pages of documents'''<br />
<br />
To replace a page within a document:<br />
<br />
# In the halFILE Administrator, select the in-basket in which the document exists. <br />
# Select '''Tools-Image Utility'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document within which an image must be replaced. <br />
# The images are loaded into a list box (Large Document Interface) or placed into boxes on the screen (Thumbnail Interface). <br />
# Click on an image to select it which highlights the page number/file name header. <br />
# Click the '''Replace''' button at the top of the screen. You will be asked if you wish to replace the page and to place a page into the scanner. The replacement page is then scanned and displayed in the slot formerly held by the page that was replaced. <br />
----<br />
<p style="color:blue; font-style:italic"><br />
Note: To change the setting on the scanner, select Settings-Scanner before clicking the Replace button.''<br />
</p><br />
----<br />
<br />
<br />
'''Appending pages to documents'''<br />
<br />
To append a page to the end of a document:<br />
<br />
# In the halFILE Administrator, select the in-basket in which the document exists. <br />
# Select '''Tools-Image Utility'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document onto which an image should be appended. <br />
# The images are loaded into a list box (Large Document Interface) or placed into boxes on the screen (Thumbnail Interface). <br />
# Click the '''Append''' button at the top of the screen. You will be asked if you wish to append a page and to place a page into the scanner. The page is then scanned and displayed as the last page of the document. <br />
<br />
<br />
'''Inserting pages in documents'''<br />
<br />
To insert a page within a document:<br />
<br />
# In the halFILE Administrator, select the in-basket in which the document exists. <br />
# Select '''Tools-Image Utility'''.<br />
# Select''' File-Open''' and, from the list of documents in the basket, select the document within which an image should be inserted. <br />
# The images are loaded into a list box (Large Document Interface) or placed into boxes on the screen (Thumbnail Interface). <br />
# Click on an image to select it, which highlights the page number/file name header. <br />
# Click the''' Insert''' button at the top of the screen. You will be asked if you wish to insert a page and to place a page into the scanner. The page is then scanned and displayed in the slot before the selected page. <br />
<br />
<br />
'''Deleting pages from documents'''<br />
<br />
To delete a page from a document:<br />
<br />
# In the halFILE Administrator, select the in-basket in which the document exists. <br />
# Select '''Tools-Image Utility'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document within which an image should be deleted. <br />
# The images are loaded into a list box (Large Document Interface) or placed into boxes on the screen (Thumbnail Interface). <br />
# Click on an image to select it, which highlights the page number/file name header. <br />
# Click the '''Delete''' button at the top of the screen. You will be asked if you wish to delete the page. <br />
# Click the '''Yes''' button or press 'Y' and the page is removed. <br />
<br />
<br />
'''Moving pages from document to document'''<br />
<br />
How to move a page from one document to another:<br />
<br />
# In the halFILE Administrator, select the in-basket in which the document exists. <br />
# Select '''Tools-Image Utility'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document from which you wish to move pages. <br />
# The images are loaded into a list box (Large Document Interface) or placed into boxes on the screen (Thumbnail Interface). <br />
# Click on an image to select it, which highlights the page number/file name header. <br />
# If you are using the Thumbnail Interface, click the '''Mark''' button at the top of the screen. This tags the selected image as 'marked'. To unmark the page, click the Mark button again. If you are using the Large Document Interface, the page is automatically marked when highlighted.<br />
# After marking all the pages that you wish to move, click the Move button at the top of the screen. <br />
# A form is loaded showing the pages that were marked. <br />
# Enter the document number to move the selected pages to into 'Move to end of document' box. Or, click the''' Select''' button to choose from the list of documents in the basket. If you wish to review the document to make sure it is the correct one, press the Preview button. <br />
# If you want the images to be removed from the document from which they are being moved, check the 'Delete after Moving' check box. If this box is not checked, the original document will be left unchanged. <br />
# Click the '''OK''' button at the bottom of the form to perform the image move. <br />
# If you wish to re-arrange the pages after the move, select '''File-Open''', select the document number and proceed with shuffle or swap of images as described above. <br />
<br />
==Test Images==<br />
[http://help.halfile.com/index.php?title=Chapter_8_-_Tools_4.0#column-one Contents]<br />
<br />
The '''Tools-Test Images''' menu selection is used to test a set of images to ensure that they can be viewed. This utility is typically used after mastering a CD of images to ensure that the process of writing the images to the CD worked correctly.<br />
<br />
To test a set of images use the following procedure:<br />
<br />
# Select the '''Tools-Test Images''' menu from the halFILE Manager.<br />
# On the '''Select Files''' tab, select the drive and folder where the images to be test reside.<br />
# If you wish to test all images in folders that exist beneath the selected folder, check the '''Include Sub-folders''' box.<br />
# Switch to the '''Image Processing''' tab by clicking on the tab at the top of the form.<br />
# Click the '''Process Images''' button.<br />
<br />
The images will be loaded into the view one by one. Any images that get an error when loading will be listed in the errors box.<br />
<br />
==Process Images==<br />
[http://help.halfile.com/index.php?title=Chapter_8_-_Tools_4.0#column-one Contents]<br />
<br />
The '''Tools-Process Images''' menu selection is used to apply image processing filters to a set of images. Applying these filters can improve the quality and reduce the size of the images in many cases. This feature requires a Kofax engine and supports the following:<br /><br />
<br />
* Deskew<br />
* Streak Removal<br />
* Despeckle<br />
* Line Removal<br />
* Image Filtering<br />
* Deshade<br />
* Black Border Removal<br />
<br /><br />
----<br />
<p style="color:blue; font-style:italic"><br />
Note: These filters permanently alter the image. There is no undo. So, you should test the filter you wish to apply against some test documents before running it against production documents.<br />
</p><br />
----<br />
<br />
To apply image processing filters, perform the following steps:<br />
<br />
# From the halFILE Manager, select '''Tools-Process Images'''.<br />
# On the '''Select Files''' tab, find and select the drive and folder in which the images to be processed reside. This must be a re-writable device (typically magnetic disk).<br />
# If you want to select only certain images, you can enter a wildcard into the '''File Selection Pattern''' box.<br />
# If you wish to include all folders beneath the selected folder, check '''the Include Sub-folders''' box.<br />
# If you wish to select and reset the Kofax engine to be used, click the '''Select and Reset Engine''' button.<br />
# Go to the '''Image Processing''' tab by clicking on the tab at the top of the screen.<br />
# Check the image processing filters to apply.<br />
# If you wish to change the default settings for a filter, click the appropriate set up button found next to the filter.<br />
# If you wish apply image rotation to the images, select the degree rotation from the '''Rotation options''' frame.<br />
# Go to the '''Execute''' tab by clicking on the tab at the top of the screen.<br />
# Click the '''Process Images''' button to begin the process.<br />
<br />
==Associated Import==<br />
[http://help.halfile.com/index.php?title=Chapter_8_-_Tools_4.0#column-one Contents]<br />
<br />
<br />
'''Overview'''<br />
<br />
The Associated Import Program, ASSOCIMP32.EXE, can be used to:<br />
<br />
# Import files that are not standard halFILE Image Files (PDF files, Word documents, etc.) into the halFILE System to be stored with halFILE and viewed using the original program.<br />
# Import Multi-Page TIFF images, and convert them into standard halFILE Image Files<br />
# Fill out designated index fields by reading values from the name of the file being imported. <br />
# Automatically execute multiple import filters with one click.<br />
<br />
<br />
'''Running the program'''<br />
<br />
To launch Associated Import, select Tools-Associated Import from the halFILE Manager Toolbar. <br />
<br />
<br />
'''Operation'''<br />
<br />
When you run Associated Import, you are first presented with a screen to select the Application, Database, Basket and Import Filter as shown below. The first time the program is run, no Import Filters will be listed.<br />
<br />
[[Image:Associated_Import_Main_Window.jpg]] <br />
<br />
The following buttons are available on the Main Menu Screen:<br />
<br />
'''Add Import Filter''' – this adds a new import filter for the selected Application and Database.<br />
<br />
'''Edit Import Filter''' – this edits the import filter that has been selected in the Import Filter box.<br />
<br />
'''Begin Import of this filter only''' – this executes the selected import filter, importing files into the system and indexing them as defined by the filter.<br />
<br />
'''Begin Auto Import of all marked filters''' – this executes every import filter that is marked for auto import.<br />
<br />
'''Close''' – Close the Associated Import program.<br />
<br />
<br />
'''Adding a New Import Filter'''<br />
<br />
When you click '''Add Import Filter''', the following screen is shown.<br />
<br />
[[Image:Associated_Import_New_Import.jpg]] <br />
<br />
'''Filter Title''' – Free-form text used to describe the filter such as "Tax Statements"<br />
<br />
'''File Selection path''' – this is the path where the files to import will be found. Be sure to include a trailing backslash (\).<br />
<br />
'''File Selection wildcard''' – this is the selection criteria for the files to be imported. You may use the wildcard characters asterisk (*) and question-mark (?) in this field. For instance: <br />
<br />
# If you want all of the DOC files found in the designated path, you would enter '*.DOC'. <br />
# If you wanted only the PDF files that began with '264,' you would enter '264*.PDF'.<br />
# If you wanted only TIF image files that began with a 4-digit year, followed by exactly 4 additional characters, you would enter 2004????.TIF<br />
<br />
Use the LOAD SAMPLE button to fill in the File Selection boxes by browsing the file system.<br />
<br />
'''File name field delimiter''' – this designated the delimiter (or character) that is used to identify fields within the file name. If you leave the field delimiter blank, the system assumes that you are not using a delimiter; rather you will designate the starting position and length for each field in the file name.<br />
<br />
'''Import files as single page TIFF images''' – check this box only if the files being imported are single page TIFF images. This will enable the Append Page options.<br />
<br />
'''Split Multi-Page TIFF''' – use this option if the files you are importing are Multi-Page TIFF files that need to be split into single-page TIFF files before importing into halFILE. Selecting this option will automatically select the Single Page TIFF check box. If you are unsure of this option and its ramifications, please contact Technical Support.<br />
<br />
'''Mark this filter for automatic import''' – indicate to the program that this filter will be included in an automatic import.<br />
<br />
Once you have entered these options, Click the '''SAVE''' button to save these settings to the Filter.<br />
<br />
<br />
'''Editing an existing Import Filter'''<br />
<br />
When you click Edit Import Filter, the following screen is shown:<br />
<br />
[[Image:Associated_Import_Edit_Existing_Import.jpg]]<br />
<br />
'''Import files as single page TIFF images''' - If you check this box, the append file options appear, indicating the Starting Column and length text boxes should be filled in. Filling in these boxes will allow the program to automatically staple pages together based on a certain string in the file name. For example:<br />
<br />
# Images are single-page TIFF images.<br />
# File Names are XXXXXXXX_PPP.tif (XXXXXXXX represents a file number, and the PPP is the page)<br />
# Any docs that match the file number would be stapled together in halFILE with the same document number. <br />
# You would put the number 1 in the starting column box, and the number 8 in the length box.<br />
<br />
'''Field to import''' – when you are editing an Import Filter, you have this drop down box to define the fields that will be automatically indexed. You select the field from the drop down box, and then click the Edit Field button, which displays another screen (see ''Editing the Field Information'' section below).<br />
<br />
Select only those fields that need to be indexed when the Import Filter is processed. The buttons at the bottom of the Edit Import Filter screen include:<br />
<br />
'''Save''' - saves the import filter.<br />
'''Cancel''' - cancels any changes you have made to the filter.<br />
'''Load Sample''' - lets you select a file through the Windows Explorer interface, and then automatically fills in the File Selection path and File Selection wildcard boxes.<br />
'''Edit Field''' - edits the selected field information.<br />
'''Delete''' - deletes the current Import Filter (after confirmation).<br />
<br />
<br />
'''Editing the Field Information'''<br />
<br />
If you are using the Associated Import Utility to index documents based upon information found in the file name, selecting a field from the drop down, and clicking the EDIT FIELD button will take into the Field Posting options.<br />
<br />
If you are using a delimiter to separate the field in the file name, you see the following screen:<br />
<br />
[[Image:Associated_Import_Edit_Field_Char_Delimited.jpg]]<br />
<br />
'''Posting Option''': The 'Post data found in report' option is selected if you want the system to parse a part of the PDF file name and automatically fill in the index field. The 'Post data keyed by operator' option is selected if you want the system to ask you for the data to post when you run the import filter.<br />
<br />
'''Field # in File Name''': This option designates which field in the file name to post, counting the delimiters as separators:<br />
<br />
Given a file name '''DT_01262004_0738_0005.PDF''', the following fields could be read from the file name:<br />
<br />
{|<br />
|Field 1||DT||Instrument Type<br />
|-<br />
|Field 2||01262004||Date field<br />
|-<br />
|Field 3||0738||Book<br />
|-<br />
|Field 4||0005||Page<br />
|-<br />
|}<br />
<br />
'''Remove Leading Zeros''': Check this box, if you want extra zeros (0) removed from numeric fields. Using the previous example, Field 3 would become 738 instead of 0738, and Field 4 would become 5 instead of 0005. Be advised that removing leading zeros can cause record sorting issues in the halFILE Search Module Hit List and Crystal Reports (i.e., 1 would be followed by 10, followed by 100, etc).<br />
<br />
'''Date format''': This defines how the date is formatted in the file name. If the selected field is not a date field, leave the box as non-date, and continue. If the selected field is a date field, select the appropriate option from the drop down list. Using our example, '01262004' the date format would be 'mmddyyyy'. Note that to prevent errors during import, it is important to consistently use the same date format in all file names that will be used for a given filter. Also, you should zero-fill the month and day fields consistently (01031999 not 131999) to ensure that the system will correctly index the date field.<br />
<br />
DO NOT check the Remove Zeros box if you are using a date field. If you did NOT designate a field delimiter, the field information setup screen will be slightly different:<br />
<br />
[[Image:Associated_Import_Edit_Field_Column_Delimited.jpg]]<br />
<br />
'''Posting Option''' – same as above<br />
'''Select column''' – designates the starting column for the data to post.<br />
'''Length''' – designates how many characters from the file name to use.<br />
'''Remove Leading Zeros''' – same as above<br />
'''Date format''' – same as above<br />
<br />
If using the Starting Column/Length options, the example above would be set up as follows, given a file name '''DT_01262004_0738_0005.PDF'''. The following fields could be read from the file name:<br />
<br />
{|<br />
!Starting Column!!Length!!Value!!Destination Field<br />
|-<br />
|1||2||DT||Instrument Type<br />
|-<br />
|4||8||01262004||Date field<br />
|-<br />
|13||4||0738||Book<br />
|-<br />
|18||4||0005||Page<br />
|-<br />
|}<br />
<br />
<br />
'''Executing an Import Filter Manually'''<br />
<br />
Once your import filters have been set up, you can execute an Import Filter. To do this:<br />
<br />
# Open the Associated Import program<br />
# Select the Application, Database for the filter you wish to execute<br />
# Select the Filter you wish to execute<br />
# Select the Basket where the images will be placed<br />
# Click the button labeled '''Begin Import of this filter only'''<br />
# A list of the files located by the filter will appear<br />
# You will be asked three (3) questions:<br />
<br />
'''Confirm execution of the filter'''<br />
<br />
[[Image:Associated_Import_Confirm_Execution_of_the_Filter.jpg]]<br />
<br />
* If you answer YES, the import will proceed.<br />
* If you answer NO, the import will stop, and you will be taken back to the main menu.<br />
* If you CANCEL, you will be given the option to change the filter path and selection criteria.<br />
<br />
'''Status in basket of imported docs'''<br />
<br />
[[Image:Associated_Import_Document_Status.jpg]]<br />
<br />
* If you answer YES, the documents will be imported, indexed, and placed into the basket with the status of SCAN COMPLETE.<br />
* If you answer NO, the documents will be imported, indexed, and placed into the basket with the status of INDEX COMPLETE<br />
<br />
'''Deletion of original files'''<br />
<br />
[[Image:Associated_Import_Confirm_Deletion_of_Original_Files.jpg]]<br />
<br />
* If you answer YES, the original files will be deleted after being copied into the basket folder.<br />
* If you answer NO, the original files will be left intact after being copied. Always select NO if importing directly from a read-only media, such as a CD or DVD.<br />
<br />
# The program will begin the import, displaying a count of the number of files processed, and updating the list showing the file currently being processed.<br />
# Once it finishes, a button will appear labeled '''DONE'''. Click this to return to the Main Menu.<br />
<br />
<br />
'''Executing Import Filters Automatically'''<br />
<br />
Once your import filters have been set up, and you have tested the results, you can run these filters automatically. To do this:<br />
<br />
# Make sure the import filters you wish to run automatically have been set up with the '''Mark this filter for automatic import''' box checked (See '''Adding a new Import Filter''').<br />
# Once confirmed, you can open the Associated Import program, and click the button labeled: '''Begin Auto Import of all marked Filters'''.<br />
# This will query the List of filters for any that match your selected Application and Database, and are marked for auto import, and display them on a list.<br />
# Check the box below if you want to delete the original files.<br />
# Click the button labeled '''Begin Auto Import.'''<br />
# This will execute the filters listed sequentially.<br />
<br />
This process can also be run from a command line by using the command-line switch RUNAUTO. To do so, enter the command:<br />
<br />
<halFILEPath>\ASSOCIMP32.EXE RUNAUTO<br />
<br />
Only execute this switch if you have fully tested all automatic import filters thoroughly.<br />
<br />
<br />
'''Additional Options'''<br />
<br />
'''halFILE Index Verify Support''' – Associated Import checks to see if Index Verification is setup, and if it is, documents placed into a basket as INDEX COMPLETE are instead set to INDEXED/NOT VERIFIED. This feature is enabled/disabled by the following setting in the [VERIFY] section of xxxVERyy.INI, located in the halFILE Program Directory:<br />
<br />
VerifyAssociatedImport=[TRUE/FALSE]<br />
<br />
'''SQL Transaction Log Dumping''' – Associated Import executes a DUMP TRANSACTION query against the database every 100 records to prevent the SQL transaction log from getting filled up, and also to slow down the rate of updates to the SQL Server, to prevent the SQL Server from locking up from excessive updates (what Microsoft refers to as a FIREHOSE operation). In some situations, if the number of docs imported by the filter is less than 1000, turning this option off can speed up the execution of the import. This option is enabled/disabled with the '''DumpTran=[TRUE/FALSE]''' setting in the [DEFAULT] section of ASSOCIMP32.INI, located in the halFILE Program Directory.<br />
<br />
<br />
'''Troubleshooting'''<br />
<br />
'''Log Options''' – the associated import program uses a log file where it writes process information, as well as additional information useful in debugging problems. The default log will be located in the TEMP directory, on the station from which the import filter was executed, and is called ASSOCIMP32.LOG.<br />
<br />
==Auto Fill==<br />
[http://help.halfile.com/index.php?title=Chapter_8_-_Tools_4.0#column-one Contents]<br />
<br />
'''Overview'''<br />
Autofill is a utility used to fill in information into halFILE database fields in order to speed data entry. With this utility, you select an application, database and basket and define the parameters for auto filling data fields in that database. Then you can process a selected basket.<br />
<br />
<br />
[[Image:autofill.jpg]]</div>
WikiSysop
http://help.halfile.com/index.php?title=Chapter_9_-_Tools_4.0&diff=16799
Chapter 9 - Tools 4.0
2018-07-12T16:32:03Z
<p>WikiSysop: /* Auto Fill */</p>
<hr />
<div>[http://help.halfile.com/index.php?title=HalFILE_4.0_Documentation Main Index]<br />
<br />
==Login==<br />
<br />
With security enabled, users must login to access halFILE. At this login menu item, the login can be changed to another user's login.<br />
<br />
==Basket Status==<br />
[http://help.halfile.com/index.php?title=Chapter_8_-_Tools_4.0#column-one Contents]<br />
<br />
[[Image:FileManager248.jpg|left]] To review the status of documents in an In-Basket, select the basket you wish to review and click the Basket Status icon or select the '''Tools-Basket Status''' menu. This selection displays a screen similar to the one below. <br />
<br />
When you click a document number in the list, it will show the related document in the viewer. For Associated Documents, double click to view the document in its native application.<br />
<br />
You can change databases and baskets here as well using the drop down boxes near the top of the form.<br />
<br />
[[Image:Basket_Status_Window_Overview.jpg]]<br />
<br />
<br />
'''Showing the status for a document'''<br />
<br />
# From the image list, click the document number to review.<br />
# The current status for the document is shown on the frame below the image list and the first page of the image is displayed. Status settings for a document are as follows:<br />
## Scan complete - the document is scanned but not yet indexed.<br />
## Index in Progress - the document is currently being indexed.<br />
## Index-Not Verified - if the Index Verification feature is enabled, this indicates the document is indexed but has yet to be verified by a second data entry operator.<br />
## Index Complete - the document has been indexed but is not yet archived. If the Index Verification feature is enabled, this indicates that the document has been indexed and verified.<br />
## Archive Complete - the document has been archived. There is no further work to be done for the document. This status only applies to documents that are indexed without an image.<br />
<br />
<br />
'''Changing the status of a document'''<br />
<br />
At some time, it may become necessary to change the status of a document. For instance, if the system went down while a document was being indexed, you may need to change the status from index in progress to scan complete in order to re-index the document.<br />
<br />
# From the image list, click the document number to review. This will display the status for the document.<br />
# In the status box, click the status that you want. This changes the status immediately.<br />
<br />
<br />
'''Removing all images from the basket'''<br />
<br />
Select '''File-Remove All Documents''' from the menu. This selection permanently deletes all the image files in the basket.<br />
<br />
<br />
'''Removing marked documents'''<br />
<br />
Remove multiple marked documents by using CTRL-Click or a range of documents using SHIFT-Click. Then using '''File-Remove Marked Documents''', all of the marked documents are removed from the basket and the images are permanently deleted.<br />
<br />
<br />
'''Adding pages to a document'''<br />
<br />
Use '''Edit-Insert Pages''' or '''Edit-Append Pages-From Scanner '''to scan additional pages for the selected document. To select an image file from disk, select '''Edit-Append Pages-From File'''.<br />
<br />
<br />
'''Deleting a page from a document'''<br />
<br />
Select '''Edit-Delete Page''' on the viewer's menu to permanently delete the page that is currently displayed.<br />
<br />
<br />
'''Reordering pages within a document'''<br />
<br />
Click the Reorder button to reorder the pages with the selected document (images only). This takes you to the Image Move Utility, described in the following section.<br />
<br />
<br />
'''Printing Marked Documents'''<br />
<br />
You can mark a set of documents and then select the '''File-Print Marked Documents''' menu to print selected documents. To mark a range of documents, click to highlight the first document in the range then shift-click on the last document in the range. To mark selected documents, use ctrl-click.<br />
<br />
<br />
'''Inserting Document Numbers into a basket'''<br />
<br />
At some point, it may be necessary to add the document numbers for existing images into a basket. The '''File-Insert Documents''' menu selection is used to do this. Note that this feature expects the images to exist in the basket folder. This feature does not scan or import documents from other sources. An example of when this feature would be used is if the basket database becomes corrupted and must be rebuilt. Since the images are still in the basket folder, you could insert the document numbers into the rebuilt basket to recover.<br />
<br />
When you insert document numbers, you provide the document prefix, a from and to document number, the basket status to apply for the document, the document type and, if it an associated document, the file extension. When you click the OK button, the document range is entered into the basket list with the appropriate settings.<br />
<br />
<br />
'''Export documents'''<br />
<br />
You can export all documents or selected documents to a selected folder using '''the File-Export Documents''' menu selection. When this menu is selected, you are first asked if you wish to export the selected documents. If you answer YES, you are asked to enter the folder to export to and only the selected documents are exported. If you answer NO, then you asked if you wish to export all documents in the basket. If you answer YES then you are asked for the target folder and all documents are exported to this location.<br />
<br />
<br />
'''Change the status for a range of documents'''<br />
<br />
Use the '''Change-Range''' menu selection to change the status for a range of documents in the basket. When you select this menu, a form is displayed where you enter the document prefix, the first and last document numbers, and the from and to status. For example, if your basket held documents T0000001 through T0000123 and you wanted to change the status for the last five documents from Index Complete to Scan Complete, the following procedure would be used:<br />
<br />
# Select the Change-Range menu.<br />
# Enter T for the document prefix.<br />
# Enter 118 in the from document box (the system will fill in the zeroes.<br />
# Enter 123 in the to document box.<br />
# Select Index Complete from the From Status dropdown box.<br />
# Select Scan Complete from the To Status dropdown box.<br />
# Click OK.<br />
<br />
<br />
'''Transfer documents to another basket'''<br />
<br />
Use the '''File-Transfer''' menu selection to transfer all or selected documents to another basket. When you select this menu, a form is displayed where you select the target basket as well as whether all or selected documents are to be transferred. Click the Transfer button to perform the transfer.<br />
<br />
<br />
'''Selecting documents'''<br />
<br />
The '''Edit-Select''' menu can be used to select (highlight) all documents having a certain status. For example, to select all documents having a status of "index complete", use the menu '''Edit-Select-Index complete documents'''. Every document in the basket having a status of "index complete" will be selected. This feature is useful to select documents and then transfer them to a different basket using the '''File_Transfer''' menu.<br />
<br />
<br />
'''Optical Character Recognition (OCR)'''<br />
<br />
You can convert a document to text using halFILE's OCR feature in Tools-Basket status. There are menu selections to convert the image that is displayed to text (menu OCR-Page-Text), Word (OCR-Page-Word), WordPerfect (OCR-Page-WordPerfect) and HTML (OCR-Page-HTML). There are also menus to convert the entire document (OCR-Document).<br />
<br />
<br />
'''Refreshing a basket'''<br />
<br />
The '''Tools_Refresh''' menu selection is used to reload the basket. This can be used to see if any recent changes have been made to the documents in the basket.<br />
<br />
<br />
'''Basket Statistics'''<br />
<br />
The '''Tools-Statistics-This Basket''' menu selection calculates and displays basket statistics. This shows totals for each status and for each document type.<br />
<br />
The '''Tools-Statistics-All Baskets''' menu selection calculates and displays summary basket statistics for all baskets in all databases.<br />
<br />
==Move Images==<br />
[http://help.halfile.com/index.php?title=Chapter_8_-_Tools_4.0#column-one Contents]<br />
<br />
The '''Tools-Move Images''' menu selection is used to manage images that have been scanned and are still in a basket (i.e. have not been archived to permanent storage). <br />
<br />
<br />
'''Rearranging pages'''<br />
<br />
To rearrange the page order of images within a document:<br />
<br />
# In the halFILE Manager, select the in-basket in which the document exists. <br />
# Select '''Tools-Move Images'''.<br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document for which the images must be re-arranged. To select a document, either double click in the document number or click the document number then press the Open button beneath the list box. <br />
# The pages for the document are listed in their original order in the left image list box. The pages in their revised order are listed in the right hand box. The extension represents the page number. Clicking on a number from the list will display that page in the image window. <br />
# The '''Add''' button is used to move pages that are highlighted in the Original Order box into the Revised Order box. You can multi-select pages in the Original Order box to move multiple pages at one time.<br /><br /><span style="color:blue; font-style:italic">To multi-select individual pages, hold the CTRL key down while left clicking a page. To multi-select a range of pages, left click on the first page of the range to highlight it. Then go to the last page and, while hold the SHIFT key down, press the left mouse button on that page. The range will then be highlighted.</span><br /><br /><br />
# Pages can be removed from the Revised Order box using the '''Remove''' button.<br />
# Once the images are in the correct revised order, click the '''Save''' to perform the rearranging of the images. <br />
<br />
<br />
'''Replacing pages of documents'''<br />
<br />
The Image Move utility can replace a page in a document with an image that exists on your system. To replace a page within a document, use the following steps:<br />
<br />
# In the halFILE Manager, select the in-basket in which the document exists. <br />
# Select '''Tools-Move Images'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document within which an image must be replaced. <br />
# The images are loaded into a list box. <br />
# Click on an image to select it, which highlights the page number/file name header. <br />
# Click the '''Replace''' button at the top of the screen. You will be asked if you wish to replace the page. Click the YES button and then find the image on disk which will be used to replace the image shown.<br />
<br />
<br />
'''Appending pages to documents'''<br />
<br />
To append images to the selected document, use the following procedure:<br />
<br />
# In the halFILE Manager, select the in-basket in which the document exists. <br />
# Select '''Tools-Move'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document onto which an image should be appended. <br />
# The images are loaded into a list box. <br />
# Click on an image to select it, which highlights the page number/file name header. <br />
# Click the '''Append''' button at the top of the screen. The Explorer dialog will open to let you find the image on disk that will be appended to the document. You can multi-select the images to append. <br />
# The appended pages will appear in your Original Order list. You can then add the pages to the Revised Order list in the order you want them and click '''Save''' to save the document. <br />
<br />
<br />
'''Deleting pages from documents'''<br />
<br />
To delete a page from a document:<br />
<br />
# In the halFILE Manager, select the in-basket in which the document exists. <br />
# Select '''Tools-Move Images'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document within which an image should be deleted. <br />
# The images are loaded into a list box. <br />
# Click on an image to select it. <br />
# Click the '''Delete''' button at the top of the screen. You will be asked if you wish to delete the page. <br />
# Click the '''Yes''' button and the page is removed. <br />
<br />
<br />
'''Moving pages from document to document'''<br />
<br />
To move a page from one document to another:<br />
<br />
# In the halFILE Manager, select the in-basket in which the document exists. <br />
# Select '''Tools-Move Images'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document from which you wish to move pages. <br />
# The images are loaded into the Original List box. <br />
# In the Original Order list, select the image or images you wish to move. <br />
# Click the '''Move''' button at the top of the screen. <br />
# A form is loaded showing the pages that were marked. <br />
# Enter the document number to move the selected pages to into 'Move to end of document' box. Or, click the''' Select''' button to choose from the list of documents in the basket. If you wish to review the document to make sure it is the correct one, press the Preview button. <br />
# If you want the images to be removed from the document from which they are being moved, check the 'Delete after Moving' check box. If this box is not checked, the original document will be left unchanged. <br />
# Click the '''OK''' button at the bottom of the form to perform the image move. <br />
# If you wish to re-arrange the pages after the move, select '''File-Open''', select the document number and proceed with shuffle or swap of images as described above. <br />
<br />
==Image Utility==<br />
[http://help.halfile.com/index.php?title=Chapter_8_-_Tools_4.0#column-one Contents]<br />
<br />
The '''Tools-Image Utility''' menu selection is used to manage images that have been scanned and are still in a basket (i.e. have not been archived to permanent storage). This utility works much like the Move Images utility above, except it requires either a Kofax engine or a TWAIN scanner. Which interface is used depends on the scanner type (Kofax or TWAIN) you selected as you default when you first went into the scan module.<br />
<br />
<br />
'''Rearranging pages'''<br />
<br />
To rearrange the page order of images within a document:<br />
<br />
# In the halFILE Manager, select the in-basket in which the document exists. <br />
# Select '''Tools-Image Utility'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document for which the images must be re-arranged. To select a document, either double click in the document number or click the document number then press the Open button beneath the list box. <br />
# The pages for the document are listed in their original order in the left image list box. The pages in their revised order are listed in the right hand box. The extension represents the page number. Clicking on a number from the list will display that page in the image window. <br />
# The '''Add''' button is used to move pages which are highlighted in the Original Order box into the Revised Order box. You can multi-select pages in the Original Order box to move multiple pages at one time.<br /><br /><span style="color:blue; font-style:italic">To multi-select individual pages, hold the CTRL key down while left clicking a page. To multi-select a range of pages, left click on the first page of the range to highlight it. Then go to the last page and, while hold the SHIFT key down, press the left mouse button on that page. The range will then be highlighted.</span><br /><br /><br />
# Pages can be removed from the Revised Order box using the '''Remove''' button.<br />
# Once the images are in the correct revised order, click the '''Save''' to perform the rearranging of the images. <br />
<br />
<br />
'''Swapping pages of documents'''<br />
<br />
To swap the order of two images within a document:<br />
<br />
# In the halFILE Administrator, select the in-basket in which the document exists. <br />
# Select '''Tools-Image Utility'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document for which the images must be re-arranged. <br />
# The images are loaded and placed into boxes on the screen. <br />
# Change to Swap mode by selecting '''Mode-Swap''' from the menu.<br /><br /><span style="color:blue; font-style:italic">Swap mode is where, when an image is dragged from one slot to another within a document, the image that was dragged is placed into the slot of the image that it was dragged to. The image that was dragged to is then placed into the slot of the image being dragged.</span><br /><br /><br />
# Click on the image that you want to move, holding down the mouse button. Then drag it over the image that you want to swap it with. Do not click on the page number/image file name header but on the image itself. Once you have dragged it to the desired position, release the mouse button. You will see the images swapped. The image file names will show you what has taken place. <br />
# Click the '''Save''' button at the top of the screen to perform the image swap or click on the Revert button to load the document in its original (unchanged) state. <br />
<br />
<br />
'''Replacing pages of documents'''<br />
<br />
To replace a page within a document:<br />
<br />
# In the halFILE Administrator, select the in-basket in which the document exists. <br />
# Select '''Tools-Image Utility'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document within which an image must be replaced. <br />
# The images are loaded into a list box (Large Document Interface) or placed into boxes on the screen (Thumbnail Interface). <br />
# Click on an image to select it which highlights the page number/file name header. <br />
# Click the '''Replace''' button at the top of the screen. You will be asked if you wish to replace the page and to place a page into the scanner. The replacement page is then scanned and displayed in the slot formerly held by the page that was replaced. <br />
----<br />
<p style="color:blue; font-style:italic"><br />
Note: To change the setting on the scanner, select Settings-Scanner before clicking the Replace button.''<br />
</p><br />
----<br />
<br />
<br />
'''Appending pages to documents'''<br />
<br />
To append a page to the end of a document:<br />
<br />
# In the halFILE Administrator, select the in-basket in which the document exists. <br />
# Select '''Tools-Image Utility'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document onto which an image should be appended. <br />
# The images are loaded into a list box (Large Document Interface) or placed into boxes on the screen (Thumbnail Interface). <br />
# Click the '''Append''' button at the top of the screen. You will be asked if you wish to append a page and to place a page into the scanner. The page is then scanned and displayed as the last page of the document. <br />
<br />
<br />
'''Inserting pages in documents'''<br />
<br />
To insert a page within a document:<br />
<br />
# In the halFILE Administrator, select the in-basket in which the document exists. <br />
# Select '''Tools-Image Utility'''.<br />
# Select''' File-Open''' and, from the list of documents in the basket, select the document within which an image should be inserted. <br />
# The images are loaded into a list box (Large Document Interface) or placed into boxes on the screen (Thumbnail Interface). <br />
# Click on an image to select it, which highlights the page number/file name header. <br />
# Click the''' Insert''' button at the top of the screen. You will be asked if you wish to insert a page and to place a page into the scanner. The page is then scanned and displayed in the slot before the selected page. <br />
<br />
<br />
'''Deleting pages from documents'''<br />
<br />
To delete a page from a document:<br />
<br />
# In the halFILE Administrator, select the in-basket in which the document exists. <br />
# Select '''Tools-Image Utility'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document within which an image should be deleted. <br />
# The images are loaded into a list box (Large Document Interface) or placed into boxes on the screen (Thumbnail Interface). <br />
# Click on an image to select it, which highlights the page number/file name header. <br />
# Click the '''Delete''' button at the top of the screen. You will be asked if you wish to delete the page. <br />
# Click the '''Yes''' button or press 'Y' and the page is removed. <br />
<br />
<br />
'''Moving pages from document to document'''<br />
<br />
How to move a page from one document to another:<br />
<br />
# In the halFILE Administrator, select the in-basket in which the document exists. <br />
# Select '''Tools-Image Utility'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document from which you wish to move pages. <br />
# The images are loaded into a list box (Large Document Interface) or placed into boxes on the screen (Thumbnail Interface). <br />
# Click on an image to select it, which highlights the page number/file name header. <br />
# If you are using the Thumbnail Interface, click the '''Mark''' button at the top of the screen. This tags the selected image as 'marked'. To unmark the page, click the Mark button again. If you are using the Large Document Interface, the page is automatically marked when highlighted.<br />
# After marking all the pages that you wish to move, click the Move button at the top of the screen. <br />
# A form is loaded showing the pages that were marked. <br />
# Enter the document number to move the selected pages to into 'Move to end of document' box. Or, click the''' Select''' button to choose from the list of documents in the basket. If you wish to review the document to make sure it is the correct one, press the Preview button. <br />
# If you want the images to be removed from the document from which they are being moved, check the 'Delete after Moving' check box. If this box is not checked, the original document will be left unchanged. <br />
# Click the '''OK''' button at the bottom of the form to perform the image move. <br />
# If you wish to re-arrange the pages after the move, select '''File-Open''', select the document number and proceed with shuffle or swap of images as described above. <br />
<br />
==Test Images==<br />
[http://help.halfile.com/index.php?title=Chapter_8_-_Tools_4.0#column-one Contents]<br />
<br />
The '''Tools-Test Images''' menu selection is used to test a set of images to ensure that they can be viewed. This utility is typically used after mastering a CD of images to ensure that the process of writing the images to the CD worked correctly.<br />
<br />
To test a set of images use the following procedure:<br />
<br />
# Select the '''Tools-Test Images''' menu from the halFILE Manager.<br />
# On the '''Select Files''' tab, select the drive and folder where the images to be test reside.<br />
# If you wish to test all images in folders that exist beneath the selected folder, check the '''Include Sub-folders''' box.<br />
# Switch to the '''Image Processing''' tab by clicking on the tab at the top of the form.<br />
# Click the '''Process Images''' button.<br />
<br />
The images will be loaded into the view one by one. Any images that get an error when loading will be listed in the errors box.<br />
<br />
==Process Images==<br />
[http://help.halfile.com/index.php?title=Chapter_8_-_Tools_4.0#column-one Contents]<br />
<br />
The '''Tools-Process Images''' menu selection is used to apply image processing filters to a set of images. Applying these filters can improve the quality and reduce the size of the images in many cases. This feature requires a Kofax engine and supports the following:<br /><br />
<br />
* Deskew<br />
* Streak Removal<br />
* Despeckle<br />
* Line Removal<br />
* Image Filtering<br />
* Deshade<br />
* Black Border Removal<br />
<br /><br />
----<br />
<p style="color:blue; font-style:italic"><br />
Note: These filters permanently alter the image. There is no undo. So, you should test the filter you wish to apply against some test documents before running it against production documents.<br />
</p><br />
----<br />
<br />
To apply image processing filters, perform the following steps:<br />
<br />
# From the halFILE Manager, select '''Tools-Process Images'''.<br />
# On the '''Select Files''' tab, find and select the drive and folder in which the images to be processed reside. This must be a re-writable device (typically magnetic disk).<br />
# If you want to select only certain images, you can enter a wildcard into the '''File Selection Pattern''' box.<br />
# If you wish to include all folders beneath the selected folder, check '''the Include Sub-folders''' box.<br />
# If you wish to select and reset the Kofax engine to be used, click the '''Select and Reset Engine''' button.<br />
# Go to the '''Image Processing''' tab by clicking on the tab at the top of the screen.<br />
# Check the image processing filters to apply.<br />
# If you wish to change the default settings for a filter, click the appropriate set up button found next to the filter.<br />
# If you wish apply image rotation to the images, select the degree rotation from the '''Rotation options''' frame.<br />
# Go to the '''Execute''' tab by clicking on the tab at the top of the screen.<br />
# Click the '''Process Images''' button to begin the process.<br />
<br />
==Associated Import==<br />
[http://help.halfile.com/index.php?title=Chapter_8_-_Tools_4.0#column-one Contents]<br />
<br />
<br />
'''Overview'''<br />
<br />
The Associated Import Program, ASSOCIMP32.EXE, can be used to:<br />
<br />
# Import files that are not standard halFILE Image Files (PDF files, Word documents, etc.) into the halFILE System to be stored with halFILE and viewed using the original program.<br />
# Import Multi-Page TIFF images, and convert them into standard halFILE Image Files<br />
# Fill out designated index fields by reading values from the name of the file being imported. <br />
# Automatically execute multiple import filters with one click.<br />
<br />
<br />
'''Running the program'''<br />
<br />
To launch Associated Import, select Tools-Associated Import from the halFILE Manager Toolbar. <br />
<br />
<br />
'''Operation'''<br />
<br />
When you run Associated Import, you are first presented with a screen to select the Application, Database, Basket and Import Filter as shown below. The first time the program is run, no Import Filters will be listed.<br />
<br />
[[Image:Associated_Import_Main_Window.jpg]] <br />
<br />
The following buttons are available on the Main Menu Screen:<br />
<br />
'''Add Import Filter''' – this adds a new import filter for the selected Application and Database.<br />
<br />
'''Edit Import Filter''' – this edits the import filter that has been selected in the Import Filter box.<br />
<br />
'''Begin Import of this filter only''' – this executes the selected import filter, importing files into the system and indexing them as defined by the filter.<br />
<br />
'''Begin Auto Import of all marked filters''' – this executes every import filter that is marked for auto import.<br />
<br />
'''Close''' – Close the Associated Import program.<br />
<br />
<br />
'''Adding a New Import Filter'''<br />
<br />
When you click '''Add Import Filter''', the following screen is shown.<br />
<br />
[[Image:Associated_Import_New_Import.jpg]] <br />
<br />
'''Filter Title''' – Free-form text used to describe the filter such as "Tax Statements"<br />
<br />
'''File Selection path''' – this is the path where the files to import will be found. Be sure to include a trailing backslash (\).<br />
<br />
'''File Selection wildcard''' – this is the selection criteria for the files to be imported. You may use the wildcard characters asterisk (*) and question-mark (?) in this field. For instance: <br />
<br />
# If you want all of the DOC files found in the designated path, you would enter '*.DOC'. <br />
# If you wanted only the PDF files that began with '264,' you would enter '264*.PDF'.<br />
# If you wanted only TIF image files that began with a 4-digit year, followed by exactly 4 additional characters, you would enter 2004????.TIF<br />
<br />
Use the LOAD SAMPLE button to fill in the File Selection boxes by browsing the file system.<br />
<br />
'''File name field delimiter''' – this designated the delimiter (or character) that is used to identify fields within the file name. If you leave the field delimiter blank, the system assumes that you are not using a delimiter; rather you will designate the starting position and length for each field in the file name.<br />
<br />
'''Import files as single page TIFF images''' – check this box only if the files being imported are single page TIFF images. This will enable the Append Page options.<br />
<br />
'''Split Multi-Page TIFF''' – use this option if the files you are importing are Multi-Page TIFF files that need to be split into single-page TIFF files before importing into halFILE. Selecting this option will automatically select the Single Page TIFF check box. If you are unsure of this option and its ramifications, please contact Technical Support.<br />
<br />
'''Mark this filter for automatic import''' – indicate to the program that this filter will be included in an automatic import.<br />
<br />
Once you have entered these options, Click the '''SAVE''' button to save these settings to the Filter.<br />
<br />
<br />
'''Editing an existing Import Filter'''<br />
<br />
When you click Edit Import Filter, the following screen is shown:<br />
<br />
[[Image:Associated_Import_Edit_Existing_Import.jpg]]<br />
<br />
'''Import files as single page TIFF images''' - If you check this box, the append file options appear, indicating the Starting Column and length text boxes should be filled in. Filling in these boxes will allow the program to automatically staple pages together based on a certain string in the file name. For example:<br />
<br />
# Images are single-page TIFF images.<br />
# File Names are XXXXXXXX_PPP.tif (XXXXXXXX represents a file number, and the PPP is the page)<br />
# Any docs that match the file number would be stapled together in halFILE with the same document number. <br />
# You would put the number 1 in the starting column box, and the number 8 in the length box.<br />
<br />
'''Field to import''' – when you are editing an Import Filter, you have this drop down box to define the fields that will be automatically indexed. You select the field from the drop down box, and then click the Edit Field button, which displays another screen (see ''Editing the Field Information'' section below).<br />
<br />
Select only those fields that need to be indexed when the Import Filter is processed. The buttons at the bottom of the Edit Import Filter screen include:<br />
<br />
'''Save''' - saves the import filter.<br />
'''Cancel''' - cancels any changes you have made to the filter.<br />
'''Load Sample''' - lets you select a file through the Windows Explorer interface, and then automatically fills in the File Selection path and File Selection wildcard boxes.<br />
'''Edit Field''' - edits the selected field information.<br />
'''Delete''' - deletes the current Import Filter (after confirmation).<br />
<br />
<br />
'''Editing the Field Information'''<br />
<br />
If you are using the Associated Import Utility to index documents based upon information found in the file name, selecting a field from the drop down, and clicking the EDIT FIELD button will take into the Field Posting options.<br />
<br />
If you are using a delimiter to separate the field in the file name, you see the following screen:<br />
<br />
[[Image:Associated_Import_Edit_Field_Char_Delimited.jpg]]<br />
<br />
'''Posting Option''': The 'Post data found in report' option is selected if you want the system to parse a part of the PDF file name and automatically fill in the index field. The 'Post data keyed by operator' option is selected if you want the system to ask you for the data to post when you run the import filter.<br />
<br />
'''Field # in File Name''': This option designates which field in the file name to post, counting the delimiters as separators:<br />
<br />
Given a file name '''DT_01262004_0738_0005.PDF''', the following fields could be read from the file name:<br />
<br />
{|<br />
|Field 1||DT||Instrument Type<br />
|-<br />
|Field 2||01262004||Date field<br />
|-<br />
|Field 3||0738||Book<br />
|-<br />
|Field 4||0005||Page<br />
|-<br />
|}<br />
<br />
'''Remove Leading Zeros''': Check this box, if you want extra zeros (0) removed from numeric fields. Using the previous example, Field 3 would become 738 instead of 0738, and Field 4 would become 5 instead of 0005. Be advised that removing leading zeros can cause record sorting issues in the halFILE Search Module Hit List and Crystal Reports (i.e., 1 would be followed by 10, followed by 100, etc).<br />
<br />
'''Date format''': This defines how the date is formatted in the file name. If the selected field is not a date field, leave the box as non-date, and continue. If the selected field is a date field, select the appropriate option from the drop down list. Using our example, '01262004' the date format would be 'mmddyyyy'. Note that to prevent errors during import, it is important to consistently use the same date format in all file names that will be used for a given filter. Also, you should zero-fill the month and day fields consistently (01031999 not 131999) to ensure that the system will correctly index the date field.<br />
<br />
DO NOT check the Remove Zeros box if you are using a date field. If you did NOT designate a field delimiter, the field information setup screen will be slightly different:<br />
<br />
[[Image:Associated_Import_Edit_Field_Column_Delimited.jpg]]<br />
<br />
'''Posting Option''' – same as above<br />
'''Select column''' – designates the starting column for the data to post.<br />
'''Length''' – designates how many characters from the file name to use.<br />
'''Remove Leading Zeros''' – same as above<br />
'''Date format''' – same as above<br />
<br />
If using the Starting Column/Length options, the example above would be set up as follows, given a file name '''DT_01262004_0738_0005.PDF'''. The following fields could be read from the file name:<br />
<br />
{|<br />
!Starting Column!!Length!!Value!!Destination Field<br />
|-<br />
|1||2||DT||Instrument Type<br />
|-<br />
|4||8||01262004||Date field<br />
|-<br />
|13||4||0738||Book<br />
|-<br />
|18||4||0005||Page<br />
|-<br />
|}<br />
<br />
<br />
'''Executing an Import Filter Manually'''<br />
<br />
Once your import filters have been set up, you can execute an Import Filter. To do this:<br />
<br />
# Open the Associated Import program<br />
# Select the Application, Database for the filter you wish to execute<br />
# Select the Filter you wish to execute<br />
# Select the Basket where the images will be placed<br />
# Click the button labeled '''Begin Import of this filter only'''<br />
# A list of the files located by the filter will appear<br />
# You will be asked three (3) questions:<br />
<br />
'''Confirm execution of the filter'''<br />
<br />
[[Image:Associated_Import_Confirm_Execution_of_the_Filter.jpg]]<br />
<br />
* If you answer YES, the import will proceed.<br />
* If you answer NO, the import will stop, and you will be taken back to the main menu.<br />
* If you CANCEL, you will be given the option to change the filter path and selection criteria.<br />
<br />
'''Status in basket of imported docs'''<br />
<br />
[[Image:Associated_Import_Document_Status.jpg]]<br />
<br />
* If you answer YES, the documents will be imported, indexed, and placed into the basket with the status of SCAN COMPLETE.<br />
* If you answer NO, the documents will be imported, indexed, and placed into the basket with the status of INDEX COMPLETE<br />
<br />
'''Deletion of original files'''<br />
<br />
[[Image:Associated_Import_Confirm_Deletion_of_Original_Files.jpg]]<br />
<br />
* If you answer YES, the original files will be deleted after being copied into the basket folder.<br />
* If you answer NO, the original files will be left intact after being copied. Always select NO if importing directly from a read-only media, such as a CD or DVD.<br />
<br />
# The program will begin the import, displaying a count of the number of files processed, and updating the list showing the file currently being processed.<br />
# Once it finishes, a button will appear labeled '''DONE'''. Click this to return to the Main Menu.<br />
<br />
<br />
'''Executing Import Filters Automatically'''<br />
<br />
Once your import filters have been set up, and you have tested the results, you can run these filters automatically. To do this:<br />
<br />
# Make sure the import filters you wish to run automatically have been set up with the '''Mark this filter for automatic import''' box checked (See '''Adding a new Import Filter''').<br />
# Once confirmed, you can open the Associated Import program, and click the button labeled: '''Begin Auto Import of all marked Filters'''.<br />
# This will query the List of filters for any that match your selected Application and Database, and are marked for auto import, and display them on a list.<br />
# Check the box below if you want to delete the original files.<br />
# Click the button labeled '''Begin Auto Import.'''<br />
# This will execute the filters listed sequentially.<br />
<br />
This process can also be run from a command line by using the command-line switch RUNAUTO. To do so, enter the command:<br />
<br />
<halFILEPath>\ASSOCIMP32.EXE RUNAUTO<br />
<br />
Only execute this switch if you have fully tested all automatic import filters thoroughly.<br />
<br />
<br />
'''Additional Options'''<br />
<br />
'''halFILE Index Verify Support''' – Associated Import checks to see if Index Verification is setup, and if it is, documents placed into a basket as INDEX COMPLETE are instead set to INDEXED/NOT VERIFIED. This feature is enabled/disabled by the following setting in the [VERIFY] section of xxxVERyy.INI, located in the halFILE Program Directory:<br />
<br />
VerifyAssociatedImport=[TRUE/FALSE]<br />
<br />
'''SQL Transaction Log Dumping''' – Associated Import executes a DUMP TRANSACTION query against the database every 100 records to prevent the SQL transaction log from getting filled up, and also to slow down the rate of updates to the SQL Server, to prevent the SQL Server from locking up from excessive updates (what Microsoft refers to as a FIREHOSE operation). In some situations, if the number of docs imported by the filter is less than 1000, turning this option off can speed up the execution of the import. This option is enabled/disabled with the '''DumpTran=[TRUE/FALSE]''' setting in the [DEFAULT] section of ASSOCIMP32.INI, located in the halFILE Program Directory.<br />
<br />
<br />
'''Troubleshooting'''<br />
<br />
'''Log Options''' – the associated import program uses a log file where it writes process information, as well as additional information useful in debugging problems. The default log will be located in the TEMP directory, on the station from which the import filter was executed, and is called ASSOCIMP32.LOG.<br />
<br />
==Auto Fill==<br />
[http://help.halfile.com/index.php?title=Chapter_8_-_Tools_4.0#column-one Contents]<br />
<br />
#Overview#<br />
Autofill is a utility used to fill in information into halFILE database fields in order to speed data entry. With this utility, you select an application, database and basket and define the parameters for auto filling data fields in that database. Then you can process a selected basket.<br />
<br />
<br />
[[Image:autofill.jpg]]</div>
WikiSysop
http://help.halfile.com/index.php?title=Chapter_9_-_Tools_4.0&diff=16798
Chapter 9 - Tools 4.0
2018-07-12T16:30:11Z
<p>WikiSysop: /* Auto Fill */</p>
<hr />
<div>[http://help.halfile.com/index.php?title=HalFILE_4.0_Documentation Main Index]<br />
<br />
==Login==<br />
<br />
With security enabled, users must login to access halFILE. At this login menu item, the login can be changed to another user's login.<br />
<br />
==Basket Status==<br />
[http://help.halfile.com/index.php?title=Chapter_8_-_Tools_4.0#column-one Contents]<br />
<br />
[[Image:FileManager248.jpg|left]] To review the status of documents in an In-Basket, select the basket you wish to review and click the Basket Status icon or select the '''Tools-Basket Status''' menu. This selection displays a screen similar to the one below. <br />
<br />
When you click a document number in the list, it will show the related document in the viewer. For Associated Documents, double click to view the document in its native application.<br />
<br />
You can change databases and baskets here as well using the drop down boxes near the top of the form.<br />
<br />
[[Image:Basket_Status_Window_Overview.jpg]]<br />
<br />
<br />
'''Showing the status for a document'''<br />
<br />
# From the image list, click the document number to review.<br />
# The current status for the document is shown on the frame below the image list and the first page of the image is displayed. Status settings for a document are as follows:<br />
## Scan complete - the document is scanned but not yet indexed.<br />
## Index in Progress - the document is currently being indexed.<br />
## Index-Not Verified - if the Index Verification feature is enabled, this indicates the document is indexed but has yet to be verified by a second data entry operator.<br />
## Index Complete - the document has been indexed but is not yet archived. If the Index Verification feature is enabled, this indicates that the document has been indexed and verified.<br />
## Archive Complete - the document has been archived. There is no further work to be done for the document. This status only applies to documents that are indexed without an image.<br />
<br />
<br />
'''Changing the status of a document'''<br />
<br />
At some time, it may become necessary to change the status of a document. For instance, if the system went down while a document was being indexed, you may need to change the status from index in progress to scan complete in order to re-index the document.<br />
<br />
# From the image list, click the document number to review. This will display the status for the document.<br />
# In the status box, click the status that you want. This changes the status immediately.<br />
<br />
<br />
'''Removing all images from the basket'''<br />
<br />
Select '''File-Remove All Documents''' from the menu. This selection permanently deletes all the image files in the basket.<br />
<br />
<br />
'''Removing marked documents'''<br />
<br />
Remove multiple marked documents by using CTRL-Click or a range of documents using SHIFT-Click. Then using '''File-Remove Marked Documents''', all of the marked documents are removed from the basket and the images are permanently deleted.<br />
<br />
<br />
'''Adding pages to a document'''<br />
<br />
Use '''Edit-Insert Pages''' or '''Edit-Append Pages-From Scanner '''to scan additional pages for the selected document. To select an image file from disk, select '''Edit-Append Pages-From File'''.<br />
<br />
<br />
'''Deleting a page from a document'''<br />
<br />
Select '''Edit-Delete Page''' on the viewer's menu to permanently delete the page that is currently displayed.<br />
<br />
<br />
'''Reordering pages within a document'''<br />
<br />
Click the Reorder button to reorder the pages with the selected document (images only). This takes you to the Image Move Utility, described in the following section.<br />
<br />
<br />
'''Printing Marked Documents'''<br />
<br />
You can mark a set of documents and then select the '''File-Print Marked Documents''' menu to print selected documents. To mark a range of documents, click to highlight the first document in the range then shift-click on the last document in the range. To mark selected documents, use ctrl-click.<br />
<br />
<br />
'''Inserting Document Numbers into a basket'''<br />
<br />
At some point, it may be necessary to add the document numbers for existing images into a basket. The '''File-Insert Documents''' menu selection is used to do this. Note that this feature expects the images to exist in the basket folder. This feature does not scan or import documents from other sources. An example of when this feature would be used is if the basket database becomes corrupted and must be rebuilt. Since the images are still in the basket folder, you could insert the document numbers into the rebuilt basket to recover.<br />
<br />
When you insert document numbers, you provide the document prefix, a from and to document number, the basket status to apply for the document, the document type and, if it an associated document, the file extension. When you click the OK button, the document range is entered into the basket list with the appropriate settings.<br />
<br />
<br />
'''Export documents'''<br />
<br />
You can export all documents or selected documents to a selected folder using '''the File-Export Documents''' menu selection. When this menu is selected, you are first asked if you wish to export the selected documents. If you answer YES, you are asked to enter the folder to export to and only the selected documents are exported. If you answer NO, then you asked if you wish to export all documents in the basket. If you answer YES then you are asked for the target folder and all documents are exported to this location.<br />
<br />
<br />
'''Change the status for a range of documents'''<br />
<br />
Use the '''Change-Range''' menu selection to change the status for a range of documents in the basket. When you select this menu, a form is displayed where you enter the document prefix, the first and last document numbers, and the from and to status. For example, if your basket held documents T0000001 through T0000123 and you wanted to change the status for the last five documents from Index Complete to Scan Complete, the following procedure would be used:<br />
<br />
# Select the Change-Range menu.<br />
# Enter T for the document prefix.<br />
# Enter 118 in the from document box (the system will fill in the zeroes.<br />
# Enter 123 in the to document box.<br />
# Select Index Complete from the From Status dropdown box.<br />
# Select Scan Complete from the To Status dropdown box.<br />
# Click OK.<br />
<br />
<br />
'''Transfer documents to another basket'''<br />
<br />
Use the '''File-Transfer''' menu selection to transfer all or selected documents to another basket. When you select this menu, a form is displayed where you select the target basket as well as whether all or selected documents are to be transferred. Click the Transfer button to perform the transfer.<br />
<br />
<br />
'''Selecting documents'''<br />
<br />
The '''Edit-Select''' menu can be used to select (highlight) all documents having a certain status. For example, to select all documents having a status of "index complete", use the menu '''Edit-Select-Index complete documents'''. Every document in the basket having a status of "index complete" will be selected. This feature is useful to select documents and then transfer them to a different basket using the '''File_Transfer''' menu.<br />
<br />
<br />
'''Optical Character Recognition (OCR)'''<br />
<br />
You can convert a document to text using halFILE's OCR feature in Tools-Basket status. There are menu selections to convert the image that is displayed to text (menu OCR-Page-Text), Word (OCR-Page-Word), WordPerfect (OCR-Page-WordPerfect) and HTML (OCR-Page-HTML). There are also menus to convert the entire document (OCR-Document).<br />
<br />
<br />
'''Refreshing a basket'''<br />
<br />
The '''Tools_Refresh''' menu selection is used to reload the basket. This can be used to see if any recent changes have been made to the documents in the basket.<br />
<br />
<br />
'''Basket Statistics'''<br />
<br />
The '''Tools-Statistics-This Basket''' menu selection calculates and displays basket statistics. This shows totals for each status and for each document type.<br />
<br />
The '''Tools-Statistics-All Baskets''' menu selection calculates and displays summary basket statistics for all baskets in all databases.<br />
<br />
==Move Images==<br />
[http://help.halfile.com/index.php?title=Chapter_8_-_Tools_4.0#column-one Contents]<br />
<br />
The '''Tools-Move Images''' menu selection is used to manage images that have been scanned and are still in a basket (i.e. have not been archived to permanent storage). <br />
<br />
<br />
'''Rearranging pages'''<br />
<br />
To rearrange the page order of images within a document:<br />
<br />
# In the halFILE Manager, select the in-basket in which the document exists. <br />
# Select '''Tools-Move Images'''.<br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document for which the images must be re-arranged. To select a document, either double click in the document number or click the document number then press the Open button beneath the list box. <br />
# The pages for the document are listed in their original order in the left image list box. The pages in their revised order are listed in the right hand box. The extension represents the page number. Clicking on a number from the list will display that page in the image window. <br />
# The '''Add''' button is used to move pages that are highlighted in the Original Order box into the Revised Order box. You can multi-select pages in the Original Order box to move multiple pages at one time.<br /><br /><span style="color:blue; font-style:italic">To multi-select individual pages, hold the CTRL key down while left clicking a page. To multi-select a range of pages, left click on the first page of the range to highlight it. Then go to the last page and, while hold the SHIFT key down, press the left mouse button on that page. The range will then be highlighted.</span><br /><br /><br />
# Pages can be removed from the Revised Order box using the '''Remove''' button.<br />
# Once the images are in the correct revised order, click the '''Save''' to perform the rearranging of the images. <br />
<br />
<br />
'''Replacing pages of documents'''<br />
<br />
The Image Move utility can replace a page in a document with an image that exists on your system. To replace a page within a document, use the following steps:<br />
<br />
# In the halFILE Manager, select the in-basket in which the document exists. <br />
# Select '''Tools-Move Images'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document within which an image must be replaced. <br />
# The images are loaded into a list box. <br />
# Click on an image to select it, which highlights the page number/file name header. <br />
# Click the '''Replace''' button at the top of the screen. You will be asked if you wish to replace the page. Click the YES button and then find the image on disk which will be used to replace the image shown.<br />
<br />
<br />
'''Appending pages to documents'''<br />
<br />
To append images to the selected document, use the following procedure:<br />
<br />
# In the halFILE Manager, select the in-basket in which the document exists. <br />
# Select '''Tools-Move'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document onto which an image should be appended. <br />
# The images are loaded into a list box. <br />
# Click on an image to select it, which highlights the page number/file name header. <br />
# Click the '''Append''' button at the top of the screen. The Explorer dialog will open to let you find the image on disk that will be appended to the document. You can multi-select the images to append. <br />
# The appended pages will appear in your Original Order list. You can then add the pages to the Revised Order list in the order you want them and click '''Save''' to save the document. <br />
<br />
<br />
'''Deleting pages from documents'''<br />
<br />
To delete a page from a document:<br />
<br />
# In the halFILE Manager, select the in-basket in which the document exists. <br />
# Select '''Tools-Move Images'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document within which an image should be deleted. <br />
# The images are loaded into a list box. <br />
# Click on an image to select it. <br />
# Click the '''Delete''' button at the top of the screen. You will be asked if you wish to delete the page. <br />
# Click the '''Yes''' button and the page is removed. <br />
<br />
<br />
'''Moving pages from document to document'''<br />
<br />
To move a page from one document to another:<br />
<br />
# In the halFILE Manager, select the in-basket in which the document exists. <br />
# Select '''Tools-Move Images'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document from which you wish to move pages. <br />
# The images are loaded into the Original List box. <br />
# In the Original Order list, select the image or images you wish to move. <br />
# Click the '''Move''' button at the top of the screen. <br />
# A form is loaded showing the pages that were marked. <br />
# Enter the document number to move the selected pages to into 'Move to end of document' box. Or, click the''' Select''' button to choose from the list of documents in the basket. If you wish to review the document to make sure it is the correct one, press the Preview button. <br />
# If you want the images to be removed from the document from which they are being moved, check the 'Delete after Moving' check box. If this box is not checked, the original document will be left unchanged. <br />
# Click the '''OK''' button at the bottom of the form to perform the image move. <br />
# If you wish to re-arrange the pages after the move, select '''File-Open''', select the document number and proceed with shuffle or swap of images as described above. <br />
<br />
==Image Utility==<br />
[http://help.halfile.com/index.php?title=Chapter_8_-_Tools_4.0#column-one Contents]<br />
<br />
The '''Tools-Image Utility''' menu selection is used to manage images that have been scanned and are still in a basket (i.e. have not been archived to permanent storage). This utility works much like the Move Images utility above, except it requires either a Kofax engine or a TWAIN scanner. Which interface is used depends on the scanner type (Kofax or TWAIN) you selected as you default when you first went into the scan module.<br />
<br />
<br />
'''Rearranging pages'''<br />
<br />
To rearrange the page order of images within a document:<br />
<br />
# In the halFILE Manager, select the in-basket in which the document exists. <br />
# Select '''Tools-Image Utility'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document for which the images must be re-arranged. To select a document, either double click in the document number or click the document number then press the Open button beneath the list box. <br />
# The pages for the document are listed in their original order in the left image list box. The pages in their revised order are listed in the right hand box. The extension represents the page number. Clicking on a number from the list will display that page in the image window. <br />
# The '''Add''' button is used to move pages which are highlighted in the Original Order box into the Revised Order box. You can multi-select pages in the Original Order box to move multiple pages at one time.<br /><br /><span style="color:blue; font-style:italic">To multi-select individual pages, hold the CTRL key down while left clicking a page. To multi-select a range of pages, left click on the first page of the range to highlight it. Then go to the last page and, while hold the SHIFT key down, press the left mouse button on that page. The range will then be highlighted.</span><br /><br /><br />
# Pages can be removed from the Revised Order box using the '''Remove''' button.<br />
# Once the images are in the correct revised order, click the '''Save''' to perform the rearranging of the images. <br />
<br />
<br />
'''Swapping pages of documents'''<br />
<br />
To swap the order of two images within a document:<br />
<br />
# In the halFILE Administrator, select the in-basket in which the document exists. <br />
# Select '''Tools-Image Utility'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document for which the images must be re-arranged. <br />
# The images are loaded and placed into boxes on the screen. <br />
# Change to Swap mode by selecting '''Mode-Swap''' from the menu.<br /><br /><span style="color:blue; font-style:italic">Swap mode is where, when an image is dragged from one slot to another within a document, the image that was dragged is placed into the slot of the image that it was dragged to. The image that was dragged to is then placed into the slot of the image being dragged.</span><br /><br /><br />
# Click on the image that you want to move, holding down the mouse button. Then drag it over the image that you want to swap it with. Do not click on the page number/image file name header but on the image itself. Once you have dragged it to the desired position, release the mouse button. You will see the images swapped. The image file names will show you what has taken place. <br />
# Click the '''Save''' button at the top of the screen to perform the image swap or click on the Revert button to load the document in its original (unchanged) state. <br />
<br />
<br />
'''Replacing pages of documents'''<br />
<br />
To replace a page within a document:<br />
<br />
# In the halFILE Administrator, select the in-basket in which the document exists. <br />
# Select '''Tools-Image Utility'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document within which an image must be replaced. <br />
# The images are loaded into a list box (Large Document Interface) or placed into boxes on the screen (Thumbnail Interface). <br />
# Click on an image to select it which highlights the page number/file name header. <br />
# Click the '''Replace''' button at the top of the screen. You will be asked if you wish to replace the page and to place a page into the scanner. The replacement page is then scanned and displayed in the slot formerly held by the page that was replaced. <br />
----<br />
<p style="color:blue; font-style:italic"><br />
Note: To change the setting on the scanner, select Settings-Scanner before clicking the Replace button.''<br />
</p><br />
----<br />
<br />
<br />
'''Appending pages to documents'''<br />
<br />
To append a page to the end of a document:<br />
<br />
# In the halFILE Administrator, select the in-basket in which the document exists. <br />
# Select '''Tools-Image Utility'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document onto which an image should be appended. <br />
# The images are loaded into a list box (Large Document Interface) or placed into boxes on the screen (Thumbnail Interface). <br />
# Click the '''Append''' button at the top of the screen. You will be asked if you wish to append a page and to place a page into the scanner. The page is then scanned and displayed as the last page of the document. <br />
<br />
<br />
'''Inserting pages in documents'''<br />
<br />
To insert a page within a document:<br />
<br />
# In the halFILE Administrator, select the in-basket in which the document exists. <br />
# Select '''Tools-Image Utility'''.<br />
# Select''' File-Open''' and, from the list of documents in the basket, select the document within which an image should be inserted. <br />
# The images are loaded into a list box (Large Document Interface) or placed into boxes on the screen (Thumbnail Interface). <br />
# Click on an image to select it, which highlights the page number/file name header. <br />
# Click the''' Insert''' button at the top of the screen. You will be asked if you wish to insert a page and to place a page into the scanner. The page is then scanned and displayed in the slot before the selected page. <br />
<br />
<br />
'''Deleting pages from documents'''<br />
<br />
To delete a page from a document:<br />
<br />
# In the halFILE Administrator, select the in-basket in which the document exists. <br />
# Select '''Tools-Image Utility'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document within which an image should be deleted. <br />
# The images are loaded into a list box (Large Document Interface) or placed into boxes on the screen (Thumbnail Interface). <br />
# Click on an image to select it, which highlights the page number/file name header. <br />
# Click the '''Delete''' button at the top of the screen. You will be asked if you wish to delete the page. <br />
# Click the '''Yes''' button or press 'Y' and the page is removed. <br />
<br />
<br />
'''Moving pages from document to document'''<br />
<br />
How to move a page from one document to another:<br />
<br />
# In the halFILE Administrator, select the in-basket in which the document exists. <br />
# Select '''Tools-Image Utility'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document from which you wish to move pages. <br />
# The images are loaded into a list box (Large Document Interface) or placed into boxes on the screen (Thumbnail Interface). <br />
# Click on an image to select it, which highlights the page number/file name header. <br />
# If you are using the Thumbnail Interface, click the '''Mark''' button at the top of the screen. This tags the selected image as 'marked'. To unmark the page, click the Mark button again. If you are using the Large Document Interface, the page is automatically marked when highlighted.<br />
# After marking all the pages that you wish to move, click the Move button at the top of the screen. <br />
# A form is loaded showing the pages that were marked. <br />
# Enter the document number to move the selected pages to into 'Move to end of document' box. Or, click the''' Select''' button to choose from the list of documents in the basket. If you wish to review the document to make sure it is the correct one, press the Preview button. <br />
# If you want the images to be removed from the document from which they are being moved, check the 'Delete after Moving' check box. If this box is not checked, the original document will be left unchanged. <br />
# Click the '''OK''' button at the bottom of the form to perform the image move. <br />
# If you wish to re-arrange the pages after the move, select '''File-Open''', select the document number and proceed with shuffle or swap of images as described above. <br />
<br />
==Test Images==<br />
[http://help.halfile.com/index.php?title=Chapter_8_-_Tools_4.0#column-one Contents]<br />
<br />
The '''Tools-Test Images''' menu selection is used to test a set of images to ensure that they can be viewed. This utility is typically used after mastering a CD of images to ensure that the process of writing the images to the CD worked correctly.<br />
<br />
To test a set of images use the following procedure:<br />
<br />
# Select the '''Tools-Test Images''' menu from the halFILE Manager.<br />
# On the '''Select Files''' tab, select the drive and folder where the images to be test reside.<br />
# If you wish to test all images in folders that exist beneath the selected folder, check the '''Include Sub-folders''' box.<br />
# Switch to the '''Image Processing''' tab by clicking on the tab at the top of the form.<br />
# Click the '''Process Images''' button.<br />
<br />
The images will be loaded into the view one by one. Any images that get an error when loading will be listed in the errors box.<br />
<br />
==Process Images==<br />
[http://help.halfile.com/index.php?title=Chapter_8_-_Tools_4.0#column-one Contents]<br />
<br />
The '''Tools-Process Images''' menu selection is used to apply image processing filters to a set of images. Applying these filters can improve the quality and reduce the size of the images in many cases. This feature requires a Kofax engine and supports the following:<br /><br />
<br />
* Deskew<br />
* Streak Removal<br />
* Despeckle<br />
* Line Removal<br />
* Image Filtering<br />
* Deshade<br />
* Black Border Removal<br />
<br /><br />
----<br />
<p style="color:blue; font-style:italic"><br />
Note: These filters permanently alter the image. There is no undo. So, you should test the filter you wish to apply against some test documents before running it against production documents.<br />
</p><br />
----<br />
<br />
To apply image processing filters, perform the following steps:<br />
<br />
# From the halFILE Manager, select '''Tools-Process Images'''.<br />
# On the '''Select Files''' tab, find and select the drive and folder in which the images to be processed reside. This must be a re-writable device (typically magnetic disk).<br />
# If you want to select only certain images, you can enter a wildcard into the '''File Selection Pattern''' box.<br />
# If you wish to include all folders beneath the selected folder, check '''the Include Sub-folders''' box.<br />
# If you wish to select and reset the Kofax engine to be used, click the '''Select and Reset Engine''' button.<br />
# Go to the '''Image Processing''' tab by clicking on the tab at the top of the screen.<br />
# Check the image processing filters to apply.<br />
# If you wish to change the default settings for a filter, click the appropriate set up button found next to the filter.<br />
# If you wish apply image rotation to the images, select the degree rotation from the '''Rotation options''' frame.<br />
# Go to the '''Execute''' tab by clicking on the tab at the top of the screen.<br />
# Click the '''Process Images''' button to begin the process.<br />
<br />
==Associated Import==<br />
[http://help.halfile.com/index.php?title=Chapter_8_-_Tools_4.0#column-one Contents]<br />
<br />
<br />
'''Overview'''<br />
<br />
The Associated Import Program, ASSOCIMP32.EXE, can be used to:<br />
<br />
# Import files that are not standard halFILE Image Files (PDF files, Word documents, etc.) into the halFILE System to be stored with halFILE and viewed using the original program.<br />
# Import Multi-Page TIFF images, and convert them into standard halFILE Image Files<br />
# Fill out designated index fields by reading values from the name of the file being imported. <br />
# Automatically execute multiple import filters with one click.<br />
<br />
<br />
'''Running the program'''<br />
<br />
To launch Associated Import, select Tools-Associated Import from the halFILE Manager Toolbar. <br />
<br />
<br />
'''Operation'''<br />
<br />
When you run Associated Import, you are first presented with a screen to select the Application, Database, Basket and Import Filter as shown below. The first time the program is run, no Import Filters will be listed.<br />
<br />
[[Image:Associated_Import_Main_Window.jpg]] <br />
<br />
The following buttons are available on the Main Menu Screen:<br />
<br />
'''Add Import Filter''' – this adds a new import filter for the selected Application and Database.<br />
<br />
'''Edit Import Filter''' – this edits the import filter that has been selected in the Import Filter box.<br />
<br />
'''Begin Import of this filter only''' – this executes the selected import filter, importing files into the system and indexing them as defined by the filter.<br />
<br />
'''Begin Auto Import of all marked filters''' – this executes every import filter that is marked for auto import.<br />
<br />
'''Close''' – Close the Associated Import program.<br />
<br />
<br />
'''Adding a New Import Filter'''<br />
<br />
When you click '''Add Import Filter''', the following screen is shown.<br />
<br />
[[Image:Associated_Import_New_Import.jpg]] <br />
<br />
'''Filter Title''' – Free-form text used to describe the filter such as "Tax Statements"<br />
<br />
'''File Selection path''' – this is the path where the files to import will be found. Be sure to include a trailing backslash (\).<br />
<br />
'''File Selection wildcard''' – this is the selection criteria for the files to be imported. You may use the wildcard characters asterisk (*) and question-mark (?) in this field. For instance: <br />
<br />
# If you want all of the DOC files found in the designated path, you would enter '*.DOC'. <br />
# If you wanted only the PDF files that began with '264,' you would enter '264*.PDF'.<br />
# If you wanted only TIF image files that began with a 4-digit year, followed by exactly 4 additional characters, you would enter 2004????.TIF<br />
<br />
Use the LOAD SAMPLE button to fill in the File Selection boxes by browsing the file system.<br />
<br />
'''File name field delimiter''' – this designated the delimiter (or character) that is used to identify fields within the file name. If you leave the field delimiter blank, the system assumes that you are not using a delimiter; rather you will designate the starting position and length for each field in the file name.<br />
<br />
'''Import files as single page TIFF images''' – check this box only if the files being imported are single page TIFF images. This will enable the Append Page options.<br />
<br />
'''Split Multi-Page TIFF''' – use this option if the files you are importing are Multi-Page TIFF files that need to be split into single-page TIFF files before importing into halFILE. Selecting this option will automatically select the Single Page TIFF check box. If you are unsure of this option and its ramifications, please contact Technical Support.<br />
<br />
'''Mark this filter for automatic import''' – indicate to the program that this filter will be included in an automatic import.<br />
<br />
Once you have entered these options, Click the '''SAVE''' button to save these settings to the Filter.<br />
<br />
<br />
'''Editing an existing Import Filter'''<br />
<br />
When you click Edit Import Filter, the following screen is shown:<br />
<br />
[[Image:Associated_Import_Edit_Existing_Import.jpg]]<br />
<br />
'''Import files as single page TIFF images''' - If you check this box, the append file options appear, indicating the Starting Column and length text boxes should be filled in. Filling in these boxes will allow the program to automatically staple pages together based on a certain string in the file name. For example:<br />
<br />
# Images are single-page TIFF images.<br />
# File Names are XXXXXXXX_PPP.tif (XXXXXXXX represents a file number, and the PPP is the page)<br />
# Any docs that match the file number would be stapled together in halFILE with the same document number. <br />
# You would put the number 1 in the starting column box, and the number 8 in the length box.<br />
<br />
'''Field to import''' – when you are editing an Import Filter, you have this drop down box to define the fields that will be automatically indexed. You select the field from the drop down box, and then click the Edit Field button, which displays another screen (see ''Editing the Field Information'' section below).<br />
<br />
Select only those fields that need to be indexed when the Import Filter is processed. The buttons at the bottom of the Edit Import Filter screen include:<br />
<br />
'''Save''' - saves the import filter.<br />
'''Cancel''' - cancels any changes you have made to the filter.<br />
'''Load Sample''' - lets you select a file through the Windows Explorer interface, and then automatically fills in the File Selection path and File Selection wildcard boxes.<br />
'''Edit Field''' - edits the selected field information.<br />
'''Delete''' - deletes the current Import Filter (after confirmation).<br />
<br />
<br />
'''Editing the Field Information'''<br />
<br />
If you are using the Associated Import Utility to index documents based upon information found in the file name, selecting a field from the drop down, and clicking the EDIT FIELD button will take into the Field Posting options.<br />
<br />
If you are using a delimiter to separate the field in the file name, you see the following screen:<br />
<br />
[[Image:Associated_Import_Edit_Field_Char_Delimited.jpg]]<br />
<br />
'''Posting Option''': The 'Post data found in report' option is selected if you want the system to parse a part of the PDF file name and automatically fill in the index field. The 'Post data keyed by operator' option is selected if you want the system to ask you for the data to post when you run the import filter.<br />
<br />
'''Field # in File Name''': This option designates which field in the file name to post, counting the delimiters as separators:<br />
<br />
Given a file name '''DT_01262004_0738_0005.PDF''', the following fields could be read from the file name:<br />
<br />
{|<br />
|Field 1||DT||Instrument Type<br />
|-<br />
|Field 2||01262004||Date field<br />
|-<br />
|Field 3||0738||Book<br />
|-<br />
|Field 4||0005||Page<br />
|-<br />
|}<br />
<br />
'''Remove Leading Zeros''': Check this box, if you want extra zeros (0) removed from numeric fields. Using the previous example, Field 3 would become 738 instead of 0738, and Field 4 would become 5 instead of 0005. Be advised that removing leading zeros can cause record sorting issues in the halFILE Search Module Hit List and Crystal Reports (i.e., 1 would be followed by 10, followed by 100, etc).<br />
<br />
'''Date format''': This defines how the date is formatted in the file name. If the selected field is not a date field, leave the box as non-date, and continue. If the selected field is a date field, select the appropriate option from the drop down list. Using our example, '01262004' the date format would be 'mmddyyyy'. Note that to prevent errors during import, it is important to consistently use the same date format in all file names that will be used for a given filter. Also, you should zero-fill the month and day fields consistently (01031999 not 131999) to ensure that the system will correctly index the date field.<br />
<br />
DO NOT check the Remove Zeros box if you are using a date field. If you did NOT designate a field delimiter, the field information setup screen will be slightly different:<br />
<br />
[[Image:Associated_Import_Edit_Field_Column_Delimited.jpg]]<br />
<br />
'''Posting Option''' – same as above<br />
'''Select column''' – designates the starting column for the data to post.<br />
'''Length''' – designates how many characters from the file name to use.<br />
'''Remove Leading Zeros''' – same as above<br />
'''Date format''' – same as above<br />
<br />
If using the Starting Column/Length options, the example above would be set up as follows, given a file name '''DT_01262004_0738_0005.PDF'''. The following fields could be read from the file name:<br />
<br />
{|<br />
!Starting Column!!Length!!Value!!Destination Field<br />
|-<br />
|1||2||DT||Instrument Type<br />
|-<br />
|4||8||01262004||Date field<br />
|-<br />
|13||4||0738||Book<br />
|-<br />
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<br />
<br />
'''Executing an Import Filter Manually'''<br />
<br />
Once your import filters have been set up, you can execute an Import Filter. To do this:<br />
<br />
# Open the Associated Import program<br />
# Select the Application, Database for the filter you wish to execute<br />
# Select the Filter you wish to execute<br />
# Select the Basket where the images will be placed<br />
# Click the button labeled '''Begin Import of this filter only'''<br />
# A list of the files located by the filter will appear<br />
# You will be asked three (3) questions:<br />
<br />
'''Confirm execution of the filter'''<br />
<br />
[[Image:Associated_Import_Confirm_Execution_of_the_Filter.jpg]]<br />
<br />
* If you answer YES, the import will proceed.<br />
* If you answer NO, the import will stop, and you will be taken back to the main menu.<br />
* If you CANCEL, you will be given the option to change the filter path and selection criteria.<br />
<br />
'''Status in basket of imported docs'''<br />
<br />
[[Image:Associated_Import_Document_Status.jpg]]<br />
<br />
* If you answer YES, the documents will be imported, indexed, and placed into the basket with the status of SCAN COMPLETE.<br />
* If you answer NO, the documents will be imported, indexed, and placed into the basket with the status of INDEX COMPLETE<br />
<br />
'''Deletion of original files'''<br />
<br />
[[Image:Associated_Import_Confirm_Deletion_of_Original_Files.jpg]]<br />
<br />
* If you answer YES, the original files will be deleted after being copied into the basket folder.<br />
* If you answer NO, the original files will be left intact after being copied. Always select NO if importing directly from a read-only media, such as a CD or DVD.<br />
<br />
# The program will begin the import, displaying a count of the number of files processed, and updating the list showing the file currently being processed.<br />
# Once it finishes, a button will appear labeled '''DONE'''. Click this to return to the Main Menu.<br />
<br />
<br />
'''Executing Import Filters Automatically'''<br />
<br />
Once your import filters have been set up, and you have tested the results, you can run these filters automatically. To do this:<br />
<br />
# Make sure the import filters you wish to run automatically have been set up with the '''Mark this filter for automatic import''' box checked (See '''Adding a new Import Filter''').<br />
# Once confirmed, you can open the Associated Import program, and click the button labeled: '''Begin Auto Import of all marked Filters'''.<br />
# This will query the List of filters for any that match your selected Application and Database, and are marked for auto import, and display them on a list.<br />
# Check the box below if you want to delete the original files.<br />
# Click the button labeled '''Begin Auto Import.'''<br />
# This will execute the filters listed sequentially.<br />
<br />
This process can also be run from a command line by using the command-line switch RUNAUTO. To do so, enter the command:<br />
<br />
<halFILEPath>\ASSOCIMP32.EXE RUNAUTO<br />
<br />
Only execute this switch if you have fully tested all automatic import filters thoroughly.<br />
<br />
<br />
'''Additional Options'''<br />
<br />
'''halFILE Index Verify Support''' – Associated Import checks to see if Index Verification is setup, and if it is, documents placed into a basket as INDEX COMPLETE are instead set to INDEXED/NOT VERIFIED. This feature is enabled/disabled by the following setting in the [VERIFY] section of xxxVERyy.INI, located in the halFILE Program Directory:<br />
<br />
VerifyAssociatedImport=[TRUE/FALSE]<br />
<br />
'''SQL Transaction Log Dumping''' – Associated Import executes a DUMP TRANSACTION query against the database every 100 records to prevent the SQL transaction log from getting filled up, and also to slow down the rate of updates to the SQL Server, to prevent the SQL Server from locking up from excessive updates (what Microsoft refers to as a FIREHOSE operation). In some situations, if the number of docs imported by the filter is less than 1000, turning this option off can speed up the execution of the import. This option is enabled/disabled with the '''DumpTran=[TRUE/FALSE]''' setting in the [DEFAULT] section of ASSOCIMP32.INI, located in the halFILE Program Directory.<br />
<br />
<br />
'''Troubleshooting'''<br />
<br />
'''Log Options''' – the associated import program uses a log file where it writes process information, as well as additional information useful in debugging problems. The default log will be located in the TEMP directory, on the station from which the import filter was executed, and is called ASSOCIMP32.LOG.<br />
<br />
==Auto Fill==<br />
[http://help.halfile.com/index.php?title=Chapter_8_-_Tools_4.0#column-one Contents]<br />
<br />
The halFILE Auto Fill Utility lets the user post index values to a set of documents.<br />
<br />
[[Image:autofill.jpg]]</div>
WikiSysop
http://help.halfile.com/index.php?title=File:Autofill.jpg&diff=16797
File:Autofill.jpg
2018-07-12T16:29:24Z
<p>WikiSysop: </p>
<hr />
<div></div>
WikiSysop
http://help.halfile.com/index.php?title=Chapter_9_-_Tools_4.0&diff=16796
Chapter 9 - Tools 4.0
2018-07-12T16:27:49Z
<p>WikiSysop: /* Auto Fill */</p>
<hr />
<div>[http://help.halfile.com/index.php?title=HalFILE_4.0_Documentation Main Index]<br />
<br />
==Login==<br />
<br />
With security enabled, users must login to access halFILE. At this login menu item, the login can be changed to another user's login.<br />
<br />
==Basket Status==<br />
[http://help.halfile.com/index.php?title=Chapter_8_-_Tools_4.0#column-one Contents]<br />
<br />
[[Image:FileManager248.jpg|left]] To review the status of documents in an In-Basket, select the basket you wish to review and click the Basket Status icon or select the '''Tools-Basket Status''' menu. This selection displays a screen similar to the one below. <br />
<br />
When you click a document number in the list, it will show the related document in the viewer. For Associated Documents, double click to view the document in its native application.<br />
<br />
You can change databases and baskets here as well using the drop down boxes near the top of the form.<br />
<br />
[[Image:Basket_Status_Window_Overview.jpg]]<br />
<br />
<br />
'''Showing the status for a document'''<br />
<br />
# From the image list, click the document number to review.<br />
# The current status for the document is shown on the frame below the image list and the first page of the image is displayed. Status settings for a document are as follows:<br />
## Scan complete - the document is scanned but not yet indexed.<br />
## Index in Progress - the document is currently being indexed.<br />
## Index-Not Verified - if the Index Verification feature is enabled, this indicates the document is indexed but has yet to be verified by a second data entry operator.<br />
## Index Complete - the document has been indexed but is not yet archived. If the Index Verification feature is enabled, this indicates that the document has been indexed and verified.<br />
## Archive Complete - the document has been archived. There is no further work to be done for the document. This status only applies to documents that are indexed without an image.<br />
<br />
<br />
'''Changing the status of a document'''<br />
<br />
At some time, it may become necessary to change the status of a document. For instance, if the system went down while a document was being indexed, you may need to change the status from index in progress to scan complete in order to re-index the document.<br />
<br />
# From the image list, click the document number to review. This will display the status for the document.<br />
# In the status box, click the status that you want. This changes the status immediately.<br />
<br />
<br />
'''Removing all images from the basket'''<br />
<br />
Select '''File-Remove All Documents''' from the menu. This selection permanently deletes all the image files in the basket.<br />
<br />
<br />
'''Removing marked documents'''<br />
<br />
Remove multiple marked documents by using CTRL-Click or a range of documents using SHIFT-Click. Then using '''File-Remove Marked Documents''', all of the marked documents are removed from the basket and the images are permanently deleted.<br />
<br />
<br />
'''Adding pages to a document'''<br />
<br />
Use '''Edit-Insert Pages''' or '''Edit-Append Pages-From Scanner '''to scan additional pages for the selected document. To select an image file from disk, select '''Edit-Append Pages-From File'''.<br />
<br />
<br />
'''Deleting a page from a document'''<br />
<br />
Select '''Edit-Delete Page''' on the viewer's menu to permanently delete the page that is currently displayed.<br />
<br />
<br />
'''Reordering pages within a document'''<br />
<br />
Click the Reorder button to reorder the pages with the selected document (images only). This takes you to the Image Move Utility, described in the following section.<br />
<br />
<br />
'''Printing Marked Documents'''<br />
<br />
You can mark a set of documents and then select the '''File-Print Marked Documents''' menu to print selected documents. To mark a range of documents, click to highlight the first document in the range then shift-click on the last document in the range. To mark selected documents, use ctrl-click.<br />
<br />
<br />
'''Inserting Document Numbers into a basket'''<br />
<br />
At some point, it may be necessary to add the document numbers for existing images into a basket. The '''File-Insert Documents''' menu selection is used to do this. Note that this feature expects the images to exist in the basket folder. This feature does not scan or import documents from other sources. An example of when this feature would be used is if the basket database becomes corrupted and must be rebuilt. Since the images are still in the basket folder, you could insert the document numbers into the rebuilt basket to recover.<br />
<br />
When you insert document numbers, you provide the document prefix, a from and to document number, the basket status to apply for the document, the document type and, if it an associated document, the file extension. When you click the OK button, the document range is entered into the basket list with the appropriate settings.<br />
<br />
<br />
'''Export documents'''<br />
<br />
You can export all documents or selected documents to a selected folder using '''the File-Export Documents''' menu selection. When this menu is selected, you are first asked if you wish to export the selected documents. If you answer YES, you are asked to enter the folder to export to and only the selected documents are exported. If you answer NO, then you asked if you wish to export all documents in the basket. If you answer YES then you are asked for the target folder and all documents are exported to this location.<br />
<br />
<br />
'''Change the status for a range of documents'''<br />
<br />
Use the '''Change-Range''' menu selection to change the status for a range of documents in the basket. When you select this menu, a form is displayed where you enter the document prefix, the first and last document numbers, and the from and to status. For example, if your basket held documents T0000001 through T0000123 and you wanted to change the status for the last five documents from Index Complete to Scan Complete, the following procedure would be used:<br />
<br />
# Select the Change-Range menu.<br />
# Enter T for the document prefix.<br />
# Enter 118 in the from document box (the system will fill in the zeroes.<br />
# Enter 123 in the to document box.<br />
# Select Index Complete from the From Status dropdown box.<br />
# Select Scan Complete from the To Status dropdown box.<br />
# Click OK.<br />
<br />
<br />
'''Transfer documents to another basket'''<br />
<br />
Use the '''File-Transfer''' menu selection to transfer all or selected documents to another basket. When you select this menu, a form is displayed where you select the target basket as well as whether all or selected documents are to be transferred. Click the Transfer button to perform the transfer.<br />
<br />
<br />
'''Selecting documents'''<br />
<br />
The '''Edit-Select''' menu can be used to select (highlight) all documents having a certain status. For example, to select all documents having a status of "index complete", use the menu '''Edit-Select-Index complete documents'''. Every document in the basket having a status of "index complete" will be selected. This feature is useful to select documents and then transfer them to a different basket using the '''File_Transfer''' menu.<br />
<br />
<br />
'''Optical Character Recognition (OCR)'''<br />
<br />
You can convert a document to text using halFILE's OCR feature in Tools-Basket status. There are menu selections to convert the image that is displayed to text (menu OCR-Page-Text), Word (OCR-Page-Word), WordPerfect (OCR-Page-WordPerfect) and HTML (OCR-Page-HTML). There are also menus to convert the entire document (OCR-Document).<br />
<br />
<br />
'''Refreshing a basket'''<br />
<br />
The '''Tools_Refresh''' menu selection is used to reload the basket. This can be used to see if any recent changes have been made to the documents in the basket.<br />
<br />
<br />
'''Basket Statistics'''<br />
<br />
The '''Tools-Statistics-This Basket''' menu selection calculates and displays basket statistics. This shows totals for each status and for each document type.<br />
<br />
The '''Tools-Statistics-All Baskets''' menu selection calculates and displays summary basket statistics for all baskets in all databases.<br />
<br />
==Move Images==<br />
[http://help.halfile.com/index.php?title=Chapter_8_-_Tools_4.0#column-one Contents]<br />
<br />
The '''Tools-Move Images''' menu selection is used to manage images that have been scanned and are still in a basket (i.e. have not been archived to permanent storage). <br />
<br />
<br />
'''Rearranging pages'''<br />
<br />
To rearrange the page order of images within a document:<br />
<br />
# In the halFILE Manager, select the in-basket in which the document exists. <br />
# Select '''Tools-Move Images'''.<br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document for which the images must be re-arranged. To select a document, either double click in the document number or click the document number then press the Open button beneath the list box. <br />
# The pages for the document are listed in their original order in the left image list box. The pages in their revised order are listed in the right hand box. The extension represents the page number. Clicking on a number from the list will display that page in the image window. <br />
# The '''Add''' button is used to move pages that are highlighted in the Original Order box into the Revised Order box. You can multi-select pages in the Original Order box to move multiple pages at one time.<br /><br /><span style="color:blue; font-style:italic">To multi-select individual pages, hold the CTRL key down while left clicking a page. To multi-select a range of pages, left click on the first page of the range to highlight it. Then go to the last page and, while hold the SHIFT key down, press the left mouse button on that page. The range will then be highlighted.</span><br /><br /><br />
# Pages can be removed from the Revised Order box using the '''Remove''' button.<br />
# Once the images are in the correct revised order, click the '''Save''' to perform the rearranging of the images. <br />
<br />
<br />
'''Replacing pages of documents'''<br />
<br />
The Image Move utility can replace a page in a document with an image that exists on your system. To replace a page within a document, use the following steps:<br />
<br />
# In the halFILE Manager, select the in-basket in which the document exists. <br />
# Select '''Tools-Move Images'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document within which an image must be replaced. <br />
# The images are loaded into a list box. <br />
# Click on an image to select it, which highlights the page number/file name header. <br />
# Click the '''Replace''' button at the top of the screen. You will be asked if you wish to replace the page. Click the YES button and then find the image on disk which will be used to replace the image shown.<br />
<br />
<br />
'''Appending pages to documents'''<br />
<br />
To append images to the selected document, use the following procedure:<br />
<br />
# In the halFILE Manager, select the in-basket in which the document exists. <br />
# Select '''Tools-Move'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document onto which an image should be appended. <br />
# The images are loaded into a list box. <br />
# Click on an image to select it, which highlights the page number/file name header. <br />
# Click the '''Append''' button at the top of the screen. The Explorer dialog will open to let you find the image on disk that will be appended to the document. You can multi-select the images to append. <br />
# The appended pages will appear in your Original Order list. You can then add the pages to the Revised Order list in the order you want them and click '''Save''' to save the document. <br />
<br />
<br />
'''Deleting pages from documents'''<br />
<br />
To delete a page from a document:<br />
<br />
# In the halFILE Manager, select the in-basket in which the document exists. <br />
# Select '''Tools-Move Images'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document within which an image should be deleted. <br />
# The images are loaded into a list box. <br />
# Click on an image to select it. <br />
# Click the '''Delete''' button at the top of the screen. You will be asked if you wish to delete the page. <br />
# Click the '''Yes''' button and the page is removed. <br />
<br />
<br />
'''Moving pages from document to document'''<br />
<br />
To move a page from one document to another:<br />
<br />
# In the halFILE Manager, select the in-basket in which the document exists. <br />
# Select '''Tools-Move Images'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document from which you wish to move pages. <br />
# The images are loaded into the Original List box. <br />
# In the Original Order list, select the image or images you wish to move. <br />
# Click the '''Move''' button at the top of the screen. <br />
# A form is loaded showing the pages that were marked. <br />
# Enter the document number to move the selected pages to into 'Move to end of document' box. Or, click the''' Select''' button to choose from the list of documents in the basket. If you wish to review the document to make sure it is the correct one, press the Preview button. <br />
# If you want the images to be removed from the document from which they are being moved, check the 'Delete after Moving' check box. If this box is not checked, the original document will be left unchanged. <br />
# Click the '''OK''' button at the bottom of the form to perform the image move. <br />
# If you wish to re-arrange the pages after the move, select '''File-Open''', select the document number and proceed with shuffle or swap of images as described above. <br />
<br />
==Image Utility==<br />
[http://help.halfile.com/index.php?title=Chapter_8_-_Tools_4.0#column-one Contents]<br />
<br />
The '''Tools-Image Utility''' menu selection is used to manage images that have been scanned and are still in a basket (i.e. have not been archived to permanent storage). This utility works much like the Move Images utility above, except it requires either a Kofax engine or a TWAIN scanner. Which interface is used depends on the scanner type (Kofax or TWAIN) you selected as you default when you first went into the scan module.<br />
<br />
<br />
'''Rearranging pages'''<br />
<br />
To rearrange the page order of images within a document:<br />
<br />
# In the halFILE Manager, select the in-basket in which the document exists. <br />
# Select '''Tools-Image Utility'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document for which the images must be re-arranged. To select a document, either double click in the document number or click the document number then press the Open button beneath the list box. <br />
# The pages for the document are listed in their original order in the left image list box. The pages in their revised order are listed in the right hand box. The extension represents the page number. Clicking on a number from the list will display that page in the image window. <br />
# The '''Add''' button is used to move pages which are highlighted in the Original Order box into the Revised Order box. You can multi-select pages in the Original Order box to move multiple pages at one time.<br /><br /><span style="color:blue; font-style:italic">To multi-select individual pages, hold the CTRL key down while left clicking a page. To multi-select a range of pages, left click on the first page of the range to highlight it. Then go to the last page and, while hold the SHIFT key down, press the left mouse button on that page. The range will then be highlighted.</span><br /><br /><br />
# Pages can be removed from the Revised Order box using the '''Remove''' button.<br />
# Once the images are in the correct revised order, click the '''Save''' to perform the rearranging of the images. <br />
<br />
<br />
'''Swapping pages of documents'''<br />
<br />
To swap the order of two images within a document:<br />
<br />
# In the halFILE Administrator, select the in-basket in which the document exists. <br />
# Select '''Tools-Image Utility'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document for which the images must be re-arranged. <br />
# The images are loaded and placed into boxes on the screen. <br />
# Change to Swap mode by selecting '''Mode-Swap''' from the menu.<br /><br /><span style="color:blue; font-style:italic">Swap mode is where, when an image is dragged from one slot to another within a document, the image that was dragged is placed into the slot of the image that it was dragged to. The image that was dragged to is then placed into the slot of the image being dragged.</span><br /><br /><br />
# Click on the image that you want to move, holding down the mouse button. Then drag it over the image that you want to swap it with. Do not click on the page number/image file name header but on the image itself. Once you have dragged it to the desired position, release the mouse button. You will see the images swapped. The image file names will show you what has taken place. <br />
# Click the '''Save''' button at the top of the screen to perform the image swap or click on the Revert button to load the document in its original (unchanged) state. <br />
<br />
<br />
'''Replacing pages of documents'''<br />
<br />
To replace a page within a document:<br />
<br />
# In the halFILE Administrator, select the in-basket in which the document exists. <br />
# Select '''Tools-Image Utility'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document within which an image must be replaced. <br />
# The images are loaded into a list box (Large Document Interface) or placed into boxes on the screen (Thumbnail Interface). <br />
# Click on an image to select it which highlights the page number/file name header. <br />
# Click the '''Replace''' button at the top of the screen. You will be asked if you wish to replace the page and to place a page into the scanner. The replacement page is then scanned and displayed in the slot formerly held by the page that was replaced. <br />
----<br />
<p style="color:blue; font-style:italic"><br />
Note: To change the setting on the scanner, select Settings-Scanner before clicking the Replace button.''<br />
</p><br />
----<br />
<br />
<br />
'''Appending pages to documents'''<br />
<br />
To append a page to the end of a document:<br />
<br />
# In the halFILE Administrator, select the in-basket in which the document exists. <br />
# Select '''Tools-Image Utility'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document onto which an image should be appended. <br />
# The images are loaded into a list box (Large Document Interface) or placed into boxes on the screen (Thumbnail Interface). <br />
# Click the '''Append''' button at the top of the screen. You will be asked if you wish to append a page and to place a page into the scanner. The page is then scanned and displayed as the last page of the document. <br />
<br />
<br />
'''Inserting pages in documents'''<br />
<br />
To insert a page within a document:<br />
<br />
# In the halFILE Administrator, select the in-basket in which the document exists. <br />
# Select '''Tools-Image Utility'''.<br />
# Select''' File-Open''' and, from the list of documents in the basket, select the document within which an image should be inserted. <br />
# The images are loaded into a list box (Large Document Interface) or placed into boxes on the screen (Thumbnail Interface). <br />
# Click on an image to select it, which highlights the page number/file name header. <br />
# Click the''' Insert''' button at the top of the screen. You will be asked if you wish to insert a page and to place a page into the scanner. The page is then scanned and displayed in the slot before the selected page. <br />
<br />
<br />
'''Deleting pages from documents'''<br />
<br />
To delete a page from a document:<br />
<br />
# In the halFILE Administrator, select the in-basket in which the document exists. <br />
# Select '''Tools-Image Utility'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document within which an image should be deleted. <br />
# The images are loaded into a list box (Large Document Interface) or placed into boxes on the screen (Thumbnail Interface). <br />
# Click on an image to select it, which highlights the page number/file name header. <br />
# Click the '''Delete''' button at the top of the screen. You will be asked if you wish to delete the page. <br />
# Click the '''Yes''' button or press 'Y' and the page is removed. <br />
<br />
<br />
'''Moving pages from document to document'''<br />
<br />
How to move a page from one document to another:<br />
<br />
# In the halFILE Administrator, select the in-basket in which the document exists. <br />
# Select '''Tools-Image Utility'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document from which you wish to move pages. <br />
# The images are loaded into a list box (Large Document Interface) or placed into boxes on the screen (Thumbnail Interface). <br />
# Click on an image to select it, which highlights the page number/file name header. <br />
# If you are using the Thumbnail Interface, click the '''Mark''' button at the top of the screen. This tags the selected image as 'marked'. To unmark the page, click the Mark button again. If you are using the Large Document Interface, the page is automatically marked when highlighted.<br />
# After marking all the pages that you wish to move, click the Move button at the top of the screen. <br />
# A form is loaded showing the pages that were marked. <br />
# Enter the document number to move the selected pages to into 'Move to end of document' box. Or, click the''' Select''' button to choose from the list of documents in the basket. If you wish to review the document to make sure it is the correct one, press the Preview button. <br />
# If you want the images to be removed from the document from which they are being moved, check the 'Delete after Moving' check box. If this box is not checked, the original document will be left unchanged. <br />
# Click the '''OK''' button at the bottom of the form to perform the image move. <br />
# If you wish to re-arrange the pages after the move, select '''File-Open''', select the document number and proceed with shuffle or swap of images as described above. <br />
<br />
==Test Images==<br />
[http://help.halfile.com/index.php?title=Chapter_8_-_Tools_4.0#column-one Contents]<br />
<br />
The '''Tools-Test Images''' menu selection is used to test a set of images to ensure that they can be viewed. This utility is typically used after mastering a CD of images to ensure that the process of writing the images to the CD worked correctly.<br />
<br />
To test a set of images use the following procedure:<br />
<br />
# Select the '''Tools-Test Images''' menu from the halFILE Manager.<br />
# On the '''Select Files''' tab, select the drive and folder where the images to be test reside.<br />
# If you wish to test all images in folders that exist beneath the selected folder, check the '''Include Sub-folders''' box.<br />
# Switch to the '''Image Processing''' tab by clicking on the tab at the top of the form.<br />
# Click the '''Process Images''' button.<br />
<br />
The images will be loaded into the view one by one. Any images that get an error when loading will be listed in the errors box.<br />
<br />
==Process Images==<br />
[http://help.halfile.com/index.php?title=Chapter_8_-_Tools_4.0#column-one Contents]<br />
<br />
The '''Tools-Process Images''' menu selection is used to apply image processing filters to a set of images. Applying these filters can improve the quality and reduce the size of the images in many cases. This feature requires a Kofax engine and supports the following:<br /><br />
<br />
* Deskew<br />
* Streak Removal<br />
* Despeckle<br />
* Line Removal<br />
* Image Filtering<br />
* Deshade<br />
* Black Border Removal<br />
<br /><br />
----<br />
<p style="color:blue; font-style:italic"><br />
Note: These filters permanently alter the image. There is no undo. So, you should test the filter you wish to apply against some test documents before running it against production documents.<br />
</p><br />
----<br />
<br />
To apply image processing filters, perform the following steps:<br />
<br />
# From the halFILE Manager, select '''Tools-Process Images'''.<br />
# On the '''Select Files''' tab, find and select the drive and folder in which the images to be processed reside. This must be a re-writable device (typically magnetic disk).<br />
# If you want to select only certain images, you can enter a wildcard into the '''File Selection Pattern''' box.<br />
# If you wish to include all folders beneath the selected folder, check '''the Include Sub-folders''' box.<br />
# If you wish to select and reset the Kofax engine to be used, click the '''Select and Reset Engine''' button.<br />
# Go to the '''Image Processing''' tab by clicking on the tab at the top of the screen.<br />
# Check the image processing filters to apply.<br />
# If you wish to change the default settings for a filter, click the appropriate set up button found next to the filter.<br />
# If you wish apply image rotation to the images, select the degree rotation from the '''Rotation options''' frame.<br />
# Go to the '''Execute''' tab by clicking on the tab at the top of the screen.<br />
# Click the '''Process Images''' button to begin the process.<br />
<br />
==Associated Import==<br />
[http://help.halfile.com/index.php?title=Chapter_8_-_Tools_4.0#column-one Contents]<br />
<br />
<br />
'''Overview'''<br />
<br />
The Associated Import Program, ASSOCIMP32.EXE, can be used to:<br />
<br />
# Import files that are not standard halFILE Image Files (PDF files, Word documents, etc.) into the halFILE System to be stored with halFILE and viewed using the original program.<br />
# Import Multi-Page TIFF images, and convert them into standard halFILE Image Files<br />
# Fill out designated index fields by reading values from the name of the file being imported. <br />
# Automatically execute multiple import filters with one click.<br />
<br />
<br />
'''Running the program'''<br />
<br />
To launch Associated Import, select Tools-Associated Import from the halFILE Manager Toolbar. <br />
<br />
<br />
'''Operation'''<br />
<br />
When you run Associated Import, you are first presented with a screen to select the Application, Database, Basket and Import Filter as shown below. The first time the program is run, no Import Filters will be listed.<br />
<br />
[[Image:Associated_Import_Main_Window.jpg]] <br />
<br />
The following buttons are available on the Main Menu Screen:<br />
<br />
'''Add Import Filter''' – this adds a new import filter for the selected Application and Database.<br />
<br />
'''Edit Import Filter''' – this edits the import filter that has been selected in the Import Filter box.<br />
<br />
'''Begin Import of this filter only''' – this executes the selected import filter, importing files into the system and indexing them as defined by the filter.<br />
<br />
'''Begin Auto Import of all marked filters''' – this executes every import filter that is marked for auto import.<br />
<br />
'''Close''' – Close the Associated Import program.<br />
<br />
<br />
'''Adding a New Import Filter'''<br />
<br />
When you click '''Add Import Filter''', the following screen is shown.<br />
<br />
[[Image:Associated_Import_New_Import.jpg]] <br />
<br />
'''Filter Title''' – Free-form text used to describe the filter such as "Tax Statements"<br />
<br />
'''File Selection path''' – this is the path where the files to import will be found. Be sure to include a trailing backslash (\).<br />
<br />
'''File Selection wildcard''' – this is the selection criteria for the files to be imported. You may use the wildcard characters asterisk (*) and question-mark (?) in this field. For instance: <br />
<br />
# If you want all of the DOC files found in the designated path, you would enter '*.DOC'. <br />
# If you wanted only the PDF files that began with '264,' you would enter '264*.PDF'.<br />
# If you wanted only TIF image files that began with a 4-digit year, followed by exactly 4 additional characters, you would enter 2004????.TIF<br />
<br />
Use the LOAD SAMPLE button to fill in the File Selection boxes by browsing the file system.<br />
<br />
'''File name field delimiter''' – this designated the delimiter (or character) that is used to identify fields within the file name. If you leave the field delimiter blank, the system assumes that you are not using a delimiter; rather you will designate the starting position and length for each field in the file name.<br />
<br />
'''Import files as single page TIFF images''' – check this box only if the files being imported are single page TIFF images. This will enable the Append Page options.<br />
<br />
'''Split Multi-Page TIFF''' – use this option if the files you are importing are Multi-Page TIFF files that need to be split into single-page TIFF files before importing into halFILE. Selecting this option will automatically select the Single Page TIFF check box. If you are unsure of this option and its ramifications, please contact Technical Support.<br />
<br />
'''Mark this filter for automatic import''' – indicate to the program that this filter will be included in an automatic import.<br />
<br />
Once you have entered these options, Click the '''SAVE''' button to save these settings to the Filter.<br />
<br />
<br />
'''Editing an existing Import Filter'''<br />
<br />
When you click Edit Import Filter, the following screen is shown:<br />
<br />
[[Image:Associated_Import_Edit_Existing_Import.jpg]]<br />
<br />
'''Import files as single page TIFF images''' - If you check this box, the append file options appear, indicating the Starting Column and length text boxes should be filled in. Filling in these boxes will allow the program to automatically staple pages together based on a certain string in the file name. For example:<br />
<br />
# Images are single-page TIFF images.<br />
# File Names are XXXXXXXX_PPP.tif (XXXXXXXX represents a file number, and the PPP is the page)<br />
# Any docs that match the file number would be stapled together in halFILE with the same document number. <br />
# You would put the number 1 in the starting column box, and the number 8 in the length box.<br />
<br />
'''Field to import''' – when you are editing an Import Filter, you have this drop down box to define the fields that will be automatically indexed. You select the field from the drop down box, and then click the Edit Field button, which displays another screen (see ''Editing the Field Information'' section below).<br />
<br />
Select only those fields that need to be indexed when the Import Filter is processed. The buttons at the bottom of the Edit Import Filter screen include:<br />
<br />
'''Save''' - saves the import filter.<br />
'''Cancel''' - cancels any changes you have made to the filter.<br />
'''Load Sample''' - lets you select a file through the Windows Explorer interface, and then automatically fills in the File Selection path and File Selection wildcard boxes.<br />
'''Edit Field''' - edits the selected field information.<br />
'''Delete''' - deletes the current Import Filter (after confirmation).<br />
<br />
<br />
'''Editing the Field Information'''<br />
<br />
If you are using the Associated Import Utility to index documents based upon information found in the file name, selecting a field from the drop down, and clicking the EDIT FIELD button will take into the Field Posting options.<br />
<br />
If you are using a delimiter to separate the field in the file name, you see the following screen:<br />
<br />
[[Image:Associated_Import_Edit_Field_Char_Delimited.jpg]]<br />
<br />
'''Posting Option''': The 'Post data found in report' option is selected if you want the system to parse a part of the PDF file name and automatically fill in the index field. The 'Post data keyed by operator' option is selected if you want the system to ask you for the data to post when you run the import filter.<br />
<br />
'''Field # in File Name''': This option designates which field in the file name to post, counting the delimiters as separators:<br />
<br />
Given a file name '''DT_01262004_0738_0005.PDF''', the following fields could be read from the file name:<br />
<br />
{|<br />
|Field 1||DT||Instrument Type<br />
|-<br />
|Field 2||01262004||Date field<br />
|-<br />
|Field 3||0738||Book<br />
|-<br />
|Field 4||0005||Page<br />
|-<br />
|}<br />
<br />
'''Remove Leading Zeros''': Check this box, if you want extra zeros (0) removed from numeric fields. Using the previous example, Field 3 would become 738 instead of 0738, and Field 4 would become 5 instead of 0005. Be advised that removing leading zeros can cause record sorting issues in the halFILE Search Module Hit List and Crystal Reports (i.e., 1 would be followed by 10, followed by 100, etc).<br />
<br />
'''Date format''': This defines how the date is formatted in the file name. If the selected field is not a date field, leave the box as non-date, and continue. If the selected field is a date field, select the appropriate option from the drop down list. Using our example, '01262004' the date format would be 'mmddyyyy'. Note that to prevent errors during import, it is important to consistently use the same date format in all file names that will be used for a given filter. Also, you should zero-fill the month and day fields consistently (01031999 not 131999) to ensure that the system will correctly index the date field.<br />
<br />
DO NOT check the Remove Zeros box if you are using a date field. If you did NOT designate a field delimiter, the field information setup screen will be slightly different:<br />
<br />
[[Image:Associated_Import_Edit_Field_Column_Delimited.jpg]]<br />
<br />
'''Posting Option''' – same as above<br />
'''Select column''' – designates the starting column for the data to post.<br />
'''Length''' – designates how many characters from the file name to use.<br />
'''Remove Leading Zeros''' – same as above<br />
'''Date format''' – same as above<br />
<br />
If using the Starting Column/Length options, the example above would be set up as follows, given a file name '''DT_01262004_0738_0005.PDF'''. The following fields could be read from the file name:<br />
<br />
{|<br />
!Starting Column!!Length!!Value!!Destination Field<br />
|-<br />
|1||2||DT||Instrument Type<br />
|-<br />
|4||8||01262004||Date field<br />
|-<br />
|13||4||0738||Book<br />
|-<br />
|18||4||0005||Page<br />
|-<br />
|}<br />
<br />
<br />
'''Executing an Import Filter Manually'''<br />
<br />
Once your import filters have been set up, you can execute an Import Filter. To do this:<br />
<br />
# Open the Associated Import program<br />
# Select the Application, Database for the filter you wish to execute<br />
# Select the Filter you wish to execute<br />
# Select the Basket where the images will be placed<br />
# Click the button labeled '''Begin Import of this filter only'''<br />
# A list of the files located by the filter will appear<br />
# You will be asked three (3) questions:<br />
<br />
'''Confirm execution of the filter'''<br />
<br />
[[Image:Associated_Import_Confirm_Execution_of_the_Filter.jpg]]<br />
<br />
* If you answer YES, the import will proceed.<br />
* If you answer NO, the import will stop, and you will be taken back to the main menu.<br />
* If you CANCEL, you will be given the option to change the filter path and selection criteria.<br />
<br />
'''Status in basket of imported docs'''<br />
<br />
[[Image:Associated_Import_Document_Status.jpg]]<br />
<br />
* If you answer YES, the documents will be imported, indexed, and placed into the basket with the status of SCAN COMPLETE.<br />
* If you answer NO, the documents will be imported, indexed, and placed into the basket with the status of INDEX COMPLETE<br />
<br />
'''Deletion of original files'''<br />
<br />
[[Image:Associated_Import_Confirm_Deletion_of_Original_Files.jpg]]<br />
<br />
* If you answer YES, the original files will be deleted after being copied into the basket folder.<br />
* If you answer NO, the original files will be left intact after being copied. Always select NO if importing directly from a read-only media, such as a CD or DVD.<br />
<br />
# The program will begin the import, displaying a count of the number of files processed, and updating the list showing the file currently being processed.<br />
# Once it finishes, a button will appear labeled '''DONE'''. Click this to return to the Main Menu.<br />
<br />
<br />
'''Executing Import Filters Automatically'''<br />
<br />
Once your import filters have been set up, and you have tested the results, you can run these filters automatically. To do this:<br />
<br />
# Make sure the import filters you wish to run automatically have been set up with the '''Mark this filter for automatic import''' box checked (See '''Adding a new Import Filter''').<br />
# Once confirmed, you can open the Associated Import program, and click the button labeled: '''Begin Auto Import of all marked Filters'''.<br />
# This will query the List of filters for any that match your selected Application and Database, and are marked for auto import, and display them on a list.<br />
# Check the box below if you want to delete the original files.<br />
# Click the button labeled '''Begin Auto Import.'''<br />
# This will execute the filters listed sequentially.<br />
<br />
This process can also be run from a command line by using the command-line switch RUNAUTO. To do so, enter the command:<br />
<br />
<halFILEPath>\ASSOCIMP32.EXE RUNAUTO<br />
<br />
Only execute this switch if you have fully tested all automatic import filters thoroughly.<br />
<br />
<br />
'''Additional Options'''<br />
<br />
'''halFILE Index Verify Support''' – Associated Import checks to see if Index Verification is setup, and if it is, documents placed into a basket as INDEX COMPLETE are instead set to INDEXED/NOT VERIFIED. This feature is enabled/disabled by the following setting in the [VERIFY] section of xxxVERyy.INI, located in the halFILE Program Directory:<br />
<br />
VerifyAssociatedImport=[TRUE/FALSE]<br />
<br />
'''SQL Transaction Log Dumping''' – Associated Import executes a DUMP TRANSACTION query against the database every 100 records to prevent the SQL transaction log from getting filled up, and also to slow down the rate of updates to the SQL Server, to prevent the SQL Server from locking up from excessive updates (what Microsoft refers to as a FIREHOSE operation). In some situations, if the number of docs imported by the filter is less than 1000, turning this option off can speed up the execution of the import. This option is enabled/disabled with the '''DumpTran=[TRUE/FALSE]''' setting in the [DEFAULT] section of ASSOCIMP32.INI, located in the halFILE Program Directory.<br />
<br />
<br />
'''Troubleshooting'''<br />
<br />
'''Log Options''' – the associated import program uses a log file where it writes process information, as well as additional information useful in debugging problems. The default log will be located in the TEMP directory, on the station from which the import filter was executed, and is called ASSOCIMP32.LOG.<br />
<br />
==Auto Fill==<br />
[http://help.halfile.com/index.php?title=Chapter_8_-_Tools_4.0#column-one Contents]<br />
<br />
The halFILE Auto Fill Utility lets the user post index values to a set of documents.<br />
<br />
[[File:autofill.jpg]]</div>
WikiSysop
http://help.halfile.com/index.php?title=File:AutoFill.jpg&diff=16795
File:AutoFill.jpg
2018-07-12T16:25:34Z
<p>WikiSysop: </p>
<hr />
<div></div>
WikiSysop
http://help.halfile.com/index.php?title=Chapter_9_-_Tools_4.0&diff=16794
Chapter 9 - Tools 4.0
2018-07-12T16:13:14Z
<p>WikiSysop: /* Auto Fill */</p>
<hr />
<div>[http://help.halfile.com/index.php?title=HalFILE_4.0_Documentation Main Index]<br />
<br />
==Login==<br />
<br />
With security enabled, users must login to access halFILE. At this login menu item, the login can be changed to another user's login.<br />
<br />
==Basket Status==<br />
[http://help.halfile.com/index.php?title=Chapter_8_-_Tools_4.0#column-one Contents]<br />
<br />
[[Image:FileManager248.jpg|left]] To review the status of documents in an In-Basket, select the basket you wish to review and click the Basket Status icon or select the '''Tools-Basket Status''' menu. This selection displays a screen similar to the one below. <br />
<br />
When you click a document number in the list, it will show the related document in the viewer. For Associated Documents, double click to view the document in its native application.<br />
<br />
You can change databases and baskets here as well using the drop down boxes near the top of the form.<br />
<br />
[[Image:Basket_Status_Window_Overview.jpg]]<br />
<br />
<br />
'''Showing the status for a document'''<br />
<br />
# From the image list, click the document number to review.<br />
# The current status for the document is shown on the frame below the image list and the first page of the image is displayed. Status settings for a document are as follows:<br />
## Scan complete - the document is scanned but not yet indexed.<br />
## Index in Progress - the document is currently being indexed.<br />
## Index-Not Verified - if the Index Verification feature is enabled, this indicates the document is indexed but has yet to be verified by a second data entry operator.<br />
## Index Complete - the document has been indexed but is not yet archived. If the Index Verification feature is enabled, this indicates that the document has been indexed and verified.<br />
## Archive Complete - the document has been archived. There is no further work to be done for the document. This status only applies to documents that are indexed without an image.<br />
<br />
<br />
'''Changing the status of a document'''<br />
<br />
At some time, it may become necessary to change the status of a document. For instance, if the system went down while a document was being indexed, you may need to change the status from index in progress to scan complete in order to re-index the document.<br />
<br />
# From the image list, click the document number to review. This will display the status for the document.<br />
# In the status box, click the status that you want. This changes the status immediately.<br />
<br />
<br />
'''Removing all images from the basket'''<br />
<br />
Select '''File-Remove All Documents''' from the menu. This selection permanently deletes all the image files in the basket.<br />
<br />
<br />
'''Removing marked documents'''<br />
<br />
Remove multiple marked documents by using CTRL-Click or a range of documents using SHIFT-Click. Then using '''File-Remove Marked Documents''', all of the marked documents are removed from the basket and the images are permanently deleted.<br />
<br />
<br />
'''Adding pages to a document'''<br />
<br />
Use '''Edit-Insert Pages''' or '''Edit-Append Pages-From Scanner '''to scan additional pages for the selected document. To select an image file from disk, select '''Edit-Append Pages-From File'''.<br />
<br />
<br />
'''Deleting a page from a document'''<br />
<br />
Select '''Edit-Delete Page''' on the viewer's menu to permanently delete the page that is currently displayed.<br />
<br />
<br />
'''Reordering pages within a document'''<br />
<br />
Click the Reorder button to reorder the pages with the selected document (images only). This takes you to the Image Move Utility, described in the following section.<br />
<br />
<br />
'''Printing Marked Documents'''<br />
<br />
You can mark a set of documents and then select the '''File-Print Marked Documents''' menu to print selected documents. To mark a range of documents, click to highlight the first document in the range then shift-click on the last document in the range. To mark selected documents, use ctrl-click.<br />
<br />
<br />
'''Inserting Document Numbers into a basket'''<br />
<br />
At some point, it may be necessary to add the document numbers for existing images into a basket. The '''File-Insert Documents''' menu selection is used to do this. Note that this feature expects the images to exist in the basket folder. This feature does not scan or import documents from other sources. An example of when this feature would be used is if the basket database becomes corrupted and must be rebuilt. Since the images are still in the basket folder, you could insert the document numbers into the rebuilt basket to recover.<br />
<br />
When you insert document numbers, you provide the document prefix, a from and to document number, the basket status to apply for the document, the document type and, if it an associated document, the file extension. When you click the OK button, the document range is entered into the basket list with the appropriate settings.<br />
<br />
<br />
'''Export documents'''<br />
<br />
You can export all documents or selected documents to a selected folder using '''the File-Export Documents''' menu selection. When this menu is selected, you are first asked if you wish to export the selected documents. If you answer YES, you are asked to enter the folder to export to and only the selected documents are exported. If you answer NO, then you asked if you wish to export all documents in the basket. If you answer YES then you are asked for the target folder and all documents are exported to this location.<br />
<br />
<br />
'''Change the status for a range of documents'''<br />
<br />
Use the '''Change-Range''' menu selection to change the status for a range of documents in the basket. When you select this menu, a form is displayed where you enter the document prefix, the first and last document numbers, and the from and to status. For example, if your basket held documents T0000001 through T0000123 and you wanted to change the status for the last five documents from Index Complete to Scan Complete, the following procedure would be used:<br />
<br />
# Select the Change-Range menu.<br />
# Enter T for the document prefix.<br />
# Enter 118 in the from document box (the system will fill in the zeroes.<br />
# Enter 123 in the to document box.<br />
# Select Index Complete from the From Status dropdown box.<br />
# Select Scan Complete from the To Status dropdown box.<br />
# Click OK.<br />
<br />
<br />
'''Transfer documents to another basket'''<br />
<br />
Use the '''File-Transfer''' menu selection to transfer all or selected documents to another basket. When you select this menu, a form is displayed where you select the target basket as well as whether all or selected documents are to be transferred. Click the Transfer button to perform the transfer.<br />
<br />
<br />
'''Selecting documents'''<br />
<br />
The '''Edit-Select''' menu can be used to select (highlight) all documents having a certain status. For example, to select all documents having a status of "index complete", use the menu '''Edit-Select-Index complete documents'''. Every document in the basket having a status of "index complete" will be selected. This feature is useful to select documents and then transfer them to a different basket using the '''File_Transfer''' menu.<br />
<br />
<br />
'''Optical Character Recognition (OCR)'''<br />
<br />
You can convert a document to text using halFILE's OCR feature in Tools-Basket status. There are menu selections to convert the image that is displayed to text (menu OCR-Page-Text), Word (OCR-Page-Word), WordPerfect (OCR-Page-WordPerfect) and HTML (OCR-Page-HTML). There are also menus to convert the entire document (OCR-Document).<br />
<br />
<br />
'''Refreshing a basket'''<br />
<br />
The '''Tools_Refresh''' menu selection is used to reload the basket. This can be used to see if any recent changes have been made to the documents in the basket.<br />
<br />
<br />
'''Basket Statistics'''<br />
<br />
The '''Tools-Statistics-This Basket''' menu selection calculates and displays basket statistics. This shows totals for each status and for each document type.<br />
<br />
The '''Tools-Statistics-All Baskets''' menu selection calculates and displays summary basket statistics for all baskets in all databases.<br />
<br />
==Move Images==<br />
[http://help.halfile.com/index.php?title=Chapter_8_-_Tools_4.0#column-one Contents]<br />
<br />
The '''Tools-Move Images''' menu selection is used to manage images that have been scanned and are still in a basket (i.e. have not been archived to permanent storage). <br />
<br />
<br />
'''Rearranging pages'''<br />
<br />
To rearrange the page order of images within a document:<br />
<br />
# In the halFILE Manager, select the in-basket in which the document exists. <br />
# Select '''Tools-Move Images'''.<br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document for which the images must be re-arranged. To select a document, either double click in the document number or click the document number then press the Open button beneath the list box. <br />
# The pages for the document are listed in their original order in the left image list box. The pages in their revised order are listed in the right hand box. The extension represents the page number. Clicking on a number from the list will display that page in the image window. <br />
# The '''Add''' button is used to move pages that are highlighted in the Original Order box into the Revised Order box. You can multi-select pages in the Original Order box to move multiple pages at one time.<br /><br /><span style="color:blue; font-style:italic">To multi-select individual pages, hold the CTRL key down while left clicking a page. To multi-select a range of pages, left click on the first page of the range to highlight it. Then go to the last page and, while hold the SHIFT key down, press the left mouse button on that page. The range will then be highlighted.</span><br /><br /><br />
# Pages can be removed from the Revised Order box using the '''Remove''' button.<br />
# Once the images are in the correct revised order, click the '''Save''' to perform the rearranging of the images. <br />
<br />
<br />
'''Replacing pages of documents'''<br />
<br />
The Image Move utility can replace a page in a document with an image that exists on your system. To replace a page within a document, use the following steps:<br />
<br />
# In the halFILE Manager, select the in-basket in which the document exists. <br />
# Select '''Tools-Move Images'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document within which an image must be replaced. <br />
# The images are loaded into a list box. <br />
# Click on an image to select it, which highlights the page number/file name header. <br />
# Click the '''Replace''' button at the top of the screen. You will be asked if you wish to replace the page. Click the YES button and then find the image on disk which will be used to replace the image shown.<br />
<br />
<br />
'''Appending pages to documents'''<br />
<br />
To append images to the selected document, use the following procedure:<br />
<br />
# In the halFILE Manager, select the in-basket in which the document exists. <br />
# Select '''Tools-Move'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document onto which an image should be appended. <br />
# The images are loaded into a list box. <br />
# Click on an image to select it, which highlights the page number/file name header. <br />
# Click the '''Append''' button at the top of the screen. The Explorer dialog will open to let you find the image on disk that will be appended to the document. You can multi-select the images to append. <br />
# The appended pages will appear in your Original Order list. You can then add the pages to the Revised Order list in the order you want them and click '''Save''' to save the document. <br />
<br />
<br />
'''Deleting pages from documents'''<br />
<br />
To delete a page from a document:<br />
<br />
# In the halFILE Manager, select the in-basket in which the document exists. <br />
# Select '''Tools-Move Images'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document within which an image should be deleted. <br />
# The images are loaded into a list box. <br />
# Click on an image to select it. <br />
# Click the '''Delete''' button at the top of the screen. You will be asked if you wish to delete the page. <br />
# Click the '''Yes''' button and the page is removed. <br />
<br />
<br />
'''Moving pages from document to document'''<br />
<br />
To move a page from one document to another:<br />
<br />
# In the halFILE Manager, select the in-basket in which the document exists. <br />
# Select '''Tools-Move Images'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document from which you wish to move pages. <br />
# The images are loaded into the Original List box. <br />
# In the Original Order list, select the image or images you wish to move. <br />
# Click the '''Move''' button at the top of the screen. <br />
# A form is loaded showing the pages that were marked. <br />
# Enter the document number to move the selected pages to into 'Move to end of document' box. Or, click the''' Select''' button to choose from the list of documents in the basket. If you wish to review the document to make sure it is the correct one, press the Preview button. <br />
# If you want the images to be removed from the document from which they are being moved, check the 'Delete after Moving' check box. If this box is not checked, the original document will be left unchanged. <br />
# Click the '''OK''' button at the bottom of the form to perform the image move. <br />
# If you wish to re-arrange the pages after the move, select '''File-Open''', select the document number and proceed with shuffle or swap of images as described above. <br />
<br />
==Image Utility==<br />
[http://help.halfile.com/index.php?title=Chapter_8_-_Tools_4.0#column-one Contents]<br />
<br />
The '''Tools-Image Utility''' menu selection is used to manage images that have been scanned and are still in a basket (i.e. have not been archived to permanent storage). This utility works much like the Move Images utility above, except it requires either a Kofax engine or a TWAIN scanner. Which interface is used depends on the scanner type (Kofax or TWAIN) you selected as you default when you first went into the scan module.<br />
<br />
<br />
'''Rearranging pages'''<br />
<br />
To rearrange the page order of images within a document:<br />
<br />
# In the halFILE Manager, select the in-basket in which the document exists. <br />
# Select '''Tools-Image Utility'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document for which the images must be re-arranged. To select a document, either double click in the document number or click the document number then press the Open button beneath the list box. <br />
# The pages for the document are listed in their original order in the left image list box. The pages in their revised order are listed in the right hand box. The extension represents the page number. Clicking on a number from the list will display that page in the image window. <br />
# The '''Add''' button is used to move pages which are highlighted in the Original Order box into the Revised Order box. You can multi-select pages in the Original Order box to move multiple pages at one time.<br /><br /><span style="color:blue; font-style:italic">To multi-select individual pages, hold the CTRL key down while left clicking a page. To multi-select a range of pages, left click on the first page of the range to highlight it. Then go to the last page and, while hold the SHIFT key down, press the left mouse button on that page. The range will then be highlighted.</span><br /><br /><br />
# Pages can be removed from the Revised Order box using the '''Remove''' button.<br />
# Once the images are in the correct revised order, click the '''Save''' to perform the rearranging of the images. <br />
<br />
<br />
'''Swapping pages of documents'''<br />
<br />
To swap the order of two images within a document:<br />
<br />
# In the halFILE Administrator, select the in-basket in which the document exists. <br />
# Select '''Tools-Image Utility'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document for which the images must be re-arranged. <br />
# The images are loaded and placed into boxes on the screen. <br />
# Change to Swap mode by selecting '''Mode-Swap''' from the menu.<br /><br /><span style="color:blue; font-style:italic">Swap mode is where, when an image is dragged from one slot to another within a document, the image that was dragged is placed into the slot of the image that it was dragged to. The image that was dragged to is then placed into the slot of the image being dragged.</span><br /><br /><br />
# Click on the image that you want to move, holding down the mouse button. Then drag it over the image that you want to swap it with. Do not click on the page number/image file name header but on the image itself. Once you have dragged it to the desired position, release the mouse button. You will see the images swapped. The image file names will show you what has taken place. <br />
# Click the '''Save''' button at the top of the screen to perform the image swap or click on the Revert button to load the document in its original (unchanged) state. <br />
<br />
<br />
'''Replacing pages of documents'''<br />
<br />
To replace a page within a document:<br />
<br />
# In the halFILE Administrator, select the in-basket in which the document exists. <br />
# Select '''Tools-Image Utility'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document within which an image must be replaced. <br />
# The images are loaded into a list box (Large Document Interface) or placed into boxes on the screen (Thumbnail Interface). <br />
# Click on an image to select it which highlights the page number/file name header. <br />
# Click the '''Replace''' button at the top of the screen. You will be asked if you wish to replace the page and to place a page into the scanner. The replacement page is then scanned and displayed in the slot formerly held by the page that was replaced. <br />
----<br />
<p style="color:blue; font-style:italic"><br />
Note: To change the setting on the scanner, select Settings-Scanner before clicking the Replace button.''<br />
</p><br />
----<br />
<br />
<br />
'''Appending pages to documents'''<br />
<br />
To append a page to the end of a document:<br />
<br />
# In the halFILE Administrator, select the in-basket in which the document exists. <br />
# Select '''Tools-Image Utility'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document onto which an image should be appended. <br />
# The images are loaded into a list box (Large Document Interface) or placed into boxes on the screen (Thumbnail Interface). <br />
# Click the '''Append''' button at the top of the screen. You will be asked if you wish to append a page and to place a page into the scanner. The page is then scanned and displayed as the last page of the document. <br />
<br />
<br />
'''Inserting pages in documents'''<br />
<br />
To insert a page within a document:<br />
<br />
# In the halFILE Administrator, select the in-basket in which the document exists. <br />
# Select '''Tools-Image Utility'''.<br />
# Select''' File-Open''' and, from the list of documents in the basket, select the document within which an image should be inserted. <br />
# The images are loaded into a list box (Large Document Interface) or placed into boxes on the screen (Thumbnail Interface). <br />
# Click on an image to select it, which highlights the page number/file name header. <br />
# Click the''' Insert''' button at the top of the screen. You will be asked if you wish to insert a page and to place a page into the scanner. The page is then scanned and displayed in the slot before the selected page. <br />
<br />
<br />
'''Deleting pages from documents'''<br />
<br />
To delete a page from a document:<br />
<br />
# In the halFILE Administrator, select the in-basket in which the document exists. <br />
# Select '''Tools-Image Utility'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document within which an image should be deleted. <br />
# The images are loaded into a list box (Large Document Interface) or placed into boxes on the screen (Thumbnail Interface). <br />
# Click on an image to select it, which highlights the page number/file name header. <br />
# Click the '''Delete''' button at the top of the screen. You will be asked if you wish to delete the page. <br />
# Click the '''Yes''' button or press 'Y' and the page is removed. <br />
<br />
<br />
'''Moving pages from document to document'''<br />
<br />
How to move a page from one document to another:<br />
<br />
# In the halFILE Administrator, select the in-basket in which the document exists. <br />
# Select '''Tools-Image Utility'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document from which you wish to move pages. <br />
# The images are loaded into a list box (Large Document Interface) or placed into boxes on the screen (Thumbnail Interface). <br />
# Click on an image to select it, which highlights the page number/file name header. <br />
# If you are using the Thumbnail Interface, click the '''Mark''' button at the top of the screen. This tags the selected image as 'marked'. To unmark the page, click the Mark button again. If you are using the Large Document Interface, the page is automatically marked when highlighted.<br />
# After marking all the pages that you wish to move, click the Move button at the top of the screen. <br />
# A form is loaded showing the pages that were marked. <br />
# Enter the document number to move the selected pages to into 'Move to end of document' box. Or, click the''' Select''' button to choose from the list of documents in the basket. If you wish to review the document to make sure it is the correct one, press the Preview button. <br />
# If you want the images to be removed from the document from which they are being moved, check the 'Delete after Moving' check box. If this box is not checked, the original document will be left unchanged. <br />
# Click the '''OK''' button at the bottom of the form to perform the image move. <br />
# If you wish to re-arrange the pages after the move, select '''File-Open''', select the document number and proceed with shuffle or swap of images as described above. <br />
<br />
==Test Images==<br />
[http://help.halfile.com/index.php?title=Chapter_8_-_Tools_4.0#column-one Contents]<br />
<br />
The '''Tools-Test Images''' menu selection is used to test a set of images to ensure that they can be viewed. This utility is typically used after mastering a CD of images to ensure that the process of writing the images to the CD worked correctly.<br />
<br />
To test a set of images use the following procedure:<br />
<br />
# Select the '''Tools-Test Images''' menu from the halFILE Manager.<br />
# On the '''Select Files''' tab, select the drive and folder where the images to be test reside.<br />
# If you wish to test all images in folders that exist beneath the selected folder, check the '''Include Sub-folders''' box.<br />
# Switch to the '''Image Processing''' tab by clicking on the tab at the top of the form.<br />
# Click the '''Process Images''' button.<br />
<br />
The images will be loaded into the view one by one. Any images that get an error when loading will be listed in the errors box.<br />
<br />
==Process Images==<br />
[http://help.halfile.com/index.php?title=Chapter_8_-_Tools_4.0#column-one Contents]<br />
<br />
The '''Tools-Process Images''' menu selection is used to apply image processing filters to a set of images. Applying these filters can improve the quality and reduce the size of the images in many cases. This feature requires a Kofax engine and supports the following:<br /><br />
<br />
* Deskew<br />
* Streak Removal<br />
* Despeckle<br />
* Line Removal<br />
* Image Filtering<br />
* Deshade<br />
* Black Border Removal<br />
<br /><br />
----<br />
<p style="color:blue; font-style:italic"><br />
Note: These filters permanently alter the image. There is no undo. So, you should test the filter you wish to apply against some test documents before running it against production documents.<br />
</p><br />
----<br />
<br />
To apply image processing filters, perform the following steps:<br />
<br />
# From the halFILE Manager, select '''Tools-Process Images'''.<br />
# On the '''Select Files''' tab, find and select the drive and folder in which the images to be processed reside. This must be a re-writable device (typically magnetic disk).<br />
# If you want to select only certain images, you can enter a wildcard into the '''File Selection Pattern''' box.<br />
# If you wish to include all folders beneath the selected folder, check '''the Include Sub-folders''' box.<br />
# If you wish to select and reset the Kofax engine to be used, click the '''Select and Reset Engine''' button.<br />
# Go to the '''Image Processing''' tab by clicking on the tab at the top of the screen.<br />
# Check the image processing filters to apply.<br />
# If you wish to change the default settings for a filter, click the appropriate set up button found next to the filter.<br />
# If you wish apply image rotation to the images, select the degree rotation from the '''Rotation options''' frame.<br />
# Go to the '''Execute''' tab by clicking on the tab at the top of the screen.<br />
# Click the '''Process Images''' button to begin the process.<br />
<br />
==Associated Import==<br />
[http://help.halfile.com/index.php?title=Chapter_8_-_Tools_4.0#column-one Contents]<br />
<br />
<br />
'''Overview'''<br />
<br />
The Associated Import Program, ASSOCIMP32.EXE, can be used to:<br />
<br />
# Import files that are not standard halFILE Image Files (PDF files, Word documents, etc.) into the halFILE System to be stored with halFILE and viewed using the original program.<br />
# Import Multi-Page TIFF images, and convert them into standard halFILE Image Files<br />
# Fill out designated index fields by reading values from the name of the file being imported. <br />
# Automatically execute multiple import filters with one click.<br />
<br />
<br />
'''Running the program'''<br />
<br />
To launch Associated Import, select Tools-Associated Import from the halFILE Manager Toolbar. <br />
<br />
<br />
'''Operation'''<br />
<br />
When you run Associated Import, you are first presented with a screen to select the Application, Database, Basket and Import Filter as shown below. The first time the program is run, no Import Filters will be listed.<br />
<br />
[[Image:Associated_Import_Main_Window.jpg]] <br />
<br />
The following buttons are available on the Main Menu Screen:<br />
<br />
'''Add Import Filter''' – this adds a new import filter for the selected Application and Database.<br />
<br />
'''Edit Import Filter''' – this edits the import filter that has been selected in the Import Filter box.<br />
<br />
'''Begin Import of this filter only''' – this executes the selected import filter, importing files into the system and indexing them as defined by the filter.<br />
<br />
'''Begin Auto Import of all marked filters''' – this executes every import filter that is marked for auto import.<br />
<br />
'''Close''' – Close the Associated Import program.<br />
<br />
<br />
'''Adding a New Import Filter'''<br />
<br />
When you click '''Add Import Filter''', the following screen is shown.<br />
<br />
[[Image:Associated_Import_New_Import.jpg]] <br />
<br />
'''Filter Title''' – Free-form text used to describe the filter such as "Tax Statements"<br />
<br />
'''File Selection path''' – this is the path where the files to import will be found. Be sure to include a trailing backslash (\).<br />
<br />
'''File Selection wildcard''' – this is the selection criteria for the files to be imported. You may use the wildcard characters asterisk (*) and question-mark (?) in this field. For instance: <br />
<br />
# If you want all of the DOC files found in the designated path, you would enter '*.DOC'. <br />
# If you wanted only the PDF files that began with '264,' you would enter '264*.PDF'.<br />
# If you wanted only TIF image files that began with a 4-digit year, followed by exactly 4 additional characters, you would enter 2004????.TIF<br />
<br />
Use the LOAD SAMPLE button to fill in the File Selection boxes by browsing the file system.<br />
<br />
'''File name field delimiter''' – this designated the delimiter (or character) that is used to identify fields within the file name. If you leave the field delimiter blank, the system assumes that you are not using a delimiter; rather you will designate the starting position and length for each field in the file name.<br />
<br />
'''Import files as single page TIFF images''' – check this box only if the files being imported are single page TIFF images. This will enable the Append Page options.<br />
<br />
'''Split Multi-Page TIFF''' – use this option if the files you are importing are Multi-Page TIFF files that need to be split into single-page TIFF files before importing into halFILE. Selecting this option will automatically select the Single Page TIFF check box. If you are unsure of this option and its ramifications, please contact Technical Support.<br />
<br />
'''Mark this filter for automatic import''' – indicate to the program that this filter will be included in an automatic import.<br />
<br />
Once you have entered these options, Click the '''SAVE''' button to save these settings to the Filter.<br />
<br />
<br />
'''Editing an existing Import Filter'''<br />
<br />
When you click Edit Import Filter, the following screen is shown:<br />
<br />
[[Image:Associated_Import_Edit_Existing_Import.jpg]]<br />
<br />
'''Import files as single page TIFF images''' - If you check this box, the append file options appear, indicating the Starting Column and length text boxes should be filled in. Filling in these boxes will allow the program to automatically staple pages together based on a certain string in the file name. For example:<br />
<br />
# Images are single-page TIFF images.<br />
# File Names are XXXXXXXX_PPP.tif (XXXXXXXX represents a file number, and the PPP is the page)<br />
# Any docs that match the file number would be stapled together in halFILE with the same document number. <br />
# You would put the number 1 in the starting column box, and the number 8 in the length box.<br />
<br />
'''Field to import''' – when you are editing an Import Filter, you have this drop down box to define the fields that will be automatically indexed. You select the field from the drop down box, and then click the Edit Field button, which displays another screen (see ''Editing the Field Information'' section below).<br />
<br />
Select only those fields that need to be indexed when the Import Filter is processed. The buttons at the bottom of the Edit Import Filter screen include:<br />
<br />
'''Save''' - saves the import filter.<br />
'''Cancel''' - cancels any changes you have made to the filter.<br />
'''Load Sample''' - lets you select a file through the Windows Explorer interface, and then automatically fills in the File Selection path and File Selection wildcard boxes.<br />
'''Edit Field''' - edits the selected field information.<br />
'''Delete''' - deletes the current Import Filter (after confirmation).<br />
<br />
<br />
'''Editing the Field Information'''<br />
<br />
If you are using the Associated Import Utility to index documents based upon information found in the file name, selecting a field from the drop down, and clicking the EDIT FIELD button will take into the Field Posting options.<br />
<br />
If you are using a delimiter to separate the field in the file name, you see the following screen:<br />
<br />
[[Image:Associated_Import_Edit_Field_Char_Delimited.jpg]]<br />
<br />
'''Posting Option''': The 'Post data found in report' option is selected if you want the system to parse a part of the PDF file name and automatically fill in the index field. The 'Post data keyed by operator' option is selected if you want the system to ask you for the data to post when you run the import filter.<br />
<br />
'''Field # in File Name''': This option designates which field in the file name to post, counting the delimiters as separators:<br />
<br />
Given a file name '''DT_01262004_0738_0005.PDF''', the following fields could be read from the file name:<br />
<br />
{|<br />
|Field 1||DT||Instrument Type<br />
|-<br />
|Field 2||01262004||Date field<br />
|-<br />
|Field 3||0738||Book<br />
|-<br />
|Field 4||0005||Page<br />
|-<br />
|}<br />
<br />
'''Remove Leading Zeros''': Check this box, if you want extra zeros (0) removed from numeric fields. Using the previous example, Field 3 would become 738 instead of 0738, and Field 4 would become 5 instead of 0005. Be advised that removing leading zeros can cause record sorting issues in the halFILE Search Module Hit List and Crystal Reports (i.e., 1 would be followed by 10, followed by 100, etc).<br />
<br />
'''Date format''': This defines how the date is formatted in the file name. If the selected field is not a date field, leave the box as non-date, and continue. If the selected field is a date field, select the appropriate option from the drop down list. Using our example, '01262004' the date format would be 'mmddyyyy'. Note that to prevent errors during import, it is important to consistently use the same date format in all file names that will be used for a given filter. Also, you should zero-fill the month and day fields consistently (01031999 not 131999) to ensure that the system will correctly index the date field.<br />
<br />
DO NOT check the Remove Zeros box if you are using a date field. If you did NOT designate a field delimiter, the field information setup screen will be slightly different:<br />
<br />
[[Image:Associated_Import_Edit_Field_Column_Delimited.jpg]]<br />
<br />
'''Posting Option''' – same as above<br />
'''Select column''' – designates the starting column for the data to post.<br />
'''Length''' – designates how many characters from the file name to use.<br />
'''Remove Leading Zeros''' – same as above<br />
'''Date format''' – same as above<br />
<br />
If using the Starting Column/Length options, the example above would be set up as follows, given a file name '''DT_01262004_0738_0005.PDF'''. The following fields could be read from the file name:<br />
<br />
{|<br />
!Starting Column!!Length!!Value!!Destination Field<br />
|-<br />
|1||2||DT||Instrument Type<br />
|-<br />
|4||8||01262004||Date field<br />
|-<br />
|13||4||0738||Book<br />
|-<br />
|18||4||0005||Page<br />
|-<br />
|}<br />
<br />
<br />
'''Executing an Import Filter Manually'''<br />
<br />
Once your import filters have been set up, you can execute an Import Filter. To do this:<br />
<br />
# Open the Associated Import program<br />
# Select the Application, Database for the filter you wish to execute<br />
# Select the Filter you wish to execute<br />
# Select the Basket where the images will be placed<br />
# Click the button labeled '''Begin Import of this filter only'''<br />
# A list of the files located by the filter will appear<br />
# You will be asked three (3) questions:<br />
<br />
'''Confirm execution of the filter'''<br />
<br />
[[Image:Associated_Import_Confirm_Execution_of_the_Filter.jpg]]<br />
<br />
* If you answer YES, the import will proceed.<br />
* If you answer NO, the import will stop, and you will be taken back to the main menu.<br />
* If you CANCEL, you will be given the option to change the filter path and selection criteria.<br />
<br />
'''Status in basket of imported docs'''<br />
<br />
[[Image:Associated_Import_Document_Status.jpg]]<br />
<br />
* If you answer YES, the documents will be imported, indexed, and placed into the basket with the status of SCAN COMPLETE.<br />
* If you answer NO, the documents will be imported, indexed, and placed into the basket with the status of INDEX COMPLETE<br />
<br />
'''Deletion of original files'''<br />
<br />
[[Image:Associated_Import_Confirm_Deletion_of_Original_Files.jpg]]<br />
<br />
* If you answer YES, the original files will be deleted after being copied into the basket folder.<br />
* If you answer NO, the original files will be left intact after being copied. Always select NO if importing directly from a read-only media, such as a CD or DVD.<br />
<br />
# The program will begin the import, displaying a count of the number of files processed, and updating the list showing the file currently being processed.<br />
# Once it finishes, a button will appear labeled '''DONE'''. Click this to return to the Main Menu.<br />
<br />
<br />
'''Executing Import Filters Automatically'''<br />
<br />
Once your import filters have been set up, and you have tested the results, you can run these filters automatically. To do this:<br />
<br />
# Make sure the import filters you wish to run automatically have been set up with the '''Mark this filter for automatic import''' box checked (See '''Adding a new Import Filter''').<br />
# Once confirmed, you can open the Associated Import program, and click the button labeled: '''Begin Auto Import of all marked Filters'''.<br />
# This will query the List of filters for any that match your selected Application and Database, and are marked for auto import, and display them on a list.<br />
# Check the box below if you want to delete the original files.<br />
# Click the button labeled '''Begin Auto Import.'''<br />
# This will execute the filters listed sequentially.<br />
<br />
This process can also be run from a command line by using the command-line switch RUNAUTO. To do so, enter the command:<br />
<br />
<halFILEPath>\ASSOCIMP32.EXE RUNAUTO<br />
<br />
Only execute this switch if you have fully tested all automatic import filters thoroughly.<br />
<br />
<br />
'''Additional Options'''<br />
<br />
'''halFILE Index Verify Support''' – Associated Import checks to see if Index Verification is setup, and if it is, documents placed into a basket as INDEX COMPLETE are instead set to INDEXED/NOT VERIFIED. This feature is enabled/disabled by the following setting in the [VERIFY] section of xxxVERyy.INI, located in the halFILE Program Directory:<br />
<br />
VerifyAssociatedImport=[TRUE/FALSE]<br />
<br />
'''SQL Transaction Log Dumping''' – Associated Import executes a DUMP TRANSACTION query against the database every 100 records to prevent the SQL transaction log from getting filled up, and also to slow down the rate of updates to the SQL Server, to prevent the SQL Server from locking up from excessive updates (what Microsoft refers to as a FIREHOSE operation). In some situations, if the number of docs imported by the filter is less than 1000, turning this option off can speed up the execution of the import. This option is enabled/disabled with the '''DumpTran=[TRUE/FALSE]''' setting in the [DEFAULT] section of ASSOCIMP32.INI, located in the halFILE Program Directory.<br />
<br />
<br />
'''Troubleshooting'''<br />
<br />
'''Log Options''' – the associated import program uses a log file where it writes process information, as well as additional information useful in debugging problems. The default log will be located in the TEMP directory, on the station from which the import filter was executed, and is called ASSOCIMP32.LOG.<br />
<br />
==Auto Fill==<br />
[http://help.halfile.com/index.php?title=Chapter_8_-_Tools_4.0#column-one Contents]<br />
<br />
The halFILE Auto Fill Utility lets the user post index values to a set of documents.</div>
WikiSysop
http://help.halfile.com/index.php?title=Chapter_9_-_Tools_4.0&diff=16793
Chapter 9 - Tools 4.0
2018-07-12T16:11:44Z
<p>WikiSysop: /* Associated Import */</p>
<hr />
<div>[http://help.halfile.com/index.php?title=HalFILE_4.0_Documentation Main Index]<br />
<br />
==Login==<br />
<br />
With security enabled, users must login to access halFILE. At this login menu item, the login can be changed to another user's login.<br />
<br />
==Basket Status==<br />
[http://help.halfile.com/index.php?title=Chapter_8_-_Tools_4.0#column-one Contents]<br />
<br />
[[Image:FileManager248.jpg|left]] To review the status of documents in an In-Basket, select the basket you wish to review and click the Basket Status icon or select the '''Tools-Basket Status''' menu. This selection displays a screen similar to the one below. <br />
<br />
When you click a document number in the list, it will show the related document in the viewer. For Associated Documents, double click to view the document in its native application.<br />
<br />
You can change databases and baskets here as well using the drop down boxes near the top of the form.<br />
<br />
[[Image:Basket_Status_Window_Overview.jpg]]<br />
<br />
<br />
'''Showing the status for a document'''<br />
<br />
# From the image list, click the document number to review.<br />
# The current status for the document is shown on the frame below the image list and the first page of the image is displayed. Status settings for a document are as follows:<br />
## Scan complete - the document is scanned but not yet indexed.<br />
## Index in Progress - the document is currently being indexed.<br />
## Index-Not Verified - if the Index Verification feature is enabled, this indicates the document is indexed but has yet to be verified by a second data entry operator.<br />
## Index Complete - the document has been indexed but is not yet archived. If the Index Verification feature is enabled, this indicates that the document has been indexed and verified.<br />
## Archive Complete - the document has been archived. There is no further work to be done for the document. This status only applies to documents that are indexed without an image.<br />
<br />
<br />
'''Changing the status of a document'''<br />
<br />
At some time, it may become necessary to change the status of a document. For instance, if the system went down while a document was being indexed, you may need to change the status from index in progress to scan complete in order to re-index the document.<br />
<br />
# From the image list, click the document number to review. This will display the status for the document.<br />
# In the status box, click the status that you want. This changes the status immediately.<br />
<br />
<br />
'''Removing all images from the basket'''<br />
<br />
Select '''File-Remove All Documents''' from the menu. This selection permanently deletes all the image files in the basket.<br />
<br />
<br />
'''Removing marked documents'''<br />
<br />
Remove multiple marked documents by using CTRL-Click or a range of documents using SHIFT-Click. Then using '''File-Remove Marked Documents''', all of the marked documents are removed from the basket and the images are permanently deleted.<br />
<br />
<br />
'''Adding pages to a document'''<br />
<br />
Use '''Edit-Insert Pages''' or '''Edit-Append Pages-From Scanner '''to scan additional pages for the selected document. To select an image file from disk, select '''Edit-Append Pages-From File'''.<br />
<br />
<br />
'''Deleting a page from a document'''<br />
<br />
Select '''Edit-Delete Page''' on the viewer's menu to permanently delete the page that is currently displayed.<br />
<br />
<br />
'''Reordering pages within a document'''<br />
<br />
Click the Reorder button to reorder the pages with the selected document (images only). This takes you to the Image Move Utility, described in the following section.<br />
<br />
<br />
'''Printing Marked Documents'''<br />
<br />
You can mark a set of documents and then select the '''File-Print Marked Documents''' menu to print selected documents. To mark a range of documents, click to highlight the first document in the range then shift-click on the last document in the range. To mark selected documents, use ctrl-click.<br />
<br />
<br />
'''Inserting Document Numbers into a basket'''<br />
<br />
At some point, it may be necessary to add the document numbers for existing images into a basket. The '''File-Insert Documents''' menu selection is used to do this. Note that this feature expects the images to exist in the basket folder. This feature does not scan or import documents from other sources. An example of when this feature would be used is if the basket database becomes corrupted and must be rebuilt. Since the images are still in the basket folder, you could insert the document numbers into the rebuilt basket to recover.<br />
<br />
When you insert document numbers, you provide the document prefix, a from and to document number, the basket status to apply for the document, the document type and, if it an associated document, the file extension. When you click the OK button, the document range is entered into the basket list with the appropriate settings.<br />
<br />
<br />
'''Export documents'''<br />
<br />
You can export all documents or selected documents to a selected folder using '''the File-Export Documents''' menu selection. When this menu is selected, you are first asked if you wish to export the selected documents. If you answer YES, you are asked to enter the folder to export to and only the selected documents are exported. If you answer NO, then you asked if you wish to export all documents in the basket. If you answer YES then you are asked for the target folder and all documents are exported to this location.<br />
<br />
<br />
'''Change the status for a range of documents'''<br />
<br />
Use the '''Change-Range''' menu selection to change the status for a range of documents in the basket. When you select this menu, a form is displayed where you enter the document prefix, the first and last document numbers, and the from and to status. For example, if your basket held documents T0000001 through T0000123 and you wanted to change the status for the last five documents from Index Complete to Scan Complete, the following procedure would be used:<br />
<br />
# Select the Change-Range menu.<br />
# Enter T for the document prefix.<br />
# Enter 118 in the from document box (the system will fill in the zeroes.<br />
# Enter 123 in the to document box.<br />
# Select Index Complete from the From Status dropdown box.<br />
# Select Scan Complete from the To Status dropdown box.<br />
# Click OK.<br />
<br />
<br />
'''Transfer documents to another basket'''<br />
<br />
Use the '''File-Transfer''' menu selection to transfer all or selected documents to another basket. When you select this menu, a form is displayed where you select the target basket as well as whether all or selected documents are to be transferred. Click the Transfer button to perform the transfer.<br />
<br />
<br />
'''Selecting documents'''<br />
<br />
The '''Edit-Select''' menu can be used to select (highlight) all documents having a certain status. For example, to select all documents having a status of "index complete", use the menu '''Edit-Select-Index complete documents'''. Every document in the basket having a status of "index complete" will be selected. This feature is useful to select documents and then transfer them to a different basket using the '''File_Transfer''' menu.<br />
<br />
<br />
'''Optical Character Recognition (OCR)'''<br />
<br />
You can convert a document to text using halFILE's OCR feature in Tools-Basket status. There are menu selections to convert the image that is displayed to text (menu OCR-Page-Text), Word (OCR-Page-Word), WordPerfect (OCR-Page-WordPerfect) and HTML (OCR-Page-HTML). There are also menus to convert the entire document (OCR-Document).<br />
<br />
<br />
'''Refreshing a basket'''<br />
<br />
The '''Tools_Refresh''' menu selection is used to reload the basket. This can be used to see if any recent changes have been made to the documents in the basket.<br />
<br />
<br />
'''Basket Statistics'''<br />
<br />
The '''Tools-Statistics-This Basket''' menu selection calculates and displays basket statistics. This shows totals for each status and for each document type.<br />
<br />
The '''Tools-Statistics-All Baskets''' menu selection calculates and displays summary basket statistics for all baskets in all databases.<br />
<br />
==Move Images==<br />
[http://help.halfile.com/index.php?title=Chapter_8_-_Tools_4.0#column-one Contents]<br />
<br />
The '''Tools-Move Images''' menu selection is used to manage images that have been scanned and are still in a basket (i.e. have not been archived to permanent storage). <br />
<br />
<br />
'''Rearranging pages'''<br />
<br />
To rearrange the page order of images within a document:<br />
<br />
# In the halFILE Manager, select the in-basket in which the document exists. <br />
# Select '''Tools-Move Images'''.<br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document for which the images must be re-arranged. To select a document, either double click in the document number or click the document number then press the Open button beneath the list box. <br />
# The pages for the document are listed in their original order in the left image list box. The pages in their revised order are listed in the right hand box. The extension represents the page number. Clicking on a number from the list will display that page in the image window. <br />
# The '''Add''' button is used to move pages that are highlighted in the Original Order box into the Revised Order box. You can multi-select pages in the Original Order box to move multiple pages at one time.<br /><br /><span style="color:blue; font-style:italic">To multi-select individual pages, hold the CTRL key down while left clicking a page. To multi-select a range of pages, left click on the first page of the range to highlight it. Then go to the last page and, while hold the SHIFT key down, press the left mouse button on that page. The range will then be highlighted.</span><br /><br /><br />
# Pages can be removed from the Revised Order box using the '''Remove''' button.<br />
# Once the images are in the correct revised order, click the '''Save''' to perform the rearranging of the images. <br />
<br />
<br />
'''Replacing pages of documents'''<br />
<br />
The Image Move utility can replace a page in a document with an image that exists on your system. To replace a page within a document, use the following steps:<br />
<br />
# In the halFILE Manager, select the in-basket in which the document exists. <br />
# Select '''Tools-Move Images'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document within which an image must be replaced. <br />
# The images are loaded into a list box. <br />
# Click on an image to select it, which highlights the page number/file name header. <br />
# Click the '''Replace''' button at the top of the screen. You will be asked if you wish to replace the page. Click the YES button and then find the image on disk which will be used to replace the image shown.<br />
<br />
<br />
'''Appending pages to documents'''<br />
<br />
To append images to the selected document, use the following procedure:<br />
<br />
# In the halFILE Manager, select the in-basket in which the document exists. <br />
# Select '''Tools-Move'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document onto which an image should be appended. <br />
# The images are loaded into a list box. <br />
# Click on an image to select it, which highlights the page number/file name header. <br />
# Click the '''Append''' button at the top of the screen. The Explorer dialog will open to let you find the image on disk that will be appended to the document. You can multi-select the images to append. <br />
# The appended pages will appear in your Original Order list. You can then add the pages to the Revised Order list in the order you want them and click '''Save''' to save the document. <br />
<br />
<br />
'''Deleting pages from documents'''<br />
<br />
To delete a page from a document:<br />
<br />
# In the halFILE Manager, select the in-basket in which the document exists. <br />
# Select '''Tools-Move Images'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document within which an image should be deleted. <br />
# The images are loaded into a list box. <br />
# Click on an image to select it. <br />
# Click the '''Delete''' button at the top of the screen. You will be asked if you wish to delete the page. <br />
# Click the '''Yes''' button and the page is removed. <br />
<br />
<br />
'''Moving pages from document to document'''<br />
<br />
To move a page from one document to another:<br />
<br />
# In the halFILE Manager, select the in-basket in which the document exists. <br />
# Select '''Tools-Move Images'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document from which you wish to move pages. <br />
# The images are loaded into the Original List box. <br />
# In the Original Order list, select the image or images you wish to move. <br />
# Click the '''Move''' button at the top of the screen. <br />
# A form is loaded showing the pages that were marked. <br />
# Enter the document number to move the selected pages to into 'Move to end of document' box. Or, click the''' Select''' button to choose from the list of documents in the basket. If you wish to review the document to make sure it is the correct one, press the Preview button. <br />
# If you want the images to be removed from the document from which they are being moved, check the 'Delete after Moving' check box. If this box is not checked, the original document will be left unchanged. <br />
# Click the '''OK''' button at the bottom of the form to perform the image move. <br />
# If you wish to re-arrange the pages after the move, select '''File-Open''', select the document number and proceed with shuffle or swap of images as described above. <br />
<br />
==Image Utility==<br />
[http://help.halfile.com/index.php?title=Chapter_8_-_Tools_4.0#column-one Contents]<br />
<br />
The '''Tools-Image Utility''' menu selection is used to manage images that have been scanned and are still in a basket (i.e. have not been archived to permanent storage). This utility works much like the Move Images utility above, except it requires either a Kofax engine or a TWAIN scanner. Which interface is used depends on the scanner type (Kofax or TWAIN) you selected as you default when you first went into the scan module.<br />
<br />
<br />
'''Rearranging pages'''<br />
<br />
To rearrange the page order of images within a document:<br />
<br />
# In the halFILE Manager, select the in-basket in which the document exists. <br />
# Select '''Tools-Image Utility'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document for which the images must be re-arranged. To select a document, either double click in the document number or click the document number then press the Open button beneath the list box. <br />
# The pages for the document are listed in their original order in the left image list box. The pages in their revised order are listed in the right hand box. The extension represents the page number. Clicking on a number from the list will display that page in the image window. <br />
# The '''Add''' button is used to move pages which are highlighted in the Original Order box into the Revised Order box. You can multi-select pages in the Original Order box to move multiple pages at one time.<br /><br /><span style="color:blue; font-style:italic">To multi-select individual pages, hold the CTRL key down while left clicking a page. To multi-select a range of pages, left click on the first page of the range to highlight it. Then go to the last page and, while hold the SHIFT key down, press the left mouse button on that page. The range will then be highlighted.</span><br /><br /><br />
# Pages can be removed from the Revised Order box using the '''Remove''' button.<br />
# Once the images are in the correct revised order, click the '''Save''' to perform the rearranging of the images. <br />
<br />
<br />
'''Swapping pages of documents'''<br />
<br />
To swap the order of two images within a document:<br />
<br />
# In the halFILE Administrator, select the in-basket in which the document exists. <br />
# Select '''Tools-Image Utility'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document for which the images must be re-arranged. <br />
# The images are loaded and placed into boxes on the screen. <br />
# Change to Swap mode by selecting '''Mode-Swap''' from the menu.<br /><br /><span style="color:blue; font-style:italic">Swap mode is where, when an image is dragged from one slot to another within a document, the image that was dragged is placed into the slot of the image that it was dragged to. The image that was dragged to is then placed into the slot of the image being dragged.</span><br /><br /><br />
# Click on the image that you want to move, holding down the mouse button. Then drag it over the image that you want to swap it with. Do not click on the page number/image file name header but on the image itself. Once you have dragged it to the desired position, release the mouse button. You will see the images swapped. The image file names will show you what has taken place. <br />
# Click the '''Save''' button at the top of the screen to perform the image swap or click on the Revert button to load the document in its original (unchanged) state. <br />
<br />
<br />
'''Replacing pages of documents'''<br />
<br />
To replace a page within a document:<br />
<br />
# In the halFILE Administrator, select the in-basket in which the document exists. <br />
# Select '''Tools-Image Utility'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document within which an image must be replaced. <br />
# The images are loaded into a list box (Large Document Interface) or placed into boxes on the screen (Thumbnail Interface). <br />
# Click on an image to select it which highlights the page number/file name header. <br />
# Click the '''Replace''' button at the top of the screen. You will be asked if you wish to replace the page and to place a page into the scanner. The replacement page is then scanned and displayed in the slot formerly held by the page that was replaced. <br />
----<br />
<p style="color:blue; font-style:italic"><br />
Note: To change the setting on the scanner, select Settings-Scanner before clicking the Replace button.''<br />
</p><br />
----<br />
<br />
<br />
'''Appending pages to documents'''<br />
<br />
To append a page to the end of a document:<br />
<br />
# In the halFILE Administrator, select the in-basket in which the document exists. <br />
# Select '''Tools-Image Utility'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document onto which an image should be appended. <br />
# The images are loaded into a list box (Large Document Interface) or placed into boxes on the screen (Thumbnail Interface). <br />
# Click the '''Append''' button at the top of the screen. You will be asked if you wish to append a page and to place a page into the scanner. The page is then scanned and displayed as the last page of the document. <br />
<br />
<br />
'''Inserting pages in documents'''<br />
<br />
To insert a page within a document:<br />
<br />
# In the halFILE Administrator, select the in-basket in which the document exists. <br />
# Select '''Tools-Image Utility'''.<br />
# Select''' File-Open''' and, from the list of documents in the basket, select the document within which an image should be inserted. <br />
# The images are loaded into a list box (Large Document Interface) or placed into boxes on the screen (Thumbnail Interface). <br />
# Click on an image to select it, which highlights the page number/file name header. <br />
# Click the''' Insert''' button at the top of the screen. You will be asked if you wish to insert a page and to place a page into the scanner. The page is then scanned and displayed in the slot before the selected page. <br />
<br />
<br />
'''Deleting pages from documents'''<br />
<br />
To delete a page from a document:<br />
<br />
# In the halFILE Administrator, select the in-basket in which the document exists. <br />
# Select '''Tools-Image Utility'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document within which an image should be deleted. <br />
# The images are loaded into a list box (Large Document Interface) or placed into boxes on the screen (Thumbnail Interface). <br />
# Click on an image to select it, which highlights the page number/file name header. <br />
# Click the '''Delete''' button at the top of the screen. You will be asked if you wish to delete the page. <br />
# Click the '''Yes''' button or press 'Y' and the page is removed. <br />
<br />
<br />
'''Moving pages from document to document'''<br />
<br />
How to move a page from one document to another:<br />
<br />
# In the halFILE Administrator, select the in-basket in which the document exists. <br />
# Select '''Tools-Image Utility'''. <br />
# Select '''File-Open''' and, from the list of documents in the basket, select the document from which you wish to move pages. <br />
# The images are loaded into a list box (Large Document Interface) or placed into boxes on the screen (Thumbnail Interface). <br />
# Click on an image to select it, which highlights the page number/file name header. <br />
# If you are using the Thumbnail Interface, click the '''Mark''' button at the top of the screen. This tags the selected image as 'marked'. To unmark the page, click the Mark button again. If you are using the Large Document Interface, the page is automatically marked when highlighted.<br />
# After marking all the pages that you wish to move, click the Move button at the top of the screen. <br />
# A form is loaded showing the pages that were marked. <br />
# Enter the document number to move the selected pages to into 'Move to end of document' box. Or, click the''' Select''' button to choose from the list of documents in the basket. If you wish to review the document to make sure it is the correct one, press the Preview button. <br />
# If you want the images to be removed from the document from which they are being moved, check the 'Delete after Moving' check box. If this box is not checked, the original document will be left unchanged. <br />
# Click the '''OK''' button at the bottom of the form to perform the image move. <br />
# If you wish to re-arrange the pages after the move, select '''File-Open''', select the document number and proceed with shuffle or swap of images as described above. <br />
<br />
==Test Images==<br />
[http://help.halfile.com/index.php?title=Chapter_8_-_Tools_4.0#column-one Contents]<br />
<br />
The '''Tools-Test Images''' menu selection is used to test a set of images to ensure that they can be viewed. This utility is typically used after mastering a CD of images to ensure that the process of writing the images to the CD worked correctly.<br />
<br />
To test a set of images use the following procedure:<br />
<br />
# Select the '''Tools-Test Images''' menu from the halFILE Manager.<br />
# On the '''Select Files''' tab, select the drive and folder where the images to be test reside.<br />
# If you wish to test all images in folders that exist beneath the selected folder, check the '''Include Sub-folders''' box.<br />
# Switch to the '''Image Processing''' tab by clicking on the tab at the top of the form.<br />
# Click the '''Process Images''' button.<br />
<br />
The images will be loaded into the view one by one. Any images that get an error when loading will be listed in the errors box.<br />
<br />
==Process Images==<br />
[http://help.halfile.com/index.php?title=Chapter_8_-_Tools_4.0#column-one Contents]<br />
<br />
The '''Tools-Process Images''' menu selection is used to apply image processing filters to a set of images. Applying these filters can improve the quality and reduce the size of the images in many cases. This feature requires a Kofax engine and supports the following:<br /><br />
<br />
* Deskew<br />
* Streak Removal<br />
* Despeckle<br />
* Line Removal<br />
* Image Filtering<br />
* Deshade<br />
* Black Border Removal<br />
<br /><br />
----<br />
<p style="color:blue; font-style:italic"><br />
Note: These filters permanently alter the image. There is no undo. So, you should test the filter you wish to apply against some test documents before running it against production documents.<br />
</p><br />
----<br />
<br />
To apply image processing filters, perform the following steps:<br />
<br />
# From the halFILE Manager, select '''Tools-Process Images'''.<br />
# On the '''Select Files''' tab, find and select the drive and folder in which the images to be processed reside. This must be a re-writable device (typically magnetic disk).<br />
# If you want to select only certain images, you can enter a wildcard into the '''File Selection Pattern''' box.<br />
# If you wish to include all folders beneath the selected folder, check '''the Include Sub-folders''' box.<br />
# If you wish to select and reset the Kofax engine to be used, click the '''Select and Reset Engine''' button.<br />
# Go to the '''Image Processing''' tab by clicking on the tab at the top of the screen.<br />
# Check the image processing filters to apply.<br />
# If you wish to change the default settings for a filter, click the appropriate set up button found next to the filter.<br />
# If you wish apply image rotation to the images, select the degree rotation from the '''Rotation options''' frame.<br />
# Go to the '''Execute''' tab by clicking on the tab at the top of the screen.<br />
# Click the '''Process Images''' button to begin the process.<br />
<br />
==Associated Import==<br />
[http://help.halfile.com/index.php?title=Chapter_8_-_Tools_4.0#column-one Contents]<br />
<br />
<br />
'''Overview'''<br />
<br />
The Associated Import Program, ASSOCIMP32.EXE, can be used to:<br />
<br />
# Import files that are not standard halFILE Image Files (PDF files, Word documents, etc.) into the halFILE System to be stored with halFILE and viewed using the original program.<br />
# Import Multi-Page TIFF images, and convert them into standard halFILE Image Files<br />
# Fill out designated index fields by reading values from the name of the file being imported. <br />
# Automatically execute multiple import filters with one click.<br />
<br />
<br />
'''Running the program'''<br />
<br />
To launch Associated Import, select Tools-Associated Import from the halFILE Manager Toolbar. <br />
<br />
<br />
'''Operation'''<br />
<br />
When you run Associated Import, you are first presented with a screen to select the Application, Database, Basket and Import Filter as shown below. The first time the program is run, no Import Filters will be listed.<br />
<br />
[[Image:Associated_Import_Main_Window.jpg]] <br />
<br />
The following buttons are available on the Main Menu Screen:<br />
<br />
'''Add Import Filter''' – this adds a new import filter for the selected Application and Database.<br />
<br />
'''Edit Import Filter''' – this edits the import filter that has been selected in the Import Filter box.<br />
<br />
'''Begin Import of this filter only''' – this executes the selected import filter, importing files into the system and indexing them as defined by the filter.<br />
<br />
'''Begin Auto Import of all marked filters''' – this executes every import filter that is marked for auto import.<br />
<br />
'''Close''' – Close the Associated Import program.<br />
<br />
<br />
'''Adding a New Import Filter'''<br />
<br />
When you click '''Add Import Filter''', the following screen is shown.<br />
<br />
[[Image:Associated_Import_New_Import.jpg]] <br />
<br />
'''Filter Title''' – Free-form text used to describe the filter such as "Tax Statements"<br />
<br />
'''File Selection path''' – this is the path where the files to import will be found. Be sure to include a trailing backslash (\).<br />
<br />
'''File Selection wildcard''' – this is the selection criteria for the files to be imported. You may use the wildcard characters asterisk (*) and question-mark (?) in this field. For instance: <br />
<br />
# If you want all of the DOC files found in the designated path, you would enter '*.DOC'. <br />
# If you wanted only the PDF files that began with '264,' you would enter '264*.PDF'.<br />
# If you wanted only TIF image files that began with a 4-digit year, followed by exactly 4 additional characters, you would enter 2004????.TIF<br />
<br />
Use the LOAD SAMPLE button to fill in the File Selection boxes by browsing the file system.<br />
<br />
'''File name field delimiter''' – this designated the delimiter (or character) that is used to identify fields within the file name. If you leave the field delimiter blank, the system assumes that you are not using a delimiter; rather you will designate the starting position and length for each field in the file name.<br />
<br />
'''Import files as single page TIFF images''' – check this box only if the files being imported are single page TIFF images. This will enable the Append Page options.<br />
<br />
'''Split Multi-Page TIFF''' – use this option if the files you are importing are Multi-Page TIFF files that need to be split into single-page TIFF files before importing into halFILE. Selecting this option will automatically select the Single Page TIFF check box. If you are unsure of this option and its ramifications, please contact Technical Support.<br />
<br />
'''Mark this filter for automatic import''' – indicate to the program that this filter will be included in an automatic import.<br />
<br />
Once you have entered these options, Click the '''SAVE''' button to save these settings to the Filter.<br />
<br />
<br />
'''Editing an existing Import Filter'''<br />
<br />
When you click Edit Import Filter, the following screen is shown:<br />
<br />
[[Image:Associated_Import_Edit_Existing_Import.jpg]]<br />
<br />
'''Import files as single page TIFF images''' - If you check this box, the append file options appear, indicating the Starting Column and length text boxes should be filled in. Filling in these boxes will allow the program to automatically staple pages together based on a certain string in the file name. For example:<br />
<br />
# Images are single-page TIFF images.<br />
# File Names are XXXXXXXX_PPP.tif (XXXXXXXX represents a file number, and the PPP is the page)<br />
# Any docs that match the file number would be stapled together in halFILE with the same document number. <br />
# You would put the number 1 in the starting column box, and the number 8 in the length box.<br />
<br />
'''Field to import''' – when you are editing an Import Filter, you have this drop down box to define the fields that will be automatically indexed. You select the field from the drop down box, and then click the Edit Field button, which displays another screen (see ''Editing the Field Information'' section below).<br />
<br />
Select only those fields that need to be indexed when the Import Filter is processed. The buttons at the bottom of the Edit Import Filter screen include:<br />
<br />
'''Save''' - saves the import filter.<br />
'''Cancel''' - cancels any changes you have made to the filter.<br />
'''Load Sample''' - lets you select a file through the Windows Explorer interface, and then automatically fills in the File Selection path and File Selection wildcard boxes.<br />
'''Edit Field''' - edits the selected field information.<br />
'''Delete''' - deletes the current Import Filter (after confirmation).<br />
<br />
<br />
'''Editing the Field Information'''<br />
<br />
If you are using the Associated Import Utility to index documents based upon information found in the file name, selecting a field from the drop down, and clicking the EDIT FIELD button will take into the Field Posting options.<br />
<br />
If you are using a delimiter to separate the field in the file name, you see the following screen:<br />
<br />
[[Image:Associated_Import_Edit_Field_Char_Delimited.jpg]]<br />
<br />
'''Posting Option''': The 'Post data found in report' option is selected if you want the system to parse a part of the PDF file name and automatically fill in the index field. The 'Post data keyed by operator' option is selected if you want the system to ask you for the data to post when you run the import filter.<br />
<br />
'''Field # in File Name''': This option designates which field in the file name to post, counting the delimiters as separators:<br />
<br />
Given a file name '''DT_01262004_0738_0005.PDF''', the following fields could be read from the file name:<br />
<br />
{|<br />
|Field 1||DT||Instrument Type<br />
|-<br />
|Field 2||01262004||Date field<br />
|-<br />
|Field 3||0738||Book<br />
|-<br />
|Field 4||0005||Page<br />
|-<br />
|}<br />
<br />
'''Remove Leading Zeros''': Check this box, if you want extra zeros (0) removed from numeric fields. Using the previous example, Field 3 would become 738 instead of 0738, and Field 4 would become 5 instead of 0005. Be advised that removing leading zeros can cause record sorting issues in the halFILE Search Module Hit List and Crystal Reports (i.e., 1 would be followed by 10, followed by 100, etc).<br />
<br />
'''Date format''': This defines how the date is formatted in the file name. If the selected field is not a date field, leave the box as non-date, and continue. If the selected field is a date field, select the appropriate option from the drop down list. Using our example, '01262004' the date format would be 'mmddyyyy'. Note that to prevent errors during import, it is important to consistently use the same date format in all file names that will be used for a given filter. Also, you should zero-fill the month and day fields consistently (01031999 not 131999) to ensure that the system will correctly index the date field.<br />
<br />
DO NOT check the Remove Zeros box if you are using a date field. If you did NOT designate a field delimiter, the field information setup screen will be slightly different:<br />
<br />
[[Image:Associated_Import_Edit_Field_Column_Delimited.jpg]]<br />
<br />
'''Posting Option''' – same as above<br />
'''Select column''' – designates the starting column for the data to post.<br />
'''Length''' – designates how many characters from the file name to use.<br />
'''Remove Leading Zeros''' – same as above<br />
'''Date format''' – same as above<br />
<br />
If using the Starting Column/Length options, the example above would be set up as follows, given a file name '''DT_01262004_0738_0005.PDF'''. The following fields could be read from the file name:<br />
<br />
{|<br />
!Starting Column!!Length!!Value!!Destination Field<br />
|-<br />
|1||2||DT||Instrument Type<br />
|-<br />
|4||8||01262004||Date field<br />
|-<br />
|13||4||0738||Book<br />
|-<br />
|18||4||0005||Page<br />
|-<br />
|}<br />
<br />
<br />
'''Executing an Import Filter Manually'''<br />
<br />
Once your import filters have been set up, you can execute an Import Filter. To do this:<br />
<br />
# Open the Associated Import program<br />
# Select the Application, Database for the filter you wish to execute<br />
# Select the Filter you wish to execute<br />
# Select the Basket where the images will be placed<br />
# Click the button labeled '''Begin Import of this filter only'''<br />
# A list of the files located by the filter will appear<br />
# You will be asked three (3) questions:<br />
<br />
'''Confirm execution of the filter'''<br />
<br />
[[Image:Associated_Import_Confirm_Execution_of_the_Filter.jpg]]<br />
<br />
* If you answer YES, the import will proceed.<br />
* If you answer NO, the import will stop, and you will be taken back to the main menu.<br />
* If you CANCEL, you will be given the option to change the filter path and selection criteria.<br />
<br />
'''Status in basket of imported docs'''<br />
<br />
[[Image:Associated_Import_Document_Status.jpg]]<br />
<br />
* If you answer YES, the documents will be imported, indexed, and placed into the basket with the status of SCAN COMPLETE.<br />
* If you answer NO, the documents will be imported, indexed, and placed into the basket with the status of INDEX COMPLETE<br />
<br />
'''Deletion of original files'''<br />
<br />
[[Image:Associated_Import_Confirm_Deletion_of_Original_Files.jpg]]<br />
<br />
* If you answer YES, the original files will be deleted after being copied into the basket folder.<br />
* If you answer NO, the original files will be left intact after being copied. Always select NO if importing directly from a read-only media, such as a CD or DVD.<br />
<br />
# The program will begin the import, displaying a count of the number of files processed, and updating the list showing the file currently being processed.<br />
# Once it finishes, a button will appear labeled '''DONE'''. Click this to return to the Main Menu.<br />
<br />
<br />
'''Executing Import Filters Automatically'''<br />
<br />
Once your import filters have been set up, and you have tested the results, you can run these filters automatically. To do this:<br />
<br />
# Make sure the import filters you wish to run automatically have been set up with the '''Mark this filter for automatic import''' box checked (See '''Adding a new Import Filter''').<br />
# Once confirmed, you can open the Associated Import program, and click the button labeled: '''Begin Auto Import of all marked Filters'''.<br />
# This will query the List of filters for any that match your selected Application and Database, and are marked for auto import, and display them on a list.<br />
# Check the box below if you want to delete the original files.<br />
# Click the button labeled '''Begin Auto Import.'''<br />
# This will execute the filters listed sequentially.<br />
<br />
This process can also be run from a command line by using the command-line switch RUNAUTO. To do so, enter the command:<br />
<br />
<halFILEPath>\ASSOCIMP32.EXE RUNAUTO<br />
<br />
Only execute this switch if you have fully tested all automatic import filters thoroughly.<br />
<br />
<br />
'''Additional Options'''<br />
<br />
'''halFILE Index Verify Support''' – Associated Import checks to see if Index Verification is setup, and if it is, documents placed into a basket as INDEX COMPLETE are instead set to INDEXED/NOT VERIFIED. This feature is enabled/disabled by the following setting in the [VERIFY] section of xxxVERyy.INI, located in the halFILE Program Directory:<br />
<br />
VerifyAssociatedImport=[TRUE/FALSE]<br />
<br />
'''SQL Transaction Log Dumping''' – Associated Import executes a DUMP TRANSACTION query against the database every 100 records to prevent the SQL transaction log from getting filled up, and also to slow down the rate of updates to the SQL Server, to prevent the SQL Server from locking up from excessive updates (what Microsoft refers to as a FIREHOSE operation). In some situations, if the number of docs imported by the filter is less than 1000, turning this option off can speed up the execution of the import. This option is enabled/disabled with the '''DumpTran=[TRUE/FALSE]''' setting in the [DEFAULT] section of ASSOCIMP32.INI, located in the halFILE Program Directory.<br />
<br />
<br />
'''Troubleshooting'''<br />
<br />
'''Log Options''' – the associated import program uses a log file where it writes process information, as well as additional information useful in debugging problems. The default log will be located in the TEMP directory, on the station from which the import filter was executed, and is called ASSOCIMP32.LOG.<br />
<br />
==Auto Fill==<br />
[http://help.halfile.com/index.php?title=Chapter_8_-_Tools_4.0#column-one Contents]</div>
WikiSysop
http://help.halfile.com/index.php?title=Chapter_8_-_Search_for_Documents_4.0&diff=16792
Chapter 8 - Search for Documents 4.0
2017-05-03T21:43:19Z
<p>WikiSysop: /* The Search Criteria Window */</p>
<hr />
<div>[http://help.halfile.com/index.php?title=HalFILE_4.0_Documentation Main Index]<br />
<br />
==SEARCH FOR DOCUMENTS==<br />
<br />
===Overview of Search===<br />
[[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.<br />
<br />
<br />
'''Searching for documents that have been indexed'''<br />
<br />
# Select '''File-Search''' from the main menu or click on the search icon from the Manager tool bar.<br />
# The following windows are established as follows:<br />
## The Search Criteria Window is the area into which search criteria is entered.<br />
## 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.<br />
## The View Window shows the images for the selected document.<br />
## 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. <br />
# 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.<br />
# Press the '''Begin Search''' button.<br />
# 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.<br />
# 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.<br />
<br />
===The Search Criteria Window===<br />
[http://help.halfile.com/index.php?title=Chapter_7_-_Search_for_Documents_4.0#column-one Contents]<br />
<br />
When the search feature is loaded, a screen similar to the following is displayed:<br />
<br />
[[Image:Search_Criteria4a.jpg]]<br />
<br />
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.<br />
<br />
<br />
====Searching for more than one multi-entry field item====<br />
<br />
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:<br />
<br />
# Click on the multi-entry box to position the cursor.<br />
# Enter the first line to search for and press the enter key.<br />
# Enter the second line to search for.<br />
<br />
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.<br />
<br />
<br />
====Searching for a range of values====<br />
<br />
The '''Range''' search type is provided to search for a range of values and is entered as follows:<br />
# Click the mouse inside the criteria field for which a range search is desired. (i.e. date field)<br />
# Click the range button in the search type box.<br />
# Enter the first criteria field (the low value).<br />
# Press the '''space bar''' on the keyboard. This will automatically put the word <thru> into the criteria field.<br />
# Enter the second criteria field (the high value).<br />
<br />
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.<br />
<br />
<br />
====Auto Complete====<br />
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:<br />
<br />
# Once you are in the box where you will enter the name, press '''F4'''.<br />
# 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.<br />
# 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.<br />
# Once you have selected all the names desired, click the Index button to return to the search criteria screen.<br />
<br />
Auto Complete is also available in the Search module when updating information as well as the Index module when posting new information.<br />
<br />
====Printing the search criteria====<br />
<br />
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.<br />
<br />
====Closing the search module====<br />
<br />
Select '''File-Close''' from the menu.<br />
<br />
<br />
====Performing an Append search====<br />
<br />
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:<br />
<br />
# 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.<br />
# 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.<br />
# Select '''Clear-New Search''' from the menu to clear both the hit list and the criteria for a new search.<br />
# Select '''Window-Search Criteria''' to activate the criteria window so another search can be performed.<br />
<br />
<br />
====Designing a report====<br />
<br />
# Perform a search of the document database for which the report is to be generated.<br />
# From the search hit list, click the '''report''' button found below the hit list grid. This loads the Reports window.<br />
# 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.<br />
# "New Report 1" will be inserted into the list of reports. Click that entry to highlight it, then click the edit button.<br />
# 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.<br />
# 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.<br />
# 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.<br />
# 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. <span style="color:blue">Hint: to quickly get to your temporary folder in the file location dialog box, you can type in %temp% and hit enter.</span><br />
# Once the halreports.dsn is selected, the following text files will appear in Crystal's list of files for that DSN: <br />
:* '''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.<br />
:* '''halreport.txt''' - this contains report information for standard reports. It includes ALL of the information for the documents on the hit list.<br />
:* '''halcard.txt''' - this contains report information for card-style reports. It includes ALL of the information for the documents on the hit list.<br />
:* '''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.<br />
# 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).<br />
# Select '''File-Exit''' to return to halFILE.<br />
# Click the '''Done''' button to save the report setup information.<br />
<br />
<br />
====Printing a report====<br />
<br />
# Perform a search.<br />
# From the hit list click the report button.<br />
# Click on the report that you wish to print from the reports listed.<br />
# The print window is displayed where you can print the report directly to the default printer, preview the report, or select the printer.<br />
# 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.<br />
# Press the close button to close the report window.<br />
<br />
<br />
====Printing Large Reports====<br />
<br />
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.<br />
<br />
<br />
====Avoiding slow searches====<br />
<br />
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:<br />
<br />
# 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.<br />
# If name fields are posted so a 'free form' search is often required, consider using 'Proximity Search' (see section later in this chapter). <br />
# Enter as much search criteria as possible.<br />
# 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.<br />
----<br />
<p style="color:blue; font-style:italic"><br />
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.<br />
</p><br />
----<br />
<br />
===Criteria Field Types===<br />
[http://help.halfile.com/index.php?title=Chapter_7_-_Search_for_Documents_4.0#column-one Contents]<br />
<br />
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:<br />
<br />
<u>'''Exact Match'''</u> - the field data in the database must exactly match the criteria.<br /><br />
<u>'''Beginning of Field'''</u> - the field data in the database must begin with the criteria entered.<br /><br />
<u>'''End of Field'''</u> - the field data in the database must end with the criteria entered.<br /><br />
<u>'''Free Form Search'''</u> - the field data in the database must contain the criteria entered.<br />
<br />
----<br />
<p style="color:blue; font-style:italic"><br />
A <b>Free Form Search</b> 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.''<br />
</p><br />
----<br />
<br />
<u>'''Greater Than'''</u> - the field data in the database must be greater than the criteria entered.<br /><br />
<u>'''Less Than'''</u> - the field data in the database must be less than the criteria entered<br /><br />
<u>'''Range'''</u> - the field data in the database must be within the range of the two criteria values entered.<br /><br />
<u>'''Null'''</u> – selects records where no data is entered in the selected field.<br /><br />
<u>'''Not Null'''</u> – selects records where any data is entered in the selected field.<br /><br />
<u>'''Soundex'''</u> – a "sounds like" search is performed on the criteria field.<br /><br />
<u>'''Proximity'''</u> – 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”.<br /><br />
<br />
<br />
'''Search criteria results examples'''<br />
<br />
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.<br />
<br />
{|<br />
|'''Criteria Entered'''||'''Database Field'''||'''Exact'''||'''Beginning'''||'''End'''||'''Free Form'''||'''Greater'''||'''Less'''||'''Range'''<br />
|-<br />
|Smith, J||Smith, John||no||yes||no||yes||yes||no||n/a<br />
|-<br />
|Smith, John||Smith, John||yes||yes||yes||yes||no||no||n/a<br />
|-<br />
|John||Smith, John||no||no||yes||yes||yes||no||n/a<br />
|-<br />
|400||450||no||no||no||no||yes||no||n/a<br />
|-<br />
|100 <thru> 200||201||n/a||n/a||n/a||n/a||n/a||n/a||no<br />
|-<br />
|100 <thru> 200||100||n/a||n/a||n/a||n/a||n/a||n/a||yes<br />
|-<br />
|}<br />
<br />
===The Hit List Window===<br />
[http://help.halfile.com/index.php?title=Chapter_7_-_Search_for_Documents_4.0#column-one Contents]<br />
<br />
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.<br />
<br />
[[Image:Search_HitList4.jpg]]<br />
<br />
====Sorting the Hit List====<br />
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.<br />
<br />
<br />
====Selecting the Display Result Option====<br />
The Hit List tab on '''Tools_Options''' menu of the Search Criteria screen provides three Display Result Options as follows.<br />
# 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.<br />
# 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.<br />
# All rows (includes multi-entry) – this option will show all rows of data for each document.<br />
<br />
<br />
====Formatting the hit list grid====<br />
<br />
# 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.<br />
# 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.<br />
# The Layout-Auto Size menu can be used to automatically size the columns based on the width of the data in the hit list.<br />
# Once you have the grid column widths set to your liking, select '''Layout-Save Grid Format''' to permanently save column widths.<br />
<br />
<br />
====Marking entries in the hit list grid====<br />
<br />
'''>>''' 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:<br />
<br />
# Click the row to mark and then click the '''Mark button'''. This places a check mark icon to the left of the row.<br />
# Click the '''Show Marked List''' button found at the bottom of the screen to show items that have been marked.<br />
# You can remove entries from the second list by selecting a row and pressing the '''Remove button. '''<br />
# 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.<br />
<br />
<br />
====Saving and Restoring the Hit List====<br />
<br />
The search list can be saved to a file and restored during a later session by:<br />
# From the search hit list window, select '''File-Save Hit List'''.<br />
# Enter the file name to save the list to, using an '.HIT' extension.<br />
<br />
<br />
Later, a saved search hit list can be restored by:<br />
# Within Search, select '''File-Restore Hit List'''.<br />
# Select the file name that was saved earlier.<br />
<br />
Once this is done, you can use the search hit list as if you had just performed the search.<br />
<br />
====The Right Click Menu on the Search Hit List====<br />
<br />
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.<br />
<br />
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.<br />
<br />
===The Document Information Window===<br />
[http://help.halfile.com/index.php?title=Chapter_7_-_Search_for_Documents_4.0#column-one Contents]<br />
<br />
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. <br />
<br />
<br />
===Changing database information===<br />
<br />
# Perform a search and select a record from the hit list to load the Document Information Window.<br />
# Click in the desired field and make changes. Date fields can be keyed in the standard mm/dd/yy or mm/dd/yyyy format. <br />
# To save the changes, press CTRL-S.<br />
<br />
----<br />
<p style="color:blue; font-type:italic"><br />
Note: If security is enabled, users that do not have Index privileges will not be able to change the database information.''<br />
</p><br />
----<br />
<br />
[[Image:Search_DocInfo4.jpg]]<br />
<br />
===Imaging View Window===<br />
[http://help.halfile.com/index.php?title=Chapter_7_-_Search_for_Documents_4.0#column-one Contents]<br />
<br />
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.<br />
<br />
[[Image:Search_ImageWindow4.jpg]]<br />
<br />
<br />
====Zooming in on the image====<br />
<br />
# Position the mouse arrow over the area of the image you wish to zoom in on.<br />
# Press and hold the left mouse button.<br />
# Drag the mouse to form a box around the area to zoom in on.<br />
# Release the mouse button.<br />
# To return the image to full page, double click on the image.<br />
<br />
<br />
====Rotating the image====<br />
<br />
Click one of the page rotation icons in the tool bar on the Image Viewer.<br />
<br />
<br />
====Printing an Image====<br />
<br />
# 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.<br />
# 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<br />
<br />
<br />
====Using image panning====<br />
<br />
# Display the image.<br />
# Zoom in on a portion of the image.<br />
# Hold on the left mouse button.<br />
# Drag the mouse pointer around to pan around the image.<br />
<br />
<br />
====Zoom Hot Keys====<br />
<br />
{|<br />
|Alt-Z||zoom toggle<br />
|-<br />
|Alt-1||zoom to upper left quadrant<br />
|-<br />
|Alt-2||zoom to upper right quadrant<br />
|-<br />
|Alt-3||zoom to lower left quadrant<br />
|-<br />
|Alt-4||zoom to lower right quadrant<br />
|-<br />
|Alt-~||Fit width (toggles upper half/lower half of document)<br />
|-<br />
|Ctrl-F||Goes to first page of the document<br />
|-<br />
|Ctrl_L||Goes to last page of the document<br />
|-<br />
|}<br />
<br />
===Managing Search Windows===<br />
[http://help.halfile.com/index.php?title=Chapter_7_-_Search_for_Documents_4.0#column-one Contents]<br />
<br />
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.<br />
<br />
<br />
====Viewing the SQL Statement for a Search====<br />
<br />
The '''Window-SQL''' menu selection shows how the search criteria was interpreted into an SQL (Structured Query Language) statement. <br />
<br />
<br />
====Returning to the Search Hit List Window====<br />
<br />
From any search window (except the image viewer window), you can press the '''F8''' button to display the search hit list.<br />
<br />
<br />
====Preparing for a New Search====<br />
<br />
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.<br />
<br />
<br />
====Append Searches====<br />
<br />
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:<br />
<br />
<u>'''Search primary and add to hit list'''</u> - 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.<br />
<br />
<u>'''Search hit list and retain matches'''</u> - 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.<br />
<br />
<u>'''Search hit list and delete matches'''</u> - 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.<br />
<br />
<u>'''Clear hit list and begin new search'''</u> - this selection clears any existing records from the search hit list and begins a new search of your document database using the criteria.<br />
<br />
<br />
====Combining Documents on the Search Hit List====<br />
<br />
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.<br />
<br />
# 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.<br />
# 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.<br />
# Once all rows have been marked, select the Hit List-Marked Items-Combine menu. The system will verify the marked items and then:<br />
## Combine all the images into a new document in the currently selected basket.<br />
## If a Data Document was selected in step 1, then the data will be posted to the new document record.<br />
## 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.<br />
## 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.<br />
<br />
===Setting Up Custom Search Features===<br />
[http://help.halfile.com/index.php?title=Chapter_7_-_Search_for_Documents_4.0#column-one Contents]<br />
<br />
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:<br />
<br />
<br />
====Hit List====<br />
<br />
The Hit List tab is used to set up special halFILE features pertaining to the Hit List window including:<br />
<br />
<u>'''Hit List Descriptions'''</u> – 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.<br />
<br />
<u>'''Display Results'''</u> – this defines how the search results are listed on the Hit List Window. The options are:<br />
* 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.<br />
* 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.<br />
* 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.<br />
* 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.<br />
<br />
<u>'''Hit List Button Execute'''</u> – 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.<br />
<br />
<u>'''References'''</u>– 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.<br />
<br />
<u>'''Hit List Colors'''</u> – 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.<br />
<br />
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:<br />
<br />
# Select Color Set 1.<br />
# Select Doc_Type from the Field to Match drop down box.<br />
# Enter WD into the Field Value box.<br />
# Click the '''select''' button to the right of the foreground color and select white from the color spectrum provided.<br />
# Click the '''select''' button to the right of the background color and select blue from the color spectrum provided.<br />
# Click the Save Color Set button to save Color Set 1.<br />
# Select Color Set 2.<br />
# Select Doc_Type from the Field to Match drop down box.<br />
# Enter MTG into the Field Value box.<br />
# Click the '''select''' button to the right of the foreground color and select white from the color spectrum provided.<br />
# Click the '''select''' button to the right of the background color and select red from the color spectrum provided.<br />
# Click the Save Color Set button to save Color Set 2.<br />
# Select Color Set 3.<br />
# Select PRDOC from the Field to Match drop down box.<br />
# 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.<br />
# Click the '''select''' button to the right of the foreground color and select black from the color spectrum provided.<br />
# 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.<br />
# Click the Save Color Set button to save Color Set 3.<br />
<br />
<br />
====Cross Name Search====<br />
<br />
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.<br />
<br />
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."<br />
<br />
<br />
====Order By====<br />
<br />
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.<br />
<br />
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:<br />
<br />
# Select Date_Filed from the field drop down at the top of the screen.<br />
# 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.<br />
# Select PRSERV from the drop down at the top.<br />
# 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"<br />
# Enter "Date Filed" into the 1st Order by Caption box.<br />
# Select DateDoc_Type from the field drop down at the top of the screen.<br />
# Clear out anything in the 2nd Order by Clause box and then click the '''Insert Field''' button to add Date_Filed to the box.<br />
# Select PRSERV from the drop down at the top.<br />
# 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"<br />
# Enter "Document Type" Order by Caption box.<br />
# Save the settings.<br />
<br />
<br />
====Publish====<br />
<br />
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 3<sup>rd</sup> 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).<br />
<br />
The publish feature works as follows:<br />
# Perform a search for documents you wish to publish.<br />
# 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.<br />
# Select the Hit List-Marked Items-Publish menu.<br />
# 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.<br />
<br />
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.<br />
<br />
<br />
'''PDF Format (TIFF2PDF.EXE)'''<br />
<br />
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.<br />
<br />
====Image modifications====<br />
<br />
This tab lets you configure a trigger program to run if the image is modified.<br />
<br />
<br />
====Execute Triggers====<br />
<br />
This tab defines external programs that are triggered by actions that occur in search.<br />
<br />
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. <br />
<br />
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.<br />
<br />
<br />
====Document Information e-mail====<br />
<br />
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.<br />
<br />
<br />
====Scan-on-demand e-mail====<br />
<br />
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.<br />
<br />
<br />
====Notifications====<br />
<br />
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.<br />
<br />
<br />
====Word Merge====<br />
<br />
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:<br />
<br />
<br />
'''Global settings for all stations'''<br />
<br />
This frame configures Word Merge options that affect all stations. These settings are written to the wordmrg.ini file.<br />
<br />
<u>'''Unique database field'''</u> - 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.<br /><br />
<u>'''Date format'''</u> - select the date format to use when writing dates to the Word Merge database file.<br /><br />
<u>'''Post table description'''</u> - For coded fields, check this box if you wish to write the description from the code table instead of the code.<br /><br />
<u>'''Combine multi-entry information as one record'''</u> - check this box to write one record per document to the Word Merge database, combining multiple entries.<br />
<br />
<br />
'''Settings for this station only'''<br />
<br />
This frame configures Word Merge options that affect this station only. These settings are written to the wordmrgl.ini file in the Windows folder.<br />
<br />
<u>'''Program to run for Word Merge'''</u> - select the Word executable file, normally Winword.exe.<br /><br />
<u>'''Word merge database path'''</u> - select the path where the Word Merge database is saved.<br />
<br />
<br />
====Starter====<br />
<br />
See the Starter System section location below.<br />
<br />
<br />
====Fallout Report====<br />
<br />
See the Starter System section location below.<br />
<br />
===SmartName Search===<br />
[http://help.halfile.com/index.php?title=Chapter_7_-_Search_for_Documents_4.0#column-one Contents]<br />
<br />
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.<br />
<br />
===Soundex Searches===<br />
[http://help.halfile.com/index.php?title=Chapter_7_-_Search_for_Documents_4.0#column-one Contents]<br />
<br />
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.<br />
<br />
<br />
'''How Soundex Works'''<br />
<br />
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.' <br />
<br />
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.<br />
<br />
<br />
'''Using Soundex in Search'''<br />
<br />
You can perform a soundex search as follows:<br />
# On the Search Criteria screen, go to the field in which you want to use the feature.<br />
# Type in the name you wish to search for.<br />
# Click the '''Soundex '''button in the search options box.<br />
# Click Begin Search.<br />
<br />
<br />
'''Limitations to Soundex'''<br />
<br />
Soundex can only be used on database engines that support the SQL Soundex function. This function is <u>NOT</u> 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.<br />
<br />
===Cross Name Search===<br />
[http://help.halfile.com/index.php?title=Chapter_7_-_Search_for_Documents_4.0#column-one Contents]<br />
<br />
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.<br />
<br />
<br />
'''Setting up Cross Name Search'''<br /><br />
Use the Tools-Options menu to set up Cross Name Search.<br />
<br />
<br />
'''Using the Cross Name Search Feature'''<br />
<br />
Once the above steps have been performed, the following steps are performed to use this feature:<br />
# Go to the Search Criteria screen.<br />
# 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.<br />
# 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.<br />
# 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.<br />
# 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.<br />
<br />
===Starter Searches===<br />
[http://help.halfile.com/index.php?title=Chapter_7_-_Search_for_Documents_4.0#column-one Contents]<br />
<br />
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. <br />
<br />
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.<br />
<br />
<br />
====Setting Up the Starter System for a Database====<br />
<br />
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.<br />
<br />
<u>'''Enable this feature'''</u> - check this box to enable the Starter system.<br /><br />
<u>'''Database name contains the latest posted date in the last 10 characters'''</u> - 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.<br /><br />
<u>'''Starter Number Field'''</u> - 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.<br /><br />
<u>'''Starter Description Field'''</u> - 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.<br /><br />
<u>'''Open Date Field'''</u> - select a date field where the date the starter was created is stored.<br /><br />
<u>'''Close Date Field'''</u> - 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.<br /><br />
<u>'''Starter Status Field'''</u> - 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.<br /><br />
<u>'''Fallout Date Field'''</u> - 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.<br /><br />
<u>'''Security Group Field'''</u> - – 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.<br /><br />
<u>'''Open Status Value'''</u> - 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.<br /><br />
<u>'''Closed Status Value'''</u> - 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.<br /><br />
<u>'''New Document Prefix Letter'''</u> - 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.<br /><br />
<u>'''Starter Basket'''</u> - enter the basket name to be used for newly created starter documents. We recommend a basket named "Starter."<br />
<br />
====Criteria Sets====<br />
<br />
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:<br />
<br />
* Grantor<br />
* Grantee<br />
* Cross Name<br />
* Subdivision<br />
* Township-Range<br />
<br />
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'''.<br />
<br />
<u>'''Set Description'''</u> - describes the search for this criteria set. Normally, it would be similar to the field selected in the Field to search box.<br /><br />
<u>'''Field to search'''</u> - select the field to search when the starter search for this criteria set is performed.<br /><br />
<u>'''Order hit list by'''</u> - 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.<br /><br />
<u>'''Default search type'''</u> - select the default type of search to perform for this criteria set. The following are our recommendations for the common starter criteria sets.<br /><br />
* Grantor - BEGIN<br />
* Grantee - BEGIN<br />
* Cross Name - BEGIN<br />
* Subdivision – TITLESUBDIVISION (automatically performs Add All Levels search)<br />
* Township-Range - TITLETOWNSHIP (automatically performs Add All Levels search)<br />
<br />
<br />
====Performing a Starter Search====<br />
<br />
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:<br />
* Criteria Set 1: Grantor<br />
* Criteria Set 2: Grantee<br />
* Criteria Set 3: Subdivision_Block_Lot<br />
* Criteria Set 4: Township_Range_Section<br />
<br />
So, I fill in the search criteria on the standard Search Criteria page as shown on the screen example below.<br />
<br />
[[Image:Starter_Search_Search_Criteria.jpg]]<br />
<br />
You then click the '''Starter-Create''' menu and the system asks you to enter an Order Number for the search. <br />
<br />
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). <br />
<br />
[[Image:Starter_Search_Overview.jpg]] <br />
<br />
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.<br />
<br />
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.<br />
<br />
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.<br />
<br />
[[Image:Starter_Search_Hit_List.jpg]]<br />
<br />
There is a header line for each criteria set so you can easily see the results of each search.<br />
<br />
<br />
====Date Down Searches====<br />
<br />
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:<br />
# Select the '''Starter-Edit''' menu on the search criteria page and enter the order number to use for the date down search.<br />
# 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. <br />
# Check your date range which will show a beginning date equal to the ending date of the last search you performed for this starter.<br />
# Click the '''Save Starter Information and Run Search''' button or the '''Run Search (nothing saved)''' button to perform the date down search.<br />
<br />
<br />
====Closing a Starter====<br />
<br />
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.<br />
<br />
<br />
====Re-opening a Starter====<br />
<br />
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.<br />
<br />
<br />
====Copy a Starter to a new Starter====<br />
<br />
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.<br />
<br />
<br />
====Saving the Grid Format of the Starter Information Form====<br />
<br />
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.<br />
<br />
<br />
====Fallout Report====<br />
<br />
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.<br />
<br />
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.<br />
<br />
<u>'''Fallout Report Description'''</u> - describes the report.<br /><br />
<u>'''Fallout Report Path'''</u> - the path where the Crystal Report is located.<br /><br />
<u>'''Fallout Report File'''</u> - the file name of the Crystal Report. Do not enter any path information, just the report file name.<br /><br />
<u>'''Last Fallout Report Date'''</u> - this shows the date the report was last run. This date will be used as the starting date for the next Fallout Report process.<br />
<br />
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.<br />
<br />
To run the report automatically, you can schedule a job using SQL Server Agent that runs the following command line:<br />
<br />
<drive and path>\HFFallout.exe AAA;DD;User<br />
<br />
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.<br />
<br />
To save the ending date as the new starting date for the Fallout Report, click the '''Save New Fallout Date''' menu.<br />
<br />
Since the Fallout Report processes every Open Starter, it is important to close your starters when they are complete.<br />
<br />
===Proximity Search===<br />
[http://help.halfile.com/index.php?title=Chapter_7_-_Search_for_Documents_4.0#column-one Contents]<br />
<br />
"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.<br />
<br />
For example:<br />
If you search a name field for ''John Doe'', you will find docs where the name field contains:<br />
{|cellspacing="20"<br />
|''Doe, John''<br />
|''John Alan Doe''<br />
|''Doe, Robert John''<br />
|''The John Doe Trust''<br />
|}<br />
<br />
Similarly, if you search a name field for ''Jo* Doe'', you will find docs where the name field contains:<br />
{|cellspacing="20"<br />
|''Doe, John''<br />
|''John Alan Doe''<br />
|''Doe, Robert Joe''<br />
|''The Joe Doe Trust''<br />
|}<br />
<br />
Primarily used on name fields, this feature can perform a search and find documents regardless of the order of the words. <br />
<br />
<br />
'''Enabling Proximity Search'''<br />
<br />
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.<br />
<br />
<br />
'''Using Proximity Search'''<br />
<br />
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.<br />
<br />
===Full-Text Search===<br />
[http://help.halfile.com/index.php?title=Chapter_7_-_Search_for_Documents_4.0#column-one Contents]<br />
<br />
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.<br />
<br />
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.<br />
<br />
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.<br />
<br />
===Search Menu Summary===<br />
[http://help.halfile.com/index.php?title=Chapter_7_-_Search_for_Documents_4.0#column-one Contents]<br />
<br />
<br />
<br />'''Search Criteria window menus'''<br />
<br />
<u>'''File-Begin Search'''</u> - initiates the search. This is also invoked by pressing ALT-B.<br /><br />
<u>'''File-Save Hit List'''</u> – 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.<br /><br />
<u>'''File-Restore Hit List'''</u> – lets you select a saved hit list to restore.<br /><br />
<u>'''File-Print Criteria'''</u> - lets you print out the criteria for this search.<br /><br />
<u>'''File-Print Setup'''</u> - lets you select the printer to use.<br /><br />
<u>'''File-Close'''</u> - closes the index routine and returns to the main menu.<br /><br />
<br />
<u>'''Edit-Cut'''</u> - 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).<br /><br />
<u>'''Edit-Copy'''</u> - 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).<br /><br />
<u>'''Edit-Paste'''</u> - paste data from the Windows Clipboard into the current cursor position (hot key CTRL-V).<br /><br />
<u>'''Undo'''</u> – this undoes the last keystrokes that were pressed by the user (hot key CTRL-Z).<br /><br />
<br />
<u>'''Clear-Criteria'''</u> – clears out all the criteria entries.<br /><br />
<u>'''Clear-Hit List'''</u> – Removes all entries from the hit list.<br /><br />
<u>'''Clear-New Search'''</u> – Brings up a new search window.<br /><br />
<br />
<u>'''Starter-Create'''</u> - 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.<br /><br />
<u>'''Starter-Edit'''</u> - if the Starter system is configured, this menu is used to edit an existing Starter record and run a search.<br /><br />
<u>'''Starter-Fallout Report'''</u> - 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.<br /><br />
<br />
<u>'''Tools-Options'''</u> - this menu is used to configure custom search options.<br /><br />
<br />
<u>'''Window-SQL'''</u> – displays the SQL Statement used to perform the search.<br /><br />
<u>'''Window-Hit List View'''</u> – displays the Hit List window. This is also invoked by pressing the F8 key.<br /><br />
<br />
<u>'''Help'''</u> - display on-line help information (hot key F1).<br /><br />
<br />
<br />
'''Search Hit List window menus'''<br />
<br />
<u>'''File-Save Hit List'''</u> – 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.<br /><br />
<u>'''File-Restore Hit List'''</u> – lets you select a saved hit list to restore.<br /><br />
<u>'''File-Print Criteria'''</u> - lets you print out the criteria for this search.<br /><br />
<u>'''File-Print Setup'''</u> - lets you select the printer to use.<br /><br />
<u>'''File-Delete Document'''</u> – deletes the currently select document and its images from the halFILE database. You must have rights to perform this action.<br /><br />
<u>'''File-Close'''</u> - closes the index routine and returns to the main menu.<br /><br />
<br />
<u>'''View-Prior Doc'''</u> - allows you to view the prior document in the hit list. May also be invoked by pressing F11.<br /><br />
<u>'''View-Next Doc'''</u> - allows you to view the next document in the hit list. May also be invoked by pressing F12.<br /><br />
<u>'''View-Fallout/Pending Orders'''</u> - if the Pending Order system is configured, this is used to view fallout documents and pending orders.<br /><br />
<u>'''View-Reference Documents'''</u> – if a Search Reference was set up, this menu selection is displayed to retrieve reference documents for all the documents in the hit list.<br /><br />
<br />
<u>'''Clear-Criteria'''</u> – clears out all the criteria entries.<br /><br />
<u>'''Clear-Hit List'''</u> – Removes all entries from the hit list.<br /><br />
<u>'''Clear-New Search'''</u> – Brings up a new search window.<br /><br />
<br />
<u>'''Window-Criteria'''</u> - displays the Search Criteria window.<br /><br />
<u>'''Window-Document Information'''</u> – displays the Document Information window. <br /><br />
<br />
<u>'''Hit List-Mark Document'''</u> – marks the currently selected document.<br /><br />
<u>'''Hit List-Remove Document'''</u> – removes the currently selected document from the hit list.<br /><br />
<u>'''Hit List-Mark All'''</u> – marks all the documents in the hit list.<br /><br />
<u>'''Hit List-View Document'''</u> – views the currently selected document.<br /><br />
<u>'''Hit List-Copy to Document Clipboard'''</u> – 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.<br /><br />
<u>'''Hit List-Mark as Doc Data for Combine'''</u> – 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.<br /><br />
<u>'''Hit List-Marked Items-Keep'''</u> - this option removes all documents from the hit list except the marked items.<br /><br />
<u>'''Hit List-Marked Items-Remove'''</u> - this option removes all the marked items from the hit list.<br /><br />
<u>'''Hit List-Marked items-Combine'''</u> – 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.<br /><br />
<u>'''Hit List-Marked Items-Print'''</u> - this option prints the images for all marked items. It does not print Associated or Text documents.<br /><br />
<u>'''Hit List-Marked Items-Email-One attachment'''</u> - 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.<br /><br />
<u>'''Hit List-Marked Items-Email-Multiple attachments'''</u> - this option creates an e-mail attachment for each document and loads your e-mail client.<br /><br />
<u>'''Hit List-Marked Items-Email-Select pages'''</u> - 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.<br /><br />
<u>'''Hit List-Marked Items-Email as PDF-One PDF attachment'''</u> - 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.<br /><br />
<u>'''Hit List-Marked Items-Email as PDF-Multiple PDF attachments'''</u> - this option creates a PDF e-mail attachment for each document and loads your e-mail client.<br /><br />
<u>'''Hit List-Marked Items-Email as PDF-Select pages as PDF'''</u> - 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.<br /><br />
<u>'''Hit List-Marked Items-View references'''</u> - this option performs the reference lookup for all marked items.<br /><br />
<u>'''Hit List-Marked items-Send note'''</u> - 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). <br />
<br /><br />
<u>'''Hit List-Marked Items-Send missing image note'''</u> - 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).<br /><br />
<u>'''Hit List-Marked Items-Export hit list data/images'''</u> – 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).<br /><br />
<u>'''Marked Items-Send to halTrack'''</u> - this menu appears if you are a halTrack ASP customer. It will upload the marked documents and data to your halTrack web site.<br /><br />
<u>'''Hit List-Sort-Ascending'''</u> – sorts the hit list in ascending order on the column that is currently selected.<br /><br />
<u>'''Hit List-Sort-Descending'''</u> – sorts the hit list in descending order on the column that is currently selected.<br /><br />
<u>'''Hit List-Toggle Missing'''</u> – toggles the mark of documents identified as missing images.<br /><br />
<br />
<u>'''Layout-Save Grid Format'''</u> - saves the current hit list grid column widths.<br /><br />
<u>'''Layout-Restore Grid Format'''</u> – resets the hit list grid column widths to the default.<br /><br />
<u>'''Layout-Auto Size'''</u> – toggles the option to automatically set the column widths based on the data in the grid.<br /><br />
<br />
<br />
<u>'''Help'''</u> - display on-line help information (hot key F1).<br />
<br />
<br />
'''Document Information window menus'''<br />
<br />
<u>'''File-Save Document'''</u> - saves the information entered for the document. This is also invoked by pressing CTRL-S.<br /><br />
<u>'''File-Print Image'''</u> - prints the image currently being shown in the image view window.<br /><br />
<u>'''File-Print Criteria'''</u> - lets you print out the criteria for this search.<br /><br />
<u>'''File-Print Setup'''</u> - lets you select the printer to use.<br /><br />
<u>'''File-Delete Document'''</u> – deletes the currently select document and its images from the halFILE database. You must have rights to perform this action.<br /><br />
<u>'''File-Close'''</u> - closes the index routine and returns to the main menu.<br /><br />
<br />
<u>'''Edit-Attach Note'''</u> – 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.<br /><br />
<u>'''Edit-Copy to Document Clipboard'''</u> – 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.<br /><br />
<u>'''Edit-Cut'''</u> - 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).<br /><br />
<u>'''Edit-Copy'''</u> - 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).<br /><br />
<u>'''Edit-Paste'''</u> - paste data from the Windows Clipboard into the current cursor position (hot key CTRL-V).<br /><br />
<u>'''Edit-Undo'''</u> – undoes the last keystrokes entered by the operator (hot key CTRL-Z).<br /><br />
<u>'''Edit-Append Pages-From File'''</u> – allows a page to be scanned and added to the document.<br /><br />
<u>'''Edit-Append Pages-From Scanner'''</u> – allows a page to be scanned and added to the document.<br /><br />
<u>'''Edit-Re-import-Document'''</u> – brings the document pages back on-line and into the currently selected basket.<br /><br />
<u>'''Edit-Re-import-Document and Data'''</u> – 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.<br /><br />
<br />
<u>'''View-Prior Doc F11'''</u> – views the document previously listed on the hit list.<br /><br />
<u>'''View-Next Doc F12'''</u> – views the next document listed on the hit list.<br /><br />
<br />
----<br />
<p style="color:red; font-style:italic"><br />
Note: All OCR options require Imaging Professional for Windows components<br />
</p><br />
----<br />
<br />
<u>'''OCR-Page-Text'''</u> - performs optical character recognition on the current page to translate the image into text file.<br /><br />
<u>'''OCR-Page-Word'''</u> - performs optical character recognition on the current page to translate the image into a Microsoft Word document. <br /><br />
<u>'''OCR-Page-HTML'''</u> - performs optical character recognition on the current page to translate the image into an html web document.<br /> <br />
<u>'''OCR-Page-Word Perfect'''</u> - performs optical character recognition on the current page to translate the image into a WordPerfect document.<br /><br />
<u>'''OCR-Document-Text'''</u> - performs optical character recognition on the document to translate the images into text file.<br /><br />
<u>'''OCR-Document-Word'''</u> - performs optical character recognition on the document to translate the images into a Microsoft Word document.<br /><br />
<u>'''OCR-Document-HTML'''</u> - performs optical character recognition on the document to translate the images into an html web document.<br /> <br />
<u>'''OCR-Document-Word Perfect'''</u> - performs optical character recognition on the document to translate the images into a WordPerfect document.<br /><br />
<u>'''OCR-Selected-Clipboard'''</u> - performs optical character recognition of the image area selected and places the results into the windows clipboard.<br /><br />
<br />
<u>'''Clear-Criteria'''</u> – clears out all the criteria entries.<br /><br />
<u>'''Clear-Hit List'''</u> – Removes all entries from the hit list.<br /><br />
<u>'''Clear-New Search'''</u> – Brings up a new search window.<br /><br />
<br />
<u>'''Window-Hit List View'''</u> – displays the Hit List window. This is also invoked by pressing the F8 key.<br /><br />
<u>'''Window-Criteria'''</u> - displays the Search Criteria window.<br /><br />
<br />
<u>'''Help'''</u> - display on-line help information (hot key F1).<br /></div>
WikiSysop
http://help.halfile.com/index.php?title=File:Search_Criteria4a.jpg&diff=16791
File:Search Criteria4a.jpg
2017-05-03T21:41:35Z
<p>WikiSysop: </p>
<hr />
<div></div>
WikiSysop
http://help.halfile.com/index.php?title=File:Search_Criteria4b.jpg&diff=16790
File:Search Criteria4b.jpg
2017-05-03T21:06:26Z
<p>WikiSysop: </p>
<hr />
<div></div>
WikiSysop
http://help.halfile.com/index.php?title=HalFILE_Online_Help&diff=16785
HalFILE Online Help
2017-02-21T20:17:24Z
<p>WikiSysop: /* halFILE Online Help */</p>
<hr />
<div><br />
[[halFILE 3.0 Documentation]]<br />
<br />
[[halFILE 4.0 Documentation]]</div>
WikiSysop
http://help.halfile.com/index.php?title=HalFILE_Online_Help&diff=16784
HalFILE Online Help
2017-02-21T20:16:33Z
<p>WikiSysop: </p>
<hr />
<div>==halFILE Online Help==<br />
<br />
<br />
[[halFILE 3.0 Documentation]]<br />
<br />
[[halFILE 4.0 Documentation]]</div>
WikiSysop
http://help.halfile.com/index.php?title=HalFILE_Online_Help&diff=16783
HalFILE Online Help
2017-02-21T20:16:08Z
<p>WikiSysop: /* halFILE 4.0 Documentation */</p>
<hr />
<div>#REDIRECT [[HalFILE Online Help]]<br />
<br />
<br />
[[halFILE 3.0 Documentation]]<br />
<br />
[[halFILE 4.0 Documentation]]</div>
WikiSysop
http://help.halfile.com/index.php?title=HalFILE_4.0_Documentation&diff=16781
HalFILE 4.0 Documentation
2017-02-21T20:15:34Z
<p>WikiSysop: WikiSysop moved page HF4:halFILE 4.0 Documentation to HalFILE 4.0 Documentation over redirect</p>
<hr />
<div>=User Manual=<br />
<br />
<!--<br />
[[File:HF_Users_Manual_30.doc]]<br />
--><br />
<br />
'''halFILE'''<br />
'''Document Manager'''<br/><small><small>Version 4.0<br/>August 5, 2014</small></small><br />
<br />
'''Copyright © 2004-2014 by hal Systems Corporation'''<br />
'''halFILE is a trademark of hal Systems Corporation.'''<br />
<br />
All information contained or disclosed by this document is considered confidential and proprietary by hal Systems Corporation, except for rights expressly granted by contract in writing to other parties concerning the data or information disclosed herein. All design, manufacture, use, reproduction, and sales rights are reserved by hal Systems Corporation. Under the copyright laws, neither the documentation nor the software may be copied, photocopied, reproduced, translated, or reduced to any electronic medium or machine readable format except in the manner described in the documentation. Copyright © 2004-2014 by hal Systems Corporation. All rights reserved.<br />
<br />
==Chapter 1 - Welcome to halFILE==<br />
[[Chapter 1 - Welcome to halFILE 4.0]]<br />
<br />
Welcome! This chapter introduces you to halFILE™, the leader in document management and imaging, and provides you with an overview of this manual.<br />
<br />
==Chapter 2 - Overview==<br />
[[Chapter 2 - Overview 4.0]]<br />
<br />
HalFILE 4.0 is a major product release. This chapter tells you about new features and enhancements and describes the upgrade process from prior releases.<br />
<br />
==Chapter 3 - System Setup==<br />
[[Chapter 3 - System Setup 4.0]]<br />
<br />
The steps used to install halFILE and set up hardware and software components is covered in this chapter. It also lists the system requirements, and tells how to set up special halFILE features. <br />
<br />
==Chapter 4 - Administration==<br />
[[Chapter 4 - Administration 4.0]]<br />
<br />
This chapter covers the halFILE Administrator in detail, from setting up databases to defining where images are stored on your system.<br />
<br />
==Chapter 5 - Capturing Documents==<br />
[[Chapter 5 - Capturing Documents 4.0]]<br />
<br />
This chapter describes how to scan, import, and capture the printed output to introduce new documents to halFILE.<br />
<br />
==Chapter 6 - Indexing Documents==<br />
[[Chapter 6 - Indexing Documents 4.0]]<br />
<br />
An explanation of how key word indices are entered, how barcodes can be used, how database lookups can streamline the index process and how "real-time" OCR works can be found in this chapter.<br />
<br />
==Chapter 7 - Archiving Document Images==<br />
[[Chapter 7 - Archiving Document Images 4.0]]<br />
<br />
This chapter describes how images are moved to permanent storage such as magnetic disk or a SAN or NAS device. It also discusses back up strategies for image files and the process of making backup copies of images on CD or DVD.<br />
<br />
==Chapter 8 - Search for Documents==<br />
[[Chapter 8 - Search for Documents 4.0]]<br />
<br />
This chapter provides an explanation of searching for documents and viewing and printing the database information and related images.<br />
<br />
==Chapter 9 - Tools==<br />
[[Chapter 9 - Tools 4.0]]<br />
<br />
A number of special tools and features of halFILE are available to you. This chapter covers these tools and discusses when they are best implemented.<br />
<br />
==Chapter 10 - Other halFILE Features==<br />
[[Chapter 10 - Other halFILE Features 4.0]]<br />
<br />
This chapter describes some of the additional features you will find in halFILE.<br />
<br />
==Chapter 11 - Security==<br />
[[Chapter 11 - Security 4.0]]<br />
<br />
halFILE provides powerful security features covered in this chapter on security.<br />
<br />
==Appendix 4.0==<br />
[[Appendix 4.0]]<br />
<br />
<!--<br />
==Appendix I - Compatible Scanners and Engines==<br />
[[Appendix I - Compatible Scanners and Engines]]<br />
<br />
This appendix defines scanners, scanner cards, and other tools to use with halFILE.<br />
<br />
==Appendix II - Enabling Other Application==<br />
[[Appendix II - Enabling Other Application]]<br />
<br />
This chapter explains the halFILE API, an add-on product that can be used to image-enable your own Windows applications.<br />
<br />
==Appendix III - Building a Sample Application==<br />
[[Appendix III - Building a Sample Application]]<br />
<br />
In this chapter, you will find the steps used to build and use a sample application.<br />
<br />
==Appendix IV - Importing Other Document Types into halFILE==<br />
[[Appendix IV - Importing Other Document Types into halFILE]]<br />
<br />
This describes how halFILE can be used to manage Associated Documents such as Acrobat PDF files, Word documents, and Excel Spreadsheets.<br />
<br />
==Appendix V - Text File Support==<br />
[[Appendix V - Text File Support]]<br />
<br />
This section describes our add-on Text File Support product, halCOLD/ERM (Enterprise Report Management).<br />
<br />
==Appendix VI - Add-On Applications==<br />
[[Appendix VI - Add-On Applications]]<br />
<br />
This appendix provides a brief description of other utilities and applications available from hal Systems Corporation.<br />
<br />
==Appendix VII - Hot Keys and Short Cuts==<br />
[[Appendix VII - Hot Keys and Short Cuts]]<br />
<br />
This appendix includes a table of hot keys and short cuts that will help you streamline the operation of halFILE.<br />
--></div>
WikiSysop
http://help.halfile.com/index.php?title=HalFILE_Online_Help&diff=16780
HalFILE Online Help
2017-02-21T20:12:42Z
<p>WikiSysop: </p>
<hr />
<div>#REDIRECT [[HalFILE Online Help]]<br />
<br />
==halFILE 4.0 Documentation==<br />
[[HF4:halFILE 4.0 Documentation]]</div>
WikiSysop
http://help.halfile.com/index.php?title=HalFILE_Online_Help&diff=16778
HalFILE Online Help
2017-02-21T20:07:55Z
<p>WikiSysop: WikiSysop moved page HalFILE Online Helps to HalFILE Online Help: revert</p>
<hr />
<div>#REDIRECT [[HalFILE Online Help]]</div>
WikiSysop
http://help.halfile.com/index.php?title=HalFILE_Online_Helps&diff=16779
HalFILE Online Helps
2017-02-21T20:07:55Z
<p>WikiSysop: WikiSysop moved page HalFILE Online Helps to HalFILE Online Help: revert</p>
<hr />
<div>#REDIRECT [[HalFILE Online Help]]</div>
WikiSysop
http://help.halfile.com/index.php?title=HF4:Chapter_1_-_Welcome_to_halFILE_4.0&diff=16776
HF4:Chapter 1 - Welcome to halFILE 4.0
2017-02-20T23:41:21Z
<p>WikiSysop: moved Chapter 1 - Welcome to halFILE 4.0 to HF4:Chapter 1 - Welcome to halFILE 4.0</p>
<hr />
<div>[http://help.halfile.com/index.php?title=HalFILE_4.0_Documentation Main Index]<br />
<br />
Welcome! This chapter introduces you to the halFILE™ Document Manager and provides you with an overview of the contents of this User Manual. <br />
<br />
=About halFILE=<br />
<br />
halFILE is designed to provide for the management of your documents in an advanced yet easy to use environment. halFILE handles your documents from capture to indexing to storage to search and retrieval, and provides a variety of tools to streamline the process.<br />
<br />
<br />
===Document Capture===<br />
[http://help.halfile.com/index.php?title=Chapter_1_-_Welcome_to_halFILE_4.0#column-one Contents]<br />
<br />
halFILE scans (local or remote), imports, and captures the printed output. The system can handle typical business documents in a variety of formats including TIFF, JPEG, PDF, and Office documents.<br />
<br />
<br />
===Document Indexing===<br />
[http://help.halfile.com/index.php?title=Chapter_1_-_Welcome_to_halFILE_4.0#column-one Contents]<br />
<br />
halFILE provides sophisticated database support using powerful Open Database Connectivity (ODBC) drivers. Databases can include a variety of fields and validation types that can be populated by keyboard entry, barcode, database lookups and real-time Optical Character Recognition (OCR).<br />
<br />
<br />
===Document Archiving===<br />
[http://help.halfile.com/index.php?title=Chapter_1_-_Welcome_to_halFILE_4.0#column-one Contents]<br />
<br />
halFILE can archive documents to a variety of media including WORM, magneto-optical, magnetic disk, network storage devices and CD-ROM. Archiving can be performed automatically as a nightly service.<br />
<br />
<br />
===Document Search===<br />
[http://help.halfile.com/index.php?title=Chapter_1_-_Welcome_to_halFILE_4.0#column-one Contents]<br />
<br />
halFILE\’s powerful search engine lets you find and view your documents quickly. Reports of database information can be generated using powerful Crystal Reports.<br />
<br />
<br />
===Web Enabling===<br />
[http://help.halfile.com/index.php?title=Chapter_1_-_Welcome_to_halFILE_4.0#column-one Contents]<br />
<br />
With '''e.halFILE''', our web-based add-on product, you can web-enable your database search and document retrieval seamlessly.<br />
<br />
=Online Help=<br />
halFILE provides many support features to help you learn about the system. This includes the following:<br />
# Context-sensitive help accessed by pressing the F1 key.<br />
# This On-line Users Guide at http://help.halfile.com.<br />
# Help menus to provide access to on-line help file for each module including the Table of Contents, an Index and a full text Search of the help file.<br />
# Help menu to provide access to the complete manual with Table of Contents, Index and Full Text Search.<br />
# Help menu to access halFILE\’s web site, http://www.halfile.com, which provides an extensive technical support area to help to provide answers to problems, white paper and supporting documentation, and a knowledge base. Once you reach the web site, check out the '''Support''' and '''My halFILE''' links.<br />
<br />
===Search the halFILE Knowledge Base===<br />
[http://help.halfile.com/index.php?title=Chapter_1_-_Welcome_to_halFILE_4.0#column-one Contents]<br />
<br />
In the Support area of [www.halfile.com.-http://www.halfile.com./], the "halFILE Knowledge Base" link lets you search our database of technical support incidents that describe resolutions to problems that have been encountered in the past. Go to halFILE.com and click Support from the menus near the top of the page.<br />
<br />
===Supporting Documentation===<br />
[http://help.halfile.com/index.php?title=Chapter_1_-_Welcome_to_halFILE_4.0#column-one Contents]<br />
<br />
In the Support area of [www.halfile.com-http://www.halfile.com/], the '''Supporting Documentation''' link provides specific application support for add-on and feature products that are part of the halFILE family. The documents are provided in Acrobat PDF format.<br />
<br />
<br />
===Tech Support Briefs / White Papers===<br />
[http://help.halfile.com/index.php?title=Chapter_1_-_Welcome_to_halFILE_4.0#column-one Contents]<br />
<br />
In the Support area of [www.halfile.com-http://www.halfile.com/], the '''Tech Support Briefs/White Papers''' link provides white papers and briefs about specific applications of halFILE as well as solutions to common issues.<br />
<br />
<br />
===HalFILE Users Group (HUG)===<br />
[http://help.halfile.com/index.php?title=Chapter_1_-_Welcome_to_halFILE_4.0#column-one Contents]<br />
<br />
When you purchased halFILE, you became a member of the halFILE Users Group (HUG). The HUG web site can be reached by clicking the HUG logo on [www.halfile.com-http://www.halfile.com/] or by going to http://hug.halfile.com. Here you can find information about past and future HUG Conferences, training seminars, and items of interest to halFILE users.<br />
<br />
=Product registration=<br />
The first time you go into halFILE, you are shown a registration form. Once you fill out the form, it is automatically sent it to halFILE Technical Support. Issues with installation and registration may be directed to:<br />
<br />
E-mail: [support@halfile.com-mailto:support@halfile.com]<br />
<br />
=Technical Support=<br />
Technical Support is provided to registered users having an active maintenance agreement. Technical support is available in the following methods:<br />
<br />
Web site: [www.halfile.com-http://www.halfile.com/]<br />
Supporting Documentation, Tech Support Briefs, White Papers<br />
<br />
E-mail: [support@halfile.com-mailto:support@halfile.com]<br />
<br />
Fax: 214.691.4730<br />
<br />
Phone: <br />
* 877.425.3453 (877.halfile)<br />
* 512.892.0972<br />
* 214.691.4700<br />
<br />
When you submit a technical support request, be sure to include the following information:<br />
* A full description of the problem<br />
* The error message you are getting<br />
* Environment information including:<br />
- Product Serial Number or Client Number<br />
- Windows version (Windows 8, 7, XP, 2000)<br />
- Network type<br />
- Scanner make and model (if applicable)<br />
- PC memory<br />
- Database Platform (SQL Server, SQL Server Express) and version<br />
<br />
Technical support connections to your computer are supported with the following applications:<br />
* PcAnywhere<br />
* Remote Desktop/Terminal Server<br />
* halFILE HelpDesk<br />
<br />
The halFILE HelpDesk communications tool lets you share your computer with a tech support analyst. To use the help desk feature:<br />
* Select the Help-Share computer with Tech Support from the halFILE Manager menu.<br />
* Go to [www.halfile.com-http://www.halfile.com/] and click on My halFILE. Then select the "Share your computer with a Tech Support Analyst" link</div>
WikiSysop
http://help.halfile.com/index.php?title=Chapter_1_-_Welcome_to_halFILE_4.0&diff=16777
Chapter 1 - Welcome to halFILE 4.0
2017-02-20T23:41:21Z
<p>WikiSysop: moved Chapter 1 - Welcome to halFILE 4.0 to HF4:Chapter 1 - Welcome to halFILE 4.0</p>
<hr />
<div>#REDIRECT [[HF4:Chapter 1 - Welcome to halFILE 4.0]]</div>
WikiSysop
http://help.halfile.com/index.php?title=HalFILE_4.0_Documentation&diff=16774
HalFILE 4.0 Documentation
2017-02-20T23:36:02Z
<p>WikiSysop: moved HalFILE 4.0 Documentation to HF4:halFILE 4.0 Documentation</p>
<hr />
<div>=User Manual=<br />
<br />
<!--<br />
[[File:HF_Users_Manual_30.doc]]<br />
--><br />
<br />
'''halFILE'''<br />
'''Document Manager'''<br/><small><small>Version 4.0<br/>August 5, 2014</small></small><br />
<br />
'''Copyright © 2004-2014 by hal Systems Corporation'''<br />
'''halFILE is a trademark of hal Systems Corporation.'''<br />
<br />
All information contained or disclosed by this document is considered confidential and proprietary by hal Systems Corporation, except for rights expressly granted by contract in writing to other parties concerning the data or information disclosed herein. All design, manufacture, use, reproduction, and sales rights are reserved by hal Systems Corporation. Under the copyright laws, neither the documentation nor the software may be copied, photocopied, reproduced, translated, or reduced to any electronic medium or machine readable format except in the manner described in the documentation. Copyright © 2004-2014 by hal Systems Corporation. All rights reserved.<br />
<br />
==Chapter 1 - Welcome to halFILE==<br />
[[Chapter 1 - Welcome to halFILE 4.0]]<br />
<br />
Welcome! This chapter introduces you to halFILE™, the leader in document management and imaging, and provides you with an overview of this manual.<br />
<br />
==Chapter 2 - Overview==<br />
[[Chapter 2 - Overview 4.0]]<br />
<br />
HalFILE 4.0 is a major product release. This chapter tells you about new features and enhancements and describes the upgrade process from prior releases.<br />
<br />
==Chapter 3 - System Setup==<br />
[[Chapter 3 - System Setup 4.0]]<br />
<br />
The steps used to install halFILE and set up hardware and software components is covered in this chapter. It also lists the system requirements, and tells how to set up special halFILE features. <br />
<br />
==Chapter 4 - Administration==<br />
[[Chapter 4 - Administration 4.0]]<br />
<br />
This chapter covers the halFILE Administrator in detail, from setting up databases to defining where images are stored on your system.<br />
<br />
==Chapter 5 - Capturing Documents==<br />
[[Chapter 5 - Capturing Documents 4.0]]<br />
<br />
This chapter describes how to scan, import, and capture the printed output to introduce new documents to halFILE.<br />
<br />
==Chapter 6 - Indexing Documents==<br />
[[Chapter 6 - Indexing Documents 4.0]]<br />
<br />
An explanation of how key word indices are entered, how barcodes can be used, how database lookups can streamline the index process and how "real-time" OCR works can be found in this chapter.<br />
<br />
==Chapter 7 - Archiving Document Images==<br />
[[Chapter 7 - Archiving Document Images 4.0]]<br />
<br />
This chapter describes how images are moved to permanent storage such as magnetic disk or a SAN or NAS device. It also discusses back up strategies for image files and the process of making backup copies of images on CD or DVD.<br />
<br />
==Chapter 8 - Search for Documents==<br />
[[Chapter 8 - Search for Documents 4.0]]<br />
<br />
This chapter provides an explanation of searching for documents and viewing and printing the database information and related images.<br />
<br />
==Chapter 9 - Tools==<br />
[[Chapter 9 - Tools 4.0]]<br />
<br />
A number of special tools and features of halFILE are available to you. This chapter covers these tools and discusses when they are best implemented.<br />
<br />
==Chapter 10 - Other halFILE Features==<br />
[[Chapter 10 - Other halFILE Features 4.0]]<br />
<br />
This chapter describes some of the additional features you will find in halFILE.<br />
<br />
==Chapter 11 - Security==<br />
[[Chapter 11 - Security 4.0]]<br />
<br />
halFILE provides powerful security features covered in this chapter on security.<br />
<br />
==Appendix 4.0==<br />
[[Appendix 4.0]]<br />
<br />
<!--<br />
==Appendix I - Compatible Scanners and Engines==<br />
[[Appendix I - Compatible Scanners and Engines]]<br />
<br />
This appendix defines scanners, scanner cards, and other tools to use with halFILE.<br />
<br />
==Appendix II - Enabling Other Application==<br />
[[Appendix II - Enabling Other Application]]<br />
<br />
This chapter explains the halFILE API, an add-on product that can be used to image-enable your own Windows applications.<br />
<br />
==Appendix III - Building a Sample Application==<br />
[[Appendix III - Building a Sample Application]]<br />
<br />
In this chapter, you will find the steps used to build and use a sample application.<br />
<br />
==Appendix IV - Importing Other Document Types into halFILE==<br />
[[Appendix IV - Importing Other Document Types into halFILE]]<br />
<br />
This describes how halFILE can be used to manage Associated Documents such as Acrobat PDF files, Word documents, and Excel Spreadsheets.<br />
<br />
==Appendix V - Text File Support==<br />
[[Appendix V - Text File Support]]<br />
<br />
This section describes our add-on Text File Support product, halCOLD/ERM (Enterprise Report Management).<br />
<br />
==Appendix VI - Add-On Applications==<br />
[[Appendix VI - Add-On Applications]]<br />
<br />
This appendix provides a brief description of other utilities and applications available from hal Systems Corporation.<br />
<br />
==Appendix VII - Hot Keys and Short Cuts==<br />
[[Appendix VII - Hot Keys and Short Cuts]]<br />
<br />
This appendix includes a table of hot keys and short cuts that will help you streamline the operation of halFILE.<br />
--></div>
WikiSysop